Sample Tracking

sampleminded® is highly configurable, enabling you to keep up with the demands of an evolving study protocol. Requirements and instructions for specimen collection, participant information, and assay lab shipping and handling can be specified for each stage of the sample collection process, and can be easily changed to keep up with modifications to your protocol.

During data-entry, sampleminded® proactively informs a Clinical Research Nurse of the expected numbers and types of specimens scheduled to be obtained from a subject at each study visit. Deviations from the expected protocol are flagged and commented in the subject's Participant Visit Record revealing that required samples have not yet been collected, and that samples may possibly never be collected. These records inform protocol coordinators and remote assay labs that expected samples will not be shipped.

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The sampleminded® workflow provides tools for site users to associate batches of containers with participants, to record that artifacts (specimens, images, questionnaires, etc.) have been collected and received in the lab, and to record that artifacts have been processed and aliquotted into other containers. sampleminded® also tracks individual aliquots and any comments associated with processing.

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sampleminded® keeps a detailed history of the chain of events throughout the lifecycle of a sample. Users can review records that show when each sample was collected and where it has been shipped, processed, and stored. An item's chain of custody is the backbone of the sampleminded® domain model. Detailed knowledge of the item's custodial history helps sampleminded® guide the user in interacting with the system.

From the custody chain, sampleminded® can begin to infer the steps that need to take place regarding the processing, shipping, and receiving of artifacts. Security controls can also be dynamically applied to repository artifacts through examination of custody records, allowing users access to those items for which they have custody, or have been granted custody via transfer.

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