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DELIVERY AND RETURN OF COMPONENTS

Packing Configurations

Couriers

Vitalant supplies couriers for transfusion facilities and hospitals within driving distance (determined by blood center distribution locations). Schedule of routine runs is dependent on the transfusion facility or hospital. Other couriers not currently in contract may be used in certain situations. Discuss these options with your blood center.

Hospital-initiated Transfer

Our customer portal facilitates hospital-to-hospital transfer of blood and blood components between health care organizations that are part of the same health system.

  • The shipping facility acknowledges that the components have been stored and handled correctly by checking the acknowledgement statement in the portal prior to the transfer.
  • Upon receipt, the receiving facility accepts the product via our customer portal. The receiving hospital must inspect the packing configuration and document acceptability, measure and record the receipt temperature of the shipment, verify shipper contents and acknowledge in the portal.

Facilities that do not use the customer portal may complete the transaction manually as illustrated in the next paragraph.

To transfer components between hospitals or transfusion facilities using the manual transfer document, the sending facility must inspect each blood component, sign the blood storage and handling statement, document the date and time of component inspection/packing and identify, on the form, the person performing the inspection and packing. Place the original form in the shipper and retain a copy at the hospital.

The receiving hospital must inspect the packing configuration and document acceptability, measure and record the receipt temperature of the shipment, verify shipper contents and sign the “Received By” section of the form, recording the date and time of receipt. Send a completed copy of the form to the local Vitalant center and retain a copy at the facility.

Blood Center-Initiated Product Transfer

In the event that the blood center asks that products be transferred among transfusion facilities, the blood center will contact the facility and arrange for transfer of the product. The transfer document will be used to capture the transaction.

Other Delivery Mechanisms

Out of town delivery depends on the location of the Transfusion Facility. Contact Hospital Services for specific details.

Receipt of Shipments

When a shipment is delivered, evaluate appropriate packing configuration and temperature for type of component. Contact the Hospital Services department at your blood center if you have any questions concerning deviations or questionable storage conditions.

Return of Components

Units Returned for Quality Issues

Units that are returned for quality issues or at the request of Vitalant are automatically credited.

Hospital Services may request return of a component for several reasons (e.g., recall, market withdrawal, positive bacterial detection of a platelet, shortage of a particular blood type at another facility). In some cases, Vitalant will request destruction of the unit on site if not transfused, and will provide credit if this is done.

Units of questionable quality identified at the transfusion facility are returned to Vitalant for evaluation. Contact Hospital Services to report the specific situation. The unit must be appropriately “flagged” and Hospital Services staff must be notified prior to returning the shipment to prevent re-distribution.

Required Documentation

Complete applicable sections of the Transfer Document form for a unit returned to Vitalant. This form is completed when transferring a unit to another transfusion facility if the customer portal is not in use. Please check with your Vitalant Hospital Services Director.

Product Returns

Products are returned using the return function in our customer portal. If the portal is not available in your area then complete the transfer document when returning components to a Vitalant center. The sending hospital must inspect each blood component, sign the blood storage and handling statement, document the date and time of component inspection/packing and identify, on the transfer document, the person performing the inspection and packing. Place the original transfer document in the shipper and retain a copy at the hospital.

Credit Requests

Credit request are initiated via the customer portal. If the portal is not available in your area then complete applicable sections of the Credit Request form for requesting credit for a unit disposed of at the transfusion facility.The form must be completed accurately and completely to ensure your facility receives the appropriate. (Contact your local blood center representatiave for credit request forms.)

Vitalant, one of the nation’s oldest and largest nonprofit community blood service providers, supplies comprehensive transfusion medicine services to nearly 1,000 hospitals and health care partners for patients in need across 40 states.