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How to receive samples sent on a manifest

Register every sample in a package that arrives with a manifest, by entering the manifest code once.

The Add Samples from Manifest menu appears on a lab's own InteLIS (LIS). On the central system (STS), it appears only for users whose role has the Testing Lab access type. Health facility users never see it. It does not appear on a standalone installation.

Before starting:

  • The package and the printed manifest inside it
  • The date and time the package arrived at the lab

The steps use viral load. For another test, open Add Samples from Manifest under that test's Request Management menu.

Choose the situation that fits, then follow its steps from top to bottom.

  1. Count the tubes against the printed manifest.
  2. Go to HIV VIRAL LOAD → Request Management → Add Samples from Manifest.
  3. Type or scan the manifest code into Enter Sample Manifest Code.

  4. Select Submit. The samples on the manifest appear in the table.

    If a message appears instead of the samples
    Message Cause What to do
    Please enter the Sample Manifest Code The code field is empty Enter the code, then select Submit
    No manifest found with code … No manifest with that code was sent to this lab Check each character of the code. Ask the sender which lab the manifest names
    Manifest … is registered to a different testing lab and cannot be activated here The manifest names another lab Ask the sender to move the manifest to this lab. See Move manifests to another lab
    Could not retrieve samples for manifest … Please try again or contact support The STS holds no samples for this code for this lab Check the code. Ask the sender which lab the manifest names
    Unable to sync manifest … The STS did not answer Select Submit again. If it repeats, contact support
    Unable to verify manifest The manifest could not be checked Select Submit again. If it repeats, contact support
    Some error occurred while processing the manifest The manifest could not be processed Select Submit again. If it repeats, contact support
    Invalid server response while processing manifest … The STS sent an answer InteLIS could not read Select Submit again. If it repeats, contact support

    The table shows Please enter a valid Manifest Code to activate until a manifest loads. It is not an error.

  5. Check that the number of rows matches the tubes on the bench.

  6. Set Sample Received at Testing Lab to the date and time the package arrived. The date is required. Without it, InteLIS shows Please select when the samples were received at the Testing Lab.

  7. Select Activate Samples. The message Samples from this Manifest have been activated appears. If every sample already had a Sample ID, no message appears. The received date is still saved.

    Activate a manifest once

    Activating the same manifest again overwrites the received date of every sample on it. Test dates and statuses are kept.

  8. Add the samples to a batch. See How to batch samples for testing.

  1. Count the tubes against the printed manifest. Note the Sample IDs of the missing or damaged tubes.
  2. Go to HIV VIRAL LOAD → Request Management → Add Samples from Manifest.
  3. Type or scan the manifest code into Enter Sample Manifest Code.

  4. Select Submit. The samples on the manifest appear in the table.

    If a message appears instead of the samples
    Message Cause What to do
    Please enter the Sample Manifest Code The code field is empty Enter the code, then select Submit
    No manifest found with code … No manifest with that code was sent to this lab Check each character of the code. Ask the sender which lab the manifest names
    Manifest … is registered to a different testing lab and cannot be activated here The manifest names another lab Ask the sender to move the manifest to this lab. See Move manifests to another lab
    Could not retrieve samples for manifest … Please try again or contact support The STS holds no samples for this code for this lab Check the code. Ask the sender which lab the manifest names
    Unable to sync manifest … The STS did not answer Select Submit again. If it repeats, contact support
    Unable to verify manifest The manifest could not be checked Select Submit again. If it repeats, contact support
    Some error occurred while processing the manifest The manifest could not be processed Select Submit again. If it repeats, contact support
    Invalid server response while processing manifest … The STS sent an answer InteLIS could not read Select Submit again. If it repeats, contact support

    The table shows Please enter a valid Manifest Code to activate until a manifest loads. It is not an error.

  5. Set Sample Received at Testing Lab to the date and time the package arrived. The date is required. Without it, InteLIS shows Please select when the samples were received at the Testing Lab.

  6. Select Activate Samples. Activation covers every sample on the manifest, including the missing ones. The message Samples from this Manifest have been activated appears. If every sample already had a Sample ID, no message appears. The received date is still saved.

    Activate a manifest once

    Activating the same manifest again overwrites the received date of every sample on it. Test dates and statuses are kept.

  7. Mark each missing tube Lost and reject each damaged sample with a reason. See How to review and approve results.

  8. Tell the sender which samples were rejected or lost, so they can collect again.
  9. Add the remaining samples to a batch. See How to batch samples for testing.

Confirm it worked

  1. Go to HIV VIRAL LOAD → Request Management → View Test Requests.
  2. Filter on the manifest code.

Every sample from the package has a Sample ID and the status Sample Registered at Testing Lab.

What activation does

Activation issues a lab Sample ID to every sample on the manifest that does not have one yet. It records the received date and moves each sample to Sample Registered at Testing Lab. Until then, the samples carry only the identifier the sending facility used, and are not ready for testing.

Column Meaning
Sample ID The identifier this lab issues, used on the analyzer and on the report
Remote Sample ID The identifier the sending facility used, kept so the facility can trace the sample

On a LIS, Submit checks the manifest against the STS every time, and fetches it again when the lab's copy is missing or out of date. This needs an internet connection.