Most problems on a medical route happen at the handoffs: a package that was never counted, a cracked outer box nobody noticed, a signature that was not captured. This checklist follows a route from the moment you accept it to the moment proof of delivery is recorded. Use it as a starting point and adapt it to the procedures of the company you work with, which always come first.
Want it on paper? A printable version of these steps is available as our mission checklist. It never asks for patient information.
1. Before you leave
- Read the route details: stops, time windows, contact names, and any special instructions.
- Confirm what you will carry (specimens, prescriptions, records, supplies) and whether any item needs temperature control.
- Check the equipment the company requires, such as a cooler, cold or warm packs, a thermometer or data logger, a spill kit, gloves, and a secure container.
- Charge your phone, log in to the company app, and check that scanning and photos work.
- Check the vehicle: fuel, tires, lights, and a clean cargo area where packages will not slide or get crushed.
- Plan parking at each stop and a backup route for traffic.
2. At pickup: verify before you sign
The pickup is where you take responsibility for the packages, so this is the step to slow down.
- Confirm the location and the contact. Make sure you are at the right site and handing off with an authorized person.
- Count against the manifest. The number of packages or bags you receive should match the paperwork or the app. If it does not, say so before you leave and record it.
- Inspect the outside of each package. Look for damage, moisture, leaks, or missing labels. Do not open packages.
- Check the marking on specimen packages. For diagnostic specimens shipped as Category B, federal rules (49 CFR 173.199) call for triple packaging and the UN3373 mark with the words “Biological substance, Category B.” PHMSA’s packaging guide also shows the name and phone number of a responsible person on the package. If the marking is missing, ask the shipper; it is their packaging to fix.
- Check temperature requirements. If the client requires a temperature range, place items in the right container right away and note the reading if you are asked to.
- Record the pickup. Scan, time-stamp, and get a signature or the confirmation the company uses.
If a package is leaking or damaged: do not touch any fluid with bare hands. Keep the package apart from the others, follow the company’s spill and exception procedure, and report it to dispatch and the shipper before you leave. If you are an employee with occupational exposure, your employer’s bloodborne pathogens plan applies.
3. In transit
- Secure packages so they stay upright and cannot slide, fall, or be crushed.
- Keep specimens and temperature-sensitive items in the container and range the client asked for.
- Keep the vehicle locked whenever you step away, and follow the company’s rules about leaving packages unattended.
- Go directly to the destination unless dispatch tells you otherwise. Unplanned stops add risk and time.
- If you will be late, tell dispatch as early as possible, so the receiving site can plan.
4. At delivery: proof that counts
- Confirm the recipient. Deliver to the right site and the right person or drop location, as listed in the route instructions.
- Count again. The number delivered should match the number picked up. Any difference must be recorded on the spot.
- Hand over in good condition. Point out any damage you noticed at pickup so it is documented on both ends.
- Capture proof of delivery. Use the method the company requires: scan, signature, name of the person receiving, time, and sometimes a photo of the drop location.
- Photograph carefully. If a photo is required, frame the package and the location, not labels or paperwork that show patient names or details.
- Close the stop in the app before driving away, while details are fresh.
5. Privacy along the way
You will see labels and paperwork, but you do not need to read them. The U.S. Department of Health and Human Services explains that a courier acting merely as a conduit, transporting information without accessing it beyond what the delivery requires, is generally not a HIPAA business associate. Your contract may still include confidentiality terms. Simple habits protect everyone:
- Do not open packages or read documents.
- Do not take or share photos that show patient information.
- Do not discuss what you carry or where with anyone outside the job.
- Keep paperwork out of sight in the vehicle.
6. When something goes wrong
| Situation | What to do |
|---|---|
| Pickup location closed or packages not ready | Contact dispatch, record the time you arrived, and follow their instructions. |
| Count does not match the manifest | Do not leave without noting the difference and getting it acknowledged. |
| Package damaged or leaking | Isolate it, avoid contact, follow the spill procedure, and report it right away. |
| Recipient site closed | Call dispatch. Do not leave packages at an unapproved location. |
| Temperature out of range | Record the reading, tell dispatch, and follow the client’s instructions. |
| Vehicle breakdown or accident | Get safe first, then tell dispatch so the packages can be recovered on time. |
7. After the route
- Check that every stop is closed in the app with its proof of delivery.
- Clean and restock your equipment, and replace used spill-kit items.
- Log your miles, time, and fees. You will need them to see what the route really paid; our route profit calculator does the math, and our $90 route example explains it.
Summary
Verify at pickup, protect in transit, prove at delivery, and document every exception. These steps take a few minutes per stop and protect you, the shipper, and the patient waiting for a result. If you are just starting out, read How to Start as a Medical Courier to see which rules and company conditions to check before your first route.