Is your current courier actually serving your operation?
A missed pickup, blown STAT window, or mishandled specimen is never just a logistics problem — it's a patient care issue, a compliance risk, and a hit to your team's credibility. Yet most healthcare teams never formally evaluate their courier. They renew by inertia.
Check each box that's fully true of your current courier. Partial credit doesn't count — if you have to qualify the answer, leave it unchecked.
14–17
Strong
Built for healthcare
9–13
Gaps
Worth evaluating alternatives
0–8
At Risk
Switch before something breaks
01
HIPAA & Compliance Foundations
4 points · Points 01–04
0/4
01
A signed Business Associate Agreement (BAA) is on file
Your courier has signed a current BAA covering PHI in transit. No BAA = your liability in a breach. Ask for a copy and confirm the effective date.
02
Drivers complete documented HIPAA training
Every driver touching PHI has completed HIPAA training within the last 12 months. "They know not to talk about it" is not training.
03
A written breach notification protocol exists
If a specimen, tablet, or document is lost, your courier has a documented notification timeline (typically 24 hours) and process. Ask them to walk you through it.
04
Insurance meets healthcare-grade thresholds
Appropriate insurance coverage for medical freight is on file — general liability, cargo, and auto coverage tailored to clinical specimens and PHI.
Why this category matters most: HIPAA failures are the single biggest financial exposure in courier selection. Penalties range from $100 to $50,000 per violation, and "the courier did it" is not a defense. Every unchecked item here is an open door.
02
Chain of Custody & Specimen Handling
3 points · Points 05–07
0/3
05
Every pickup and drop-off is timestamped
Digital timestamps at pickup, handoff, and delivery — not hand-scribbled times on a paper manifest. You should be able to pull a delivery record within 60 seconds of any inquiry.
06
Signed or photo-confirmed proof of delivery
Every delivery produces a digital signature, photo, or name capture at drop-off. "It was left at the front desk" is not proof of delivery — it's a liability.
07
Temperature-sensitive specimens are handled correctly
Drivers know the difference between ambient, refrigerated, and frozen transport. Proper coolers, gel packs, and documented temperature protocols are in place for every temperature-sensitive route.
03
Visibility & Technology
3 points · Points 08–10
0/3
08
Tracking is available on every pickup
You can see exactly where the driver is — from your dashboard or a shareable link — without calling dispatch. Phone-tag is a tech failure, not a service feature.
09
A client dashboard shows delivery history and status
You have a login to a dashboard showing active, completed, and upcoming deliveries. You should never have to email dispatch for a status update.
10
Delivery events are exportable (CSV, API, or report)
You can pull delivery data for billing reconciliation, audits, or integration with your LIS or EMR. If the only export is a scanned invoice PDF, you're stuck in the paper era.
04
Reliability & Driver Standards
4 points · Points 11–14
0/4
11
Published on-time performance above 95%
Your courier can produce an actual on-time performance number — not a verbal promise. If they can't measure it, they can't improve it.
12
STAT service with a defined response window
STAT pickups have a contractual response time (e.g., 60–90 minutes) — not "we'll try to get there fast." Know the window before you need it.
13
Drivers are background-checked and vetted
Every driver entering your facility has passed a background check, identity verification, and clean driving record review. Gig-economy routing is not healthcare-grade.
14
Backup driver coverage for absences & peak volume
Your courier has a bench — not one driver covering your entire route. Ask: "What happens if our regular driver calls out sick at 6am on a Tuesday?"
05
Billing & Partnership Health
3 points · Points 15–17
0/3
15
Transparent per-stop pricing with no surprise fees
Fuel surcharges, after-hours fees, zone adjustments, and waiting time are clearly disclosed up front — not buried in month-end invoices.
16
Invoices reconcile line-by-line to delivery records
Every charge on your invoice maps to a specific delivery with a timestamp. You should never have to accept an invoice on faith.
17
A single dedicated point of contact you can reach
You know the name, direct number, and email of a real person — not a ticket queue or a rotating call center. Healthcare operations need a human on the other end.
0
/ 17
See your full breakdown & gap analysis
Get your category-by-category score, the exact gaps putting you at risk, and a free 20-minute working session to walk through it with an operator who's done this before.
No spam. We'll email your results + a printable PDF copy. Unsubscribe anytime.
Your Result
Next Steps
Want us to walk through your score with you — on the house?
We'll review your results, identify your highest-risk gaps, and show you exactly how ICR closes each one. No sales pitch — just a working session with an operator who's done this before.
HIPAA-Compliant
Signed BAA, trained drivers, documented breach protocols.
Real-Time Tracking
Live GPS, delivery confirmations, full dashboard visibility.
Chain of Custody
Timestamped pickups, photo/signature proof on every delivery.
Transparent Pricing
Per-stop rates, no fuel surcharges, invoices that reconcile.
Or call or Text us directly at (404) 394-4640