Are You Optimizing On-Time Delivery?

The quality of your healthcare facility operation relies on reliable on-time deliveries. This is why your choice in couriers must take into account their track record for on-time delivery performance. 

The responsibility of delivering on-time starts with the courier. But there are also things customers can do to help out. We’ll explore both in this blog. 

Table of Contents

4 ways couriers can optimize on-time delivery

1. Prioritize fast pick-ups

The sooner an order is picked up, the more likely it’ll arrive on time. It’s as simple as that.  

Our goal is to pick up your item(s) within 45 minutes of receiving the order. For deliveries with longer drop-off windows, we’ll allow for up to 90 minutes. But anything over 90 minutes is unacceptable in our book. 

It may sound simple, but there’s a lot that goes into maintaining a 45-minute pick-up window. Here are just a few of the ways we do it: 

• We keep our driver network dense so someone’s always available nearby 
• We strategically place drivers in locations we know get busy or experience delays
• Our drivers are carefully trained to streamline pick-up processing and handling time

Since prioritizing fast pick-ups, our on-time performance has averaged 97% and above. We’ve seen improvements to service quality, driver well-being, and customer experience too. That’s because there’s time to do the job right and in a stress-free way.

2. Develop contingency plans

Unexpected delays are inevitable. Having a plan in place when they pop up helps keep things on schedule.

After 20+ years in business, we’ve developed contingency plans for just about every possible scenario. These plans are written out and revisited regularly. They cover common delays like road closures and traffic jams, as well as less common delays like accidents and natural disasters. 

Getting familiar with these contingency plans is a big part of our training. And drivers refresh this training annually. Our drivers know just what to do when things go awry, and they can stay on schedule to the best of their ability as a result.

3. Optimize routes

Deliveries arrive on time when the job is dispatched to the right driver and carefully mapped for speed and efficiency. We call this route optimization. 

Time, distance, driver location, and urgency are just some of the factors that go into route optimization. Our dispatchers skillfully balance the give and take of each. Some common questions they consider: 

• Where are our drivers currently positioned?
• What level of urgency does the delivery demand?
• Are there any traffic or road conditions to consider along the route?
• Can multiple deliveries be efficiently combined along the way?
• Does the route adhere to any specific delivery time windows?
• Are there any potential logistical obstacles or constraints to anticipate?

We also leverage AI tools like assisted dispatch help in choosing the best route. Assisted dispatch prompts dispatchers with suggested drivers and routes based on a complex algorithm. It eliminates the need for dispatchers to keep track of dozens of details at once.

Optimizing routes saves the courier and the customer money too. It cuts down on unnecessary costs like fuel and time.

4. Provide regular reports

Custom reporting for the purpose of continuous improvement is essential to on-time performance. 

Implementing improvement measures based on monthly on-time delivery report results can help refine flaws in the courier’s system and improve their service by making the necessary adjustments. Getting feedback from customers is also a good way for them to self-assess their performance.

4 ways you can optimize on-time delivery

1. Check your order details

Accurate order details mean quicker pick-ups and fewer escalations. Review your order before submitting to avoid costly delays in transit. Ask your courier how they confirm order details on their end. 

2. Save recurring delivery info

It’s good practice to save recurring delivery details for future orders. It saves you time and helps avoid input errors which can lead to delays. Your courier should easily allow you to save information like addresses, points of contact, access codes, and special instructions. 

3. Simplify the pick-up process

Take the guesswork out of pick-ups for your courier. Provide clear instructions for pick-up locations along with special access codes or directions. Establish a designated pick-up area and mark it clearly. And ensure your items are ready by the scheduled pick-up time so your courier isn’t left waiting.

4. Schedule jobs

Consolidate pick-ups and deliveries to save time. Schedule them ahead for even better results. Doing this significantly helps minimize travel time and dispatch time. It also gives our team the runway to optimize the route. What does that lead to? On-time deliveries, everytime

Measuring on-time performance

On-time performance refers to the percentage of deliveries that arrive on time. It’s an essential metric to track. Be sure your courier provides this information in regular intervals. 

How to measure on-time performance

Couriers divide the number of deliveries made within the promised time by the total deliveries made to calculate their on-time performance. They will often look at the actual time taken from pickup to delivery and compare it to scheduled times for more insight.

GPS tracking is key to monitoring on-time performance. It highlights any delays or route deviations. 

Customer feedback is also important for assessing how well they’re doing. Regular analysis of these metrics helps couriers keep improving and ensures they meet high standards.

The importance of on-time performance

It’s important to remember that we’re talking big picture here. Sure, one on-time delivery is great at face value. But what does that mean if the next ten are late? You never know if a given shipment will arrive on time. Make sure your courier considers on-time delivery as the sum of its parts and not simply one-off instances.

Consistency is key. We don’t accept less than 97% on-time performance for that reason. Any less would be a huge inconvenience for our customers. 

On-Time performance is just one of the many key performance indicators (KPI) that your facility should track to monitor the quality of service your medical courier provides. To learn about other KPIs, visit our blog Metrics that Matter: Key KPIs to Track for Medical Couriers.

At Am-Tran, we constantly evaluate this metric and adjust its operation accordingly. For most customers, it’s included in a monthly report that dives deeper into the specific tactics that Am-Tran is employing to maintain a level above 97%.

How Am-Tran can help with on-time deliveries

Medical specimens will always require rock solid on-time delivery performance. 

At Am-Tran, we have over 20 years of experience with hundreds of healthcare facilities across California. Our customers trust us to get the job done right and, importantly, on-time.

In addition, our drivers are trained to avoid mistakes that lead to delays. We regularly reward strong on-time performance.

Talk to an Am-Tran expert today if you’re looking for consistent service quality, reasonable rates, and well executed systems in place.