1

FormFox Administrator

Label Inventory Management

2

How to:

• Access label inventory

• Request corrections

• Request shipments

WHAT WILL I LEARN TODAY?

3

Implementation Team

877-376-3691 opt 3

training@formfox.com

You will need a FormFox Administrator login to your Label

Inventory. If you should have this access, please contact your

clinic manager. If you are the clinic manager, please contact the

Implementation team for assistance!

Please use your computer (desktop/laptop) when updating your

Label Inventory.

WHAT DO I NEED?

4

How to access the Site Inventory page

Click on the ‘System’ button.

This button is in the bottom

left-hand section of your

screen.

Retype your password. This is the same

password you use to log into FormFox. If

you have administrator access, you will see

a page titled ‘Manage Collection Site

Organization.’ If you do not have

administrator access, you will be directed

back to the previous page you were on.

Click on the ‘Site Inventory’

button. This button is in the top

left-hand section of your

screen.

5

Site Inventory page

If you are a FormFox administrator for

multiple locations. Select the clinic you would

like to view from the dropdown menu. Click

the ‘Submit’ button.

The screen will show you your current

inventory for all FormFox labels you currently

have in use at your selected clinic.

Graphs break down your

clinic’s label usage by month.

6

Label Only

Label Only:

These are the labels distributed prior

to 2020.

Label Details:

Specimen ID matches between non-federal

and federal urine vial seals.

7

New Labels

New Label:

These are the labels distributed

early in 2020.

Label Details:

• Federal urine vial seal (orange) begins

with the prefix, CF

• Non-Federal urine vial seal (gray) begins

with the prefix, CC

• Smaller clinical labels added to top right

section of the label.

8

LabCorp Labels

LabCorp Label:

These labels can only be used for

LabCorp collections.

Label Details:

• Urine Vial Seal Federal – Blue

• Urine Vial Seal Non-Federal - Gray

*If your clinic is interested in completing

collections for LabCorp, please contact the

FormFox Implementation team for more

information.*

9

Site Inventory: Breakdown

Quantity: Reflects how many labels you

currently have at your location. Any time

a label is entered into FormFox, one

label is deducted from your ‘quantity’

value.

Minimum: Your clinic’s quantity threshold.

When the Quantity matches the Minimum,

a label order will automatically be placed

into the shipping queue for you.

*You do not need to contact the

FormFox team to request a new order!

Reorder Quantity: How many labels you

should expect every time an automatic

order has been placed.

For LabCorp labels, the Reorder Quantity

will tell you how many boxes to expect.

10

Correction Requested

As the site administrator, you are responsible for verifying that the ‘Quantity’ is an accurate label count for your clinic. If you notice a discrepancy between the quantity listed on the screen and the physical quantity at your clinic, you can request a correction by clicking on the ‘Correction Requested’ link.

Enter the amount you need to adjust the ‘Quantity’ field by in order to make your FormFox quantity match the current label count at your clinic. For example, if you accidentally misplaced 20 labels, enter -20. If you have 20 extra labels that are not accounted for in FormFox, you will enter 20.

If you would like to elaborate on why you are requesting a correction, use the ‘Notes’ field.

Select a reason for the correction request from this dropdown.

11

Label Request

Another scenario you may encounter is not having enough labels.

** It is important to only use your FormFox labels for services completed in FormFox –please do not use your labels for collections outside of the system. Additionally, do not share your labels with other clinics. FormFox is not able to keep track of the labels used by other clinics. **

A pop-up window will appear with a summary of the shipment details. You will see the same label information from the previous screen. The total quantity of labels that will be shipped is also available here.

If you submit a request, there is no need to call the Implementation team to request labels. We will see your request and process it accordingly.

12

View History This page will show all corrections made to your site inventory and all orders placed.

This information is maintained by the Implementation Team.

Clicking on the Order # will display available shipment information.