19 - Request Collection Kits

Step 1: In the left navigation bar of BioMS, click on Kit Requests under the TASKS section.

Step-2: The Specimen Kit Dashboard will be displayed as illustrated below. To initiate a new request for a kit, click on the "Place New Kit Request" button located in the top left corner of the page.

Step-3: The CREATE NEW SPECIMEN KIT REQUEST page will appear as illustrated below. All mandatory fields are marked with a red asterisk (*). For specific studies, the Patient ID may also be necessary, and this requirement will be emphasized as mandatory once a study and its corresponding kit are chosen.

Step-4: All available Alliance Studies can be found in the study dropdown list. Users must select a study first to view the corresponding kits. After selecting a study, click on the Specimen Collection Kit dropdown to see the available kits, as illustrated below. Choose the kit for which you would like to place a request from the dropdown menu.

Step-5: Once a kit is selected, detailed information will be displayed, including the fulfilling biorepository, the biorepository’s contact email, and the contents of the selected kit, as illustrated below. For certain kits, it is necessary to enter a valid enrolled Patient ID. The system will prevent submission of a kit request if the Patient ID entered does not correspond to a valid and enrolled patient in that study. In this particular study, providing a Patient ID is mandatory, as shown below. If you are requesting multiple kits for more than one patient, you can enter the Patient IDs in the designated column, separated by commas. The default number of kits is set to 1; however, users can change this by clicking the dropdown box.

Step-6: Next, user need to fill in the Requester details as shown below.

IMPORTANT: Requester phone number is a mandatory information to be entered and it cannot exceed more than 10 digits. If you need to provide an extension number, please provide that extension number in the notes section at the bottom of the Create Kit Request page.

Step-7:Next, the user needs to enter Shipping Address details. Under the Shipping Details section, the shipping address will be automatically populated based on your user profile and the associated collection site. This address reflects the information you have on record for the collection site. You have the option to modify this address for added specificity or to make changes as needed. Please keep in mind that the street address (Address-1) is restricted to a maximum of 32 characters. You may input information separated by commas, but the total character count for that line must not exceed 32 characters.

IMPORTANT: Please make sure you enter a valid shipping address including valid City, State and Postal Zip code as many of the Alliance Repositories use automated FedEx shipping and if your shipping address fails FedEx address validation, the request will be declined by the repository and you may have to resubmit a new kit request with the correct shipping address. Please note that the street address has a 32 character limit and you must provide a valid and shortened street address in it. If you add address details under Notes, Repository staff may not review those comments and your request might get rejected due to invalid street address. In summary, you MUST limit and enter your site’s street address in 32 characters against Address.

Step-8: Select Shipping Method and system will provide you an estimated shipping date.

Kit needed by is not entered by the requester anymore and the requester will be asked to pick one of the Shipping options which will then determine the Estimated Shipping Date. The following are the three options available.

1. Regular (within 10 business days from today)

2. Expedited via FedEx (within 1-2 business days from today)

3. Expedited via Non FedEx (Requester provides shipping label)

IMPORTANT: Please make sure you enter the the 9 digit FedEx Account number of your site without any additional characters if you choose the Expedited via FedEx as the Shipping Method. If the account number provided is invalid, repository will decline your kit request.

Step 9: Final Submission. This is the last step in the process. Once you have completed all previous steps and ensured that there are no errors on the page, you will be able to click the Submit button. To proceed, click the Submit button located at the bottom of the page. Your request will then be created and sent to the biorepository. You will receive an email from BioMS containing all the relevant information, which you can retain as a copy for your records. If you encounter any errors, you can return to BioMS to edit the Kit Request and correct the information. Please note that once the biorepository has accepted your request for fulfillment, you will no longer be able to edit it in BioMS. However, if you need assistance, you can always reach out to the BioMS Help Desk for support.