Handling supplies is one of the primary contractor’s responsibilities at any TotalWellness event. That means that the primary contractor is also responsible for returning supply shipments to TotalWellness after the event is over.
It’s important to get supplies back to us in a correct, complete and timely manner. That’s because even though the event itself is done, our job isn’t done. We need the return shipment to complete our clients’ expectations and provide them with event summaries.
A return shipment includes all completed paperwork, leftover vaccine and supplies and equipment. Essentially anything we sent to you that wasn’t used or thrown away should be sent back to us.
In order to ensure the return shipment is correct, complete and timely, we need you to follow a few steps.
Step 1: Pack the Paperwork
All completed paperwork needs to be treated as private information. It should be packed into the provided envelope marked, “Confidential.” Completed paperwork includes:
- Completed Consent Forms
- Event Worksheet
- On-Site Time Log & Conduct Agreement Acknowledgment
- Incident Reports (if applicable)
- Event Time Extension Form (if applicable)
- Event Roster (if applicable)
Pack all of these carefully into the provided envelope, and don’t lose or leave any completed paperwork on site.
Step 2: Pack the Vaccine
If you were working a flu shot clinic, leftover vaccine needs to be handled carefully so it can be utilized at later events. If you are working a later event and would like to keep your partially used vials, you can do that. You’ll need to check out the details in the manual to learn the process for keeping partial vials for later events.
If you’re planning to send all the leftover vaccine back to TotalWellness, you’ll need to pack it correctly so it’s not damaged during shipment. That means physically packing it into the return shipment box just as you’ve been instructed in the manual.
Step 3: Pack the Supplies and Equipment
Any leftover supplies or pieces of equipment also need to be sent back to TotalWellness. That includes (but is not limited to) Band-Aids, fingerstick slides, gloves, hand sanitizer, fingerstick machines, scales and tape measures. Supplies can be returned to us so long as individually wrapped packages haven’t been opened. For example, you can send back an open box of bandaids, but we do not want you to send back individual Band-Aids that have been opened.
Step 4: Close Up the Box
Once everything being returned has been securely packed into the box (without a lot of room for movement and wiggling around), seal up the box tightly with packing tape. Be sure it’s secure so our participant’s private information isn’t compromised.
Step 5: Label the Box
You’ll be provided a pre-addressed FedEx return label in the Nurse Information Packet in your shipment. You’ll utilize that label to return the shipment to TotalWellness, and you won’t be charged for the shipment. We do recommend keeping all tracking numbers for your own record, though.
Step 6: Drop of the Box
All shipments need to be dropped off at a staffed FedEx facility in time for their last pickup of the day. Don’t call FedEx to pick up your return shipment, and don’t leave it at a FedEx location after the last pickup of the day. If there are perishables in your shipment (like flu vaccine), you’ll need to check the TotalWellness Contractor Manual for the days on which you can drop those shipments off at a FedEx facility.
Be sure you’re getting supplies back to us in a correct, complete and timely manner. You’ll receive brand new shipments for each TotalWellness event you work. It’s unnecessary to keep supplies, and it actually causes problems for our shipping team.
If we don’t receive a return shipment from you in a timely manner, we might have to hold your payment until we get the shipment. So please read through the detailed instructions in the manual, and let us know if you have any questions!
