1. SIS – NBS Online Specimen Tracking System Training

2. 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

3. 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

4. Chapter 1: New Functionality Overview

5. End to End Process View NBS Specimen Status
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
Report Specimen Not Collected at Facility
View Missing Specimen Status
Request to Resend Mailers
Report Missing Specimens
Can include the process diagram if needed

6. 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

7. 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
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.

8. Chapter 2: Log into SIS

9. Log into SIS
Open the SIS Portal page ( 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.

10. SIS Log in (cont.)
After successful logon, the user will have to click ‘I Agree’ in order to proceed

11. 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.
‘Hospital’ is an existing Entity Type set up in SIS. The user will need to select Hospital. Entity Name will display the user’s hospital name.

12. Chapter 3: View Specimen Status

13. 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. 5
Hospital Code and Name will be determined based on the user login 6
The list of specimens shown will be specific to the user’s hospital.

14. Search Functionality
Users can search for specimens using the search functionality provided on this screen. 7
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 8
Click Clear to clear all the Search criteria entered
Mention only range 9
Click Search to display a list of specimens

15. 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 11
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. 10
Page numbers will be displayed above the two buttons as shown

16. Sorting the Results
Default sort is descending order on the Specimen Collection Date i.e. the newest specimens will be displayed on the top. 13 12
Click any column heading to sort by that column
Sorting will occur across all the pages and not just the page displayed

17. 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. 14
Select any specimen(s) by checking the checkbox and click on the Resend Result Mailer button 15
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

18. 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 16
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." 17
If the request was successful, it will show Resend Requested in the Mailer Creation Date column.

19. 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 18
Select any specimen(s) by checking the checkbox and click on the Report Specimens Not Collected At Facility button 19
The selected specimen will be removed from the list once the user confirms the change
Need a screenshot of the confirmatory box

20. 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.
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.
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.

21. Chapter 4: Report Missing Specimen Screen

22. Report Missing Specimens
Users will be able to report missing specimens using this screen. 20
Please be sure to enter your contact information in case any questions arise. 21
The Date Reported will be defaulted to today’s date 22
Specimens more than 6 months old will not be displayed in the View Specimen Status Screen. The user will have the option to report it as missing using this screen.
Either the MR# or the TRF# will be required to input along with other mandatory fields shown with an asterisk

23. Report Missing Specimens (cont.)
Users will be able to add and save multiple missing specimens simultaneously 23
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. 24
Click Save to submit the missing specimen(s).

24. Chapter 4 Check Your Understanding
True or False: The user will be able to edit the ‘Date Reported’ field.
Answer: False

25. Chapter 5: View Missing Specimen Status Screen

26. 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. 25
The list of missing specimens shown will be specific to the user’s hospital.

27. 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. 26
Click Clear to clear all the Search criteria entered
Mention only range 27
Click Search to display a list of missing specimens

28. 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. 29
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

29. 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' 30 31
Sorting will occur across all the pages and not just the page displayed
Click any column heading to sort by that column
Updated the screenshot

30. 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

31. Chapter 6: First Time Log in Process (Change Password)

32. First Time Log in and Change Password
New users will receive an from (as seen below)
Your new user id is only what follows the \ (disregard the dhsextra\)
Copy the temporary password
Click on the link

33. 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.

34. 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
For issues with the first time log in contact Melinda
For all other issues please contact the SIS Support (please make note of the IT person you are working with for follow up)

35. 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.

36. 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

37. 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 reminder. The will be sent first 14 days before the date of expiration, following which a reminder is sent daily until the password is changed. All users must change their password promptly when they receive this using the instructions provided. If your password expires before you can change it, contact SIS Support Desk at A sample password expiration is shown below.

38. 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

39. Course Summary

40. Course Summary and Review
Having completed this course, users should now be able to:
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

41. Q & A

42. 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