Medical courier field checklist · United States

Medical Courier HIPAA Quick-Reference Checklist

Use these reminders alongside each shipment's instructions and the customer's standard operating procedure (SOP). For the full procedures and context, read the HIPAA procedures guide.

01

Pickup

  • Follow the shipment-specific instructions and the customer's SOP. Confirm the approved dispatch system, required run information, authorized recipient, and escalation contact.
  • Use your assigned account and device. Lock the device when it is not in use.
  • View only the identifiers and details the task requires. Keep screens and paper records out of bystanders’ view.
  • Do not open a sealed package or view clinical details unless the assignment and written procedure require it.
  • Do not copy patient or clinical details into personal notes, photos, or unapproved apps.
  • If instructions are missing or conflict, pause and ask dispatch before improvising.
02

Transport

  • Keep packages and paperwork closed, intact, and in required custody. Use the designated secure compartment or container.
  • Keep shipment details out of view in vehicles and shared areas, and away from people without a work need.
  • Use customer-approved systems and the secured paper-return process. Lock devices when stepping away.
  • Do not use personal email, photo libraries, or cloud drives for records, and do not leave them in an unlocked vehicle.
  • Use approved channels to contact verified recipients. Share only required route details; keep patient and clinical details out of ordinary messages.
  • Follow the contract and SOP for record retention and disposal. Do not create a retention period yourself.
  • Report damaged seals, exposure, or interrupted custody to dispatch and follow the exception procedure.
03

Delivery

  • Deliver only to an authorized destination and recipient.
  • Follow the customer's identity-check and proof-of-delivery steps.
  • In the approved system, record the time, location, recipient or approved identifier, and any required signature or scan.
  • Do not release to an unapproved person or leave a shipment unattended unless the written process allows it.
  • Resolve a name, location, or package mismatch with dispatch before releasing custody.
04

Incident Handling

  • Promptly report a lost manifest or device, wrong-recipient handoff, misdirected message, damaged seal, suspected exposure, or other exception through the customer's incident path.
  • Secure what remains and preserve relevant messages and timestamps.
  • Document what you observed and whom you notified.
  • Do not delete evidence, conceal the event, contact the patient independently, or decide whether an event meets a legal breach definition.
  • The customer's designated privacy or security contact determines next steps and any notifications.

This quick reference condenses Veylark's full HIPAA procedures guide. Follow the applicable instructions and agreements for each shipment.