Genetic Disease Screening Program
SIS - NBS Online Specimen Tracking Project
SIS – NBS Online Specimen Tracking
System Training
Agenda
Learning Objectives
Chapter 1: New Functionality Overview
Chapter 2: Log into SIS
Chapter 3 View Specimen Status
Chapter 4: Report Missing Specimen
Chapter 5: View Missing Specimen Status
Chapter 6: First Time Log in Process (Change Password)
Course Summary
Q&A
Glossary
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Learning Objectives
During the course, we will…
•
•
•
•
Prepare users for what is new
Explain to users what they will be able to do
Show screen mockups to understand the process
Help users utilize quick reference materials
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Chapter 1: New Functionality Overview
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End to End Process
With this new functionality available in the Screening Information System (SIS), NBS Hospital
provider users will be able to perform the key activities outlined in the process flow below:
View NBS
Specimen Status
Request to
Resend Mailers
Report Specimen
Not Collected at
Facility
Report Missing
Specimens
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View Missing
Specimen Status
New Functionality Overview
The following new capabilities are available in SIS for the NBS Healthcare Providers.
New Functionality
View Specimen Status
• Search and view for specimens
Report Missing Specimen
• Report missing specimen details
View Missing Specimen Status
• Search and View for missing
specimens
On the 2nd Level menu,
click on any of the links to
access the corresponding
screen
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User Groups and Access
A new SIS User Group was created to provide access to these new screens and features. The table
below lists the functionality which this user group may access.
User Group
High Level System Access & Functionality
o NBS Healthcare Provider
•
•
•
•
•
View Specimen Status Screen
Request for Resending Duplicate Mailers
Report Specimens not Collected at their Facility
Report Missing Specimen Screen
View Missing Specimen Status Screen
Data Access:
For each of the screens mentioned above, the NBS Healthcare Provider will have access to information
associated with specimens submitted by their facility only and no other provider organization.
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Chapter 2: Log into SIS
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Log into SIS
Open the SIS Portal page (http://www.cdph.ca.gov/programs/GDSP/Pages/SIS.aspx)
To log in, click on the SIS Online Application link
Users will need to log into the SIS application to begin the process of viewing the status of
specimens submitted to GDSP by their facility.
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SIS Log in (cont.)
After successful logon, the user will have to click ‘I Agree’ in order to proceed
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SIS Log in (cont.)
Users will have to select the Entity Type as ‘Hospital’ and Click Submit. The default
landing screen which is the View Specimen Status Screen will be displayed.
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Chapter 3: View Specimen Status
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View Specimen Status Screen Default View
The default view of this screen will display the list of specimens submitted to GDSP within
the last 8 days based on Accession date. The specimen information provided in the list
will be refreshed nightly so any updates made during the day will be available the next
day.
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Hospital Code and
Name will be
determined based
on the user login
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The list of specimens
shown will be specific
to the user’s hospital.
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Search Functionality
Users can search for specimens using the search functionality provided on this screen.
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Search Criteria Highlights
•
Minimum of two search criteria will be required
however search on TRF only will display the
matching specimens
•
The system will display results for searches that
return less than 100 results, if the search returns
more results, it will prompt the user to refine the
criteria
•
The system will display search results for the
last 6 months (180 days)
Search criteria
contains two date
range options with
allowable range of
+/- 15 days:
• Baby's Date of
Birth
• Specimen
Collection Date
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Click Clear to
clear all the Search
criteria entered
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Click Search to
display a list of
specimens
Search Results
Search results are displayed in the Received Specimen List, which displays the specimen
information in various columns as shown in screenshot. Pagination will be enabled to
show 50 specimens per page
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Specimen Collection
Date column displays
the date when the
specimen was collected
at your facility. This date
can be used to
distinguish multiple
draws for the same
baby.
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Page numbers will
be displayed above
the two buttons as
shown
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Sorting the Results
Default sort is descending order on the Specimen Collection Date i.e. the newest
specimens will be displayed on the top.
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Click any
column heading to
sort by that
column
Sorting will occur
across all the pages
and not just the
page displayed
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Request to Resend Mailers
Users will be able to view the last result mailer generated date and then request for
duplicate results mailers in this screen.
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Select any
specimen(s) by
checking the
checkbox and
click on the
Resend Result
Mailer button
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The date of the
latest results
mailers
generated by
SIS is displayed
in the ‘Mailer
Creation Date’
column. Mailers
are sent out the
next business
day
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Request to Resend Mailers (cont.)
If the results mailer is not yet generated by SIS or generated within the last 14 days, then
the users will be prompted with an appropriate message requesting them to wait a few
days before requesting mailers
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For specimens
that have
‘Pending’ or a
date less than 14
days from today,
it will show an
error message
“The requested
mailer has not
been generated
by SIS. Please
wait 14 calendar
days after Mailer
Creation Date
appears before
requesting a
duplicate mailer."
If the request
was successful,
it will show
Resend
Requested in
the Mailer
Creation Date
column.
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Report Specimen Not Collected At Facility
Users will be able to report specimens that are not collected at their facility. A
confirmation box will be displayed before the user proceeds to confirm the change
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Select any
specimen(s)
by checking
the checkbox
and click on
the Report
Specimens
Not
Collected At
Facility
button
The selected
specimen will be
removed from
the list once the
user confirms the
change
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Chapter 3 Check Your Understanding
• True or False: Specimens will be displayed for the last 6 months (180 days) only
when the user searches for a specific specimen.
• Answer: True
• True or False: User will be able to search on NBS Test Request Form (TRF#)
only without entering any other search criteria.
• Answer: True
• True or False: Users can request duplicate mailers if the Mailer Creation Date
has a date less than 14 days from today.
• Answer: False
• True or False: If the Mailer Creation Date shows Pending, then the user will not
be allowed to request duplicate mailers.
• Answer: True
• True or False: The user will not be able to see the specimen once it is reported
and confirmed as not collected at their facility.
• Answer: True
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Chapter 4: Report Missing Specimen
Screen
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Report Missing Specimens
Users will be able to report missing specimens using this screen.
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Please be sure to
enter your contact
information in case
any questions arise.
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The Date
Reported will be
defaulted to today’s
date
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Either the MR# or
the TRF# will be
required to input
along with other
mandatory fields
shown with an
asterisk
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Report Missing Specimens (cont.)
Users will be able to add and save multiple missing specimens simultaneously
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Click Add to
Grid to add
missing
specimen(s).
Once added to
the ‘Missing
Specimens List’
grid, the missing
specimen
information can
be edited by
selecting the
radio button.
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Click Save
to submit the
missing
specimen(s).
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Chapter 4 Check Your Understanding
• True or False: The user will be able to edit the ‘Date Reported’ field.
• Answer: False
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Chapter 5: View Missing Specimen Status
Screen
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Default View
SIS will display the status of the missing specimens in the 'Specimens Reported Missing'
grid, when the user first navigates to this screen. The specimens with 'Reported' status
will be shown. The specimens with status other than 'Reported' will be shown for 14
calendar days.
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The list of missing
specimens shown will
be specific to the
user’s hospital.
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Search Functionality
Users can search for a specific missing specimens submitted by their organization using
the search functionality provided on this screen.
Search Criteria Highlights
•
Minimum of two search criteria will be
required however search on TRF only will
display the matching specimens.
•
The system will display results for searches
that return less than 100 results. If the
search returns more than 100 results, the
user will be prompted to refine the search
criteria.
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Click Clear to
clear all the Search
criteria entered
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Click Search to
display a list of
missing specimens
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Search Results
Search results are displayed in the Specimen Report Missing grid, which displays the
status of missing specimens. Pagination will be enabled to show 50 missing specimens
per page.
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SIS will display the status of
the missing specimen as one
of the following:
- Reported
- Collected at Your Facility
- Collected at Another
Facility
- Not Found - Referred to
the ASC for Follow up
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Sorting the Results
SIS will display the list of specimens received by GDSP in the 'Specimens Reported
Missing' grid in a two level sort. First level will be on the field Status (Reported status will
be shown first) and second level is descending order on the field 'Date Reported'
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Sorting will occur
across all the pages
and not just the
page displayed
Click any
column heading to
sort by that
column
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Chapter 5 Check Your Understanding
• If a specimen reported missing is not found, what will be the status?
• Answer: Not Found – Referred to the ASC for Follow up
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Chapter 6: First Time Log in Process
(Change Password)
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First Time Log in and Change Password
• New users will receive an email from support@dhs.ca.gov (as seen below)
• Your new user id is only what follows the \ (disregard the dhsextra\)
• Copy the temporary password
• Click on the link
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First Time Log in and Change Password
• The link will take you to this log in box.
The new user id may be input
automatically, if so, just paste in
the temporary password. If not,
type in the 8 character user id and
paste in the temporary password.
• Select OK
• The DHCS Internet Service Manager screen will appear.
Input information requested, then Submit.
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First Time Log in and Change Password
• Password Successfully Changed should appear (see below).
• You must close the browser window and open a new window to log into SIS at
http://cdph.ca.gov/programs/GDSP/Pages/SIS.aspx
For issues with the first time log
in contact Melinda Chan @
510-412-1586
For all other issues please
contact the SIS Support Desk
@ 510-307-8928 (please make
note of the IT person you are
working with for follow up)
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Forgot your Password
It is necessary for you to set up a Secret Question and Answer. Click on the ‘Forgot your Password?’ link
from the SIS portal page. Follow the screen instructions and then click on ‘Get New Password.’ It will be
necessary for you to create a new password.
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Update your Personal Information
To update your personal information, click on the ‘Update your Personal Information’ link on the SIS
portal page. Log in with username and password. The following screen will display and the user will
have the ability to change their information. To change your information, click on the Edit.
If you have questions, contact the SIS Support Desk at 510-307-8928.
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Password Expiration Warning
SIS passwords expire and must be updated once every 60 days. If your password is approaching
expiration, the system administrator will send you an auto-generated password expiration email
reminder. The email will be sent first 14 days before the date of expiration, following which a
reminder email is sent daily until the password is changed.
All users must change their password promptly when they receive this email using the instructions
provided.
If your password expires before you can change it, contact SIS Support Desk at 510-307-8928.
A sample password expiration email is shown below.
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Change Password
To change password, click on the ‘Change your Password’ link on the SIS portal page. After logging
in, the DHCS Internet Service Manager screen will display and the user will have the ability to change
their password.
If you have questions, contact the SIS Support Desk at 510-307-8928.
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Course Summary
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Course Summary and Review
Having completed this course, users should now be able to:
1.
2.
3.
4.
5.
6.
7.
Understand the overall functionality
Log into SIS and Change Password
View Specimen Status
Request Mailer Resend
Report Specimen Not Collected at Your Facility
Report Missing Specimen
View Missing Specimen Status
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Q&A
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Glossary
•
•
•
•
•
•
•
•
SIS : Screening Information System
GDSP: Genetic Disease Screening Program
NBS: Newborn Screening
TRF: Test Request Form
MR: Medical Record Number
ASC: Area Service Center
Mailer Creation Date: Date when mailer was generated by SIS
Four Statuses Used for Specimens Reported Missing:
– Reported: Specimen was reported as missing and review is not yet
complete
– Collected at Your Facility: Specimen listed in the screen is indeed
collected at the user’s facility (hospital, clinic etc.)
– Collected at Another Facility: Specimen listed in the screen was not
collected at the user’s facility
– Not Found - Referred to the ASC for Follow up: Specimen reported as
“missing” is not found and is assigned to the Administrative Support Center
to follow up to ensure the baby is screened
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