Since November 16, 2023, there is a new functionality available in the NCI BioMS Graphical User Interface (GUI) to search, view and download a Report of Expected Mandatory Specimens for a user’s authorized collection site(s). In addition, beginning February 9, 2024, CRAs are notified by email, every Friday afternoon, with a list of mandatory specimens which will be due in the upcoming two weeks. The subject of this email is “Upcoming Mandatory Specimen Collections for the next two weeks”. This email notification is just a friendly reminder. Since it is possible to have additional and new patient registrations anytime during the week, it is recommended that the CRAs use the comprehensive list of expected specimens which are available to view/download from BioMS Graphical User Interface. By reviewing this Expected Specimens list, collection site can better plan for the expected and mandatory specimen collections. The following are the steps to follow to view/download Expected Specimens list.
In order to use this function, click on the newly availableExpected Specimensoption under SEARCH menu in BioMS GUI as shown below. The objective of this new feature is to allow CRAs to proactively review the upcoming mandatory specimen collections and plan for it in advance. This will help to prevent specimens getting into the Overdue Specimenslist.
SEARCH menu in BioMS GUI
The following page will be displayed allowing the user to search for ALL Expected and Mandatory Specimens (Default option with nothing entered in the search box). There are two options to search and filter: Expected Specimens for a Patient ID or Expected Specimens for a Study. Select the option and then Click search button which will display the results for the search. If you select a Patient or Study, type in Patient ID or Study ID, then select the same from the search bar as it appears and then click search. This is similar to how search function works in BioMS GUI.
EXPECTED SPECIMENS SEARCH page from BioMS GUI
The SEARCH RESULTS page will show a count of the total expected specimens and the results page will be displayed as shown below. (Specimen ID, Patient ID and Registration Site info were removed from the screen shot below.)
EXPECTED SPECIMENS SEARCH RESULTS PAGE
Search results include Specimen ID, Patient Id, Registration Site, Patient Registration Date, Study Epoch, Collection Timepoint, Specimen Title and Anticipated Collection Date as shown above. User can click on the Excel buttonto download displayed results into an Excel spreadsheet. The downloaded report will include an additional data; the responsible CRA email address, in addition to the data fields listed above. (Please note that the Specimen IDs, Patient IDs and Registration Site data are intentionally blanked out on the above screen shot but will be visible to you in the BioMS Application.)