TOH-BMT Program

Courier Training

Session

November 7, 2013

PURPOSE

To ensure transport of unrelated

products

Bone Marrow

Peripheral Blood Stem Cells

Donor Lymphocytes

To ensure consistency in transport

procedures

Fulfills Health Canada/FDA expectations

Agenda

Courier requirements/responsibilities

Overview of products

Accompanying Documentation from

Transplant Program

Labeling

Packaging/packing

Transport requirements

Emergency Procedures

Courier Requirements

Committed

Canadian citizenship

Possess a valid Canadian passport

Experienced International Traveler

Have a major credit card with sufficient

limit

No additional obligation until after the

product is delivered

Courier Requirements con’t

Access to cell phone with international calling

capabilities

Must not be related to donor or recipient

Must not be traveling with a minor

Understand confidentiality issues -

do not disclose destination

Courier Requirements con’t

Attend training session

View video prior to each pick up

Training sign off by Program Medical

Director prior to first courier assignment

Courier responsibilities –

before leaving Ottawa

Once donor clearance obtained and patient starts conditioning everything is confirmed – at least 10 days prior to travel

Mission Meeting with Linda Hamelin at TOH – General

Confirm suitability of travel arrangements

flights – not a bulkhead or emergency seat

Ensure documents are legible

Collection centre address

Contact name and phone numbers

Agreement for pick-up time and place

Courier responsibilities –

before leaving Ottawa

Know back up flight alternatives

EMERGENCY NUMBERS

Call travel agent to make alternative travel arrangements and accommodations- After hours TASS travel Agency support services. Quote your emergency access code *G5JA*:

North America 1-866-459-8995

Outside of North America 613-789-7800 press 3. CDN country code is 011.

Courier responsibilities –

before leaving Ottawa

Obtain transport container

Confirm what packing materials will be necessary and how they are to be transported

Obtain documentation

Photocopy passport and transport letters

Know where product is to be delivered

Courier responsibilities

Day of travel

Dress professionally but comfortably

Carry on luggage only

Check weather early

If travel change is necessary, you must

contact Linda

Leave enough time at airport for security

clearance going

Bring/get local currency for cab fares

Courier responsibilities

on Arrival

Contact with the Collection Centre and confirm arrangements

For marrow will always be one day

For stem cells may be one or 2 days

Make sure they are aware of timing issues if there are any

Make sure you are aware of where exactly the pick-up is to occur – sometimes that is difficult and not everyone in the centre will speak English

Confirm with the Collection Centre ice pack availability as required

Find out about taxi availability – ask them to book one if needed

Courier responsibilities – Day

of transport

Try not to be panicked at this point

Have your documents in order

Get there early

Never expect the Collection Centre to

store products longer than they have

agreed

Courier responsibilities –

product pick-up

Verify donor and recipient numbers on

all products and specimens

Ask if the collection met the requested

cell count - yes or no is fine

Inspect collection bags for leaks

Attach/affix labels

Place into outer sealed bag

Packaging of Products

Transport container – Credo Cube

TICs/VIPs -

Room temperature – no ice required

Thermometer

Temptale

Documentation

Collection details with cell counts

Courier letter from Collection Centre

Document they sign releasing product

Copy of anything you sign

Do not put documentation in cooler

Carry documents in an accessible folder

Transportation

Transport temperature of stem cells should be between 1-10 degrees Celsius

Specimens may travel transport container

Marrow at room temperature

No more than 48 hours should elapse between completion of apheresis and infusion of stem cell

No more than 24 hours for marrow

Transportation

Never leave cooler unattended

Do not consume alcohol

Do not place cooler inside another

container

Transportation

Do not X-ray products

Cooler may be opened at security

Re-package immediately

Note temperature immediately when

opening container & document

Deliver product to Transfusion Medicine

Leave all products, docs, specimens with

Transfusion Medicine staff

Expense Submission

The process

Bruce Denniston Society Claim Form

Mail directly to Linda Hamelin

Original Receipts Only

Reimbursement with receipts only

Personal Automobile Allowance

$0.45 /Kilometre

Expenses Con’t

Timing

approximately 14-21 working days of

receipt

Cheques always mailed out on a Friday

Must be submitted within 90 days of the

date expense was incurred

Delays

Holidays

Fiscal year prep

Mailing Address

Linda Hamelin

The Ottawa Hospital – General Campus

BMT Program – Box 704

501 Smyth Rd

Ottawa, ON

K1H 8L6

Delivering Submissions

Call 613-737-8158 and arrange drop off

with BMT Administrative Assistant

Kelly Guardado