MedRun Medical Courier Service

Words in [brackets] are blanks you fill in with your own details when you adopt this sample in Supreme Plan AI.

Executive Summary

MedRun Medical Courier Service is a medical courier business in Ohio. We pick up and deliver laboratory specimens, medical records, pharmacy items and small medical equipment for clinics, labs, pharmacies and care facilities, on daily routes and on demand. Our clients are healthcare offices that need items moved safely, on time and with a record.

The problem is simple. A clinic cannot afford to have a specimen arrive late or warm, and staff do not have time to drive. We provide trained drivers, proper containers, tracking and a signed record of every handoff.

Here is what our numbers show. We expect sales of $150,770 in Year 1, growing to $541,480 by Year 5 as we add route contracts, drivers and vehicles. We expect a profit of about $4,700 in Year 1 while we sign route contracts, then a larger profit of about $17,200 in Year 2, growing to about $67,200 by Year 5.

We need $58,000 in total. That covers $30,400 in startup costs (a vehicle set up for courier work, insulated containers and temperature loggers, training, filings, insurance and branding) and a cash cushion for the first months. I am putting in $28,000 of my own money, and I am asking for a $30,000 SBA loan.

I am Andre Collins, the owner. These numbers are estimates based on the assumptions listed at the end of this plan, not promises.

Company Description

MedRun Medical Courier Service will be a limited liability company (LLC) in Ohio, owned by Andre Collins. An LLC is a business type that generally keeps your home and savings separate from the business's debts and lawsuits, although a lender may still ask for a personal guarantee. A business attorney or the Small Business Development Center (SBDC) can explain how it works in our state.

What we believe. Every package may matter to a patient. We handle items carefully, keep them private and never cut corners on safety or paperwork.

What we offer:
- Monthly route contracts. A set route with set stops each day, priced per route per month.
- On-demand and stat runs. Same-day or urgent pickups for clinics and labs, priced per run.
- Later, as we grow: after-hours service and hospice and home health pickups. The numbers in this plan do not include these.

What we do not move. We do not move controlled substances, radioactive items, biohazard materials beyond what we are trained for or any item we cannot legally carry.

The space. We work from a home office or a small leased space, with the vehicle parked securely.

Rules and insurance. Medical couriers handle protected health information and may carry specimens. Before we start I will confirm which rules apply, including the privacy law known as HIPAA, workplace rules on bloodborne pathogens, and transportation rules for diagnostic specimens, and I will get the training each driver needs. We will sign a written agreement with each client about handling health information. We will register the LLC with the state, get a business license and an EIN (the business tax number from the IRS, free at irs.gov), and carry commercial auto, cargo, general liability and professional liability insurance, plus workers' compensation once we hire. These rules change, so we confirm every requirement before we act.

Where things stand today. This plan is my starting point. Before I sign a lease or buy equipment, I will talk with at least 10 clinics, labs and pharmacies about what they pay and need, confirm the training and filing rules and line up at least 3 who say they would sign a route contract. If the numbers do not match this plan, I will change the plan before I spend money.

Problem & Opportunity

Healthcare offices struggle to move small items quickly and safely.

1. Specimens are time-sensitive. A delay or a warm container can ruin a sample.
2. Staff are busy. Nurses and assistants should not be driving to a lab.
3. Privacy matters. Records and specimens must be handled by trained, trustworthy people.
4. Large couriers can be slow or expensive for small offices.
5. Paper trails are needed. Offices need proof of pickup and delivery.

How we will find out if people want this before we spend money. I will talk with at least 10 clinics, labs and pharmacies, ask what they pay and use, and ask at least 3 to commit to a route. Our Year 1 plan needs about 69 route-months and 815 on-demand runs.

Products & Services

What we sell. We have two services, each priced simply.

1. Monthly route contracts. The plan assumes an average of about $1,500 per route per month in Year 1, rising to about $1,700 by Year 5. Fuel, supplies and containers cost about $520 per route-month. We expect about 69 route-months in Year 1 (about 6 routes on average), growing to about 230 a year by Year 5.
2. On-demand and stat runs. The plan assumes about $58 per run in Year 1, rising to about $66, with about $20 per run in direct costs. We expect about 815 runs in Year 1, growing to about 2,280.

Our prices. A written rate for each route and a rate sheet by distance and urgency for on-demand runs.

How it works for a client:
1. The client signs a service agreement and a privacy agreement.
2. We set up a route or an on-demand process with phone numbers, windows and contacts.
3. The driver picks up in a sealed, labeled container, scans or signs for each handoff and keeps items at the right temperature.
4. We deliver, get a signature and send a record to the client.

Gross margin, explained. "Gross margin" is the share of each sale left after paying for fuel, containers and supplies. Our plan shows about 65% in Year 1. That money pays the drivers, insurance, software and other bills. Driver pay is counted separately, under payroll.

Market Analysis

Who will use us:
- Medical and dental offices that send specimens to labs.
- Independent labs and pharmacies.
- Care facilities and home health agencies with records or supplies.

Where we will work. Within about 40 miles, so that routes finish on time.

How we sized the plan. Our Year 1 plan needs about 6 routes on average plus about 815 on-demand runs, which one driver and one part-time driver can handle. I will check the real numbers by talking to clinics before spending money.

Season. Flu season and the winter months are busy. The numbers show a yearly average.

Competitive Landscape

Other choices clients have:
1. Large courier companies, which are reliable but may be costly for small offices.
2. Lab-run couriers, which serve only that lab.
3. Other independent couriers.
4. Staff driving specimens themselves.

How we will win clients: trained drivers, proper containers, tracking and signatures, a named contact and prompt service. These are promises we have to keep, and any competitor could make them too, so we will measure ourselves on them every week.

Marketing & Sales Strategy

How clients will find us.
- Direct visits to clinics, labs and pharmacies, with a one-page rate sheet and a free trial week.
- Referrals from office managers and lab representatives.
- A simple website and a Google business listing.
- Health care networking groups and local chambers.

Marketing budget. About $2,400 a year in Year 1, growing about 8% a year. The vehicle lettering, website and brochures are paid for from startup costs ($1,800).

Operations Plan

How the business runs day to day.

The vehicle and equipment. A reliable vehicle, insulated containers with cold packs and temperature loggers, sealed bags, locked bins and phones.

A normal day:
1. Check the vehicle and containers and review the route.
2. Pick up items, check labels, seal and log the time and temperature.
3. Deliver and obtain signatures, and report any delay immediately.
4. End of day: send records, clean containers and prepare for tomorrow.

Privacy and safety. Drivers do not open packages or look at records, are trained on privacy and bloodborne pathogen safety, wear gloves when needed and carry spill kits. We keep a written chain-of-custody record and report any lost or delayed item at once. We do not give medical advice.

Equipment. About $23,000 to start: a used vehicle set up for courier work, insulated containers and loggers, locked bins and phones. We set aside about $3,000 a year after that, and the plan adds a second vehicle in Year 3 and a third in Year 5.

Running costs in Year 1: vehicle, cargo and professional insurance about $9,600, fuel and vehicle maintenance about $7,200, tracking, dispatch and training software about $4,200, marketing about $2,400, cold chain supplies about $1,800, and accounting, licenses and legal about $3,000. That is $28,200 in all.

Payment. Route clients are invoiced monthly and pay in about 30 days, so we keep a cushion of cash to cover the wait.

Management & Organization

Who runs the business. Andre Collins, owner and lead driver. As owner I will drive, sign clients, schedule routes and handle the money. I plan to pay myself $38,000 a year in salary.

The team. Pay figures include payroll taxes and workers' compensation insurance.
- Courier driver (full-time): none in Year 1, one in Year 2, two in Year 3, three in Year 4 and four in Year 5, at about $31,000 a year each.
- Courier driver (part-time): one in every year, at about $18,000 a year.
- Dispatcher (part-time): one starting in Year 3, at about $24,000 a year.

We hire drivers with clean driving records, run background checks and drug screening where the law allows and require privacy and safety training before the first route.

People who will help us: a bookkeeper or tax preparer, an insurance agent who understands couriers, a business attorney for a one-time review of the client and privacy agreements, and a free mentor from SCORE or the Small Business Development Center (SBDC).

Milestones Narrative

Our goals and when we plan to reach them.
- Before opening (3 to 5 months ahead): confirm the privacy, training and transportation rules, talk with at least 10 clinics, labs and pharmacies and line up at least 3 route contracts, register the LLC and get an EIN, open a business bank account, get insurance quotes, buy the vehicle and containers and write the procedures. Buy the vehicle only after the rules and the first contracts are in hand.
- Year 1: open with the owner and one part-time driver, with about 6 routes on average, $150,770 in sales and a profit of about $4,700.
- Year 2: add our first full-time driver, with about 105 route-months, $228,150 in sales and a profit of about $17,200.
- Year 3: add a second vehicle and a dispatcher, with about 155 route-months, $349,060 in sales and a profit of about $29,100.
- Year 4: grow routes and add a driver, with about 190 route-months, $441,500 in sales and a profit of about $48,200.
- Year 5: grow to about 230 route-months a year with a team of seven, $541,480 in sales and a profit of about $67,200.
Growth depends on signing and keeping route contracts, on-time delivery and a clean record on privacy and safety, so treat the later years as goals, not promises.

What we check every week: routes run, on-time deliveries, specimen temperature logs, incidents (aim for none), runs per driver and cash in the bank.

Funding Request

How much we need and how we will use it. Total we are raising: $58,000.

How we got that number. The Funding Need Calculator in this plan adds up three things:
- Startup costs of $30,400, listed item by item in the Startup Costs section: $16,500 for used cargo van or sedan set up for courier work, $3,200 for insulated coolers, cold packs and temperature loggers, $3,300 for locked containers, phones and tablets, $1,500 for hazardous materials and bloodborne pathogen training, $2,000 for legal, HIPAA agreements and accounting setup, $500 for business license and local permits, $1,800 for vehicle lettering, website and brochures, and $1,600 for first insurance payment.
- A cash cushion of about $25,700: the deepest hole our cash falls into while we sign route contracts and cover insurance and pay (about $4,600) plus about 3 months of running costs (about $21,100). Lenders call this "working capital."
- Together that comes to about $56,100, rounded up to the nearest $500: $56,500.
We are raising $1,500 more than that, $58,000 in all, to leave extra room for loan payments in the first years and for the vehicle costs.

Where the money comes from:
- My own money: $28,000.
- Amount requested as a loan: $30,000.

Kind of funding we are looking for. An SBA 7(a) small loan through a local bank or community lender. SBA Microloans, which go up to $50,000 through nonprofit lenders, are another place to ask; their repayment times are usually shorter, so the monthly payment would be higher. Put any agreement with a lender, family member or friend in writing.

How we will pay it back. We expect a profit of about $4,700 in Year 1 while we sign route contracts, then a larger profit of about $17,200 in Year 2, growing to about $67,200 by Year 5. With this funding, the business has money in the bank at the end of every year of the plan, and the lowest year-end balance is about $26,700, at the end of Year 1. The loan is planned at 12.75% interest over 10 years, so payments of about $444 a month (about $5,322 a year) are already included in our cash flow. We chose 12.75% as a cautious planning rate. Ask the lender for the real rate, which may be lower or higher.

What we are offering the lender: our equipment as collateral (something the lender can claim if the loan is not repaid) and my personal guarantee (my promise to repay from my own money if the business cannot).

A smaller first step, if needed. If we cannot raise the full amount right away, we can start smaller and grow into this plan:
- Phase 1: start with one route and on-demand runs in your own reliable vehicle (check your insurance), while keeping your current job. Startup can be roughly $4,000 to $7,000 for insurance, containers, training and filings. Get your own quotes.
- Phase 2: once you have two or three routes, buy a dedicated vehicle, hire a part-time driver and follow this plan.
To plan the smaller start, make a copy of this plan (use Duplicate) and lower the numbers to match.

All numbers in this plan are estimates. We will update them as real results come in.

Appendix Notes

Documents to attach before you send this plan:

- Your resume (one page is fine) and any licenses or training certificates.
- A personal financial statement (a list of what you own and what you owe; lenders usually provide a form).
- Business registration papers and your EIN (your business tax number from the IRS, free at irs.gov).
- Proof of insurance, or a quote.
- Your service and privacy agreements and a sample chain-of-custody form.
- Proof of training and insurance, or quotes.
- Letters from clinics or labs that would sign a route contract.
- Quotes for the vehicle and containers.
If you don't have any of this yet, no worries - let's continue.

The assumptions behind our numbers (change them in the Financials section to match your own):
- Monthly Route Contracts: about $1,500 per route-month in Year 1, rising to $1,700; about $520 per route-month in direct costs, rising to $600; about 69 route-months in Year 1, growing to 230.
- On-Demand and Stat Runs: about $58 per run in Year 1, rising to $66; about $20 per run in direct costs, rising to $24; about 815 runs in Year 1, growing to 2,280.
- Pay: Owner / Lead Driver $38,000 (1/1/1/1/1); Courier Driver (full-time) $31,000 (0/1/2/3/4); Courier Driver (part-time) $18,000 (1/1/1/1/1); Dispatcher (part-time) $24,000 (0/0/1/1/1). The numbers in parentheses are how many people we plan to have in Years 1 through 5. Pay figures are yearly and include payroll taxes and workers' compensation.
- Other yearly costs in Year 1: vehicle, cargo and professional insurance $9,600, fuel and vehicle maintenance $7,200, tracking, dispatch and HIPAA training software $4,200, marketing $2,400, cold chain supplies and specimen bags $1,800, and accounting, licenses & legal $3,000. These grow between 5% and 14% a year as the business grows.
- Clients are invoiced monthly and pay in about 30 days. At the end of Year 1 about $18,092 (12% of Year 1 sales) is owed to us.
- Tax rate: 21%.
- Every dollar amount is an estimate. Replace them with your own quotes and research.

Startup Costs