Complete PARamedic Ops User Manual

This online edition is the current controlled copy. Printed or downloaded copies may be out of date.

PARamedic Ops — Alpha User Guide

Introduction

PARamedic Ops is an EMS inventory readiness and compliance platform designed from the provider's side of the ambulance.

> Because “the gear’s all set” isn’t an inventory system.

The platform connects daily supply use, vehicle restocking, purchasing, receiving, forecasting, readiness, counting, issue resolution, reporting, and controlled-substance accountability. Each workflow writes to permanent operational history so the same activity supports crew readiness, supervisor review, smarter ordering, and compliance without maintaining separate versions of the truth.

This guide is written for the Suffield Volunteer Ambulance Association implementation. Agency names, logos, locations, vehicles, roles, policies, and configured workflows belong to SVAA; PARamedic Ops is the software product supporting them.

During alpha, the current approved inventory process remains the operational source of truth. Use the application in controlled test conditions until SVAA leadership formally activates it.

How to use this guide

On each module's first page, select the blue ? in the upper-right corner to open that module's in-app guide. Select Return to module to go back to the module landing page.

Authenticated detail and configuration screens use destination-named Back controls, such as Back to Vehicle Count or Checklist Builder. These preserve the owning workflow more reliably than a generic browser Back action.

Each chapter explains:

• what the module is used for;
• who can use it;
• how the module works;
• how to navigate to its windows;
• how to complete common functions;
• what result to expect; and
• important safeguards and common problems.

Buttons and panels are permission-aware. If a documented action is missing, first confirm the tester's role and named permissions.

What PARamedic Ops is designed to prevent

• Discovering a shortage, expired item, or incomplete kit when a call is already in progress.
• Treating “someone checked it” as proof that a unit is operationally ready.
• Reordering inventory that is already covered by an open purchase order.
• Losing lot, expiration, barcode, pricing, or vendor information between ordering and receiving.
• Reconstructing narcotics custody, waste, discrepancies, or audit history from disconnected paper.
• Maintaining separate spreadsheets that disagree with the inventory crews actually use.

Chapters

1. [Getting Started, Sign-In, and Home](01_GETTING_STARTED.md)
2. [Transactions and Quick Procedures](02_TRANSACTIONS.md)
3. [Inventory and Catalog Management](03_INVENTORY_MANAGEMENT.md)
4. [Locations, Templates, PAR, and Fleet](04_LOCATIONS_PAR_FLEET.md)
5. [Ordering and Smart Forecasting](05_ORDERING.md)
6. [Receiving Supplies](06_RECEIVING.md)
7. [Inventory Health](07_READINESS.md)
8. [Cycle Counts, Expiration, and Seals](08_CYCLE_COUNTS.md)
9. [Inventory Issues and App Feedback](09_ISSUES_FEEDBACK.md)
10. [Reporting Center](10_REPORTING.md)
11. [Narcotics](11_NARCOTICS.md)
12. [User Administration and Draft Recovery](12_ADMINISTRATION.md)
13. [Equipment Quality Control](13_EQUIPMENT_QC.md)
14. [Vehicle Shift Checklists](14_VEHICLE_SHIFT_CHECKLISTS.md)

Universal operating rules

• Never enter PHI in call numbers, notes, attachments, issue reports, or test records.
• Confirm the selected vehicle, location, storage area, item, product, lot, expiration, and quantity before posting.
• Posted ledger events are immutable. Use a reversal, adjustment, or the owning correction workflow.
• Controlled substances never use general inventory transactions.
• Refresh, back-button, or network retry should return the original result—not create another event.
• Retire configuration instead of deleting historical identities.
• Report inventory problems through Inventory Issue and software problems through App Feedback.
• Stop testing and notify the alpha coordinator for any permission breach, duplicate post, negative stock, lost audit history, or controlled-substance boundary failure.

Features not complete

The PARamedic Ops Academy and Find an Item remain planned. Equipment QC and Vehicle Shift Checklist foundations are present, but unchecked refinements and representative-role validation in DESIGN_IDEAS.md remain release work.

---

Getting Started, Sign-In, and Home

PARamedic Ops pairs the product identity with the configured agency identity. In the SVAA installation, the PARamedic Ops mark and name identify the software while the Suffield Volunteer Ambulance Association patch and name identify the agency whose inventory and policies are active.

What this module is used for

Sign-in protects the system and Home gives each user a role-appropriate starting point, assigned vehicle context, alerts, and shortcuts.

How it works

Operational users sign in with a unique email and hashed six-digit PIN. A temporary PIN must be changed on first use. Failed attempts can temporarily lock the account. Home then adapts to Provider, Inventory Team, Administrator, Developer, and separate narcotics permissions.

Sign in

1. Open the alpha URL.
2. Enter your assigned email address.
3. Enter your six-digit PIN.
4. Select Sign In.
5. If prompted, replace the temporary PIN before continuing.

Expected result: Home opens with only the functions allowed for the account.

If sign-in fails, recheck the email and PIN. Do not repeatedly guess after a lockout warning; contact an Administrator for a PIN reset.

Navigate Home

The top assignment bar shows Assigned Truck and Vehicle narc kit for users with narcotics access. With a truck assigned and Cardizem configured in the catalog, all provider levels can see each vehicle Cardizem unit's expiration date and Missing alerts when fewer than two units are stocked. This display does not require narcotics access. Dates within 14 days are highlighted; expired and missing units appear in red. Provider-facing Quick Actions include:

• Vehicle Shift Checklist — create or continue the crew's shared guided readiness check.
• Transactions — Record a call or restock.
• Narcotics — custody, movement, and use for authorized users.
• Inventory Issue — report a supply problem.
• App Feedback — report a software bug or idea.
• Swap Vehicles — move compatible assigned equipment.

Inventory Team and Administrators also see readiness panels, assigned counts, and an expanded Advanced Functions panel. Administrative tools open from Admin Functions, purchasing and receiving tools open from Procurement, vehicle and device tools open from Equipment / Fleet, catalog setup opens from Item Management, and health/counting tools open from Readiness. Developers also see Barcode Test within Item Management and structural configuration under Template Management in the same Advanced Functions panel.

Change working context

Most Provider transactions default to the assigned vehicle but permit another eligible active vehicle. Confirm the displayed vehicle before adding lines. If the assignment is wrong, stop and have an authorized user correct Fleet Assignments rather than posting against the wrong truck.

Alerts and panels

Home can show a pending Vehicle Shift Checklist, inactive Drafts, inventory issues, readiness/health, expiration totals, due counts, Return-to-Service checks, and narcotics alerts. Select the row or button inside a panel to open the owning record. A deferred checklist reminder does not block other work.

Sign out

Use the account/sign-out control when finished, especially on a shared station device. Do not share a PIN or leave a signed-in device unattended.

Common problems

• Missing action: verify role, clinical eligibility, and named permission.
• Assigned Truck is blank/wrong: correct the user or fleet assignment before a transaction.
• Health says Unable to Calculate: configuration is incomplete; this is not a healthy result.
• Locked account: wait for the lockout period or request an Administrator PIN reset.

---

Transactions and Quick Procedures

What this module is used for

Transactions replace supplies used during a call with exact stock selected from the Supply Room. Quick Procedures accelerate that same replacement workflow; they never bypass lot, location, balance, or audit safeguards.

Who can use it

Active Providers can use general transactions. Controlled substances require the separate Narcotics module.

Navigate

From Home, select Transactions. Choose Record a Call or Vehicle Restock. The selected workflow opens or resumes the user's active Draft.

Record a Call

1. Confirm the automatically selected assigned vehicle, or choose Change Vehicle when operating

from a different unit.

1. Enter the completed call number. Do not include patient names or PHI, then select Continue.
2. Choose Scan Items, Look Up Items, or Quick Procedures as the starting entry method.

Select Change Item Entry Method whenever a different method is needed. In Scan Items mode, the hardware barcode field receives focus immediately and regains focus after each completed or canceled item so consecutive scans do not require clicking the screen. A scan is not a completed line until the exact Supply Room balance and exact vehicle source location/lot are selected. The system blocks review with a prominent red correction message when any scanned item remains unresolved.

1. The completed call details collapse to a compact summary. Use Edit Call Details to correct the

vehicle or call number before review.

1. Scan the Supply Room replacement product or open Look Up an Item and search for it.
2. Confirm the exact Supply Room manufacturer/lot and shelf.
3. Select the exact vehicle balance, lot, and sub-location that this stock replaces.
4. Enter the whole-number quantity. Repeated entries for the same exact endpoints merge.
5. Repeat for the remaining used items.
6. Review the call number, vehicle, every replacement, endpoint, lot, and quantity.
7. Complete the Draft.

The same exact Supply Room and vehicle balance combination increases one line. A different product, lot, or sub-location remains distinct so traceability stays exact.

An unknown barcode opens item search without moving inventory.

Add a Quick Procedure

1. Inside an active Record a Call Draft, select Quick Procedures.
2. Choose an active procedure.
3. Complete every required choice group and choose optional items.
4. Resolve each component one at a time by selecting its exact Supply Room replacement and exact

vehicle balance.

1. Review the procedure name, choices, quantities, locations, lots, and expiration.
2. Confirm the transaction.

Fixed items, required choices, and optional items become ordinary auditable replacement lines with a shared bundle identity. Additional attempts can add another choice item without automatically repeating fixed supplies. An unavailable component stops the procedure before an incomplete bundle can enter the cart.

Quick Procedures assist inventory entry only; they are not clinical documentation.

Vehicle Restock

1. From Transactions, choose Vehicle Restock.
2. Choose Missing, Overstock, Expired, or Damaged.
3. Confirm the vehicle and affected balance.
4. For Missing, select usable Supply Room replacement stock. For Overstock, return the exact vehicle

balance to its canonical Supply Room PAR leaf.

1. For Expired or Damaged, confirm the exact removal and usable replacement. The removed stock goes

to the matching quarantine even when replacement stock is short.

1. Confirm whole-number quantities and complete the correction.

The original call sub-location is the automatic destination. Expired stock is excluded from ordinary recommendations. The system prevents pulls above available source quantity.

Error and Draft recovery

If a line cannot post, it remains Error/Needs Review with current availability. Correct and retry it or remove it with a reason. Earlier posted lines remain final. Every line must be posted, voided, or resolved before finalization.

Double tap, refresh, back-button resubmission, and network retry should return the original result. If another result appears, stop testing and report a Critical defect.

Expected result

Completion creates one permanent parent transaction with detailed child movements, user, time, vehicle, item, product/lot, source/destination, quantity, and any exception reason.

---

Inventory and Catalog Management

What this module is used for

Inventory Management maintains the items and exact products the agency stocks. The catalog is the shared foundation for scanning, PAR, ordering, receiving, counts, readiness, and reports.

Who can use it

Inventory Team and Administrators can access Item Configuration and Build Kits. Barcode Test is Developer-only. Kit recipe configuration remains with the protected builders under Template Management.

Navigate

Home → Item Management → Item Configuration.

Administrators can open Procurement → Catalog Data Importer for staged CSV/XLSX imports.

Understand the catalog

• Item: agency readiness identity, such as a clinical supply.
• Manufacturer Product: exact approved presentation of an item.
• Barcode: product or vendor-package identity used for scanning.
• Vendor Catalog Entry: vendor SKU, package unit, eaches-per-package conversion, price, and planning settings.
• Lot: delivered product identity with lot number and expiration when tracked.

Create or edit an item

1. Open Item Configuration.
2. Search/filter before creating to prevent duplicates.
3. Select Add Item, or open an existing item and choose Edit.
4. Enter the official name, category, unit, medication state, and lot/expiration tracking.
5. For a medication, configure the approved manufacturer presentation, concentration/container/package details, and NDC where applicable.
6. Add image and barcode identities when needed.
7. Save and reopen the item to verify details and locations.

Controlled items must be medications with correct product, NDC, lot, and expiration configuration before use.

Maintain supporting records

Use the management links to add/edit categories, units, manufacturers, approved products, and barcodes. Manufacturer part number must be unique within its manufacturer; NDC is normalized and unique.

Review an item

Item detail shows its approved presentations, barcode identities, current locations, and balances. Routine notes are not displayed as the operational identity.

Use the staged importer

1. Procurement → Catalog Data Importer → new import.
2. Upload UTF-8 CSV or XLSX.
3. For XLSX, explicitly choose the worksheet and header row.
4. Map required and optional source columns.
5. Edit staged values and exclude unwanted rows.
6. Resolve every validation error and duplicate/conflict warning.
7. Review the final create-only plan.
8. Commit the batch.

Always dry-run/review source data first. A committed import is read-only and preserves source, mapping, raw and edited values, actor, time, and created records.

Build assembled inventory kits

1. A Developer configures the finished item and component recipe under Template Management → Kit Templates. The finished item must be marked assembled kit and track both lot and expiration.
2. Inventory Team opens Item Management → Build Kits.
3. Select the kit template, number of kits, and finished-kit Supply Room area.
4. Select Preview Build to verify every required component is available.
5. Select Build and Print Labels. The workflow consumes component stock in earliest-expiration-first order, creates one atomic audited build, and adds the finished kits to Supply Room inventory.
6. Confirm the custom sequential lot (for example EPI-CI-000001) and expiration. The finished expiration is the earliest expiration among the component lots actually consumed.
7. Print the queued 2 × 1-inch labels. Each finished kit receives a scannable label for the exact assembled batch.

Finished kits may be counted and assigned PAR like normal inventory, but they are excluded from vendor catalogs, purchasing, and reorder recommendations. Reordering remains based on their individual component items. Controlled substances never use this workflow.

Print a current balance lot barcode

1. Open Reporting → Current Inventory Balances.
2. Apply at least one filter and choose Show Detailed Records.
3. On the exact location/item/lot row, select Print lot barcode.
4. Review the one-copy label and select Print directly for the configured Zebra, or use the browser/PDF fallback.

The action uses the exact tracked lot from that balance and creates an audited label job and print attempt. Rows without a tracked manufacturer lot display No tracked lot and cannot print a lot barcode. Controlled-substance balances remain in the separate Narcotics workflow.

Safeguards and common problems

• Do not create a second item for another approved medication presentation.
• Do not silently overwrite an existing item through import.
• HEIF/HEIC images are normalized to browser-safe JPEG when valid.
• Retire unused records rather than deleting them.
• If scanning fails, verify the barcode is attached to the correct approved product or vendor package.

---

Locations, Templates, PAR, and Fleet

What this module is used for

Templates describe the shared physical layout of Supply Rooms, vehicles, secure locations, and portable assets. Operational locations use those templates. PAR defines exact vehicle readiness or Supply Room minimum/maximum stocking.

Who can use it

Developer tools manage templates and template PAR. Authorized Inventory Team/Administrators manage operational fleet assignments and Supply Room PAR.

Navigate

• Home → Advanced Functions → Template Management → Location Templates
• Home → Advanced Functions → Template Management → Template PAR Management
• Home → Equipment / Fleet → Fleet Assignments
• Readiness → Supply Room PAR, when available
• Home → Swap Vehicles for the Provider-facing swap workflow

Create and publish a template

1. Open Location Templates.
2. Select New Template and choose its type.
3. Add nested cabinets, drawers, shelves, bags, kits, modules, bins, or compartments.
4. Set parent, physical order, name, type, and active state.
5. Add required vehicle slots and compatible portable-asset type where applicable.
6. Use Preview to inspect the hierarchy.
7. Resolve validation errors.
8. Publish the template.

Use Duplicate to create a structurally independent copy. Later structural changes provide an impact preview; populated areas cannot be silently moved or retired.

Configure PAR

Vehicle and portable-asset PAR has one authoritative editing route: the shared template. An individual truck displays the resulting readiness configuration but does not maintain a second copy of its PAR.

1. Open Template PAR Management.
2. Select the vehicle or portable-asset template.
3. Under Add an associated item, search for the item and select its physical cabinet, drawer, bag, pouch, or other sub-location.
4. Optionally enter the initial exact PAR. Leave it blank when the item/location association is known but the quantity still needs review.
5. Select Add item to PAR list.
6. In Template Count Route and PAR, expand the item's sub-location.
7. Enter or revise all visible exact quantities and count order values.
8. Select Save All Item PARs.
9. Resolve every Needs PAR line before publishing a draft template or treating the template as operationally complete.

Supply Room minimum/maximum quantities remain in the separate Supply Room PAR Editor because they use a different stocking policy. A blank vehicle/portable-asset PAR is protected as incomplete and is excluded from configured totals until a quantity is saved.

Add and arrange portable-asset items

In the template's Items and PAR Levels page, select the item's Storage area using the full parent/child path, or select Add item here under a sub-location. Count order defaults to the next number after that location's active items. Selecting a different sub-location updates the suggested number; adding an item keeps the selected location and advances the next number. An empty location starts at 1. Assets that hold inventory directly use their own sequence without a sub-location selector.

Drag an item's handle within its sub-location to arrange the physical counting sequence. The location's displayed item numbers become 1, 2, 3, and so on. You can also focus the handle and use the up/down arrow keys, or edit Item order directly. Select Save Count Order to save location and item order without changing quantities or internal-label settings. Save All Item PARs saves item order along with quantities and label settings. Dragging is available when all active items for the location are shown; filtered or inactive lists keep manual order entry. Shared template changes apply to every asset using that template.

Create operational locations and assets

From template management, create the Supply Room, vehicles, portable-asset instances, and secure locations from published templates. Confirm code/name, active state, vehicle state, and template.

The operational-location list is grouped by location type. Expand or collapse each group independently; the screen remembers those choices for the current browser session. Search filters codes, names, and templates without flattening the groups. Portable assets remain in their separate assignment table.

Configure portable-asset types and vehicle slots

Under Advanced Functions → Template Management → Location Templates, create each portable-asset template type before creating numbered physical assets. Use Vehicle Slot Creator to create the reusable slot catalog and associate every slot with its compatible asset type. Open an ambulance or intercept template and select Configure Vehicle Slots to choose which catalog slots are active and which are required for service. A required slot must also be active. New vehicles receive this checklist automatically; saving the template also adds newly selected slots to existing active vehicles without removing assigned equipment.

Deactivate an obsolete slot definition instead of deleting referenced configuration. Removing a slot from a vehicle template never silently deletes its existing physical slot or assigned asset; reconcile that equipment through Truck Configuration first.

Reset disposable setup data

Developers can preview a clean operational reset with reset_operational_setup. Select --portable-assets, --cycle-counts, or both. The command prints a JSON inventory and can save the same recovery record with --export. It does not delete anything unless --confirm-production-reset is supplied. Portable-asset resets stop when assets contain balances or transaction history; cycle-count resets stop when a posted adjustment exists. Successful resets are atomic and preserve vehicles, fixed locations, catalog items, and inventory unrelated to portable assets.

Portable assets are reusable types, not one generic asset. Create a separate Portable Asset template for each type, such as an IV pump bag, cardiac monitor, ventilator, or ALS bag. An inventory-carrying type can hold stock directly or contain its own nested compartments and item/PAR layout. Equipment-only types can be tracked and assigned without internal stock. Create as many numbered operational assets as needed from each published type; each retains that type's layout when moved between vehicles.

Assign fleet assets

1. Open Fleet Assignments.
2. Choose a vehicle.
3. Review its slots, required state, compatible type, and current asset.
4. Assign or remove the portable asset.
5. Save and verify readiness impact.

One portable asset cannot be active in two assignments. A populated/history-bearing asset cannot be changed to an incompatible template. Portable-asset inventory remains attached to the numbered asset and is included with the vehicle only while that asset is assigned there.

Searchable selectors and page spacing

Long item, product, vendor, location, storage-area, user, template, lot, presentation, and portable-asset selectors use the shared predictive list. Focus the field or select its arrow to open the list, type to filter immediately, and use the keyboard or pointer to choose a listed result. Short fixed choices such as status, yes/no, reason, or workflow type remain ordinary dropdowns.

Forms use consistent separation between labels, help text, fields, panels, and action rows. If text overlaps a control, a list opens outside its panel, or adjacent boxes touch on desktop or mobile, record it as a screen-design defect and include the module, page, viewport, and screenshot.

Swap vehicles

1. Home → Swap Vehicles.
2. Select outgoing active vehicle and a different incoming spare/out-of-service vehicle.
3. Select Review Before Swap. Nothing moves yet.
4. Review every numbered portable asset currently assigned to the outgoing ambulance. A compatible

asset defaults to Move to incoming ambulance. Change an individual selection to Leave on outgoing ambulance or Return to available equipment pool when it is staying with the out-of-service unit or being removed for service/storage.

1. Review missing required assets, expired stock, below-PAR items, projected readiness, PAR

Compliance, and On-Hand Compliance. State-compliance fields show Not configured until an effective State list and its mappings are published.

1. Compare the physical narcotics seal and contents with the recorded seal and approved exact

presentation list. Answer the required yes/no question.

1. Confirm the swap. Missing required assets resulting from the selected handoff normally block

confirmation. Expired or below-PAR inventory is a prominent warning but does not prevent the physical vehicle movement.

Only an Administrator can override missing required assets, and an operational reason is required. The override, reason, missing slots, user, and time remain on the swap record. The vehicle continues to display Not Ready until the assets are restored.

The outgoing vehicle becomes the mechanical spare, the incoming vehicle enters service, compatible assets move, the reviewed readiness/compliance state is preserved, and one shared Return-to-Service count is due in five days. Select Start Vehicle Check Now or return later from the single Home alert; any Provider can continue the same open check.

Narcotics remain a separate signed transfer. A red/broken kit, a physical no answer, an existing review flag, missing approved contents, or a seal mismatch routes the kit to Needs Review. The physical vehicle swap remains valid, but the incoming vehicle displays Narcotics Not Ready and the affected kit cannot be moved, placed in custody, or used. Select another sealed green kit from the Narcotics Safe and complete the signed transfer. A seal mismatch creates review even though it does not undo the physical vehicle movement.

Safeguards

Never use a structural change to silently relocate balances, lots, seals, or count history. Reconcile affected inventory through the presented controlled workflow.

Reviewed alpha behavior

• Truck Configuration separates mechanical/out-of-service state from Exclude from readiness and ordering and Exclude from scheduled cycle counts. Use the explicit exclusions only when the vehicle remains active but should not participate in that workflow.
• Supply Room Management opens the Add Stocking Location form only when requested and collapses it again after a successful save.
• The bulk PAR table keeps Item, Stocking Area, and Role separate. Whole-unit PAR values use compact inputs, and configuration gaps link back to the affected item.
• Each non-home screen uses its own contextual blue Back link. Home intentionally has no Back control.

Standard portable assets

Ambulances automatically receive standard slots for the ALS Bag, Cardiac Monitor, Stretcher, Stair Chair, Spare Medication Kit, Ultrasound, Restock Bag, IV Pump Kit, IV Fluid Warmer, Portable Suction, and Lucas Device. Ultrasound and Lucas Device are optional; the remaining ambulance slots are required for service.

Intercept/fly-car vehicles automatically receive required slots for the ALS Bag, Cardiac Monitor, Portable Suction, and Oxygen Bag.

Portable assets use a separate two-step workflow:

1. Open Location and Asset Templates and select Create Asset Template. Build the reusable

layout and PAR, then publish it.

1. Select Create Portable Asset to create each numbered physical asset from a published

portable-asset template.

1. Open Truck Configuration to assign the numbered asset to its compatible standard slot.

The generic Create Vehicle or Location screen intentionally excludes portable assets. Standard slots cannot be removed or changed; optional slots may remain unassigned without making the vehicle not ready.

---

Ordering and Smart Forecasting

What this module is used for

Ordering lets Administrators build one combined Needs-Based Draft, create vendor-specific Draft purchase orders, review smart replenishment recommendations, submit orders, track backorders, and preserve purchasing history.

Navigate

Home → Procurement → Ordering.

The Ordering screen provides four order types. Combined Needs-Based Drafts, vendor-specific Drafts, and submitted Open orders appear in separate lists.

Choose the correct order type

Needs-Based Order

Use this for an item-first agency order based on current operational need. The list includes active, configured vehicle, portable-asset, and Supply Room PAR shortages as well as expired stock and stock expiring within the current 30-day pilot window. Quantities already covered by Open submitted orders are subtracted before the recommendation is displayed.

Every qualifying item starts included. Use Remove on the right to exclude an item rather than selecting rows with checkboxes. Select Create Combined Draft when the remaining list is correct. This creates one resumable working draft; it does not create a purchase order for each vendor yet.

In the Combined Draft, complete every remaining line:

1. Confirm the needed quantity in inventory eaches.
2. Select the vendor.
3. Select the purchasing UOM, such as Each, Box, or Case.
4. Enter how many inventory eaches are contained in that purchasing UOM.
5. Enter the positive price per purchasing UOM.
6. Review the calculated number of purchasing units.
7. Remove any item that should not be ordered.
8. Save the Combined Draft if more work is needed.

Select Finalize and Create Open Orders only after every line is complete. Finalization atomically groups the lines by vendor, creates one Open submitted purchase order per vendor, and preserves the original need, contributing locations, package conversion, and price on each resulting line. Those vendor orders then appear in Open Orders and are the records used for receiving. Reopening or saving the Combined Draft never creates duplicate vendor orders.

Build and Order from Supply Room PAR

Use this for routine Supply Room replenishment when you already know which vendor you are ordering from. It identifies zero-stock, expired, expiring-within-14-days, and below-PAR items, subtracts quantities already covered by Draft or submitted orders, and groups the remaining needs by vendor catalog availability.

Smart Order

Use this when you want the system to build the most effective agency-wide purchasing plan. It combines Supply Room PAR, current usable stock, upcoming expiration loss, vehicle readiness shortages, open-order coverage, normal demand history, exact-product vendor matching, package conversions, prices, and lead times. It selects one safe purchasing option per item and separates the results into vendor-specific Draft orders. Forecasts and unusual-use warnings remain advisory and never silently inflate the calculated need.

Custom Order

Use this for a product or vendor that is not part of the calculated replenishment need, or when creating and expanding a vendor catalog. Select or create a vendor, choose an active non-narcotic, non-kit inventory item, then confirm or create its vendor and manufacturer association. Known catalog data fills automatically; missing details entered in the workflow become reusable catalog information. The orderer controls the quantity, purchase unit, and price.

Complete a Draft order

1. Choose the appropriate order type.
2. Confirm the vendor and recommended or manually selected items.
3. Review the vendor product, purchase unit, package conversion, quantity, and price.
4. Review package quantity, eaches-per-package, price, and total.
5. Edit Draft quantities/prices as needed.
6. Save and review before submission.

This vendor-specific Draft process applies to Supply Room PAR, Smart, and Custom orders. A Needs-Based Order instead uses the Combined Draft and creates vendor orders directly in Open status when the combined work is finalized.

Review calculated recommendations

1. Open a Draft order.
2. Select Recommendations.
3. Review baseline need, risk label, open order quantity, package rounding, normal-demand forecast, confidence, and planning evidence.
4. For an unavailable vendor item, review the alternate-vendor pending recommendation.
5. Edit the quantity to import if appropriate.
6. Add selected recommendations to the Draft.

Baseline need restores active vehicles to exact readiness and targets Supply Room maximum after 30-day expiration loss and submitted open orders. The forecast is advisory and never silently increases the order.

Compare vendor prices

1. From Ordering, select Compare vendor prices.
2. Expand an inventory category and browse its active catalog-associated items.
3. When an item has multiple configured manufacturers, review its separate manufacturer rows so

unlike products are not blended into one price. Manufacturer not recorded identifies older receipt evidence that cannot safely be assigned to a configured manufacturer.

1. Read every active vendor side by side, including active vendors that do not yet have catalog

associations.

1. Compare the latest actually received package price, receipt-time package conversion, normalized

per-inventory-unit price, receipt date, manufacturer and manufacturer part number, and vendor part number. Light green and Lowest unit price mark the lowest comparable unit price for that item and manufacturer; tied lowest prices are highlighted together.

1. Treat No received price as a catalog association without verified receiving history; a dash

means that vendor has no active catalog association for the item.

1. If a package-size warning appears, compare using the preserved receipt-time conversion and verify

the current catalog conversion before placing another order.

The comparison is a read-only catalog reference and is not filtered by current balance, Supply Room PAR, or ordering recommendations. Every active item with at least one active vendor-catalog association is included. Prices come only from matching received purchase-order lines, never from an unreceived Draft or a catalog placeholder. The screen does not select vendors or create orders. Use New Order or Smart Recommendations when you are ready to build a vendor-specific Draft.

Read forecast evidence

The agency-selected demand window can be 30, 60, 90, 180, or 365 days. Patient use and explicitly classified consumption count. Restock, transfer, receipt, count, correction, quarantine, damage removal, opening balance, expiration replacement, and narcotics do not.

Unusual events remain included unless an Administrator excludes one with a reason. Confidence describes history coverage, event count, and consistency; Low Confidence is not zero demand.

Seasonality applies only after 730 history days, 24 calendar months, and 48 qualifying events. Its 0.50–2.00 factor changes only advisory forecast and reviewed PAR proposals.

Review a PAR proposal

When lead, safety, coverage, demand, and PAR inputs exist:

1. Review original and suggested minimum/maximum.
2. Choose apply, modify-and-apply, or dismiss.
3. Enter the required reason.
4. Confirm.

PAR never changes automatically. The decision and full recommendation evidence are audited.

Recalculate a Draft

Recommendations recalculate as inventory, expiration, and submitted open orders change. The recalculation displays the new recommendation but preserves manual Draft quantities and the original imported snapshot.

Submit and manage an order

1. Review vendor, lines, conversions, quantities, prices, and totals.
2. Select Submit and confirm.
3. After submission, normal Draft editing stops.
4. If necessary, use the audited submitted-line correction; it cannot reduce below received/closed quantity.
5. Monitor partial receipts and remaining backorders.
6. Authorized users may close a backorder with a note.
7. Mark the order Completed; unresolved quantities warn but do not erase history.

Expected result: the submitted vendor, lines, package conversion, price, user/time, and recommendation evidence are frozen and remain available in the archive.

---

Receiving Supplies

What this module is used for

Receiving adds delivered general inventory to a valid Supply Room area and links the stock, lot, product, packing slip, and exception history to an order or unordered receipt.

Who can use it

Inventory Team and Administrators. Controlled substances use Narcotics source-stock receiving.

Navigate

Home → Procurement → Receive Supplies.

Choose an eligible Submitted/Completed vendor order. A finalized Needs-Based Draft appears here as separate Open orders, one for each selected vendor.

Receive against an order

1. Open Receive Supplies.
2. Select the purchase order.
3. Select the ordered line.
4. Enter received packages or quantity as presented.
5. Confirm the package-to-each conversion.
6. Confirm the Supply Room destination resolved from the item's active PAR association.
7. For tracked stock, enter lot number and expiration.
8. Confirm the actual approved manufacturer product delivered; choose an approved substitute if needed.
9. Enter packing-slip details, notes, and attachments as applicable.
10. Review warnings and post the receipt.

If the item is configured as Packaging does not include a scannable lot/expiration barcode and the delivered manufacturer product is lot/expiration tracked, posting also creates one pending SVAA label job. The proposed label quantity equals the whole-number inventory eaches received.

A partial receipt leaves the remainder open. Over-receipt requires a reason. A valid item expiring within 30 days shows a warning. An already expired receipt is rejected without creating a lot or balance, while its evidence is preserved.

First receipt for a new or provisional order item

Needs-Based Ordering allows the exact manufacturer to remain unknown while the Combined Draft is prepared. When that vendor order arrives, complete the required setup before posting:

1. confirm tracking status;
2. select the exact approved manufacturer product;
3. confirm that the item has one active Supply Room PAR leaf location;
4. optionally add a barcode; and
5. verify item identity and conversion.

The delivered information completes or improves the vendor catalog relationship for future orders. The receipt retains its own manufacturer, barcode, conversion, lot, expiration, and price evidence even if the catalog changes later.

Unordered and exception receiving

• Unordered item on a purchase order: add it to the receipt with required reason.
• Emergency/unordered receipt: use the no-order path and provide required context.
• Late receipt: receive against an archived Completed order without reopening it.
• Substitution: choose another approved manufacturer product for the same item.

Expected result

Posting creates the balance/lot and permanent Receive event atomically. The receipt preserves receiver, time, order, packing slip, line, product, destination, quantities, attachments, and exception reasons. Delivered pricing does not rewrite the submitted purchase-order price.

Internal lot labels

Open Receiving → Lot labels. Direct printing is calibrated for a USB Zebra ZD420 at 203 dpi using 2 × 1-inch gap labels. The browser/PDF path remains available when the printer is unavailable.

The item-level label policy can be enabled from the item editor or directly beside the item in Template PAR Management. In the item editor, Automatic SVAA label quantity then determines how many labels Receiving prints:

• Print one label for each item received is for packages that need a label on every individual

item. It prints the received each quantity, including when more stock is added to an existing lot.

• Print one label only when a new lot is received is for a holder, bin, or other shared lot

location. It prints one label when that item/product/lot is first introduced and prints nothing when a later receipt only adds quantity to that same lot.

Changing either setting affects future receipts only; it does not delete existing lots or print history.

After a receipt commits, the server automatically sends each required job to the configured Zebra and records the print attempt. A printer failure never reverses Receiving; the failed job remains in Receiving → Lot labels for retry. Manual reprints require a reason and create another audit attempt without creating another StockLot. Browser/PDF remains the fallback.

Every copy for a StockLot contains the same compact SL… Code 128 identity sized for the 2-inch media. The application resolves that opaque identity to the exact item, manufacturer product, lot, and expiration. Older SVAA-LOT-… labels remain readable. During a cycle count, scanning individually labeled eaches increments the quantity for that exact lot one at a time.

Bin labels versus lot labels

The application chooses the label type from inventory tracking:

• A non-lot-tracked balance offers Print bin barcode. Its permanent SI… barcode identifies the

item, not the current package. Scanning it during a count opens that item so the counter can enter the full bin quantity. In a transaction it selects the item and then uses the available source. The first receipt automatically prints one bin label; later receipts do not print duplicates.

• A lot- or expiration-tracked balance offers Print lot barcode. Its SL… barcode identifies the

exact product, lot, and expiration and is only usable while that exact stock is available.

Do not use a bin label for lot-tracked medication. When its lot changes, print the new lot label.

Administrators and Developers can create a manual label job for existing opening inventory from the same queue. Inventory Team users can process receipt-created jobs but cannot create opening jobs.

Inventory Team users can also open Reporting → Current Inventory Balances and filter the report. Each positive non-controlled balance offers the appropriate Print bin barcode or Print lot barcode action. Printing creates one audited copy and does not alter inventory.

Common problems

• No destination: associate the item with one active Supply Room leaf in Template PAR Management.
• Wrong destination: update the item's PAR association first. Receiving cannot override it or create

a secondary stocking location.

• Lot fields required: complete them; do not convert a tracked item to untracked to bypass receipt data.
• Product unavailable: approve the correct presentation first.
• Duplicate result after retry: stop testing and report a Critical defect.
• Label printer unavailable: finish Receiving and leave the job pending; inventory must not be

reversed merely because labels could not print.

• Direct-print setup: install Zebra Setup Utilities/Windows driver first, connect and calibrate the

ZD420 for 2 × 1-inch gap media, install project requirements, and set ZEBRA_LOT_LABEL_PRINTER only if Windows exposes more than one Zebra queue.

• Wrong label quantity: enter the corrected whole-number copy count and a reason before generating.
• Existing-lot receipt did not print: this is expected for **one label only when a new lot is

received**. Use the audited manual reprint only when the existing physical label must be replaced.

---

Inventory Health

What this module is used for

Inventory Health shows whether active vehicles have their exact usable PAR, whether the Supply Room can support operations, and current or projected expiration risk without replacing the underlying readiness facts.

Who can use it

Inventory Team and Administrators see the agency and Supply Room health panels and detail. Providers see assignment and Return-to-Service information appropriate to their workflow.

Navigate

Home → Readiness → Inventory Health.

From Inventory Health:

• select a vehicle for Vehicle Readiness detail;
• open Supply Room Health;
• open Supply Room expiration details;
• use Equipment / Fleet → Fleet Assignments for configuration corrections.
• open CT Equipment Compliance for the official Connecticut v2025.1 review.

An in-service vehicle with no template, no exact PAR rows, a protected Needs PAR zero, or any other incomplete exact PAR configuration is Unable to Calculate. It is never treated as 100% ready. The agency percentage is also unavailable until every included in-service vehicle is calculable. Mechanical spares, out-of-service vehicles, and explicit readiness exclusions remain visible but do not block or contribute to that agency percentage.

Review Connecticut minimum equipment

The State compliance screen shows two independent measurements for every configured vehicle:

• PAR Compliance compares exact configured vehicle and portable-asset PAR with the applicable

State requirement;

• On-Hand Compliance compares current usable, unexpired inventory and assigned equipment with

the same requirement.

SVAA transport units use Minimum Basic Vehicle + MIC-Paramedic. Paramedic intercept units use Minimum Level First Responder + MIC-Paramedic. Mechanical spares and out-of-service vehicles remain reviewable but do not contribute to the in-service agency percentage.

Configure the official list and agency mappings

Open Readiness → CT Equipment Compliance → Configure Requirements. Inventory Team members can review the configuration; only Administrators can change it.

1. If no active version appears, select Initialize Connecticut v2025.1. If the version already

exists, Refresh Official v2025.1 List safely re-runs the bundled importer and recognized SVAA vehicle-profile assignments.

1. Select each base or MIC-Paramedic profile.
2. For every scored source requirement, select Add qualifying record and map the requirement to

an active inventory item or published portable-asset type. Enter the contribution supplied by one inventory unit when it is not one-for-one.

1. Return to the compliance dashboard and open each vehicle. Assign or change its base and add-on

profiles as needed.

1. On the individual vehicle review, record manual evidence only for requirements that cannot be

represented by inventory or equipment. Adding a catalog mapping later makes live inventory the controlling result while preserving the evidence history.

1. Resolve every unmapped or deficient scored requirement, then save the formal review snapshot.

Informational source rows do not enter the denominator. Alternative choices count as one State requirement and pass when one complete option passes; unused alternatives do not become extra deficiencies. Configured required portable-asset slots contribute PAR even before a physical asset is assigned, while only inventory on the vehicle and its assigned assets contributes ordinary on-hand. Controlled medications use configured Narcotics kit requirements and the Narcotics ledger. If any in-service vehicle lacks a profile, the dashboard withholds agency percentages instead of showing a partial-fleet result.

Open a vehicle to review the preserved State wording, published quantity, source page, progress, and qualifying catalog/equipment records. Administrators can map multiple equivalent items, set a per-unit contribution for medication strengths or packaged quantities, map portable-asset types, or record evidence for a non-inventory requirement. Use Save Review Snapshot after a formal comparison. Vehicle Swap also saves the applicable version and both compliance results.

Alternative requirements pass when one complete published option passes. Partial quantities remain deficient and show their current contribution. State compliance never changes Readiness or Vehicle Health.

Read the agency panel

The panel shows agency status, vehicles needing attention, out-of-stock items, expiration concerns, and vehicle cards sorted worst-to-best. Mechanical-spare and out-of-service vehicles are excluded from agency totals but remain available in detail with the reason.

Select a vehicle card to view:

• current exact-PAR readiness;
• projected 14- and 30-day readiness;
• Vehicle Health score and band;
• expired inventory and hard alerts;
• prioritized item/location concerns; and
• assigned portable-asset contribution.

Overstock cannot raise an assignment above 100% readiness. Expired inventory is not usable.

Read Supply Room Health

The Physical units and Usable units summary cards display formatted quantities. Whole quantities appear without trailing decimals; legitimately fractional inventory retains its decimal precision.

Supply Room detail begins with configured PAR assignments so missing balances display as zero without recreating zero rows. Review:

• physical and usable units;
• Out of Stock and Below Minimum;
• In Range and Overstocked;
• expired, Critical 1–14 day, and Expiring Soon 15–30 day quantities;
• projected below-minimum or zero warnings; and
• replenishment toward maximum PAR.

Select an expiration card to open lot-level item, product, path, lot, date, days, quantity, and post-expiration status.

Understand Health versus readiness

Vehicle Health weights current readiness, 14-day projection, 30-day projection, and expired-stock compliance. Supply Room Health similarly uses minimum-PAR coverage and expiration risk. The bands are:

• Healthy: 95–100
• Watch: 85–94
• Action Needed: 70–84
• Not Ready: below 70

A high score cannot hide an Out of Stock or expired-stock alert. Unable to Calculate means required structure/PAR is incomplete.

Correct a concern

Health screens are read-only. Follow their links into the owning workflow:

• restock a vehicle through Transactions;
• correct PAR through the PAR editor;
• quarantine/replace expiration through counts or the Agency-wide Expiration Pull;
• correct assignment through Equipment / Fleet → Fleet Assignments;
• report a problem through Inventory Issue.

Do not directly alter balances to make the score look better.

Reviewed alpha behavior

• Readiness scores are percentages. Inventory quantities and issue counts display as whole units, and history labels spell out 14 days and 30 days.
• The Agency Readiness panel can be expanded or collapsed; the choice is remembered for the browser session.
• Active fleet cards determine the agency score. Excluded vehicles appear separately with the reason they are excluded and do not lower readiness or generate ordering demand.
• Supply Room Health initially shows the five highest-risk PAR rows. Select Show all to expand the list and Show fewer to collapse it.
• State compliance shows compliant, PAR-deficient, on-hand-deficient, and needs-configuration totals. Configure Requirements owns the shared list and catalog/equipment mappings; a vehicle's Configure action owns that vehicle's applicable profiles and non-inventory evidence.
• The Home readiness summary uses percentages. The former Inventory Snapshot block was removed because readiness and inventory health now provide the live operational view; historical reports remain available in Reporting.

---

Cycle Counts, Expiration, and Seals

What this module is used for

Cycle Counts verify physical stock, research meaningful variance, reconcile the permanent ledger, replace or quarantine expiration risk, and preserve sealed-module evidence.

Who can use it

Inventory Team and Administrators perform routine counts and research. Providers can participate only in the Return-to-Service physical-check pathway.

Navigate

Home → Readiness → Cycle Counts.

The dashboard shows Upcoming, Due, Overdue, Completed, and Completed Late work. It also links to Spot Count, Research Queue, Archive, Seal Report, Shrink Trends, and Administrator schedule/policy tools.

Approved recurring rotation

Each vehicle, rack, and ALS cabinet shelf is a separate count so a different person can claim and complete each assignment.

• Week 1: 139-1, Rack A, Rack B, ALS Cabinet Shelf 1, and ALS Cabinet Shelf 2.
• Week 2: 139-2, Rack C, and ALS Cabinet Shelf 3.
• Week 3: 139-3, Rack D, and ALS Cabinet Shelf 4.
• Week 4: 139-4, 139-5, Rack E, and ALS Cabinet Shelf 5.

139-7 is excluded from recurring monthly counts but remains available in Start Spot Count. A fifth calendar week does not create another copy of the month's assignments.

Start or continue a count

1. Open the count.
2. Review target vehicle or Supply Room areas.
3. Select a section to claim its 15-minute lease.
4. Work in displayed physical order.
5. Use the syringe to track completed sub-locations. Opening or counting the current sub-location

does not advance it; the percentage changes only after a sub-location is completed.

1. Each item card shows Current system quantity and Counted / verified, followed by its

recorded lots. PAR remains available to ordering, readiness, and administrative calculations but is intentionally omitted from the provider count card. For an existing lot, select Confirm Lot to verify that the listed lot is physically present at the recorded system quantity; no quantity entry is required. Use ✕ Missing when that recorded lot is no longer present. Missing lots turn red and count as zero. Only non-lot-tracked items use an editable Quantity present field.

1. If another physical lot is present, expand Add lot count, choose its manufacturer, and enter its whole-number quantity,

printed lot number, and expiration date. The lot appears in the list with a green NEW LOT label and its quantity is added to the counted total automatically. For a configured non-tracked manufacturer, use Add non-lot count instead.

1. Routine Confirm and Confirm Lot actions save in place without refreshing the page. Use

Confirm visible entered quantities to batch-save the quantities currently displayed after verifying that they match what is physically present.

1. Adding a tracked or non-tracked manufacturer count keeps the item card in place so additional

lots can be entered. After every listed quantity for that item is reconciled, select the small Count finished action beneath the item. Only this action marks the item finished and moves it to the end of the list. The card displays only physical count information. Internal manufacturer placeholders and the scanner's duplicate extracted-value review are hidden; Add lot, Add non-lot, and Research actions are grouped beneath the item's lot list.

1. Use Something needs research when the physical result requires review.
2. Complete the section.
3. Complete the count when every section and exception is resolved.

Another user's active lease prevents overwriting. Operational stock movement during the count forces affected confirmed lines to be rechecked.

Use Voice Count

Inventory Team users can select Start Voice Count inside an open count area. The microphone audio is transcribed by the agency's local whisper.cpp service; it is not sent to a hosted AI service. Work one physical item at a time.

1. Say the item name and the word quantity followed by a whole number.
2. An item with no configured manufacturer does not require one. The application automatically

uses the sole approved manufacturer when exactly one exists. Say the manufacturer only when an item has multiple approved choices. For tracked stock, say the printed lot number and expiration date.

1. Wait while the application matches the statement only against items in the open count area.
2. Listen to the read-back and review the fields on screen.
3. Say confirm to save, repeat to hear it again, reject to discard it and retry, or

cancel to stop voice mode. An unconfirmed transcription never changes inventory.

When the item match is uncertain, Voice Count offers its next shelf-specific choice; say second choice to use it. Say correct item, correct quantity, correct lot, correct expiration, or correct manufacturer, then speak only the replacement value. Interpretation is intentionally lenient, but the normal tracked-item validation and explicit final confirmation remain mandatory.

Example: “IV catheter 22 gauge, quantity 2, manufacturer BD, lot 6069017, expires February 2029.” The system reads lot characters individually during confirmation. Ambiguous items, ambiguous manufacturers, incomplete tracked fields, and invalid dates are rejected for a clearer statement. The normal buttons remain available as a fallback. Completing the entire area still requires the visible Complete This Area button so the user can review the shelf before posting.

Count a vehicle and its portable assets

A vehicle-level Spot Count includes the vehicle's normal countable areas and every portable asset currently assigned to that vehicle when the count is generated. Assets are intentionally shown as one compact row each so the vehicle screen does not expand into hundreds of internal areas.

1. Start the Spot Count at the vehicle level; leave the optional storage-area selection blank.
2. On Choose What to Count, open the named portable asset.
3. The focused asset screen shows only that asset's pouches, modules, and other countable

sub-locations.

1. Open and complete those sub-locations normally.
2. Use Back to [vehicle] Count to return to the parent vehicle count and continue elsewhere.

The asset assignment is captured when the count is created. Moving equipment afterward does not silently rewrite the count already in progress. Controlled substances remain excluded from general Cycle Counts and use the Narcotics workflow.

Reconcile a locked count

After an area is completed, select Reconcile Count from the count's Areas list. Enter the corrected whole-number quantity and a required reason. The system posts only the quantity difference to current inventory and retains the original quantity, corrected quantity, lot status, reason, provider, timestamp, and adjustment transaction in permanent reconciliation history.

Handle a variance

Large variances are flagged using the snapshotted rule. The count remains Pending Review.

1. Open Research Queue.
2. Claim the item.
3. Investigate using transaction and location history.
4. Choose the standardized reason and enter required explanation.
5. Confirm the correction/reconciliation.
6. Use Review Researched Items before final completion.

Reconciliation posts permanent Count Add/Count Remove or a controlled move. Original expected and observed evidence remains in the archive.

Establish initial inventory with Spot Count

Use this workflow to enter the first physical inventory for a location or area. Do not use it after positive balances already exist in that target.

1. Open Cycle Counts and select Start Spot Count. The system assigns the unique count ID in

the background; the user does not name the count.

1. Select the location and, when dividing the work, one specific storage area.
2. Select Establish initial inventory.
3. Optionally select known catalog items before starting.
4. Open the area and count each displayed item by lot.
5. Use Add an Item Missing from PAR when an item belongs in the sub-location but was omitted

from the generated count list. Enter its whole-number physical quantity. For a lot-tracked item, also enter the printed lot and expiration; those fields are ignored for untracked items.

1. Use Correct lot or expiration before posting if label verification identifies incorrect

metadata. Enter the correction reason; the original and corrected values remain audited.

1. Complete the area.

Positive quantities post as Initial inventory opening balance ledger events. They do not appear as recovered inventory or shrink. Controlled substances cannot be established here and must use the restricted Narcotics workflow. If the target already has a positive balance, the initial-inventory option is blocked.

For an ordinary later Spot Count, a newly discovered valid item or lot posts through the normal Count Add/Count Remove adjustment path. Enter zero for an erroneous lot balance and complete the audited count; never delete a balance or rewrite history directly.

Expired inventory

A red EXPIRED line must be removed from general inventory before area completion.

1. Select the expired line.
2. Choose Expired Quarantine.
3. Confirm the full expired quantity and destination.
4. Post removal.

If physical expired stock cannot be removed, the area remains blocked and one Urgent Inventory Issue is created. Controlled substances stay in Narcotics.

Near-expiring inventory

A yellow NEAR EXPIRING line within 30 days can be replaced:

1. select Replace Now;
2. review earliest-expiring usable Supply Room lot;
3. choose another usable lot if appropriate;
4. confirm removal and replacement.

Replacement is blocked if the Supply Room would fall below minimum. Use an approved deferral reason when replacement is not performed. The reason must match the actual stock condition.

Sealed modules

Seal bypass is allowed only after a first manual count and only when the current blue seal is intact and matches, the module is exactly at PAR, and nothing expires within 30 days. Broken, mismatched, below/above-PAR, expired, or near-expiring modules require manual count and a new unique seal. When a provider completes a manual count, the system automatically marks the prior seal broken for that cycle count and activates the replacement seal number entered by the provider. Historical seal numbers cannot be reused.

Items That Make Me Yell

Every Wednesday the system creates one required Supply Room risk count due the following Sunday, unless the prior Yell count is still open. The first person to open each area claims its normal 15-minute lease; unassigned work remains shared across Inventory Team and Administrators.

The list freezes the highest-risk 20 qualifying items from the rolling prior 90 days. When fewer than 20 qualify, all qualifying items are included. The displayed score combines missing units, missing value, shrink-event frequency, and consecutive shrink counts. A recovered item remains in the 90-day evidence instead of erasing its earlier repeat shrink. The frozen list cannot be deferred, substituted, removed, or manually expanded.

Return-to-Service counts

When a mechanical-spare or out-of-service vehicle returns to service, the system creates one shared Return-to-Service count due in five days. It does not recreate missed monthly counts. Completing a qualifying Return-to-Service count can satisfy the next monthly requirement within 30 days.

Archive and reports

Open the completed count archive for expected, counted, variance, lot, expiration, PAR snapshot, user/time, research, value, correction, and related movements. Initial-inventory archives are clearly labeled and show opening units.

Shrink Trends excludes opening counts and shows filtered monthly and annual summaries plus item-level location, category, count, and research-reason detail. Export Filtered Excel creates Variance Detail, Monthly Summary, and Annual Summary worksheets using the active filters. Seal and Shrink reports are read-only evidence over the same permanent history.

---

Inventory Issues and App Feedback

What these modules are used for

Inventory Issue manages real supply problems. App Feedback captures software bugs and ideas. Keeping them separate prevents an operational shortage from being lost in product feedback.

Report an inventory issue

Navigate: Home → Inventory Issue.

1. Select shortage, damage, expiration, location/storage, or other.
2. Select Routine, Urgent, or Immediate priority.
3. Select the item/location when applicable.
4. Enter clear details without PHI.
5. Add up to five allowed attachments when useful; each may be up to 15 MB.
6. Review the no-PHI warning and submit.

Expected result: the issue enters New and authorized Inventory Team/Administrators see it. Immediate issues also send the approved Administrator email.

Follow your issue

Providers can open their own reports to see status, owner, user-facing notes, resolution, and history. Add a timestamped comment or attachment without rewriting the original report.

A submitter may withdraw only while the issue is New and unclaimed, with a reason.

Work the issue queue

Navigate: Home → active Inventory Issues panel, or Inventory/Admin Functions → issue queue.

1. Open an unassigned issue.
2. Select Claim, or assign it when authorized.
3. Move it to In Progress as work begins.
4. Add user-facing updates and private reviewer notes in the correct fields.
5. If it is a duplicate, link the original and resolve with Duplicate outcome.
6. The current owner selects Resolve and enters a user-facing resolution.
7. If new work is required, the previous owner or Administrator can Reopen with reason.

Ownership, reassignment, priority changes, outcomes, and reopen history are preserved. Loss of authorized access automatically unassigns an active issue.

Post an adjustment from an issue

Authorized users may launch a guarded non-narcotic decrease, increase, set-to-observed, or transfer:

1. open the issue;
2. select the adjustment action;
3. confirm item, lot, source/destination, quantity, and reason;
4. post;
5. verify the read-only adjustment ledger.

An adjustment does not automatically resolve the issue. Narcotics cannot use this pathway.

Report app feedback

Navigate: Home → App Feedback / Report Bug.

1. Select Report a bug or Suggest an improvement.
2. Enter a short summary, module/feature, and screen name.
3. Describe what happened or what would help.
4. For a bug, explain what should have happened.
5. Select Low, Medium, High, or Critical severity.
6. Confirm the automatically captured screen address when available.
7. Select Keep the current live workflow primary when users must not rely on the affected function yet.
8. Attach up to five safe screenshots or PDFs, up to 15 MB each.
9. Submit.

Never attach PHI, PINs, passwords, secrets, or regulated narcotics details. The result opens immediately with status New and a permanent Submitted history entry.

Follow app feedback

Navigate: Go to → My Feedback.

The submitter can view each report's severity, status, release classification, current public response, attachments, and public history. An Updated marker appears when the Inventory Team posts a status, classification, or response change. Opening the report marks that notification read.

Submitters cannot view reports from other users or change review fields.

Work the App Feedback Queue

Inventory Team and Administrators navigate: Go to → App Feedback Queue.

1. Filter by text, status, severity, or release classification.
2. Open a report and reproduce or assess it.
3. Assign an Inventory Team/Administrator owner.
4. Set status to New, Under Review, Planned, In Progress, Fixed, Deferred, or Rejected.
5. Classify it as Required for Alpha, Beta, Future Release, or Not Yet Classified.
6. Enter the recommended fix or next step.
7. Keep Live workflow must remain primary selected until the replacement is safe.
8. Enter a public update that the reporter can understand.
9. Save the review.

Status, ownership, classification, safety flag, and public-response history are preserved. Reporter notifications are created for user-visible changes. Fixed and Rejected items receive a resolution timestamp. Internal recommended-fix notes are not shown to providers.

Alpha feedback interpretation

• Critical: unsafe, data-loss, access-control, or workflow-stopping behavior.
• High: major module failure without a reliable in-app workaround.
• Medium: meaningful defect or improvement with a usable workaround.
• Low: cosmetic or minor usability issue.
• Required for Alpha: must be fixed and verified before alpha relies on the affected workflow.
• Live workflow must remain primary: the existing production process remains authoritative until verification is documented.

Priority guidance

• Routine: ordinary problem with no immediate readiness effect.
• Urgent: elevated operational impact needing prompt review.
• Immediate: active safety/readiness threat requiring Administrator attention.

---

Reporting Center

What this module is used for

The Reporting Center is the single entry point for read-only operational intelligence over permanent inventory, transaction, purchase, receiving, issue, count, Vehicle Checklist, inventory-seal, and authorized narcotics history.

Who can use it

Inventory Team and Administrators. Narcotics Reporting and Financial/Cost Reporting require separate named permissions.

Navigate

Home → Inventory/Admin Functions → Reporting Center.

Select a report card to open its detail. Available reports include Transaction Reporting, Vehicle Checklist Report, Inventory Seal Accountability, balances, movements, shortage history, Supply Room reorder-point effectiveness, receiving exceptions, purchasing/vendor performance, loss/shrink/risk, corrections/audit activity, system usage, expiration management, and protected narcotics reporting. Report screens return here; reporting shortcuts are not duplicated in the operational transaction, checklist, or Admin Functions screens.

Item Readiness reviews every active catalog item. An item is Ready only when it has an uploaded picture or image URL and at least one active barcode connected through an active manufacturer product. The report is always anchored to the Supply Room configuration. Leave its area filters blank to review every active item, select a parent such as Rack A to include that parent and all of its children, or select a child such as Rack A Shelf 1 for an exact placement. You can also filter to Ready or Needs Setup, or select one item for focused review. The report identifies each missing requirement and supports CSV and Excel export.

Transaction Reporting, Vehicle Checklist Report, and Inventory Seal Accountability initially show the five most recent matching entries. Select Show More to reveal the remaining loaded results and Show Less to return to the five-entry preview. Filters and Excel exports always use the full matching dataset, not only the visible preview.

Transactions, checklists, and inventory seals

• Transaction Reporting groups each completed workflow with its child inventory movements.
• Vehicle Checklist Report filters completed and missed checklist outcomes by position, Provider,

and status. Its Excel workbook contains checklist summary and response sheets.

• Inventory Seal Accountability separately filters open or resealed inventory-module events by

source and exports the complete prior, observed, and replacement seal history.

Inventory seals are separate from controlled-substance seals, which remain in protected Narcotics Reporting.

Run a report

1. Open the report.
2. Review its description and default period; historical reports normally default to the last 30 days.
3. Set date, item, location, lot, event, or report-specific filters.
4. Apply filters.
5. Review summary metrics and charts.
6. Open a detail row or parent transaction when available.

Always verify the as-of time on current-balance reports.

Export results

1. Apply the exact filters needed.
2. Select CSV or Excel.
3. Open the download and verify report name, filters, export user/time, typed columns, and charts where applicable.

Sensitive views and every export are audited with user, filters, time, and row count.

Protected Narcotics Reporting

Only the approved Narcotics Administrators can open the protected narcotics report. The main Reporting Center report provides usage, administered amount, waste, kit/location, user, call, lot, expiration, trends, and charts. Narcotics Management → Narcotics Reporting provides the immutable event drill-down plus dedicated custody/transfer, kit-contents, discrepancy, scheduled audit, loose-stock, seal, quarantine, and Medical Control destruction ledgers. CSV exports the filtered events; Excel creates a separate sheet for each ledger. Both surfaces are read-only.

The Reporting Center event filter uses five stable operational groups: Usage & Waste, Balances & Audits, Discrepancies, Transfers, and Custody. Its visible ledger and exports omit technical event/workflow identifiers and raw event payload details.

Agency-wide Expiration Pull

Inventory Team and Administrators can open Agency-wide Expiration Pull from Reporting Center → Expiration Management → Start Expiration Pull. Providers cannot view or post this workflow. Controlled substances are excluded and remain entirely inside the regulated Narcotics expiration/destruction workflow.

Filter and select physical inventory

The start screen defaults to Expired + next 14 days. Change the horizon to Expired only, 14, 30, 60, or 90 days, or Custom dates. Filters are available for item, category, vehicle/location, storage area, and lot number. Predictive selectors retain the full list while typing.

Results are physical balance rows grouped by vehicle or location; assigned portable assets appear under their vehicle group. Each row shows item, lot, expiration, days remaining, physical path, quantity, readiness/Supply Room PAR, projected post-removal state, and replacement availability above Supply Room minimum. No row is preselected.

1. Check only the physical rows to include.
2. Confirm the default full-balance quantity.
3. For a near-expiring row, reduce the quantity only when intentionally leaving stock behind and

choose Expected use before expiration, Replacement ordered, Insufficient replacement stock, or Staged removal.

1. Expired inventory is read-only at the full current balance and cannot be partially selected.
2. Choose an Inventory Team/Administrator assignee and create the pull.

The resulting parent Expiration Pull freezes the selection, filters, quantities, PAR context, replacement availability, and predicted status. Creating it does not move inventory.

Post quarantine or replacement

On the pull detail, no operation is preselected. Check pending or failed lines, then choose:

• Quarantine Only — move the selected physical lot to Expired Quarantine;
• Quarantine and Replace — atomically quarantine it and move the selected newer usable Supply

Room lot into the same source location/storage area.

When replacing, choose a replacement lot on each checked row. The list shows only stock that is newer than the removed lot and available above the applicable Supply Room minimum. Each physical row is its own database operation: both child movements succeed together or neither posts. Successful lines are permanent and cannot be selected again. A failed line keeps its exact error and remains selectable for retry; success on other rows is not undone.

Expired inventory may always move to quarantine even when doing so exposes an existing shortage. Near-expiring vehicle or portable-asset inventory may also be pulled below readiness PAR, with the shortage kept visible. A voluntary near-expiring Supply Room quarantine is blocked if it would fall below minimum. Replacement stock is also blocked when its removal would take its Supply Room area below minimum.

Follow-up, completion, and history

If completed operations leave one or more affected locations below configured PAR, the system creates one consolidated Urgent Inventory Issue for the entire Expiration Pull. Its lines automatically resolve as ordinary restock movements return each item/location to PAR; the parent issue resolves after the final line recovers.

Select Complete Expiration Pull only after every line is successful. Pending and failed lines block completion. Completed records retain the assignee, creator/completer, frozen inputs, result, error history, follow-up state, and the immutable quarantine/replacement event IDs. Use Print Action Packet for a paper copy; correct inventory only through its owning transaction/count/issue workflow.

Common problems

• Missing report/export: verify named permission.
• Totals look wrong: check filters, as-of time, vehicle state, expiration horizon, and whether portable assets are included.
• Need to correct data: leave the report and use the owning transaction, receiving, count, issue, PAR, or narcotics workflow.
• Replacement is absent: confirm the same item has a newer usable Supply Room lot and enough stock

remains above that area's minimum.

• A row fails after selection: read the exact line error, correct the balance/PAR/location problem,

check only that failed line, and retry.

---

Narcotics

What this module is used for

Narcotics manages controlled medication presentations, Safe stock, kits, seals, custody, movement, administration/waste, restock, audits, expiration, destruction, alerts, and immutable regulatory evidence separately from general inventory.

Access

Only eligible Paramedics with explicit permission can take custody or record use. Transfer-only and scheduled-audit permissions are separate. Narcotics Management and protected reporting are restricted to the two approved Administrator accounts—currently Chris and the Chief of Service. General Inventory Team access does not grant narcotics management.

Navigate

Home → Narcotics for operational work.

Administrators: Home → Admin Functions → Narcotics Management for presentations, kits, source stock, expiration/destruction, events, and alerts.

Configure medications and build the seven kits

Use this order before entering real balances:

1. In the catalog, create one parent medication item for the clinical drug, such as Morphine.
2. Add each exact concentration/container/NDC as a separate approved manufacturer presentation, such as Morphine 10 mg/mL and Morphine 2 mg/mL. Both remain linked to the Morphine parent item.
3. Open Narcotics Management → Medication Presentations and configure the DEA schedule, amount per whole container, and clinical documentation unit for each exact NDC presentation.
4. Open Seven-Kit Contents Template → Create template version. Enter the approved whole-container quantity for every presentation carried in a ready kit.
5. After active vehicles and the ALS Cabinet Narcotics Safe exist, run:

python manage.py configure_svaa_narcotics --template-id TEMPLATE_UUID

1. Confirm that NARC-KIT-01 through NARC-KIT-05 are staged for 139-2, 139-3, 139-4, 139-5, and 139-7. Confirm NARC-KIT-06 and NARC-KIT-07 are staged in the ALS Cabinet Narcotics Safe.
2. Receive source stock into the restricted Narcotics Safe workflow by exact NDC, lot, and expiration.

The Chief's Office Narcotics Safe and shared sealed-kit cabinet retain their protected storage roles when a Developer updates the location name, notes, photo, or approved physical-layout template. Storage roles are controlled by Narcotics setup and are not changed through the general location editor.

1. Open each Setup kit, stock only the quantities required by its assigned template, enter a unique green seal, sign, and finalize. A kit cannot become Ready below its required contents or above its remaining need.

Create a new template version when approved contents change. Do not rewrite a version already associated with operational kit history.

Provider narcotics transactions

Only an eligible Paramedic with explicit narcotics authorization sees Narcotics Transactions in Quick Transactions. The opening screen displays every active kit with its name, current location, custodian or Unassigned, and a centered green Ready or red Used seal indicator.

1. Select a kit to review its number, location, status, seal, and custody.
2. Select Take Custody, Move, or Release Custody to expand that signed form on the same

screen. Opening one action closes the other action form.

1. For custody, enter the observed seal, confirm whether the recorded kit, location, contents, and

seal match, explain any discrepancy, draw the accountable signature, and confirm.

1. Release Custody removes the current provider and leaves the kit Unassigned without moving it.

An authorized provider may take custody from the current custodian with one incoming signature. The permanent event records both the previous and new custodian. Custody automatically releases after 12 hours according to the configured rule.

Custody automatically releases when it reaches 12 hours; the kit remains in its current location and the release is recorded in the audit ledger.

Move a kit

1. Open the kit and expand Move.
2. Choose an active vehicle or the ALS Cabinet Narcotics Safe sealed-kit storage location. The

Chief's Office source-stock safe and general Expired Quarantine are intentionally excluded.

1. Confirm seal and transfer details.
2. Complete required signature/attestation.
3. Confirm movement.

A ready kit cannot be moved into a location that already contains another ready kit.

A designated EMT with explicit transfer access may move a kit without taking custody. Transfer permission does not grant use authority.

Regulated use and waste ledger

Use and waste remain preserved in the restricted narcotics ledger and services, but are not part of the streamlined provider kit custody/movement screen during this workflow pass.

1. Open the approved use/waste workflow.
2. Enter call number without PHI.
3. Select exact presentation, product/NDC, lot, and quantity administered.
4. Enter waste quantity when applicable.
5. Complete the responsible Paramedic attestation.
6. For waste, obtain the second accountable signature.
7. Review totals and submit.

Expected result: permanent narcotic events and signatures are created. General Record a Call does not record controlled-substance use.

Restock a kit

1. Open kit → Restock.
2. Review expected contents and Safe availability.
3. Select exact Safe lot/product.
4. Enter quantity.
5. Confirm seal/content and required attestation.
6. Post and verify kit and Safe balances.

Expired controlled medication is not ordinary restock stock.

Audits

Open the scheduled Monday/Thursday kit audit or monthly loose-stock audit:

1. verify kit/Safe identity, seal, lot, expiration, and quantity;
2. record findings;
3. complete accountable attestation;
4. submit every required line.

Discrepancies and incomplete/overdue audits create protected alerts.

The maintain_narcotics command idempotently creates Monday/Thursday seven-kit tasks and monthly loose-stock tasks, backfills missing task lines, releases custody at 12 hours, opens one alert for incomplete workflows after 12 hours, marks overdue audits, and sends only approved exception emails. Running it repeatedly never creates duplicate audit tasks or task lines.

Source stock, expiration, and destruction

Administrators receive controlled stock through Narcotics Management → Source Stock with exact approved product, NDC, DEA schedule, lot, and expiration. Expired stock moves to controlled quarantine awaiting Medical Control. Batch destruction requires Administrator and Medical Control accountable signatures.

Events, amendments, and alerts

Use Narcotics Reporting for the filtered immutable workflow ledger and the dedicated current-kit-contents, custody/transfer, discrepancy, scheduled-audit, loose-stock, seal, quarantine, and Medical Control destruction views. CSV exports the filtered event ledger. Excel produces separate sheets for every protected ledger area. Reporting is read-only and cannot change custody, balances, seals, audits, alerts, or kit state.

An Administrator amendment adds audited clarification without rewriting the original event. Resolve a discrepancy alert only through its signed resolution workflow. Routine custody, movement, use, clean audit, receiving, and restock events stay in-app and send no email. Approved exceptions use one latched alert and preserve the exact Administrator recipient list used for the email.

Alpha warning

Use isolated test records unless SVAA has formally activated the regulated production process. Any cross-over into general inventory, missing signature, rewritten event, or unauthorized access is a Critical defect.

---

User Administration and Draft Recovery

What this module is used for

Administration manages user access and safely resolves inactive transaction Drafts without deleting posted history.

Navigate

Home → Admin Functions.

• User Management
• Inactive Transactions
• Agency Branding
• Vehicle Test Builder

Ordering is grouped under Procurement with Receiving and Catalog Data Importer. Narcotics Configuration and Management remains a direct Inventory Team function because it is part of routine inventory operations rather than account or application administration.

Developer-only structural tools open from Advanced Functions → Template Management. All reporting, including transactions, Vehicle Checklists, and inventory seals, opens from Reporting Center rather than Admin Functions.

Create a user

1. Open User Management.
2. Select Add User.
3. Enter unique email and identifying information.
4. Assign the minimum operational role.
5. Set clinical level and default vehicle where applicable.
6. Grant separate narcotics provider, transfer, audit, reporting, or financial permissions only when approved.
7. Save and securely provide the temporary six-digit PIN.
8. Have the user sign in and change it.

Test both visible navigation and direct unauthorized URLs. Hidden buttons are not the security boundary.

Edit, reset, deactivate, or delete

Open the user record to update assignment/permissions, reset the PIN, or deactivate access. An Administrator cannot deactivate their own account. When a user loses Inventory Team access, active issue ownership is released according to workflow rules.

Use Delete User only for an account created by mistake that has no operational or audit history. The application asks for confirmation, prevents an Administrator from deleting their own account, and refuses deletion when the user is referenced by protected records. In that normal historical case, mark the account inactive instead. Deactivation blocks future sign-in while preserving the person's identity on transactions, receipts, counts, checklist responses, narcotics activity, and other accountable records.

Do not share PINs or place them in documentation.

Recover an inactive Draft

After 12 hours without activity, a Draft becomes Inactive—Needs Attention and appears in Home/Admin Functions.

1. Open Inactive Transactions.
2. Select the Draft.
3. Review owner, vehicle/workspace, age, posted lines, pending/error lines, and activity.
4. Prefer safe resume/correction when work should continue.
5. If abandonment is confirmed, choose Administrator close.
6. Enter the required closure reason and confirm.

Posted lines remain permanent. Unposted lines are canceled without movement. The original Provider is not automatically notified when an Administrator closes the inactive Draft.

Recovery rules

• Never edit or delete ledger rows directly.
• Do not recreate a Draft merely because the page refreshed.
• Every line must be posted, voided, or resolved before finalization.
• The parent finalization never moves inventory a second time.
• Use linked reversals or the owning adjustment workflow for completed activity.
• Preserve error and retry evidence.

Navigation and help

Authenticated screens use a destination-named Back control that returns to the owning workflow or list instead of an ambiguous generic Back button. The blue ? opens the in-application guide for the current module. If a screen's Back destination or guide is incorrect, report it as an interface defect; do not rely on the browser Back button as the operational workflow.

Developer tools

Developer access supports Barcode Test under Item Management, plus Quick Procedures, Location Templates, Template PAR Management, and Vehicle Slot Configuration under Template Management. Agency Branding, Vehicle Test Builder, and Catalog Data Importer are available to Administrators from their consolidated function pages. Developer access does not automatically grant operational, narcotics, financial, or reporting permission.

Escalate immediately

Treat these as Critical alpha defects:

• an unauthorized user opens an action or sensitive record;
• a retry creates duplicate transaction/receipt/finalization;
• a Draft mixes two users' work;
• closing a Draft removes posted history;
• a controlled item enters general inventory;
• a correction rewrites an original permanent event.

---

Equipment Quality Control

Purpose

Equipment Quality Control records the scheduled operational check of portable devices. It does not replace maintenance, warranty, repair, or service-contract records.

Who can use it

• Inventory Team members and Administrators can complete tasks and review history.
• Administrators and Developers can configure programs and publish checklist versions.
• Providers do not have access to equipment QC records.

Configure a QC program

1. Open Home → Equipment / Fleet → Equipment QC → Configure QC Programs.
2. Select Add QC Program.
3. Name the program and choose the portable-asset template representing the device type.
4. Choose the monthly weekday and occurrence. LIFEPAK Monitor QC uses the first Monday. Glucometer QC uses the first Wednesday.
5. Choose an optional default assignee. Other Inventory Team members and Administrators retain shared coverage.
6. Save the program.
7. Select Publish checklist.
8. Enter one checklist item per line using type | prompt | required/optional | unit.
9. Publish the version. Publishing never changes prior tasks or completed history.

Supported response types are confirmation, numeric, lot_expiration, pass_fail, notes, photo, and attestation.

Generate monthly work

Run python manage.py maintain_equipment_qc daily with the other maintenance commands. The command is idempotent: it creates at most one task per program and scheduled date. A task includes every active portable asset using the configured template when the task is generated. Its deadline is the Sunday following the scheduled day.

Complete a device check

1. Open Home → Equipment / Fleet → Equipment QC.
2. Open the monthly task and select a device.
3. Complete every required checklist response.
4. Choose a final disposition:

• Passed when all QC checks pass.
• Deferred only with an approved reason.
• Corrected and passed after a failed check was corrected and retested.
• Removed from service when the device cannot pass.

1. Add useful notes and save.

A failed device cannot be left in an unresolved failed state. It must be corrected and passed or removed from service. Removing it marks the portable asset unavailable and creates one Urgent Inventory Issue. A later corrected passing QC is required before the device returns to availability.

Overdue work

A task becomes overdue after its Sunday deadline. One persistent Home alert remains visible while overdue work is open. Routine overdue email is not sent, and task generation does not create duplicate alerts.

History and export

Open QC History to review completed tasks. Each record preserves the exact checklist version used, device, responses, disposition, actor, and completion time. Use Export Excel for the filtered workbook containing QC History and Checklist Detail sheets.

Common problems

• No task generated: confirm the program is active, has a published checklist, and its scheduled date has arrived.
• A device is missing: confirm the portable asset is active and uses the program's configured template.
• Cannot finish a device: complete every required response or choose Deferred with an approved reason.
• Device is unavailable: review its Urgent Inventory Issue and complete corrected passing QC before return to availability.

---

Vehicle Shift Checklists

What this module is used for

Vehicle Shift Checklists give a crew one shared guided readiness check for a Medic position and its currently assigned physical vehicle. The checklist records accountable shift completion while also supporting configured equipment, cabinet, inventory-sample, seal, issue, and Narcotics custody steps.

The checklist does not replace monthly Cycle Counts yet and does not lock users out of other app functions. The Provider start screen shows only current assignment work; prior Completed or Missed outcomes remain available through Administrator checklist reporting.

Who can use it

Providers can create or join an assignment, defer, start, continue, save, and complete a checklist when they are one of its selected crew members. Administrators can review reporting and Medic positions, release an abandoned editing lock, and amend preserved records with an audit reason. Developers can configure and publish checklist versions.

Start or join a shift checklist

1. Open Vehicle Shift Checklist from Home.
2. Select Medic 21, Medic 22, or Medic 23 as applicable.
3. Confirm the physical vehicle currently assigned to that position.
4. Under the duty-period section, select each consecutive block the crew expects to work. The app

combines valid selections into the supported duty span.

1. Select the Primary Provider and Driver.
2. Confirm the assignment.
3. Select Start Checklist, or Defer for Now to return later without blocking the app.

The application reuses an eligible existing occurrence instead of creating a duplicate for the same assignment. A normally exempt standalone overnight period does not create a missed expectation unless an operational checklist is intentionally started.

Continue into another duty period

If the crew learns it will remain on duty, open the current checklist before its deadline. Under Staying for another consecutive period?, select the longer available duty span and choose Extend Duty Span. The application keeps the same checklist, moves its deadline, and permanently records who extended it, the original span and deadline, and the new span and deadline.

When a new consecutive assignment starts, the application can carry the prior completed checklist forward instead of requiring a redundant vehicle check. Carry-forward is allowed only when the Medic position and physical vehicle are unchanged and at least one Primary Provider or Driver remains. The new period is recorded as Completed — Continuous assignment carry-forward and links back to the original Provider-completed checklist. A completely new crew or a physical-vehicle change always receives a new checklist. A missed checklist cannot be repaired retroactively by extending it.

Complete the progressive steps

1. On the overview, select the first unresolved step card.
2. Read the plain-language instruction and enter only the requested response.
3. For cabinet/location verification, scan or enter the configured code exactly.
4. For an inventory sample, review the cabinet and Expected QTY, then enter the whole-number

physical quantity observed.

• If it is below PAR, select the exact usable Supply Room manufacturer/lot and replenish it.
• If it is above PAR, select the exact vehicle manufacturer/lot and return the excess.
• If correction is unavailable or would take Supply Room stock below minimum, add the

nonblocking follow-up and continue.

1. For an equipment or seal step, follow the displayed conditional action.
2. Select Save and Continue after each step.
3. Use Save and Exit whenever the check must be paused. Home then shows **Continue Existing

Checklist**, not an invitation to create a duplicate.

1. When all required work is resolved or truthfully recorded, select Complete Checklist.

Each response saves immediately. The checklist resumes at its first unresolved step. Completed steps, the published template version, crew, vehicle, selected inventory samples, scans, and linked issues remain preserved.

Shared crew and editing safety

Either selected crew member can continue the shared occurrence. Only one person can actively edit it at a time. If another crew member is editing, the screen shows read-only progress. Save and Exit releases the editing lease; an Administrator may release a clearly abandoned lock. A stale page must never overwrite a newer saved response.

Inventory, problems, and controlled substances

• Checklist samples are frozen when the occurrence is created so refresh cannot choose easier items.
• Ordinary inventory discrepancies can create a contextual Inventory Issue without forcing the

Provider to determine root cause.

• General-inventory correction uses each item's current active Supply Room PAR destination.
• Physical count reconciliation and the resulting transfer are permanent audited inventory events;

retries cannot post the same correction twice.

• Controlled inventory never posts through the general checklist adjustment path.
• When the Primary Provider is an eligible Paramedic, the checklist may require authenticated

Narcotics custody. No checklist PIN is requested: the signed-in account already identifies who completed the checklist step. Narcotics opens its own custody workflow for seal review and the required signature, then returns to the same checklist step.

• If the vehicle has no active narcotics kit, the custody step displays a blocking message and a

button to transfer a sealed green kit. After transfer, the return path reopens the same checklist.

Build and publish a checklist

Developers configure future checklists in Checklist Builder. Create a Draft template, add its progressive sections in the order crews should complete them, and then add steps inside each section. The configuration forms use labeled, rounded fields and keep uncommon controls under optional or advanced groups so routine setup stays concise.

• Yes/No and Pass/Fail steps receive their standard answers automatically.
• For Multiple Choice, use + Add Answer and Remove; JSON entry is not required.
• Use the visible position, provider-level, and shift choices to limit a step only when necessary.
• Leave applicability blank when the step should apply universally.
• Use Place Narcotics Workflow Here in the desired section to create the correctly configured,

required and blocking custody step. Selecting that action in another section moves the existing Narcotics workflow there instead of creating a duplicate.

• Use ordinary Add Checklist Step for all other step types.

Review the complete Draft before selecting Publish Version. Published versions are immutable and apply only to future assignments; an occurrence already in progress retains the exact version and frozen steps it started with. To revise a published checklist, copy it to a new Draft, edit the copy, and publish the new version.

Seals

For an intact module, enter the numbered seal you see and select Seal matches and is intact. The number must match the active trusted seal.

If the module is opened, select the exact reason: Seal mismatch, Voluntary inspection, Broken or missing seal, System-required expiration action, or Training. The old seal is retired immediately. Operational openings generate up to five frozen inventory-verification steps; finish those steps before resealing. Training displays a configured-PAR module guide whose items must be acknowledged, but it does not change inventory or satisfy count coverage.

Enter a new unused numbered seal and select Confirm Resealed. The new number becomes the trusted active module seal shared with Cycle Counts. The application permanently preserves vehicle/module, prior and observed seal, reason, open user/time, new seal, reseal user/time, and checklist version.

Reseal equipment outside a checklist

Use Home → Reseal Equipment when a numbered equipment-module seal is opened outside the active Vehicle Checklist. Choose the affected module and reason, then manually enter the observed number; the application never scans equipment seals. Broken/missing, mismatch, expiration-action, and transaction-opened modules require a randomized verification of up to five configured items. Each sample must equal configured PAR before the module can receive a new unique seal. Voluntary inspection and training instead show the complete configured-content guide for acknowledgment and do not create a Cycle Count.

When a finalized replacement transaction puts inventory into a seal-controlled module, the application opens the linked reseal workflow automatically. Select Reseal Now on the transaction completion screen or use the persistent Home reminder later. One event is created per affected module even when several transaction lines entered it. Administrators can review this activity in Reporting Center → Inventory Seal Accountability and its separate Excel workbook.

Reporting and administration

Administrators can open Reporting Center → Vehicle Checklist Report to filter by outcome, Medic position, and Provider, open the preserved occurrence, and export its summary/response workbook. Inventory seals remain in their own Reporting Center report. Medic Positions controls the call sign's current vehicle and applicable equipment. Developers use Checklist Builder to create Draft versions and publish immutable versions for future assignments.

Common problems

• No checklist appears: confirm the user is on the selected crew, the Medic position is active,

a physical vehicle is assigned, and a published checklist applies.

• Another person is editing: ask them to Save and Exit or wait for the lease to expire. An

Administrator can release an abandoned lock.

• Wrong cabinet code: rescan the expected label; do not bypass it with a nearby location.
• No narcotics kit is assigned: use the displayed transfer button, select an available sealed

green kit and the truck-specific Narcotics Safe, complete custody if applicable, and return to the checklist.

• Unable to complete a step: record the truthful failure/unable result. The owning Inventory Issue

or corrective workflow should preserve follow-up without trapping the Provider.

• Checklist remains incomplete: reopen it and finish the unresolved required steps before the

assignment deadline. An incomplete expected occurrence becomes Missed at the deadline.

• No extension is offered: the current span may already have ended, may already be the longest

supported span, or another active assignment may conflict with the proposed extension.