Lab & specialty pharmacy: accession hold, amended PGT, cryo signal
Accession holds, amended PGT reports, cryo tank signals and pharmacy change requests land in one queue, each with a named owner.
Walkthrough 22 of 29 · Desktop
Cryo custody, donor updates, outages and model governance
Shipping clearance isn't clinical clearance, a bounced email isn't abandonment, and a model update waits for the medical director.
- Length
- 0:36
- Chapters
- 9
- Shown on
- Desktop long-term care and governance workspace
- Later phase
- Prototype walkthrough · Fictional patient data
Cryo custody, donor updates, outages and model governance, muted recording of the design prototype. Fictional patient data.
Chapter 1 of 9
Chapter 1 of 9: Shipping isn't clinical clearance
Recorded from an interactive design prototype. Every patient, clinician and clinic is fictional, EMR screens are modeled reconstructions, and nothing shown is a live connection to any clinic or vendor system.
Clinical & operational context
The situation on screen, why it matters, and where OvaFlow stops.
Long-term continuity across storage, facilities and staff. Shipping permission and clinical-use clearance stay separate, a bounced email never counts as abandonment, and conflicting instructions are held. After an outage, paper notes are reconciled; when someone leaves, a named successor accepts their work; and a model update waits for the medical director.
What clinical situation this depicts
Cryopreserved gametes and embryos can remain in liquid-nitrogen storage across years, clinic power outages, staff departures, donor medical updates, and inter-clinic cryo shipments. During those long intervals, clinics face severe coordination hazards: mistaking a courier delivery receipt for clinical clearance to use donor tissue, discovering that one cane in a four-cane shipment has a label discrepancy, treating a bounced storage-billing email as 'embryo abandonment', acting when divorced or separated intended parents submit conflicting disposition forms, or losing task ownership when a coordinator leaves the practice.
This 9-chapter walkthrough covers long-horizon cryostorage and continuity safeguards: separating physical cryo shipping arrival from clinical/donor eligibility clearance, isolating a single mismatched cane in a multi-cane receipt while holding the discrepancy, preventing a bounced email or returned letter from satisfying abandonment contact rules, locking disposition when intended parents submit conflicting instructions, routing a post-donation donor health update across recipient charts with genetic counseling ownership, tracking tank-to-tank emergency relocation during a cryoroom event, reconciling open work after a network/power outage, reassigning every owned task when a staff member leaves, and anchoring all 29 walkthroughs to one transparent model gate.
Step-by-step workflow
Cryo custody & long-horizon continuity safeguards
Step 1Incoming dry shipper
Cryo receiving
Logs physical arrival; flags 1 of 4 canes with ID mismatch
Step 2Storage governance
OvaFlow safeguard
Blocks action on bounced email or conflicting partner forms
Step 3Health update
Donor registry link
Routes donor medical update to recipient REI & counselor
Step 4Outage & turnover
OvaFlow companion
Reconciles post-outage state and reassigns departing staff tasks
Separating courier arrival from donor clearance, holding disputed dispositions, and preserving task ownership across outages and staff turnover.
Guardrail: Physical shipment receipt never grants clinical clearance, and any conflicting multi-party instruction freezes disposition immediately.
What OvaFlow coordinates in this recording
- Keeps physical cryo shipment receipt separate from clinical and 21 CFR 1271 donor-eligibility clearance.
- Locks cryo disposition immediately on conflicting intended-parent instructions and treats bounced emails as failed contact, never abandonment.
- Preserves tank relocation lineage, post-outage reconciliation checklists, and mandatory task reassignment when staff leave.
What stays with clinicians & the clinic's own systems
- Never authorizes embryo or gamete disposal.
- Never treats an undelivered email or letter as consent or abandonment.
- Never allows tasks to remain assigned to a departed staff member's inactive profile.
Terms in this walkthrough
Full glossary- CryopreservationIVF termFreezing eggs, sperm or embryos for long-term storage.
- Chain of custodyIVF termThe record of who held stored material and when, including when it moves between facilities.
Show 3 more glossary terms in this walkthrough
- DispositionIVF termA decision about what happens to stored embryos or eggs. It needs the right people's agreement before anything is done.
- DonorIVF termA person who provides eggs, sperm or embryos for someone else's treatment. Later health updates may need to reach every clinic holding related material.
- WitnessingIVF termA lab check, often by two people or a dedicated system, that confirms the right sample goes with the right patient. It stays in the lab's own witnessing process; OvaFlow does not perform or replace it.
What to watch for
What could go wrong, and what you'll see instead.
Long-term continuity across storage, facilities and staff. Shipping permission and clinical-use clearance stay separate, a bounced email never counts as abandonment, and conflicting instructions are held. After an outage, paper notes are reconciled; when someone leaves, a named successor accepts their work; and a model update waits for the medical director.
The problems it is designed around
- Shipping clearance confused with clinical-use release, or a partial shipment discrepancy missed on arrival.
- A bounced billing email treated as abandonment, or conflicting disposition instructions carried out too early.
- Facility emergencies, EMR downtime, staff turnover or model updates creating unreviewed drift.
What you'll see in the recording
- Shipping and clinical-use clearance kept apart
- An arrival discrepancy held
- Contact history before any abandonment decision
- Emergency relocation with accepted capacity
- Downtime reconciliation, successor acceptance and a model gate
Chapter-by-chapter guide
Every chapter in this 0:36 walkthrough (9 chapters)
Follow the exact timestamps, UI status changes, and coordination safeguards as the recording plays.
Shipping isn't clinical clearance
What to watch for: Receiving a dry shipper into the lab logs physical custody while keeping 'Clinical & donor eligibility clearance' separately blocked.
Boundary rule: Physical arrival in the cryoroom never clears tissue for clinical thawing or transfer.
On-screen narration: Permission to ship cryopreserved material is kept separate from clearance for clinical use. The receiving facility confirms tank space and accepts custody.
Show chapters 2–9 (8 more chapters with timestamps & boundary notes)
One cane in four doesn't match
What to watch for: When 1 cane out of 4 has an identifier discrepancy, that cane is quarantined with a hard stop.
Boundary rule: Batch shipment approval cannot gloss over a single cane mismatch.
On-screen narration: On arrival, one of four canes doesn't match the manifest. All four items are reconciled, and clinical use stays restricted until the required infectious-disease and eligibility review is complete.
A bounced email isn't abandonment
What to watch for: A bounced email or undeliverable notice is flagged as 'Contact failed — not patient refusal or abandonment'.
Boundary rule: Delivery failures never count toward unclaimed-embryo abandonment timelines.
On-screen narration: In long-term storage, one bounced email doesn't mean the embryos are abandoned.
Conflicting instructions, on hold
What to watch for: When two intended parents submit conflicting disposition elections, the inventory record locks under 'Conflicting instructions — on hold'.
Boundary rule: No thawing, transfer, or discard can proceed while co-owners disagree.
On-screen narration: Two people submit conflicting instructions, so nothing is carried out. A separate, verified legal resolution and the lab's own record are both required.
A donor health update, shared with care
What to watch for: A late medical or genetic update reported for a gamete donor fans out to affected recipient episodes with a named counselor/clinician owner.
Boundary rule: Donor health updates are tracked to verified recipient notification.
On-screen narration: A late donor health update reaches linked recipient clinics without exposing unrelated identities. Both receiving clinics acknowledge the update.
An emergency relocation
What to watch for: During an emergency tank relocation, cane-by-cane movement from the source tank to the backup tank is logged with dual witness attribution.
Boundary rule: Emergency cryo moves preserve exact canister and goblet coordinates.
On-screen narration: A cryo facility emergency opens a relocation matched to available capacity. The receiving labs accept the exact canister capacity. The relocated inventory is reconciled before the emergency is closed.
After an outage
What to watch for: After a clinic power or network outage, OvaFlow lists every in-flight task and unverified action for structured reconciliation.
Boundary rule: Post-outage recovery never guesses what happened while systems were down.
On-screen narration: Paper records from a clinic system outage are reconciled. The live queue is aligned with the care actually given during downtime.
When someone leaves
What to watch for: When a nurse or coordinator departs the clinic, an administrator reassigns all of their open tasks and handoffs before deactivating the profile.
Boundary rule: No open patient follow-up can remain assigned to a deactivated staff account.
On-screen narration: A departing nurse or clinician's open tasks are reassigned. A named successor explicitly accepts every open episode.
One reference, one model gate
What to watch for: The final chapter summarizes how every modeled safeguard links back to explicit clinical and operational rules.
Boundary rule: Every status pill on screen maps to a defined coordination rule.
On-screen narration: Two official clinic protocol documents disagree. A single authoritative reference revision is approved. A model update is held for local clinical governance review. The model release is limited to approved operational scope, not clinical decision support.
OvaFlow never makes the clinical call in these recordings. Physicians sign, the person taking a handoff accepts it, and the lab keeps its own holds. The companion tracks, checks and stops; staff decide.
In this walkthrough
The people on screen
Every patient, family member, clinician and clinic in these stories is fictional. Names, times and screens come from prototype walkthroughs, not from real care.
- Cryobank managerTracks custody
- Lab directorAccepts relocations
- Medical directorApproves references and model updates
- Clinic operations leadReconciles downtime
Systems often found around this workflow
Show 1 systems around this workflow
Systems a clinic running this workflow often uses. They do not appear in this recording.
Automated cryostorage & monitoring
Third-party names and logos are trademarks of their respective owners, shown to illustrate systems commonly used in IVF clinics. No affiliation, endorsement or live integration is implied. nAbleIVF, eIVF and Artisan appear as modeled workflow examples.
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Journey stages
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Questions & answers
Common questions about this walkthrough
What clinicians, coordinators, practice leaders, and patients ask when reviewing Walkthrough 22.
Why does OvaFlow separate 'Dry shipper received' from 'Cleared for clinical use'?
Because a cryo tank can physically arrive by courier before infectious-disease screening, donor eligibility documentation (21 CFR Part 1271 Subpart C), or quarantine release has been verified by the laboratory and physician.
What happens if two partners submit different disposition instructions for stored embryos?
OvaFlow places an immediate hold on the cryo inventory record ('Conflicting instructions — on hold') so no warming, shipment, or disposition task can advance until legal and clinical resolution is documented.
Show 1 more walkthrough questions
How does OvaFlow prevent dropped tasks when a nurse or coordinator leaves the clinic?
Deactivating a staff profile requires reassigning every open task, expected lab result, and pending callback to active team members first.
Related
Watch these next.
Show 1 more related walkthroughs
Lab & pharmacy core: witnessing, prior auth, delivery and readiness
From duplicate barcodes to cold-chain delivery and the patient's own “received”, every handoff to the clinic's own system has an owner and a confirmation.
Next step
Walk through it with your own team.
We'll replay this flow against your roles and handoffs, using fictional records. Please don't send patient data.