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Also overnight.
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Template: Digital Handover Protocol (Excel/CSV) for Pharmacies
Ready-to-use Excel/CSV template for pharmacy handovers: mandatory fields, photo filename conventions and sample rows for complete delivery documentation.
Quick answer
Download a ready Excel/CSV handover template tailored to pharmacies. It includes mandatory fields, a clear photo-filename convention and sample rows so deliveries to Swiss pharmacies are documented consistently.
Purpose of the template
This template standardises documentation for courier deliveries to pharmacies. It ensures sender, courier and pharmacy share the same delivery facts. Use it to speed up checks and reduce disputes.
Mandatory fields (columns)
1) Order_ID: Unique order number. 2) Sender_Name: Sending company. 3) Sender_Address: Street, ZIP, City. 4) Recipient_Pharmacy: Pharmacy name. 5) Recipient_Address: Street, ZIP, City. 6) Pickup_Time: ISO 8601 date/time (e.g. 2026-09-03T14:30). 7) Handover_Time: ISO 8601 date/time. 8) Package_Count: Integer. 9) Packaging_Condition: Free text (e.g. “intact”, “scuffed”). 10) Receiver_Signature: Filename of signature image or signer name. 11) Photo_Filename: Photo filename (see convention). 12) Notes: Free text for deviations.
Photo filename convention
Use a consistent naming scheme so photos match records. Format: OrderID_Type_Timestamp.jpg Example: 20260903A123_Package_v1_1430.jpg. Type can be: Package, Label, Signature. Timestamp in HHMM or ISO (20260903T143000). Avoid spaces and special characters; use underscores.
Sample rows (Excel / CSV)
Sample 1: 20260903A123, PharmaAG, Bahnhofstrasse 10, 8001 Zurich, SamplePharmacy, Marktgasse 2, 8002 Zurich, 2026-09-03T13:45, 2026-09-03T14:05, 1, intact, Max Muster, 20260903A123_Package_v1_1405.jpg, Delivery complete. Sample 2: 20260903B456, MediSupply, Industriestrasse 5, 4500 Solothurn, NorthPharmacy, Hauptstrasse 8, 4501 Solothurn, 2026-09-03T09:10, 2026-09-03T09:35, 2, box damaged, Anna Receiver, 20260903B456_Package_v2_0935.jpg, Tape replaced.
Technical notes and compatibility
Save as .xlsx for Excel users and .csv for system imports. CSV: UTF-8 encoded, comma separator, quote text fields when they contain commas. Use ISO datetime for easy import to ERPs, courier APIs or archive tools.
How to use with a courier service
Complete the template before pickup or on board the vehicle. Photograph the package and the signature, name files per the convention. Send the completed sheet and photos to the pharmacy via email, upload link or courier portal to create a clear audit trail.
Frequently asked questions
How do I correctly export the file as CSV?
In Excel: File > Save As > Choose CSV (UTF-8). Check encoding and delimiters afterwards. Test-import the file into your target system.
Which photo resolution do you recommend?
Legibility matters. 2–5 MP is usually enough. Compress very large images so mobile uploads work smoothly.
Can the template include personal patient data?
Only include what is necessary. Keep patient data separate and encrypted. The handover template should contain addresses and recipient details, not medical patient data.
How do I link photo filenames to the CSV?
Enter the exact photo filename (e.g. 20260903A123_Package_v1_1405.jpg) in the Photo_Filename column. Upload the files to the same upload folder or link them to the order in the courier portal.