Barcode Locator Mail is a system that enables internal mail tracking and parcel tracking across multiple sites and has been developed for large organisations like hospital trusts where mail is sent between different buildings, doctor’s surgeries and pharmacies etc. The system can be used for any multi-site organisation that needs to track internal mail or parcels from good in to recipiant and produce a POD.

For example Hospitals and ancillary services such as ambulance units, health care centres, doctor’s surgeries etc are continually sending confidential and secure documents between the myriad of sites that comprise the NHS Trust complex and delivery tracking is essential. The Delivery Locations are entered on the Locator Mail system 

Sequential numbered internal barcodes are applied to the delivery item or Polylope can be purchased with unique barcodes pre-printed on them. 

The detail of the contents or reference number are  logged onto the Barcode Locator Mail system using the unique id number on the item barcode or polylope together with a brief description of the contents and patients id or internal reference (possibly purchase order ref:) to correlate the two. 

Each potential addressee is issued with a barcode badge or location barcode which is then used to identify the drop off or collection location to the Barcode Locator Mail system. 

The drivers of the vans or the internal mail couriers have a portable data collection terminal such as the Opticon H15 and use the Add function on their screen to add the item to their delivery list. The buttons are large enough to operate single handed on the touch screen. They then use the integral barcode scanner to scan the new location – i.e. their own badge or their van registration, then the item code on the item or polylope. 

On arrival at the delivery destination, the same routine is used – Scan new location – this time the location barcode or the name badge, then the item barcode or polylope code.

On return to base the day’s data is uploaded to the central database. There can be several different sites or hospitals all linked to a central database via a VPN so any of them can track where a given item is currently. If something gets lost there is a complete audit trail of all movements of the item so that it’s last known location can be traced. Other reports like location frequencies and delivery times and POD may be run to help improve the service.

Download the datasheet