1. Purpose of This Notice
This Notice explains the intended use of So Smooth Logistics' general website and establishes important boundaries regarding medical information, protected health information (“PHI”), sensitive information and medical-related courier requests.
2. General Website Form Is Not a Patient Portal
SoSmoothLogistics.com is a commercial courier website. Its general delivery-request form is not designed or represented as:
- an electronic health record system;
- a medical-record repository;
- a patient portal;
- a clinical communications platform;
- a general-purpose system for transmitting PHI.
3. Do Not Enter PHI in the General Request Form
Customers should not include PHI or unnecessary sensitive information in free-text fields.
For example, do not enter:
- patient diagnoses;
- test results;
- treatment information;
- medical histories;
- insurance identification numbers;
- Social Security numbers;
- full medical records;
- unnecessary patient identifiers.
4. Minimum Necessary Information
For an ordinary delivery inquiry, provide only information reasonably necessary for us to evaluate the logistics request, such as pickup location, delivery location, requested timing, general shipment category and contact information.
5. Physical Healthcare Shipments
A healthcare-related physical shipment may involve specimens, supplies, documents, pharmaceuticals, equipment or other materials with specialized handling requirements.
Customers must disclose the nature and applicable handling requirements before So Smooth Logistics accepts regulated or specialized transportation.
6. HIPAA and Courier Relationships
The legal status of a courier relationship depends on the actual services performed and applicable law.
Nothing on this Site should be interpreted as representing that every courier assignment is automatically subject to HIPAA or that every courier relationship has the same legal classification.
7. No Blanket “HIPAA Certified” Representation
So Smooth Logistics does not use this Notice to represent that the federal government has issued a universal “HIPAA certification” for the company.
Training, operational safeguards, contractual obligations and regulatory requirements are evaluated according to the services actually performed.
8. Business Associate Agreements
If a healthcare organization determines that a Business Associate Agreement or other privacy/security agreement is legally required for the contemplated services, that requirement must be raised and addressed before services requiring such an agreement begin.
9. Chain of Custody
Where required and agreed, chain-of-custody procedures may document the transfer of a shipment between authorized persons or locations.
Customers should identify chain-of-custody requirements before dispatch.
10. Infectious Substances and Regulated Materials
Do not tender infectious substances, hazardous materials, dry ice shipments, regulated biological materials or other specially regulated materials without prior disclosure and acceptance.
Acceptance depends upon applicable classification, packaging, marking, documentation, handling, training, equipment and transportation requirements.
11. Packaging Responsibility
Unless otherwise expressly agreed, the shipper is responsible for ensuring that medical and regulated materials are properly classified, packaged, sealed, labeled and documented for transportation.
12. Temperature Requirements
Temperature-sensitive shipments must have their required temperature range and handling requirements disclosed before acceptance.
No temperature-controlled capability should be inferred unless specifically confirmed for the assignment.
13. Accidental Exposure or Damage
If packaging is visibly compromised, leaking, damaged or presents an unexpected safety concern, the courier may stop handling the item, isolate the area when appropriate, contact the customer and follow applicable safety or emergency procedures.
14. Confidentiality
So Smooth Logistics seeks to limit access to sensitive customer information to persons with a legitimate operational need and to use reasonable safeguards appropriate to the information and services involved.
15. Electronic Communications
Ordinary email and general website forms should not be assumed to be suitable for unrestricted transmission of PHI or highly sensitive information.
Customers with specialized security requirements should contact us before transmitting sensitive data.
16. Healthcare Customer Responsibilities
Healthcare customers remain responsible for:
- determining their own regulatory obligations;
- properly classifying materials;
- using compliant packaging;
- providing required labels and documentation;
- disclosing special handling requirements;
- determining whether contractual privacy provisions are required;
- providing only information reasonably necessary for the service.
17. Acceptance Is Assignment-Specific
Acceptance of one healthcare-related delivery does not automatically mean that So Smooth Logistics will accept every category of healthcare shipment.
18. Questions Before Sending
If you are unsure whether a shipment involves PHI, regulated specimens, infectious substances, hazardous materials, dry ice, pharmaceuticals, temperature-control requirements or specialized chain-of-custody procedures, contact us before tendering the shipment.
19. Contact
So Smooth Logistics
Phone: 310-972-1264
Delivery inquiries:
contact@SoSmoothLogistics.com
General/privacy inquiries:
info@SoSmoothLogistics.com