Why a standard receiving process matters
A dry-ice shipment of cryopreserved biologics only reflects proper handling in transit if its actual condition is checked and recorded at the moment it arrives, not assumed from habit. Packaging can look intact while dry ice has mostly sublimated, or a temperature indicator can read outside range even when nothing looks visibly wrong.
PB tissue lots have unique identifiers; clinics track use by lot at patient-record level.
Before the shipment arrives
A few steps taken ahead of delivery day make the actual receiving process faster and less error-prone.
- Confirm expected delivery date and tracking information with the supplier in advance.
- Make sure a staff member trained on the receiving procedure is scheduled to be present.
- Verify the -80C freezer and any additional cryopreserved storage space is ready and within range before the shipment arrives.
At the moment of receiving
The inspection itself should happen in a fixed order so nothing is skipped under time pressure.
- Inspect the outer packaging for damage, moisture, or signs it was opened in transit.
- Open the shipment and confirm dry ice is still present in meaningful quantity.
- Read and record any temperature indicator or data logger included with the shipment.
- Match the packing list and lot identifiers against what was ordered.
If something looks wrong
If dry ice is largely gone, the temperature indicator reads outside the expected range, or the packaging shows damage, document the condition with written notes and, where practical, photographs, and contact the supplier promptly. Follow the product's documented storage and excursion-handling instructions; do not infer usability from appearance.
Clinics should decide and write down in advance who makes the call on whether a questionable shipment is used, quarantined, or returned, rather than leaving that decision to whoever happens to open the box that day.
Moving product into inventory
Once a shipment passes inspection, each lot should go into its designated -80C storage location promptly, with the lot number, quantity, and storage location logged in the clinic's internal inventory record right away rather than from memory later.
Inventory rotation matters here too. Placing and using lots in a logical order, and periodically reconciling physical freezer contents against the inventory log, catches discrepancies before they surface at the point of use.
Checklist summary
A condensed version of the steps above for quick reference during receiving.
These products are not FDA approved or licensed for any disease or condition. Information is for licensed healthcare professionals and is not medical or legal advice.
- Verify delivery timing and staff availability in advance.
- Inspect packaging and confirm dry ice presence on arrival.
- Read and record the temperature indicator.
- Match packing list and lot numbers to the order.
- Document and report any discrepancy before use.
- Log lot number, storage location and quantity into inventory.
Frequently asked questions
What should staff do first when a dry-ice shipment arrives?+
Inspect the outer packaging for damage before opening it, then confirm dry ice presence and check any included temperature indicator once the shipment is opened.
What counts as a shipment discrepancy worth reporting?+
Meaningfully depleted dry ice, a temperature indicator reading outside the expected range, visible packaging damage, or a mismatch between the packing list and what was ordered are all reasons to document the shipment and contact the supplier before use.
Should discrepancies be documented even if the product is still used?+
Yes. Documenting the condition of a shipment, including any discrepancy, supports the clinic's own record-keeping regardless of the ultimate decision made about that lot.
How does receiving connect to inventory rotation?+
Logging lot number, quantity and storage location at receiving is what makes later inventory rotation and reconciliation possible. Without that step, physical stock and internal records can drift apart over time.