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Sample Shipping Guide (USA)

Download PDF Optim.AI™ · Functional Precision Medicine Test

Solid Tissue Sample Collection & Shipping Quick Guide

A step-by-step protocol for collecting, packing, and shipping fresh tumour tissue for the Optim.AI™ Functional Precision Medicine test.

For Ordering PhysicianO.R. StaffPathologySend-Out / ShippingVersion August 2026
1

Upon Kit Arrival

1
Confirm kit was received.
Notify the KYAN US Team that the kit arrived safely.
2
Check contents are complete.
3
Refrigerate tubes & media at 2–8 °C. Do not freeze.
4
Pre-chill before use. Media and tubes must already be at the correct temperature when the sample is ready.
5
Keep accessible for surgery day.

KYAN Collection & Shipping Kit Contents

1
Two KYAN Sample Collection Kits, each containing a biohazard specimen bag and a KYAN Optim.AI collection tube with media

Sample Packs

2 packs · each with 1 Biohazard Bag and 1 KYAN Collection Tube with Media
2
Frigga U-2 USB temperature data logger

Temperature Monitoring Device

3
NanoCool engine pouch used to maintain 2 to 8 degrees Celsius inside the shipping box

NanoCool™ Engine

4
Shipping waybill label and accompanying shipping documents

Shipping Label

Pre-printed and emailed — open before pickup
5
UN3373 label marked Biological Substance Category B for affixing to the outer shipping box

UN3373 Label

6
NanoCool outer shipping box, white corrugated carton with This Side Up and Lid May Feel Warm markings

Outer Shipping Box

Important: If any item is missing or damaged, contact the KYAN US Team immediately and do not proceed with sample collection until the issue is resolved.
KYAN US Team: +1 833 608 5926
2

Tissue Collection

✓ Do
  • Use 2 KYAN collection tubes per sample
  • Place fresh viable tumour tissue immediately into the collection tube
  • Ensure tissue is fully submerged in media
  • Seal tightly and label each tube with patient name & DOB
  • Keep cold at 2–8 °C, on ice or in fridge, if not packing immediately
✕ Do Not
  • Place in formalin or any fixative
  • Freeze the specimen
  • Leave at room temperature
  • Sample from necrotic, haemorrhagic, or ink-marked areas
3

Activate NanoCool™ Box 15 minutes before packing

Sample MUST be cold (2–8 °C) before packing. NanoCool™ maintains cold — it does not cool a warm sample. Verify the engine works before committing the sample.
1

Remove engine

Pull silver foil engine out of NanoCool boxPlace engine foil-side down on flat surface, button up

Open box. Remove silver foil engine and place foil-side down on flat surface, button facing up.

2

Press & confirm

Press the activation button firmly with thumbNanoCool logo turns blue indicating activation

Press the button firmly with your thumb. Within 3 min the logo turns BLUE (allow up to 10 min). Touch surface to confirm cold.

3

Load sample

Place biohazard bag with sample tubes into payload compartment

Place filled and labelled tubes into the payload compartment. Ensure clearance for the engine to lay flat.

Note: only after the indicator blue light works for at least 5 minutes.

4

Activate logger

Activate Frigga U-2 logger and place near sample

Press and hold logger button until the indicator blinks. Place inside box near the sample — not against the engine.

5

Place & seal

Place activated engine foil-side up on top of sampleClose and tape all edges to seal the box

Place the engine firmly (foil up). Close and tape all edges.

If the logo does not turn blue within 10 min — DO NOT ship. Keep the sample at 2–8 °C and call the KYAN US Team: +1 833 608 5926
4

Shipping Confirm pick up cutoff time with KYAN US Team

1
Visibility check. Ensure the UN3373 label on the outer box is clearly visible and not covered. Take a photo for records.
DO THIS — correct placement: UN3373 label on top of box, shipping documents on sideDO NOT DO THIS — incorrect placement examples: covered or overlapped UN3373 label
UN3373 label placement — correct vs incorrect examples
2
Schedule pickup. Call at +1 833 608 5926 for pickup. Cutoff times vary — confirm with the KYAN US Team before scheduling.
3
Documents for the courier. Print the emailed shipping documents and hand all three to the courier at pickup:
  • Shipping Waybill Label
  • Proforma Invoice
  • Shipment Creation Notification
4
Confirm pickup. Wait until the courier physically collects the box. If the courier does not arrive by the expected time, call the KYAN US Team immediately.
Call KYAN US Team immediately if…
+1 833 608 5926
  • Surgery delayed or rescheduled
  • Sample will miss the pickup cutoff
  • Kit was not refrigerated on arrival
  • Sample placed in formalin, frozen, or left at room temperature
  • Cold-chain indicator does not respond correctly
  • Courier pickup missed or delayed
  • UN3373 label or shipping documents missing
  • Unsure who should handle the sample
Questions or problems — contact immediately

KYAN Technologies US Team

1 Research Link #05-45, Singapore 117604
Hotline
+1 833 608 5926

KYAN Technologies Pte Ltd · 1 Research Link #05-45 · Singapore 117604 · Version August 2026 · Document A-MED-076-01 (13AUG2026)
This guide supports the KYAN Optim.AI™ testing workflow. Specimen requirements may vary by protocol and jurisdiction.