How to handle a test request

This is a provisional procedure that has yet to be approved by the steering committee.

This is the procedure for handling a test request by ordering from the provisional supplier, Medichecks. It will be updated if the provisional supplier changes. It will also be updated once we have a bank account and expenses mechanism.

It will be rewritten entirely if we form a formal relationship with a test supplier.

The procedure depends on whether the requester has asked to be paid directly, or wants us to order and make an account for them.

Paying them directly

  1. Make sure you have access to the Paypal.
  2. Make sure HATCH collective can afford to buy a test by checking the Paypal balance. If we cannot afford to buy a test, wait until there is money in the Paypal. If it has been over a week since the test was requested and we still cannot afford one, contact the requester to let them know the test could be delayed.
    • If we can’t send them the money, mark the e-mail as “Payment needed”.
  3. Send the requester money equal to the price of the test they need.
  4. Respond to the original request, asking them to confirm they have received the money. Advise them that if they have any feedback, they should send it to with the subject line “Feedback”. Mark the e-mail as “Awaiting confirmation”.
  5. Once they have confirmed, mark the e-mails as “Confirmed” and move them to the trash.

Confirmation e-mail template:

Hi [recipient]

We've sent you [amount], which is the current price of a test. Please can you confirm that you've received this money?

If you have any feedback on the test process, please send this to hatch-collective@protonmail.com with the subject line "Feedback". Any thoughts you have on the test, how easy it was to use, and how inclusive the process was on the Medichecks end are welcome.

Once you've confirmed receipt, we'll delete these e-mails from our inbox.

[volunteer's name]
HATCH collective

Making an account on their behalf

  1. Make sure you have access to the Paypal.
  2. Make sure HATCH collective can afford to buy a test by checking the Paypal balance. If we cannot afford to buy a test, wait until there is money in the Paypal. If it has been over a week since the test was requested and we still cannot afford one, contact the requester to let them know the test could be delayed.
  3. Make sure you have all the required information from the person requesting a test. This includes:
    • Their name
    • Their email address
    • Their phone number
    • Their postal address
    • Their date of birth
    • Their choice of test
    • Their choice of interpretation
    If you are lacking any of this information, get in touch with the requester to ask for it. Offer to explain anything they might not understand. Tag the e-mail with the “Info Needed” tag.
  4. Create an account with Medichecks for the requester using this data.
    • The username should be their e-mail address

    • You must generate a fresh password for them

    • The “gender” you choose will depend on their choice of interpretation:

      Test “Cis” interpretation “Trans” intepretation
      Test 1 Female M > F
      Test 2 Male F > M
  5. Order a test for the requester. Make sure not to save your payment details!
  6. Tag the e-mail with the “Awaiting confirmation” tag.
  7. E-mail the newly-created account details to the requester. Ask them to confirm that they have received an order confirmation. Advise them that if they have any feedback, they should send it to with the subject line “Feedback”.
  8. When they have confirmed, tag the e-mail with the “Confirmed” tag and move the e-mail to the trash.