HIPAA & Privacy Commitment

Nexro operates with a HIPAA-aware posture as a courier/vendor under client instructions. We follow “minimum necessary” handling—limiting exposure to labels, identifiers, and patient-related information and preventing disclosure through photos, messaging, or casual conversation.

• We do not photograph labels, requisitions, or paperwork that contains identifiers unless explicitly required by the client and approved as an allowed method

• If proof photos are required, we capture proof without patient identifiers whenever possible (outer tote/bag, sealed container exterior, receiving area proof)

• PHI is not shared via unapproved channels (unencrypted SMS/personal email). Job details and POD are kept in approved systems/secure folders.

For specimen and lab-related transport, Nexro follows a safety-first handling posture designed to reduce exposure risks. Drivers do not open specimen containers or inner packaging and do not attempt to repackage or “fix” compromised materials.

We do not share customer or shipment information outside approved channels. Our drivers and operations follow a strict confidentiality standard and protect sensitive information throughout pickup, transport, and delivery.

Our standard is executed on every run:

1. Verify: match pickup details, count/condition, and instructions

2. Secure: stable position, non-slip base, zero loose movement

3. Stabilize: straps/cargo support when needed; heavy items low and centered

4. Document: photo proof/notes/time logs as required

5. Protect: vehicle locked when unattended; no unauthorized passengers

6. Complete: deliver to verified receiver; POD required; escalate exceptions

We operate with a documentation discipline designed to reduce disputes and improve accountability:

• POD captured when required (signature + printed name)

• Delivery timestamp recorded

• Exceptions documented immediately and escalated before any changes to plan

• Missing POD is escalated before leaving the delivery site

If anything risks timing, access, or security, we escalate early:

• Any late risk of 10+ minutes triggers immediate notification and an updated ETA plan

• Receiver unavailable, access issues, or address mismatches are escalated immediately

• Damage/leak/compromised condition triggers stop-and-escalate protocol

• Vehicle incident/breakdown triggers recovery plan and client notification

Weekly quality control targets:

• 100% jobs closed with POD (or documented exception)

• late deliveries include notes and client notification record

• Securement expectations enforced

• Billing documentation matches completed jobs

Any suspected or confirmed exposure (misdelivery, wrong recipient, accidental photo capture, unauthorized access) is escalated immediately with documented incident handling and client notification per protocol

• Visual inspection for leaks, cracks, broken seals, or compromised secondary containment

• If compromised: stop, isolate, and escalate to the facility + dispatch before transport

If any leak, spill, or compromised condition is detected:

1. Stop movement immediately and secure the area (do not continue route)

2. Isolate the item in a sealable bag/container if available; keep upright and separated

3. PEE on (gloves minimum; mask as needed per site/client rules)

4. Notify dispatch immediately and follow client/facility biohazard instructions

5. Document incident (time, location, condition, actions taken) and complete the incident report same day

• Vargo area kept clean, uncluttered, and separated from personal items

• Spill kit + sanitizer carried in-vehicle; specimen totes/bags handled as controlled cargo (no food/drinks placed on them)

• Specimens are never left unattended in heat and are kept upright, secure, and out of direct sunlight

Personal vehicles used for service must meet professional and secure transport expectations:

• Clean cargo area (no loose clutter)

• Freight positioned low/centered; secured to prevent shifting

• Vehicle locked when unattended

• no unauthorized passengers on active routes

Any suspected exposure risk, spill, or compromised specimen condition triggers immediate escalation and client notification —no surprises.

All 1099 drivers must provide proof of active insurance before activation and maintain continuous coverage.

Before a driver runs live service, we verify operational readiness:

• HIPAA-aware + BBP safety

• Agreement + W-9 on file

• Driver license + registration + insurance verified

• STS-6 training acknowledged

• Securement kit issued

• Test job completed with POD standards