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Driver Management & Delivery Completion

Last updated on Feb 17, 2026

Article 9: Driver Management & Delivery Completion

Overview

This article covers the final stage of the delivery process—driver bag pickup, delivery execution, and marking orders as complete. It also explains how delivery completion triggers the next subscription fill date.

Driver Bag Pickup

The Bag Scan Kiosk

Drivers use a dedicated kiosk to pick up their assigned bags.

Kiosk Features:

  • Bag scanning capability

  • Driver validation

  • Route display

  • Manifest access

Pickup Process

Steps for Drivers:

  1. Approach the bag scan kiosk

  2. Enter driver PIN for validation

  3. Scan the bag barcode

  4. Click Validate Bag

  5. System confirms bag assignment

  6. Take the bag and manifest

System Updates:

  • Bag status changes to "Out for Delivery"

  • Delivery time tracking begins

  • Orders marked as in-transit

Driver Validation

Each driver has a unique PIN:

  • Ensures accountability

  • Tracks which driver has which deliveries

  • Required for bag pickup

Security: Driver PINs prevent unauthorized bag pickups and maintain chain of custody.

Delivery Status Tracking

Monitoring Deliveries

The Delivery Status view shows all deliveries in progress:

ColumnInformationOrder NumberUnique order identifierPatientRecipient nameAddressDelivery destinationDriverAssigned driverStatusCurrent delivery statusTimePickup/delivery times

Delivery Status Values

StatusMeaningStagedIn staging, awaiting pickupOut for DeliveryDriver has the bagDeliveredSuccessfully deliveredAttemptedDelivery attempted, not completedReturnedBrought back to pharmacy

Completing Deliveries

Automatic Completion (Descartes)

When integrated with Descartes delivery system:

  • Driver marks delivery complete in Descartes app

  • Status automatically updates in Phox

  • Timestamp recorded

Manual Completion

If manual completion is needed:

Steps:

  1. Navigate to the order in Delivery Status

  2. Click on the order

  3. Select Mark as Complete

  4. Enter delivery date/time

  5. Confirm completion

Delivery Confirmation Details

When marking complete, record:

  • Date delivered

  • Time delivered

  • Recipient (if not patient)

  • Signature (if required)

  • Notes (if any issues)

Order Lifecycle View

Accessing Order History

Click on any order or patient name to view the complete order lifecycle:

Timeline Shows:

  • Order creation

  • Each stage completion

  • Messages sent

  • Status changes

  • Delivery confirmation

Audit Trail: The lifecycle view provides a complete audit trail of every action taken on the order.

Timeline Events

Event TypeDescriptionCreatedOrder initiatedBilledInsurance adjudicatedScheduledDelivery date setVerifiedClinical verification completeFilledPrescription packagedProduct VerifiedFinal QC completeShippedBag created and stagedDeliveredSuccessfully deliveredMessage SentText notification sentMessage ReceivedPatient response received

Subscription Updates

Automatic Next Fill Date

Key Feature: When an order is marked complete, the subscription's next fill date automatically updates.

How It Works:

  1. Order marked as delivered

  2. System calculates next fill date

  3. Based on day supply + buffer days

  4. Subscription record updated

Example:

  • Delivery completed: January 27, 2026

  • Day supply: 30 days

  • Buffer: 6 days

  • Next fill: February 26, 2026

Viewing Updated Subscription

After delivery completion:

  1. Go to Subscription Management

  2. Find the patient

  3. View the updated "Next Fill" date

  4. Subscription appears in future To-Do reports

Signing Out Deliveries

Manual Sign-Out

If bags need to be signed out without driver kiosk:

Steps:

  1. Go to Staging Area

  2. Select the bag

  3. Click Sign Out

  4. Record driver information

  5. Confirm sign-out

Simulation Mode

For Training Purposes

The system includes simulation features:

  • Simulate bag pickup

  • Simulate delivery completion

  • Test workflows without real deliveries

Note: Simulation mode is used for training and testing. Live operations use actual scanning and driver validation.

Best Practices

For Drivers

  • Always validate bags at kiosk

  • Carry manifest for reference

  • Report delivery issues promptly

  • Mark deliveries complete immediately

For Coordinators

  • Monitor delivery status regularly

  • Follow up on pending deliveries

  • Address attempted deliveries quickly

  • Keep staging area organized

For Managers

  • Review delivery metrics

  • Investigate late deliveries

  • Optimize routes based on data

  • Address recurring issues

Troubleshooting

Driver Can't Validate Bag

  • Verify driver PIN is active

  • Check bag is in "Staged" status

  • Ensure barcode is readable

  • Contact supervisor if needed

Delivery Not Updating

  • Check Descartes connection

  • Manually update if needed

  • Verify order number is correct

Missing Bag

  • Check staging area thoroughly

  • Review system for bag status

  • Check if already signed out

Quick Reference

ActionResultDriver scans bagBag marked "Out for Delivery"Delivery completedStatus updates, timestamp recordedOrder marked completeSubscription next fill updatedView lifecycleSee complete order history

Next Steps

For handling delivery issues, proceed to Article 10: Troubleshooting & Rescheduling Orders to learn about problem resolution workflows.