Prepare before the delivery arrives
A receiving process starts before the package reaches the practice. Confirm who expects the shipment, who will receive it, and where that person can find the order and applicable product instructions. Make the contact for delivery questions easy to locate.
Request the shipping and storage information that applies to the exact product. Do not transfer assumptions from another product in the same category. If the required receiving arrangements are unclear, resolve that question with the supplier before proceeding.
Match the delivery to the request
Use the order record to check product identity, configuration, and quantity. Record lot, serial, or expiry information where applicable under the product instructions and your practice procedures. Keep the delivery record linked to the order so a later question can be traced.
A simple handoff record can include the order reference, receiving date, responsible team member, observed discrepancy, and follow-up contact. Keep patient information out of general supplier enquiries and public website forms.
Make discrepancies easy to escalate
If identity, condition, quantity, or handling is in doubt, follow your practice escalation procedure and obtain direction from the appropriate supplier or manufacturer contact before use. Do not treat a delivery confirmation as evidence that all product requirements were satisfied.
Keep relevant packaging and records as directed by the applicable instructions and claims process. Ask which evidence is needed for a shipment question instead of sending unnecessary sensitive information. Review the applicable return policy for the actual product and order; do not assume every category has the same terms.
Close the loop with the rest of the team
Tell the ordering team whether the delivery matched the request and whether any issue remains open. Give each discrepancy an owner and record the supplier response. This keeps a receiving concern from disappearing between purchasing and clinical staff.
This article is an operational planning aid. It does not replace product-specific storage instructions, your practice procedures, or supplier requirements.