Whatever the weather: Solutions to the logistical challenges of shipping medicines

We speak with Chapper healthcare’s warehouse manager, Stephen Prior, about overcoming the logistical challenges of shipping medicines around the globe and the packaging solutions his team utilise to overcome every eventuality, including the weather.

Q. Can you explain more about your role and what it consists of?

A. I am in charge of the overall running of the warehouse and manage the logistics for temperature-controlled shipments of speciality pharmaceuticals. This includes sourcing the right packaging, validated cool boxes and temperature loggers for all our shipments.

The types of medicines we ship around the world range from ambient products to highly specialised temperature-controlled pharmaceuticals that require very specific packing. Each product and its onward journey to the customer will have its own unique set of challenges. As an example, we regularly export products that require different temperature ranges such as 15–25°C, 2–8°C and frozen products. Therefore, it is important to understand shipping processes, temperature control, customs regulations and the sensitivities around getting products to patients on time so they can be treated.

Q. Can you explain more about how medicines are shipped around the world to customers and suppliers?

A. One vitally important element of the process is the correct packaging of the products. Using the right type of packaging will avoid breakages and make sure that the product is suitably protected throughout its journey, whether this is by air, sea or road.

To prevent breakages, special boxes, which are extremely strong and durable, can be used. Additionally, it is important to do everything possible to maintain the integrity of products so that nothing is broken in transit. For example, liquids can be placed in plastic bags, to prevent contamination of other products (in the unlikely event of a breakage), packs of vials can be bubble wrapped and for bottles corrugated tubes can be employed for protection. It is crucial that every product reaches the customer in pristine condition.

Temperature-controlled shipments can be packed in validated boxes — for these, we perform our own internal testing, in addition to reviewing the manufacturers test data to ensure that the boxes will maintain the correct product temperature throughout the duration of the journey. Clear labelling, with warning labels, ensures anyone handling the boxes is made fully aware of the delicate contents. Another technology for use in temperature-controlled shipments is a USB temperature logger. This technology can be used by the shipper and client to review the temperature throughout the duration of the journey to ensure there have been no temperature excursions.

Q. What other special features can packaging have?

A. Temperature-controlled boxes can be designed to keep their temperature for a set amount of time depending on where in the world the package is travelling to. For example, if a product is going to Europe a box which lasts for 48 hours would be suitable and if the product is going further then a box which lasts up to 120 hours would be better to ensure the temperature is controlled for the duration of the journey. Additionally, it is important to factor in flight delays and that products need to be cleared through customs which can all add to the length of the journey.

Q. What are some of the challenges of shipping products around the world?

A. The cold weather across most of Europe this winter has been particularly challenging. Temperatures were below freezing for a number of weeks, which made it difficult to ship products correctly and ensure they didn’t freeze. Pharma products have temperature stability data and the products are only viable if they are stored within a particular temperature range. To adhere to this, we adopted the latest advances in temperature-controlled boxes: Some of the boxes we use are made of Phase Change Material (PCM) — meaning they can be placed in a fridge once packaged up, which is unusual as most other boxes can’t. This type of specialist packaging means the products are kept in the correct temperature range in a fridge or if the weather is particularly cold outside. The PCM packs go into hibernation mode if it is below a certain temperature outside which ensures the products are kept at a constant temperature in the box and temperatures do not deviate above or below the allowed range. Furthermore, these PCM boxes are reusable and we encourage clients to send them back to us, so we can repack the boxes for them, this is also important to us from an environmental perspective.

Q. What about shipping products to hot countries, does this impact the type of packaging?

A. It is equally important to ensure the temperature is controlled for sensitive products when shipping to a hot country as it is for a cold country. For extremely hot climates, such as the Middle East in summer, special boxes, which may have a lifetime of up to 144 hours, can be used to ensure products stay within the required temperature range.

Q. What other logistical challenges can be faced in shipping?

A. It is vital to ensure that all products leaving the warehouse have the correct paperwork, to prevent any delays in transit. For example, controlled drugs will require import and export licences. It is also worthwhile spending the time developing relationships with reputable freight forwarders and couriers. The people we work with, for example, are experts in dealing with pharmaceuticals and temperature-controlled shipments and they ensure that our customer services levels are maintained until the package reaches its destination. Through our knowledge and that of our logistics partners, we have learnt to anticipate any problems that can arise due to the specific documentation requirements of particular customs authorities.

Q. How important is customer service?

A. Whether it’s a small one-off shipment or the delivery of several containers, exceptional customer service and supplying products safely, securely and on time is a must. As a team we are fully aware that there is always a patient at the centre of every request.