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Cooperative Human Tissue Network - Western Division at Vanderbilt University Medical Center

Fresh Tissue FAQ

Where can I find information concerning my specimens such as age/sex/race, tissue type, weight, preparation type, etc?

What is the donor portal? What kind of information can I find in the donor portal?

How do I access the CHTN WESTERN DONOR PORTAL?

What should I expect when I receive my shipment? How are the specimens packaged/stored?

Why is there/isn’t there a barcode for my samples on the packing slip?

How are the samples identified? How are the tissue IDs generated?

How will I be notified of the samples procured for me?

When should I expect to receive the invoice?

Who do I notify or what do I do if there is an error with my shipment?

What information is found in pathology reports and chart reviews?

How long will it take before I can access my pathology reports or chart reviews?

What if what I receive is different from what is listed in the pathology report?


Where can I find information concerning my specimens such as age/sex/race, tissue type, weight, preparation type, etc?

The packing slip indicating the Quantity, Tissue ID (Delink #), Organ, Tissue Type, Age /Sex /Race, Weight (g or ml) and preparation type. You will notice that the tissues approved for shipment by you are labeled with a Delinking number (WD-####).

The individual conicals included in the shipment are also labeled with A/S/R, Tissue Type, Weight (g), and Tissue ID.


What is the donor portal? What kind of information can I find in the donor portal?

We realize that with email systems becoming overloaded and the need to download data into your LIMS system, getting the information you need may be difficult or cumbersome!   CHTN Western at VUMC has now made it easier for you to get the information you need and provide you/your staff the access it needs to the data!

We have created a CHTN DONOR PORTAL, which allows you to view all your orders, starting January 2012!  You will need to obtain access to the site by requesting a login and password and you must have received at least one shipment, starting January 1, 2012.  

From the site, you can download and view your packing slips, pathology reports, specimen details and chart reviews, if you purchased them!

We hope the site will be beneficial to you and your research!


How do I access the CHTN WESTERN DONOR PORTAL?

Once an order is shipped, your packing slips, pathology reports and chart reviews (if purchased) can be downloaded by logging onto our DONOR PORTAL.  You will receive a user ID and password from the Coordinator, Ms. Kerry Wiles within 24-48 hours after your order.  If you do not receive a password, please contact Ms. Wiles at kerry.wiles@vanderbilt.edu to request access.

Go to the following website: https://chtn.mis.vanderbilt.edu/donorportal/faces/security/login.html

Enter your user name and password, which is case sensitive.

 

 

 

 

 

 

Once you have logged on, please change your password and keep it confidential.  You are responsible for maintaining the security of this data and your privileges to the site may be revoked if abuse is reported or suspected.  

Click the “Admin” button near the Logout at the top of the screen to change your password.

 

 

 

 

 

Please read the disclaimer before proceeding to the “Continue” hyperlink to view your data.
Your packing slips, specimen details, Pathology report and chart reviews (if purchased) will be separated by the invoice ID.

 

 

 

 

 

Clicking the “View” hyperlink under the “View/Export Specimens” will allow you to download the specimen data in three different formats.

 

 

 

 

Selecting the “Pathology Report” hyperlink automatically downloads the document in a RTF.  We are currently revising this format, so please be patient with us!

If you have paid for a chart review, you will be able to access this report by clicking the hyperlink. 

CHTN WESTERN VUMC has made it easier for the community to benefit from Chart Reviews!  Our chart reviews are dynamic reviews.  This means that the more people that request data elements be included in the review, the more the community benefits!  For instance, if Investigator X wants to know the smoking history of a donor in which he purchased a chart review for in 2009 and Investigator Y receives some of the tissue in 2010 and requests a full chart review, then Investigator X now has access to all that additional information.

Our goal is to provide the research community with as much information that will be beneficial to push research forward.   

If you would be willing to provide your thoughts on the Dynamic Chart Review, please go to the NCI website and under the Contact us tab, complete a CHTN Investigator submission.  Please select “Western” as the division and the “Request type” as “Request a call from the coordinator” and then indicate in the comment section your ideas and thoughts on the Dynamic Chart Review concept!


What should I expect when I receive my shipment? How are the specimens packaged/stored?

Fresh specimens are procured and placed in RPMI, unless otherwise specified. Based on the investigator’s request, additives, such as FCS or Fungizone, may or may not be included. The conicals are triple packaged and shipped to the investigator in an insulated box containing either one or two wet ice packs, depending on outside temperatures.

Each conical is labeled with A/S/R, Tissue Type, Weight (g), and Tissue ID (WD-####).

Your FRESH SHIPMENT will contain the following:
1. A packing slip identifying the specimens in the package (see example)
2. A biohazard instruction form, which explains that only personnel trained in handling human biological specimens, should open the package.

 

 

 

 

 

 

3. The specimen, triple packaged with enough absorbent material to withstand a leakage event, placed in a biohazard bag and then a Tyvek bag to contain leakage.
4. Ice packs or wet ice as preferred by the investigator request.
5. Packaging/filler material to avoid the sample from moving during the shipping process.
6. Styrofoam box for transport, contained within a rigid outer container (cardboard). The CHTN Western Division cares about the environment and recycles boxes. We repurpose the boxes by removing any third party or previous shipment labels and by adding the appropriate labels in accordance with IATA/DOT guidelines.
7. The invoice can be sent with the package upon request; otherwise, all invoices will be electronically submitted to your accounts payable personnel/system.  If you would like a copy of the invoice, please contact Ms. Kiley Wease at kiley.wease@vanderbilt.edu or kerry.wiles@vanderbilt.edu.


Why is there/isn’t there a barcode for my samples on the packing slip?

Your samples may or may not contain a barcode.   If the donor has signed a consent form for the use of his or her medical information and tissues, then the sample will contain a barcode.  This barcode is linked within our own system and does not have a relevance to your order. If your sample does not have a barcode, then the donor may not have been consented and it will require CHTN-VUMC to delink the specimen after shipment and destroy the link.  


How are the samples identified? How are the tissue IDs generated?

Tissue ID-Delink # associated with the donor and organ type (WD-###) All specimens received from the CHTN Western Division will be identified with the “WD-“ prefix.
For example:

Qty  Tissue ID   Organ    Tissue Type A/S/R    Wt.(g or ml)          Prep.
1      WD-899      Urine        Normal         67/F/W    1.0 mL    Routine Frozen
1      WD-900      Urine        Normal         67/F/W    1.0 mL    Routine Frozen
1      WD-901      Serum      Normal         67/F/W    0.5 mL    Routine Frozen
1      WD-902      Serum      Normal         67/F/W    0.5 mL    Routine Frozen
1      WD-903      Serum      Normal         67/F/W    0.5 mL    Routine Frozen
1      WD-904      Serum      Normal         67/F/W    0.5 mL    Routine Frozen
1      WD-905      Serum      Normal         67/F/W    0.5 mL    Routine Frozen
1      WD-906      Serum      Normal         67/F/W    0.5 mL    Routine Frozen
1      WD-907      Colon       Normal         67/F/W     0.40 g     LiqN2
1      WD-908      Colon       Tumor          67/F/W     0.24 g     LiqN2
1      WD-909      Colon       Normal         42/M/B     0.31 g     Routine Frozen
1      WD-910      Colon       Tumor          42/M/B     0.31 g     Routine Frozen

Each segment is assigned its own unique Tissue ID (delink #), regardless of if the samples are from the same donor. The Tissue IDs will be consecutive, and the segments belonging to the same donor will be grouped together. For example WD-899 to WD-908 belong to Donor A and WD-909 to WD-910 belong to Donor B, this is evident by looking at the A/S/R associated with these segment. We are currently working to make the delineation between donors even clearer by specifically separating and grouping segments belonging to individual donors together! 


How will I be notified of the samples procured for me?

CHTN Western, as a courtesy, if time allows, will attempt to contact the investigator via a phone call to inform them and/or their staff that a fresh sample has been procured.  This is ONLY a courtesy and it should be expected by the investigator that if a request for fresh tissue is ACTIVE in our system, then we expect that the investigator receive the sample.  

Because considerable time and effort has been expended to ensure that you receive the sample as requested, it is the policy of CHTN to expect that the investigators will receive and pay for the charges incurred during the procurement process.

If we cannot get ahold of you/your staff via phone and time permits, we may email you letting you know to receive the sample the next day.

Once the specimen leaves CHTN-Western-VUMC, you/your staff will receive a FEDEX tracking number with details of the shipment.  You will also receive an email from our Donor application, informing you of the shipment and instructions on how to log onto the CHTN DONOR PORTAL to access your packing slips and tissue details.


When should I expect to receive the invoice?

The invoice for your shipment will either be physically mailed to you or electronically submitted to your accounts payable personnel/system between 5 and 7 days upon receipt of your shipment, unless you request that the invoice be sent with the package. 

If you would like a copy of the invoice, please contact Ms. Kiley Wease at kiley.wease@vanderbilt.edu or kerry.wiles@vanderbilt.edu.


Who do I notify or what do I do if there is an error with my shipment?

If you have a question about your shipment or an error has occurred please visit the following website to submit your issue:

Visit: http://chtn.nci.nih.gov
Click on the “Contact Us” tab.
Click “CHTN Investigator’s Portal” and fill out the “Case Submittal Form”

Or contact:

Kerry Wiles
CHTN Western Division Coordinator
Vanderbilt University Medical Center

Phone: (615) 322-7486
Fax: (615) 322-4741
kerry.wiles@vanderbilt.edu

What information is found in pathology reports and chart reviews?

For detailed information regarding the contents of a typical pathology report please visit:
http://www.cancer.gov/cancertopics/factsheet/detection/pathology-reports

Chart reviews include clinical data pertaining to the patient’s medical history. This information may include medication history, family history, social history, time frame between diagnosis and treatment, treatment therapies, etc. Each investigator who requests a chart review for a specific procedure will be able to access that information from the Donor Portal. Chart reviews will be made available upon request at an additional cost.

CHTN WESTERN VUMC has made it easier for the community to benefit from Chart Reviews!  Our chart reviews are dynamic reviews.  This means that the more people that request data elements be included in the review, the more the community benefits!  For instance, if Investigator X wants to know the smoking history of a donor in which he purchased a chart review for in 2009 and Investigator Y receives some of the tissue in 2010 and requests a full chart review, then Investigator X now has access to all that additional information.

Our goal is to provide the research community with as much information that will be beneficial to push research forward.


How long will it take before I can access my pathology reports or chart reviews?

Please note that the final pathology report and chart reviews (if requested) will not be available until 7-14 days after the shipment.  Please continue to log onto the CHTN DONOR PORTAL to check to see what the status of your report is.  You will need to click the hyperlink, “Pathology Reports” in order to view the status.   If you purchased the Chart Review, you will be able to view that as well, approximately 7-14 days after shipment.

Because the tissue/blood samples being sent to you are sent the same day as the collection procedures (surgery), the final pathology report is not available at the time of shipment.  Therefore, we can only rely on the patients’ medical records to provide a gross/clinical diagnosis.  We use the patients’ medical records to determine if the donor is:

a. Suitable for collection
b. Does not have an infectious agent or considered “high risk” for infectious agents.
c. Meets the criteria for your request based on the clinical diagnosis, CT scans or lab results

There is always a chance that the specimens you receive do not meet your request and therefore, we ask that you keep this in mind when requesting fresh specimens.   Payment for the samples is expected, since resources were used for the collection.


What if what I receive is different from what is listed in the pathology report?

If you have a question about your shipment or an error has occurred please visit the following website to submit your issue:

Visit: http://chtn.nci.nih.gov
Click on the “Contact Us” tab.
Click “CHTN Investigator’s Portal” and fill out the “Case Submittal Form”

Or contact:

Kerry Wiles
CHTN Western Division Coordinator
Vanderbilt University Medical Center

Phone: (615) 322-7486
Fax: (615) 322-4741
kerry.wiles@vanderbilt.edu