Submitting a Scanning Request - SP Unknowns
This procedure is specifically for submitting a request to scan slides for the Surgical Pathology Unknowns conference.
Start by opening the slide scan request form in your web browser.
- From the "Request Type" drop down menu, select "Education".
- From the "Conference" drop down menu, select "Surgical Pathology Unknowns".
- Verify that the information in the contact fields is correct.
- Enter the date of the conference in the "Conference Date" field.
- Enter any notes specific to this request for the scanner operator in the "Notes" field. (Ex. “please beware of slide 4, it is chipped under the label”)
- Specify whether it's ok for the scanner operator to clean the slides with alcohol by clicking either "yes" or "no" for the "Clean Slides w/ Alcohol" field. The default value is "no". Be aware that cleaning the slides with alcohol will remove any marker on slide. Also be aware that if we can only dry wipe the slide, it may still be dirty and the resulting scans may not look as good.
You must fill out the information for each individual slide you wish to have scanned. One line = one slide. If you have more than 10 slides in your request and so require more lines on which to enter their information, you can click the "Add Slides" button at the bottom of the form. This will add 5 more lines to the request form.
- Select the case number for your slide from the drop down menu under "Case". If a "case number" is not applicable to the organization of the conference, you must select "N/A" from the drop down menu. The taxonomy fields are triggered when you fill out the "Case" field. You will see them appear directly below this field.
- Slide ID: IMPORTANT DO NOT LEAVE BLANK! Enter the ID number or string for this specific slide in the "Slide ID" field. This is usually the accession number on the slide label. If you do not enter something in the "Slide ID" field, the system will not save the request for this slide. The slide label will be covered up by the scanner operator and replaced with a number based on the slide order in the request form (1, 2, 3, etc.). The reason you are entering the slide ID rather than this de-identified number is so that the scan operator can match the slide to the line on the request form. The slide ID will not transfer to Aperio, so you do not need to worry about patient identifying information getting transferred. Also, you do not need to worry about covering up PHI on the slide label – the person performing the scan will do this for you.
- In the "Comments" field, enter anything you wish to have associated with this slide in Aperio eSlide Manager (for example, “trichrome”). This field will be copied to the slide's "Comments" field in Aperio exactly as written. If you are entering clinical history pertaining to the case, e.g. “5 year old boy with growing mass on back,” and want that information to be hidden until after the conference, please indicate that in the “Notes” field at the top of the form.
- The "Dx" (diagnosis) field should be left blank because this information will be entered as the slide's taxonomic string.
- The "Mag" (magnification) field defaults to 20x. You only need to change it if you need 5x or 40x instead. Please remember that scanning slides at 40x takes about 3 times as long as 20x, so only request 40x when appropriate.
- The "Notes for Scan Operator" field should be used for any information specific to this slide that you need to convey to the scanner operator. (Eg. "only scan circled portion")
- Fill out the taxonomy information for this specific slide. Instructions on this are in document Aperio Scanning Request - Entering Taxonomic Strings. Note that it is mandatory to enter the taxonomic string for each slide. Slides will not be scanned if there is no taxonomic string attached. The taxonomic string for each slide will not be entered into Aperio until after the date of the conference.
Once all of the above steps have been completed and you've verified that the information you have entered is correct, click the "Submit Request" button at the bottom of the form to submit it. Both you and the scanner operators will receive an email indicating the request has been submitted. Place the slides to be scanned in the "Aperio" mailbox in Surgical Pathology, and a scanner operator will come by to pick it up and scan them. You will be notified via email when the scanning is complete, and the slides will be returned to your mailbox.