Frequently Asked Questions

The Donation Recipient must be traveling outside of the U.S. to treat indigent patients and will account for the disposition of all donated products. The one exception is our Zimmer Domestic Surgery Program.

Who is the Donation Recipient?

The Donation Recipient is the person in whose name the donation is being made. If prescription products or products requiring a specific level of training to use are being requested, the Donation Recipient is the person with the U.S. license to prescribe who is going on the trip. The Donation Recipient is responsible for accounting for the disposition of the donated products.

Do I need a medical license to request products?

The Donation Recipient must have a valid U.S. license to prescribe without supervision in order to request prescription medicines and/or products requiring a specific level of training to use. If you do not have a license to prescribe without supervision and no one traveling with you does, you may request available non-prescription products. However, we can only donate to you those products that you are qualified to use in the U.S. For example, if you are not authorized in the U.S. to start an IV, we are not able to donate IV sets to you even though they are “non-prescription.”

Is my medical license from a country other than the U.S. acceptable?

Although we realize that medical professionals from other countries may also be highly-qualified, the Donation Recipient must have a valid U.S. license to prescribe without supervision in order to request prescription medicines and/or products requiring a specific level of training to use.

Do I need to be licensed to prescribe without supervision?

The Donation Recipient must be licensed in the U.S. to prescribe without supervision in order to request prescription products. If your prescribing powers require supervision, please have someone else on the team who does not require supervision apply for the donation instead.

What products can I request if I am not licensed to prescribe in the U.S. without supervision?

The Donation Recipient does not need to have a valid U.S. license to prescribe without supervision to request available non-prescription products. Anyone can request non-prescription products and/or supplies that do not require a specific level of training to use. However, the Donation Recipient must still be going on the trip and must meet all other Program guidelines.

Do I need to be going on the trip to request products?

The Donation Recipient must always be traveling to the destination country and is responsible for accounting for the disposition of the donated products. We cannot donate products to be given to a third party or to be shipped overseas for use by third parties. However, Option 2 of the Online Application allows someone other than the Donation Recipient to fill out the application on his/her behalf.

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Conditions for the Use of Donated Products

Where can donated products be used?

All products donated by AmeriCares must be distributed to hospitals, clinics and patients outside of the United States. With the exception of our Zimmer Partnership donations, all donated products must leave the U.S., must be left in the destination country and may not be re-exported to the U.S. or any other country.

Who can be treated with or benefit from donated products?

All products donated by AmeriCares must be used for indigent patients only, must be distributed free of charge, and no nominal patient or service fees can be charged for our donated products.

What should I do with products not used up on the trip?

Any excess product remaining at the end of your trip should be distributed to local medical facilities with qualified medical personnel who will ensure that the products are distributed to indigent patients prior to expiration, that expired products will not be distributed but will be properly destroyed and that no products will be sold or exchanged. With the exception of our Zimmer Overseas Donation Program, excess donated product cannot be brought back to the U.S.

Can my faith-based group receive a donation?

Yes, as long as our products are distributed without being affected by or conditioned upon race or the articulation of any religious or political belief, the submission to religious or political counseling or the attendance at any religious or political activity. AmeriCares and our corporate and financial donors provide support for all people around the world, irrespective of race, religion or political belief. We realize that many groups making charitable medical trips are faith based, but please note that products donated by AmeriCares are to be used for medical purposes only and not to advance any religious or political agenda. In countries where proselytizing is illegal, association of our donated products with religious activity can jeopardize our own work there and in some cases can endanger our staff. If you are unclear whether your planned trip activities will meet our requirements, please contact us to discuss it.

Can I request a donation through the Medical Outreach Program for use in the United States?

No, with the exception of our Zimmer Domestic Surgery Program, all products donated through our Medical Outreach Program must leave the United States. To learn more about our Domestic Medical Assistance Program for clinics, please visit our website at http://www.americares.org/wherewework/united-states/become-an-americares-partner.html. For assistance for individual U.S. patients, please go to http://www.americares.org/wherewework/united-states/pap/ for information on our Patient Assistance Program.

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Requesting Products

How many donations can my group or I request?

Because of the limits of our staff time and inventory, requests are limited to one donation per trip, regardless of the number of participants. Please confer with your group before submitting a request so that everyone’s wish lists can be considered under one application. We also limit requests to two per calendar year for the individual or organization. We occasionally make exceptions when staff time and inventory permit, but we reserve the right to enforce the two-donation-per-year limit which is the norm.

What kinds of products do you donate?

We rely wholly on donations from major corporations for the products we provide. As a result, our inventory varies and changes rapidly. We receive a variety of products, ranging from antibiotics and high blood pressure medications to analgesics, vitamins and topical applications, but there is no guarantee that we will have a particular product on hand when you make your request. In addition to the products we receive from ad hoc donations, we also have the ability to special-request products from a handful of donors based on availability. If you are looking for products other than the basic primary care medicines on our regular inventory, please share with us your needs list so we can better tell what else we might be able to provide. You can use the space provided in the Online Application or fax or email longer lists to us.

A corporation told me to contact you. Do you have their products available to donate?

We work with many generous corporate donors who graciously supply the products that we make available to you. Many make ad hoc donations to AmeriCares of over-stocked products. Some allow us to special-request products based on availability, while others do not. The Customer Service people at many of the corporations we work with have standard instructions to refer all requests for their products to AmeriCares. It is not possible for them to know what products we currently have in inventory or what products we may or may not be able to provide for you. To inquire about a specific product, please contact us at medicaloutreach@americares.org.

How do I request a current inventory?

The best and fastest way is to use our Online Application. Otherwise, please email us at medicaloutreach@americares.org to request a current inventory. In that case, please let us know your name, whether you or someone traveling with you is licensed in the U.S. to prescribe, where you are going and when, what the expiration dating requirements are for your destination country, the name of your group (if any) and any special product needs you have. Since this is the same information requested in the initial steps of the Online Application, we prefer and recommend that you use that instead.

What is the expiration dating on the products you donate?

Typical expiration dating for our products is 3-6 months out, although we occasionally have longer-dated products. Products donated for use on your trip will have expiration dating beyond the dates of your trip. However, it is up to you to know what the expiration dating requirements are for your destination country and to let us know what those requirements are prior to submitting your request.

Can I choose my own products?

Yes, you make your choices from the available inventory. If your required receipt date for products is more than two months away, you may opt to request an updated inventory any time up to about three weeks before you need to have the product in hand. However, our inventory changes rapidly and currently-available product may be gone by then. Sorry, we are not able to maintain “shopping carts”; you can only submit one inventory request.

What should I consider when choosing products?

Be sure that the quantity of products you request can be used up before expiration, either during your trip or by local medical facilities with qualified medical personnel after you leave.
Be sure that you are familiar with the expiration dating requirements of your destination country.
Please pay attention to the total weight of the products you are requesting to make sure you will be able to transport them to your destination country under airline guidelines.
Please also give careful consideration to extenuating factors such as whether there will be an on-going supply of products for chronic ailments, the availability of follow-up care and the degree of antibiotic resistance in the area to which you are traveling.

What is a case of product?

We ship products back out to you exactly as they come to us from the manufacturer or distributor, so a case is in most instances a full shipping box of product as described on the inventory. The inventory will tell you how many units are in a case (i.e., how many bottles, tubes, blister packs, etc.) and what is in each unit (how many pills, capsules, milligrams, milliliters, etc.)

Can I request less than a full case?

No, we only donate by the case as it comes to us from the product donor. Please look carefully at the contents and weight per case when making your selections. We are not able to donate by the individual unit (bottle, vial, tube, etc.)

How many products can I request per donation?

Amounts will vary based on available inventory, but a typical donation is 8-15 products. Since some products might have a case limit of more than one, a donation can be as much as 30 cases of product.

Can I request more than the Case Limit?

Yes, if you can use product in excess of the stated Case Limit, please enter the number of cases you would like to receive (within reason). Depending on how much else you are asking for and the status of our inventory, we will try to give you more if possible.

A product on my online inventory has disappeared. What happened?

The online inventory is a “real time” list of what we have available. If a product is no longer on your list, it means we no longer have it. Our inventory changes very rapidly, so if you don’t submit a request relatively soon, you may want to request an updated list by clicking on that option at the end of Step 3 of the Online Application. If we have something similar available, it may now be on the list.

What is the value of a typical medical donation?

Although value will vary widely based on the items requested, a typical donation averages around $40,000, based usually on average wholesale price. Requests limited to non-prescription items typically have lower value.

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The Application Process

How do I apply for products other than Zimmer products?

Use our Online Application for the quickest response. Otherwise, please email us at medicaloutreach@americares.org to obtain a hard copy of the application. In that case, please let us know your name, whether you or someone traveling with you is licensed in the U.S. to prescribe, where you are going and when, what the expiration dating requirements are for your destination country, the name of your group (if any) and any special product needs you have. Since this is the same information requested in the initial steps of the Online Application, we prefer and recommend that you use that instead.

How do I request Zimmer products?

AmeriCares partners with Zimmer, a leading orthopedic manufacturer, on charitable donation requests for their products both for domestic surgeries and for overseas trips. Because of the unique aspects of this donation program, there is a separate application process for these requests. Please use the Zimmer link to access those applications.

How far in advance should I apply for a primary care medical donation?

Although we process requests as quickly as possible, we prefer that you contact us approximately three weeks before you need to have the products in hand for primary care products. We will consider requests with less notice but reserve the right to refuse them if we deem there is not enough staff time and/or shipping time to complete them. You can of course submit a request more than three weeks ahead of your needs-by date.

How far in advance should I apply for an anesthesia product donation?

We request our anesthesia supplies quarterly at the end of March, June, September and December and receive available product about a month later around the end of January, April, July, and October. Some products such as anesthesia gases are often 99% spoken for by the time they arrive and other products run low or out toward the end of the quarter, so we advise you to plan well in advance for anesthesia by letting us know what you need at least a quarter prior to the one in which your “needs-by” date falls.

How far in advance should I apply for a special-request product donation?

We have a limited number of generous corporate donors who do consider special requests for their products, based on availability. Some respond very quickly while other requests take more time. The more advance notice you can give us for a special request the better.

I’ve received a prior donation from AmeriCares. Do I need to apply again?

Yes, because our donations are trip-specific, we need a new application for each request. We are in the process of upgrading the online application to include a log-on/password feature that will in the future allow you to save your basic profile information.

Who should use the different Options in Step 2 of the Online Application?

Option 1 is for Licensed Practitioners requesting on his/her own behalf. The inventory will include both prescription and non-prescription products.
Option 2 is for someone requesting on behalf of a Licensed Practitioner, for example: office staff, trip organizers or fellow team members without prescribing authority. The inventory will include both prescription and non-prescription products.
Option 3 is for individuals who are not licensed to prescribe, have no one traveling with them who is licensed to prescribe and are requesting non-prescription products only on his/her own behalf.

I am used to the paper application. Do I need to use the online application?

The Online Application is quicker and more efficient for everyone, and in some instances allows us to offer you a wider range of products. Please give it a try. If after trying it you still want the paper application, please email us at medicaloutreach@americares.org to obtain a hard copy of the application. In that case, please let us know your name, whether you or someone traveling with you is licensed in the U.S. to prescribe, where you are going and when, what the expiration dating requirements are for your destination country, the name of your group (if any) and any special product needs you have.

What should I do if I have a question about or problem with the Online Application?

Please do not start another application if you have a problem with the first one. We can access your application and help with any corrections or changes and get you back on track. Please email us at medicaloutreach@americares.org or contact your AmeriCares staff person directly if known. If you are receiving an error message please provide a print screen of it.

A product on my online inventory has disappeared. What happened?

Do I need to sign the Online Application?

No, we have been advised that it is no longer necessary to have a signed copy of the Online Application. Please ignore the instructions to print and submit a signed copy. Do remember however to click on Save/Submit at the end of Step 5 to submit your application.

Do I need to sign the paper application?

Yes, both the paper application and the inventory must be signed by the Donation Recipient. Paperwork signed by anyone other than the Donation Recipient will not be accepted and will need to be resubmitted.

What should I do if my state no longer issues a hard copy of my medical license?

License information is now available online to anyone and everyone. Since the universe of people who have access to a hard copy of your current state medical license is much smaller, we ask for a copy as documentation that you are aware a request is being made in your name. If your state no longer provides a hard copy license, please send us a copy of the Internet verification as well as a copy of your current state driver’s license.

Is there a charge for a medical donation?

No, our donations are free, including regular shipping. However, as a non-profit organization we rely wholly on donations for our funding, so we urge you to consider a contribution of $250 or more to help offset the costs of providing this program. The suggested amount is based on our average prescription product donation which typically has a wholesale price value in excess of $40,000. A smaller contribution would be welcome for non-prescription product donations which are typically smaller and of lower value. All donations are tax-deductible.

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Shipping & Logistics

How long will it take to receive my requested products?

Once we have received your completed application, we normally ship by ground courier from our warehouse in Connecticut. Depending on the shipping destination, it can take anywhere from 1 to 5 business days to arrive once the shipment leaves our warehouse. For products that are special-requested from a corporate donor, the time can vary widely depending on how quickly they respond to our request and whether they ship to us first or directly to you.

Can I request a rush order?

There is no charge for regular shipping. Staff time permitting, we will ship overnight or 2^nd day air if you provide us with a credit card number to bill you for the rush shipping. However, we will not be able to tell you what the rush shipping charges are until after the shipment has been processed. Depending on quantity and weight, expedited shipping can easily run into hundreds of dollars. Please also be aware that we do not expedite shipping of products considered to be HazMat by the airlines ( for example, anesthesia gases and some alcohol-based products).

Do I need to sign for my shipment?

No, the ground courier will deliver the product without requiring a signature or that someone be present at the shipping address. If you have concerns about product being left on your doorstep, you may want to consider an alternate shipping address where someone would normally be present during regular delivery hours.

Can you ship my medical donation to my destination country?

No, we only ship within the 50 U.S. States. You are responsible for getting the products to the destination country and knowing what the airline and Customs requirements are for that country.

Can I ship my medical donation to my destination country?

Changes in airline regulations have made it more difficult to carry certain products as part of your luggage, and we realize that it is sometimes necessary to ship supplies in advance of your trip. However, if you are shipping your products, you must still be personally traveling to the destination country to oversee their use. We do not donate products to be shipped for use by third parties.

How do I comply with all U.S. government regulations pertaining to the export of goods and services?

It is your responsibility to ensure that products donated by AmeriCares will be exported from the United States in strict compliance with all relevant laws and regulations, including but not limited to obtaining and providing any necessary export licenses for countries that require them and ensuring that no product will knowingly be provided to any individual or entity that commits, attempts to commit, advocates, facilitates or participates in terrorist acts.

What about airline restrictions and Customs?

Please consult your airline and the destination country consulate and/or Ministry of Health or their websites for specific guidelines. Some countries have product dating restrictions or may require prior approval of the products you intend to bring. When we process your shipment, we will provide you with a manifest listing the donated products and a letter stating that they have been donated for charitable use only. If products are confiscated by the airline or Customs, please notify us as soon as possible.

Can I return a donation after it has been sent? Can I give it to someone else?

If your trip is cancelled or delayed, please let us know immediately so that we can arrange for the disposition of the donated products. Donated products may not be given to other groups or taken to other countries without our prior permission. Donated products may not be given to clinics in the U.S. If you need to return a product for any reason prior to leaving, please contact your AmeriCares staff person first. However, no products can be returned to AmeriCares once they have left the United States.

What should I do with products not used up on the trip?

To the best of your ability, all products should be used in the destination country in accordance with their labeling guidelines and manufacturers' recommendations and distributed prior to the expiration date. If there are any excess, non-expired products remaining at the end of your trip, they should be distributed to local medical facilities with qualified medical personnel capable of distributing them without charge to populations in need. Expired products must not be distributed regardless of perceived efficacy. If any excess products left behind after your trip subsequently expire, they should be destroyed in accordance with the standard procedures of the destination country. Products may not be re-exported, either back to the United States or to another country.

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Reporting Requirements

Does AmeriCares’ require follow-up information on my donation and trip?

Yes. A Confirmation of Shipment form will be emailed or faxed to you when the shipping order is submitted. The form must be signed and returned promptly upon receipt of the shipment in the U.S. Within a month of your return, you must provide us with a brief Trip Report summarizing the number of patients served, the administration of the donated products, any adverse reactions to the donated products and the disposition of any unused or damaged donated products. Your assistance in providing complete and accurate information is essential to the success of the Medical Outreach Program. Failure to submit the required follow-up information will delay and may jeopardize future participation in this program.

I can’t find the follow-up paperwork in my shipment or online.

Products shipped from our own warehouse go out just the way they came in from the donor, so no packing lists or follow-up paperwork is included with the shipment itself. Instead, we email or fax the required Confirmation of Shipment form and Trip Report to you at the time your shipment is processed. We occasionally ask donors to ship products to you directly. In those instances, there is usually a packing list from the product donor that we ask you to include with your Confirmation of Shipment form. At this time, these documents are not available online, but we hope that they will be eventually.

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AmeriCares is approved by the Internal Revenue Service as a 501 (C) (3) tax-exempt organization, and all donations are tax deductible to the extent provided by law. AmeriCares Federal Identification Number (EIN) is 061008595.