Aerosafe Shipment:
Aerosafe bins are used to facilitate the monitored shipping of high cost refrigerated items.
In order to allow for adequate packaging time, and to avoid heat exposure of refrigerated medications Aerosafe shipments should not be started until 12:00-12:30 pm each day.
(Shipments made before 12:00 pm risk exposure events, while Shipments made after 12:30pm risk being too rushed for Canada Post Pickup time at 3:00 pm)
Aerosafe bins must be first items in the Canada post cage (mono) before other IPS items (bubble mailers, boxes, and kangaroo pouches can be added to the shipment
Picking:
Orders are picked in Profill > Products are labelled and placed in fridge until pharmacist arrives (approximately 09:00 am) > once pharmacist arrives cold-chain product is put on the line with a cold pack
**It is important that the pharmacist be notified of cold-chain products being sent for checking as this reduces the chance that product stays out of the fridge for too long
Once checked, cold-chain items should be removed from the line, and transferred to the large fridge in warehouse
Order cutoff: If order is not checked by 1:30pm it should not be expected to go out that day
Warehouse Fridge Storage:
Bottom Shelf = Priority ship (currently called Monday shipping) most expensive medications which require a full week of transport
IF on this list: https://providen.freshdesk.com/a/solutions/articles/5000887727 priority ship
List is updated constitutively, always check the newest protocol
**Priority of shipments:
If Monday or Tuesday, anything on Priority shelf should be the first Aerosafe shipment of the day. This supersedes refrigerated items with may be older orders but are not on the priority product list (eg. if faced with the decision to ship Ozempic from last Wednesday and Skirizi from Today (Monday), ship Skirizi as first priority
Second Shelf from Bottom: Kangaroo pack shipments
Top Two Shelves = Aerosafe generic shipments, no priority items, standard protocol
Priority Shipment List Distinctions:
IF "39L" Designation: should only be sent in 39L bins (regardless of product size)
*39L Bin Protocol: currently get 4 PCMs: 2 on the very bottom and 2 on the very top (not in direct contact with the payload box)
IF NO Distinction: Remaining products = sent in 26L bins
IF "No Cell-Logger" Distinction: do not send with cel logger, only bluetooth tracker from Aerosafe box to be included in shipment
IF No Distinction: send with cell logger
** Cell logger: more expensive - function as Airtags for geographic tracking, as well as temperature control monitoring
Delivered by UPS
Must be at least 90% charged in order to send (usually 100%)
When choosing Aerosafe Cell Logger: item must say "Paired", and LED of box shaped button should flash green
IF says "free" - this Cell Logger is not linked to function correctly, and should not be used
26L: get 2 frozen PCMs on the very top of the Aerosafe packing configuration
*** If absent from priority list of refrigerated items send in 12L (opt to use the smallest bin possible), and never use frozen PCMs
Conditioning PCMs:
PCM boxes must be in the cooler/fridge for 1 week to be at proper temp
Label boxes with the date put into fridge in order to track immersion
Boxes must be spaced at least 6 inches from the side with holes to allow adequate airflow for cooling purposes
** Frozen PCMs: To condition faster, PCMs boxes are loaded into the warehouse freezer for at least 1 day, before being moved to warehouse cooler/fridge for at least 12 hours to reach adequate temperature
Managing Warehouse Inventory of Aerosafe Bins and PCMs:
*Aerosafe bins must be rotated in the warehouse to be used in a first in first out basis - Aerosafe bluetooth trackers included in the bins have expiration dates that are approximately 3 months (upon delivery date of pallet
**Write date of delivery on Aerosafe pallet shipment upon delivery to ensure first in first out
PCMs should be first in first out: Must be labelled with date of delivery and rotated in warehouse to dispense older stock first
39L:
Bins require 12 PCMs - Payload box is E_1153 (unlike 12L and 26L, these bins do not come with payload box inside - must be grabbed from back Aerosafe packing station
26L:
E_0293: all bins come with E_0293 payload box as default. This box is used unless order does not fit in payload box (size requirements). Requires 10 PCMs in configuration. Refer to Aerosafe manual for configuration
E_0196: One step up in size. Requires 10 PCMs in configuration
E-0181: Next size up. Requires 8 PCMs
12L: All 12L use the same payload box, E_0796. Requires 4 PCMs
Shipping Trulicity and Saxenda (currently): cold or shipping process causes glue on box to deteriorate
To avoid this issue, place a clear adhesive sticker on the box as shown in order to secure product box integrity
Aerosafe Shipping Process:
Take from cooler shelves and put on bench behind Shiiping station:
Start on right side and move over. Begin with any priority ships, followed by any the 39L bins
(organize in the order of proproty in shiopment: First=prority list, second = 26L, Third = whatever is left
Once organized based on bin size, taklly up the number of required bins for each size and collect these bins from the warehouse
Login to Profill
Collect bin and place on shipping station
Scan product barcodes from labekl > will print paperwork (if paperwork does not print, press F10 to manually print
No Weighing, instead manual weight values are to be entered into the weight field on the shipping screen:
39L = 20.4 kg
26L = 16.3 kg
12L = 8.6 kg
Select shipping method - select correct bin size and payload for shipment from dropdown menu fir shiopping method
Aerosag=fe Shipping Configration screen will pop up:
First field = BIN# - scan barcode on BIN
Open the bin and plkace lid beside.
Grab Cell Logger: Hold start button until LED with cube (top LED) is solid white
Bkluetooth Logegr
Once activated, scan Cell Logger barcode into second field labelled Logger #
Put the Logger in the payload box
IF Bluetooth Logger: press and hold "Play/STOP button" to activate - must flash red/green. If only red light flashes DO NOT use logger OR the BIN
Third field= Tracking number, Aerosafes tracking number for their return
*** ENSURE ALL THREE FIELDS APPERA TO HAVE BEEN SCANNED CORRECTLY, DOUBLE CHECK BEFORE COMPLETING
Dropdown menu for "Packout": choose configuration of pack-out which is being used for the shipment
** Check the Bin for defects ( do not ship a damaged Bin) - select "Confirm that I have inspected the shipper for pre-shipment
Press: "Use this shipper"
Conformation = "Yes"
Place product and paperwork in the payload box
Close the payload box
VERY IMPORTANT!!! ALWAYS SHIP AS XPRESSPOST NO EXCEPTIONS. IF NOT DEFAULTED TO XPRESSPOST, CHANGE TO XPRESSPOST
Click "Create Shipment" - will print shipping labels for Aerosafe bin
Collect PCMs from cooler
Place PCMs corresponding to required configuration in the bin as required
Once loaded, put the lid back on
*Some clients request a STOP card - if required place on top of lid
Close the box
Affix shipping labels
Tape the box shut
Place bin in the mono (cage) for Canada Post Pickup
AEROSAFE BINS must be filled ONE AT A TIME!!
DO NOT attempt to batch shipEVERY ORDER SHOULD BE FULLY PROCESSED BEFORE MOVING ONTO THE NEXT ORDER
Look into Aerosafe returns - might be money tied up in returns
Time out of fridge: guideline for how product expired - 39L boxes are corerelated with shorter expiration
END of Day:
Once all orders ahve been processed and Canada post about to arrive
Warehouse > shipping > shipping manifests > Aeorsafe Shipments tab >
All order IDs are recorded for accounting purposes (Ang) - if order requires a Cell tracker, put a C next to the
* Cell Tracker will show in list beginning with "CMS"
** Blue tooth trackers (generic) will appear in list as "C4...")
Once all order IDs are recorded:
Click "Export File" - Bin manifest will print --> ensure there are 15 items on the Order ID list, as well as 15 items in the mono (cage) for Canada Post pickup
If numbers add up, initial manifect - give manifest to pharmasist (Todd)
Click "Transmit File" > Yes " Do you want to clear manifest > Click "Yes > "OK" ( makes sure manigest is clear for coming workday