22 - Tissue Block Return Requests
Summary
This is a new function in Alliance BioMS which enables collection site users to request a return of the Fixed Tissue Block(s) they have submitted to one of the Alliance Biorepositories. Please note that Tissue Block(s) will be returned only to the collection site that submitted the specimen(s). Any clinical surgical pathology block will be returned within 10 working days of submitted request, when needed for clinical management or clinical trial enrollment. Otherwise, all blocks are held until the conclusion of the trial and will be returned to the submitting institution when the trial and correlative science study end points have been met. Therefore, if site requests it back early and did not send it back or did not send a replacement specimen, it will not count as a submission. Any clinical surgical pathology block that is submitted for research studies will not be exhausted or rendered unsuitable for future diagnostic use. A site user can submit request only if they have previously submitted a Tissue Block which was received at a biorepository with “Acceptable” OR “Acceptable with Alerts” specimen received quality.
Important Notes
Once the Biorepository receives the request, if there are any questions, the staff will reach out to you at the email address or the phone number provided. Please make sure the shipping address you provided in the request is accurate.
Once Alliance Biorepository distributes the requested Tissue Block(s), BioMS receives an auto notification and updates the respective specimen status with “-RETURNED” appended at the end.
You can identify such returned Specimens as follows.
On Patient Checklist as well as in BioMS search of specimens, the Returned specimen will be shown with word “RETURNED” appended to the end of the Received Specimen Quality value. Please see an example shown below.
Please note that a request for return (as explained in the summary above) will nullify the original specimen submission. This submission will be registered as 'unsubmitted' until the repository receives the block back, OR
an alternate tissue specimen that meets protocol/CSM criteria is submitted, or
the specimen is recorded again as 'Not collected' with the reason noted.
Step by step Instructions
Please read the following step by step instructions on how to submit a Tissue Block Return request.
Step: 1 Login to BioMS using your user credentials. Upon successful login, you will see a menu option in the left Navigation Bar called “ Block Return Requests” under TASKS.
Step: 2 Upon clicking the Block Return Requests menu option, the following page opens. All mandatory fields are indicated by red asterisks *.
Please enter only the Surgical Pathology Case Number against the Surgical Pathology Case Number.
Please specify the Tissue Block ID (example: Block A2, B2 etc.) if the site submitted more than one block for the same patient and this information should be entered in the Return Request Details section.
Please note that Return Request Details has a 255 character limit and it cannot exceed that limit.
Step: 3 Complete the Request form as shown below. Patient ID is masked out in the screen shot below. Street Address-1 is mandatory and has a 32 character limit. Street Address-2 is optional and has 32 character limit as well.
Step: 4 Once the request form has been completed, click on the Submit button at the bottom to submit the request. Upon successful submission, the user will get an email notification with a Request ID. The respective Alliance Biorepository will be notified on this request. Please see below for an example. Please reference the Block Return Request ID if you need to follow up on the status of the return request with the Biorepository. Please copy both the BioMS helpdesk and the respective Biorepository contact emails on your inquiry emails.