Hospital mailroom software: every parcel to the right department, signed for.
Hospital mailroom software records each parcel for a department or member of staff and who received it. vFound Parcels reads the label from a photo, emails the recipient a pickup code and takes signatures on delivery rounds to wards and offices. Clinical items stay outside it. It costs US$75/month per site, billed yearly at US$900.
vFound Parcels is hospital mailroom software: staff photograph each label, vFound AI reads who it is for and the department, and the recipient gets an email with a pickup code. A delivery round takes parcels to departments with a signature at each stop.
It handles the parcels a mailroom receives for staff and departments. Specimens, medicines and anything that needs a clinical chain of custody stay in your clinical processes.
Reviewed
Fit and limits
- Who it is for
- Hospital mailrooms that receive parcels for departments, wards and staff.
- Price
- US$75/month per site, billed yearly at US$900. 14-day free trial we set up with you, then yearly by invoice.
- What it replaces
- A paper parcel log or a spreadsheet, with a photo of each label, an email to the recipient and a recorded handover.
- What it does not do
- It records ordinary parcels: specimens, medicines and items that need a clinical chain of custody stay in your clinical processes.
- It notifies recipients by email, not text message, and it does not operate parcel lockers or open doors.
- Only with vFound Enterprise
- More than one site, single sign-on, two-step sign-in and deployment in your own country are only available with vFound Enterprise, which is scoped and priced for your organisation. What Enterprise includes
Key facts
| Price for one site | US$75/month per site, billed yearly at US$900. Prices in EUR, GBP, CAD and AUD |
|---|---|
| What is included |
|
| Limits | No limit on records, team members or storage. Other limits: 50,000 people on the people list, shared by Parcels, Equipment and Visitors, 5,000 rows per people import, 10 API keys and 25 webhook addresses. |
| Languages | Recipients see pages and emails in 13 languages: English, Spanish, French, German, Dutch, Italian, Portuguese, Polish, Swedish, Turkish, Japanese, Simplified Chinese and Arabic. The staff workspace is in English, Spanish, French, German, Dutch, Italian and Arabic. |
| Where data is held | Hosted by OVHcloud in Singapore, with an encrypted copy of backups in Canada. When AI assistance is on, vFound AI reads the photo or text in Australia. Deployment in your own country comes with vFound Enterprise. |
| How to start | 14-day free trial we set up with you, then yearly by invoice. Request a trial |
Facts from the field
Figures and rules published by operators, regulators and industry bodies, each linked to its source.
- At the University of Texas Medical Branch, USPS parcels go to Mail Services with the daily campus mail, while FedEx, UPS and other non-USPS packages go to Materials Management for delivery. The University of Texas Medical Branch
- The University of Texas Medical Branch's Mail Services processes about 379,000 pieces of USPS mail and 110,000 pieces of campus mail a month. The University of Texas Medical Branch
- MD Anderson Cancer Center has described its mail clerks filing mail into boxes for 700 unit numbers, then 13 transportation representatives delivering it to 29 buildings on its Texas Medical Center campus. The University of Texas MD Anderson Cancer Center
See a parcel go from the door to its owner in one short film.
See everything in vFound ParcelsThe morning carrier drop at the loading dock
A hospital mailroom takes in parcels for wards, laboratories, offices and staff across several buildings. Each one should be findable an hour later, with a record of who took it.
Read more
- 1Log
Scan the whole drop
Keep the camera open and scan label after label. The barcode fills the tracking number and recognises UPS, FedEx, USPS, DHL, Amazon, Canada Post, Royal Mail and other international post.
- 2Match
Find the recipient
vFound AI reads the name and the department from the label and suggests the person on your list. Staff confirm, or type the name when a label cannot be read.
- 3Deliver
Round or collection
Group waiting parcels into a named delivery round and take a signature on a phone at each department, or let the recipient collect at the counter.
A parcel for someone who is not on the list
Agency staff, visiting clinicians and new starters are often missing from the people list on their first day. Staff can log the parcel under a typed name, without a linked person, and hand it over with a signature when the person arrives.
Read more
Parcels for the same department are listed together when staff open one, so a ward clerk collecting for the ward can take several at once, with one name and one time on the record.
Keep clinical details out of the parcel record
A person on the list has a name, an email, a room field and an optional reference. Use the room field for a department, ward or office, and keep diagnoses, patient identifiers and clinical notes out of parcel records and label notes.
Check the fit for your mailroom
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| Delivery rounds to departments and wards | Yes | Each stop is signed for on a phone. Rounds do not plan a driving route. |
| Shelves named by building or floor | Yes | Shelf occupancy shows how full each one is, and labels print on thermal or A4 sheets. |
| Staff list from your directory | Partly | Import a CSV, refresh from a CSV link every hour, or use SCIM or the API. Microsoft Entra ID sync is part of vFound Enterprise. |
| Specimens, medicines or controlled items | No | vFound records ordinary parcels. It is not a clinical chain of custody. |
| Text messages to recipients | No | Notices go by email. |
| Carrier tracking before the parcel arrives | No | Tracking starts when your mailroom logs it. |
Rehearse a morning's deliveries in the trial
In the 14-day trial, import a short list of fictional staff, log twenty parcels across three shelves, build one delivery round and complete it with signatures. Then search the history for one parcel and see who logged it and who received it.
How vFound Parcels works
Three steps from arrival to collection.
- 1
Scan labels without closing the camera.
The barcode fills the tracking number and recognises major carrier formats. vFound AI reads the recipient and room from the label.
- 2
One private page keeps the recipient in control.
Their email opens every waiting parcel behind one QR, with desk arrival, snooze, hold and delegated pickup.
- 3
The desk sees who is here and where to look.
Open the live queue, take parcels from the named shelves, add an optional pickup photo and record any required signature.
A complete parcel desk in one browser.
- Rapid label loggingKeep the camera open and scan UPS, FedEx, USPS, DHL, Amazon and international postal numbers.
- Handling that stands outMark perishables, fragile, oversized, signature-required and high-value deliveries. Perishables rise to the top.
- Shelves and labelsSee occupancy and print parcel or shelf labels on thermal sheets or A4.
- Pickup queue and kioskRecipients say they are at the desk from My vFound or the shared lobby kiosk.
- Outgoing and delivery roundsRecord courier handoffs and take signed deliveries around an office or campus on a phone.
- Mailroom analyticsSee volume by day and hour, carrier mix, collection time, uncollected rate and busiest shelves.
See everything in vFound Parcels
Scan labels rapidly, give every recipient one private pickup page, and run the queue, shelves, handovers and delivery rounds.
Its own page has the film, the use cases, each screen and the answers to common questions.
See everything in vFound ParcelsOne workspace for everything your desk looks after.
Frequently asked questions
How much does vFound Parcels cost for a hospital mailroom?+
US$75/month per site, billed yearly at US$900, after a 14-day free trial we set up with you. Parcels, recipients and team members are unlimited. Several hospitals or buildings run as their own sites are part of vFound Enterprise.
Can a hospital mailroom deliver parcels to wards and departments?+
Yes. Group waiting parcels into a named delivery round, then record who received each one and take a signature at each stop on a phone. Unfinished stops stay on the round.
Should a hospital log specimens or medicines in vFound Parcels?+
No. vFound Parcels records ordinary parcels and their handover. Specimens, medicines and anything that needs a clinical chain of custody stay in your clinical processes.
Can we log a parcel for agency staff who are not on our list?+
Yes. Staff can log a parcel under a typed name without a linked person, and record the handover with a signature when the person collects it.
How long does vFound keep hospital parcel records?+
A hospital parcel record stays while the parcel waits and for 12 months after it is collected or returned. Then the record, its label and pickup photos and its signatures are deleted.
Does a hospital mailroom need special hardware for vFound?+
No. Staff use a browser on a phone, tablet or computer. Phone cameras and USB or Bluetooth barcode scanners both work.
Every parcel signed for, from the dock to the ward.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial