How to Create a Warehouse Picking & Packing for Healthcare & Allied Health
A step-by-step process for accurately picking items from warehouse storage and packing them for shipment or internal distribution, ensuring order accuracy and efficient throughput.
Purpose
To fulfill orders accurately and efficiently, minimizing picking errors, reducing packing waste, and ensuring items arrive at their destination in good condition.
Scope
Covers the workflow from receiving a pick list through to handing off the packed order for dispatch. Does not cover shipping carrier selection or delivery tracking.
Prerequisites
- Access to the order management and warehouse management systems
- Familiarity with the warehouse layout and bin locations
- Packing materials and equipment available and stocked
- Barcode scanner or mobile device for pick confirmation
Includes safeguards for Australian Privacy Principles (APPs), Medicare compliance, and health record management under the My Health Records Act. All patient data handling follows AHPRA guidelines.
Step-by-Step Procedure
Receive and Review the Pick List
Retrieve the pick list from the order management system, review it for completeness, and plan the picking route for maximum efficiency.
- 1.1Download or print the pick list from the order management system
- 1.2Review all line items for accuracy and special instructions
- 1.3Plan the picking route to minimize travel time through the warehouse
Gather Picking Equipment
Collect the necessary equipment for the picking run, including the scanner, picking cart or trolley, and any containers needed for the order.
- 2.1Ensure the barcode scanner is charged and functional
- 2.2Select the appropriate cart or bin for the order size
- 2.3Grab any required labels or documentation for the picking run
Pick Items from Storage Locations
Navigate to each storage location on the pick list, select the correct item and quantity, and scan to confirm the pick. Follow the optimized route for efficiency.
- 3.1Navigate to the first location on the pick list
- 3.2Verify the item matches the description, SKU, and any specifications
- 3.3Pick the required quantity and scan the barcode to confirm
- 3.4Place the item in the picking container and move to the next location
- If an item is not in the expected location, check adjacent bins before reporting a stockout
- Handle fragile items with extra care during the picking process
Handle Stockouts and Substitutions
If an item on the pick list is unavailable, follow the stockout procedure to notify the team and determine whether a substitution or backorder is appropriate.
- 4.1Record the stockout in the warehouse management system
- 4.2Check if a substitute item is authorized and available
- 4.3Notify the order management team of the shortage
Verify the Picked Order
At the packing station, verify all picked items against the order list. Confirm correct quantities, items, and specifications before packing begins.
- 5.1Lay out all picked items at the packing station
- 5.2Scan each item against the order to confirm accuracy
- 5.3Verify quantities match the order requirements
Select Appropriate Packaging
Choose the correct box size, padding, and protective materials based on the items being shipped, their fragility, and the shipping method.
- 6.1Select a box or container that fits the items with minimal excess space
- 6.2Add protective materials for fragile or sensitive items
- 6.3Include any required documentation such as packing slips or instructions
- Avoid using oversized boxes — they waste materials and increase shipping costs
Pack and Seal the Order
Pack items securely, ensuring they cannot shift during transit. Seal the package and apply the shipping label and any required handling stickers.
- 7.1Arrange items in the box to prevent movement during transit
- 7.2Fill voids with packing material to prevent shifting
- 7.3Seal the package securely with packing tape
- 7.4Apply the shipping label and any handling or hazard stickers
Stage for Dispatch
Move the packed order to the dispatch staging area, organized by shipping method or destination, and update the system to reflect the order is ready for shipment.
- 8.1Place the packed order in the designated dispatch staging zone
- 8.2Organize by carrier, shipping method, or delivery route
- 8.3Update the order status in the system to "ready for dispatch"
Quality Checkpoints
Common Mistakes to Avoid
Expected Outcomes
Percentage of orders shipped with the correct items and quantities, targeting 99.5% or higher.
Number of items picked per hour per picker, monitored to track efficiency improvements.
Average cost of packing materials per order, tracked to identify waste reduction opportunities.
Frequently Asked Questions
What if I pick an item and notice it is damaged?
Set the damaged item aside, report it in the system as damaged stock, and pick a replacement from the same location if available. If no replacement is available, follow the stockout procedure.
How should I handle multi-box orders?
Label each box with the order number and box count (e.g., "Box 1 of 3"). Include a packing slip in box 1 that lists the contents of all boxes.
What is the priority order for picking when multiple orders are pending?
Follow the priority assigned in the order management system. Generally, time-sensitive orders and same-day shipments are picked first, followed by standard orders in the order they were received.
Want this customised for YOUR business?
We'll tailor every step to your exact operations, tools, and team structure.