A4 Medical Record Folder - Patient Chart Clip Folder

1. PURPOSE

1.1 Medical products shall be transported in accordance with the conditions stated on labels. There shall be no risk to the quality of the medical devices during transport and delivery.

1.2 When the medical device is intended solely for professional use, such medical device shall be sold to the indicated type of user or to customers with medical prescription only.

2. RESPONSIBILITY

2.1 Courier/Transporter

• Transfer the ordered products to the client’s receiver and collecting approval for
• ‘Goods Received’ after all the items are unloaded, counted and verified.
• Provide suitable vehicles with sufficient space and properly equipped to protect the products.
• Informing any discrepancy/error during transportation.
• Bring proof of delivery from health facility/ establishment or clients. 
• Monitoring of temperature and humidity of the storage container during transportation if applicable.

3. PROCEDURE 

(Preparations of Products for delivery)

3.1. Receive the (PO) purchase order, if product price is available or agreed upon by the authorityand the client beforehand. Order request may also be received thru email, calls, message orany form of communication.

3.2 Warehouse personnel/ qualified personnel shall check the inventory count and availabilty of items in the warehouse/storage area.

3.3 Notify the authorized officer the order request and product availability to make additionalorder from the supplier/ product owner for inadequate count of supply or for customized order.

3.4 Authorized officer shall contact the client for confirmation and agreement on the unit price and delivery details.

3.5 Notice of proof of payment and delivery details shall be sent to client.

4. Product Transportation/Shipment

4.1 Records for dispacth product must be retained, stating at least:

• Date; complete receiver organization name and address
• Courier/Transporter name, contact details
• Product description or count of containers/quantity per container if applicable
• Unique number to allow identification of the delivery order.

4.2 The courier/transporter shall prepare for the transporation. Inform the establishment of any road emergency that could affect the process of transportation.

4.3 Discrepancy, damage containers and any other event or problem that occurs during transit are reported to the establishment/authorized person to be investigated.

4.4 The courier/ transporter collects a copy of the DR with the client’s signature/stamp and dateas acknowledgement of Received Goods. Inform the establishment after a successful delivery.

4.5 The courier/ transporter collects a copy of the DR with the client’s signature/stamp and dateas acknowledgement of Received Goods. Inform the establishment after a successful delivery.

4.6 If there is any discrepancy (overage/shortage) or defect, the receiver is required to specifically mention the same on the location provided on the DR/ invoice and signed by both the transporter and the receiver.

4.7 The courier/ transporter shall and present the signed DR to the establishment’sdesignated personnel. If any discrepancy (overage/shortage), report for follow up.