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What if I cannot log into BioMS?
You will need your CTEP or ID.Me user name and password to log into BioMS, even if you have already logged into the Alliance member web site. If you do not have a CTEP ID or have forgotten your CTEP user name or password, please visit https://eapps-ctep.nci.nih.gov/iam/ForgotPassword.do. If your CTEP user name and password is correct, but you still cannot log into BioMS, and are receiving a User Not Authorized error, please contact the BioMS Help Desk at 1-855-55-BIOMS (1-855-552-4667).
How do I use BioMS
BioMS has a graphical user interface and functionality very similar to the former CALGB STS system. A full set of user manuals, FAQs, and training videos are available at the BioMS help site: BioSpecimen Management System - BioMS. For immediate answers to more specific questions, please contact the BioMS Help Desk at: 1-855-55-BIOMS (1-855-552-4667) or by clicking on the ‘Help’ link on the BioMS log in or application pages.
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No, BioMS does not create air bills, but rather creates the packing slip that MUST be sent with specimens. When the user selects manage shipments, the CRA indicates which courier is being used (in this case FedEx) and enters the Tracking number from the FedEx air bill that has already been created either via FedEx webpage or a pre-printed air bill. If a protocol has an approved pre-printed FedEx air bill, this air bill will be placed inside of the kit that is shipped to the site upon requesting the kit from the Biorepository. Pre-printed air bills are not the same as a pre-paid air bill. The Pre-Printed air bill contains information regarding the “ship to” address and shipping method (ie priority overnight).
Once we ship specimens, is it our responsibility to go back into BioMS to verify the specimen was received and usable, or will you send an email to confirm?
Yes. Although the CRA sending samples will be notified by email if a sample received at the repository is unacceptable, it will be the responsibility of the CRA to verify the specimen status by logging into BioMsBioMS.
My screen is distorted and some of my function keys do not work. I am not able to complete my shipment. What is causing this?
The The most likely cause is a browser issue. Because BioMs is a web based system, it works best with the recommended Browsers listed here: IE 11.0 , Mozilla Firefox 30.0 and if you have a Mac, Safari 7.0. If above. If you notice that the BioMs application is appearing distorted on your screen, check to ensure you are using one of the recommended browsers. If you are not allowed to download applications or updates on your computer, contact your local IT department. Please contact the help desk for assistance with logging and shipment of specimens until your IT department can update your browser.
The The Repository that received my samples called to tell me that they did not receive a Paraffin block that was listed on the packing slip I sent. I realized that I still have the block here and did not send it with the 10 unstained slides I sent earlier. How do I log and send the Block now in BioMs since I have already previously marked it as collected and shipped?
When the shipment is received at the BioReposity, the receiving staff with change the quantity field of the missing block to zero, and record the block as "Not in Shipment" in caTissue. The biorepository staff will then notify the CRA that the block was missing and needs to be collected and shipped in BioMs. The CRA will log into BioMs and navigate to the patient specimen checklist visit that contains the Paraffin block. The status of the block will be displayed as "Received-Not in Shipment". The CRA will need to click on the "recollect" icon and say yes to collect an additional specimen. This will create another specimen collection event below the first and allow the block to be logged as collected. The specimen checklist will then display two collection events for the block, with the first specimen having a quantity of zero, and a status of "Received-Not in Shipment", and the new specimen with the correct quantity and a status of "Collected". Once the block has been logged as collected, the CRA will add the block to a new shipment and send it on to the repository with the new packing slip.
I am an ECOG site and have collected specimens for study CALGB 9710. I do not have access to BioMS. What are the steps I need to take to get my samples shipped out?
If you are are ECOG or SWOG site and have patients enrolled in a CALGB trial, contact the BioMs help desk for instructions on shipping specimens. The BioMs help desk will fax or email you the BioMs Specimen Log and Shipping Manifest form to complete. Once completed, you will fax or email the form back to the BioMs help desk. The Help Desk staff will completed the steps necessary to log patient and specimens in BioMs. The Help desk will then fax or email you a completed BioMs packing slip to include in the box with the samples to be shipped. NOTE: Please Do Not Ship the Samples Until You Have Received the BioMs Packing List from The Help Desk. CALGB studies that may involve ECOG and SWOG: CALGB 9710, 9862, 10001, 10403,10404, and 10701.
I cannot see my specimen on the Pending Specimens list on the Manage Shipments Page. I have logged it as collected in BioMS. It is a paraffin block that was collected 6 weeks ago. I need to ship this specimen today.
The default view of Manage Shipment page displays all specimens that are pending shipment from your site that have been collected in the last 30 days. If you have recorded a collection date of greater than 30 days ago, you need to change the view of the Specimens Pending Shipment list by selecting to view "All" from the drop down menu at the top of the Specimens Pending Shipment list.
I cannot find my patient in BioMs
A. If your patient was just registered today in OPEN, it could take up to 1 hour for the registration to appear in BioMs. Registrations are updated every 15 minutes. If you still do not see your patient in BioMs, and it has been at least one hour since they were registered in OPEN, please call the BioMs help desk.
B. In the retired STS system, CRA's typically searched for patients by selecting the study the patient was registered to. In the BioMs system, it is better to search for patients by their Registration ID. If you are having problems finding your patient in BioMs, try searching by the patients registration number. If you still can't find your patient, please call or email the help desk. We will need to know the date the patient was registered, what studies the patient was registered to, and the patients registration number and initials.
Our Site is being Audited. We need information on a patient that had specimens sent using the retired STS system and we cannot access this system anymore. Can you help?
A couple members of the BioMs help desk team have read only access to the retired STS system that was replaced by BioMs. Please email the help desk with the CALGB registration ID number and associated study of the patient you need us to look for in STS. If any data is available, we will print it out and either fax or email the information to you.
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