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Checklists

AngelTrack's checklists are editable lists of checks that Dispatch assigns to shifts. For example, a wheelchair van shift (usually composed of only a single crew member) can be assigned a wheelchair van checklist, containing all the safety and equipment checks that are to be performed that day. A wheelchair van checklist will contain items like "Fuel level at start of shift", "Number of tiedowns (minimum 8)", "Wheelchair lift tested", and so on.

Checklists can be created for any vehicle type, and for stations too. Usually, morning shifts are given vehicle checklists, and evening shifts are given station checklists ("clean the bathroom", "do the dishes", etc.).

Crew members can work on their checklist throughout the day as time allows, or perhaps you will set policy that checklists are to be performed immediately at shift start.

Crew members can save their work on their checklist at any time, marking it 'finished' or 'unfinished' as appropriate. When a checklist is unfinished, or is marked 'finished' but is actually incomplete, AngelTrack reminds the crew using a bright yellow reminder link. The crew can click the reminder link to finish the checklist.

Supervisors can view any incomplete or complete checklist, past or present. Items not answered are highlighted in yellow, while items below minimum are highlighted in red. Crew members can also use the highlighting, in order to see what needs to be restocked on their truck or at their station.


Customizing Your Checklists

AngelTrack is preinstalled with checklists for wheelchair vans and BLS/ALS units. You will probably want to adjust the minimum levels, and add and remove items, to reflect the your standard loadouts.

Each checklist is composed of an unlimited number of checklist items. Each checklist item has a name, a type (determines the choice of responses), and (optionally) a minimum value. You can use, modify, and delete the built-in items as you see fit, and you can create as many new items as you wish.

There are no limits on the number of checklists, the number of sections in each checklist, the number of items in a checklist, or the number of created items.


Item Types

Each checklist item has a type that determines the choice of responses. These types are:

Type Allowed Responses Keystrokes Per Response
Yes - No No answer, "Yes", or "No"
High - Medium - Low No answer, "High", "Medium", or "Low"
F - 3/4 - 1/2 - 1/4 - E No answer, "F", "3/4", "1/2", "1/4", or "E"
Percentage No answer, or any integer from 0 to 100. Answer must be typed into a text box. ⧫⧫
New - Good - Fair - Poor - Bad No answer, "New", "Good", "Fair", "Poor", or "Bad"
Text No answer, or up to 100 letters, numbers, spaces, and punctuation. Cannot set a minimum value. varies
Number - integer 0-6 No answer, 0, 1, 2, 3, 4, 5, or 6. Choices are presented as quick radio buttons.
Number - integer 0-30 No answer, or any integer from 0 to 30. Choices are presented in a pulldown menu, not quite as fast as radio buttons. ⧫⧫⧫
Number - integer 0-999999 No answer, or any integer from 0 to 999,999. Answer must be typed into a text box. ⧫⧫⧫+
Number - decimal 0.0-999999.9 No answer, or any number, with or without decimal places, from 0 to 999,999. ⧫⧫⧫+
Consumable Level No answer, "OK Full", "OK Middle", "OK Low", or "Below OK"
Expiration Date No answer, or any date ⧫⧫⧫⧫⧫

Choose the item type carefully

When creating new checklist items, pause and reflect on your choice of item type. As you can see in the "Keystrokes Per Response" column in the chart above, some item types require more typing / mousing / touchscreening than others. Some items are qualitative ("good" or "bad") while others are quantitative ("there are six").


Each Item Can Appear in Multiple Checklists

A checklist item can appear in multiple checklists; for example, all of your BLS items should be included in any ALS checklist. Likewise your engine fluids checklist items should be added to all vehicle checklists -- wheelchair van, BLS, ALS, and so on.

Because checklist items are controlled independently of the checklists they appear in, there is less work to do in maintaining multiple checklists; you only have to tweak your checklist items once, and then they will be correct in whichever checklists they appear in.

One minimum value per item

Each checklist item can have a minimum value. While it is convenient to use a checklist item in several checklists, you may need to duplicate it if different minimum values are required. For example, perhaps you require two BVMs in a BLS unit but three in an ALS unit. In that case you must create two separate checklist items, like this:

Item Name Type Minimum
Bag-Valve Masks (BLS loadout) Number - integer 0-6 2
Bag-Valve Masks (ALS loadout) Number - integer 0-6 3

Copying an Existing Checklist

It is easy to duplicate an existing checklist, to serve as a starting point for a new checklist. For example, the built-in BLS checklist is an excellent starting point for creating a new ALS checklist.

Simply choose the "Copy of" option:

Adding a new checklist

All of the sections from the base checklist will be duplicated in the new checklist. Then, all of the items from the base checklist will be attached to the new checklist. No new checklist items will be created; they will simply be reused in the new checklist.


Dividing a Checklist into Sections

Large checklists can be broken up into multiple sections. There is no limit on the number of sections in a checklist, or in the number of items within a section.

Sorting

When executed, the items of a checklist are grouped according to section, and presented in order of the sections' sort numbers. Within each section, items are then sorted according to the items' sort numbers. You can change the sort numbers of both sections and items by clicking the up ⇑ and down ⇓ arrows on the Checklist Edit page.

Group checkoff / Cabinet checkoff

Each section in a checklist has an option to allow "group checkoff". When a crew member is executing a checklist, group checkoff allows him or her to press one button to indicate that the entire section is OK, that it is not necessary to answer each item separately. Group checkoff is used when compartments, bags, cabinets, or rooms are sealed and the crew member verifies the seal is unbroken.

Items OK'd by a group checkoff are counted as 'answered' in all reports of checklist completion rate. They are ignored by all reports of checklist items below minimum, including the Checklist Shortfall Report and Checklists With Problems.


Do Not Reuse or Repurpose Unneeded Checklist Items

You may be tempted to rename and repurpose old and unused checklist items for new situations, as your company policies evolve. Resist the temptation! AngelTrack preserves your answered checklists forever, in case you ever need to prove to an auditor or to a courtroom that your EMS operation was prudent and conscientious. Those older checklist responses retain their links to the included checklist items; therefore if you change the meaning of a checklist item, then you have changed the meaning of the crew's prior responses to it. That may cause older checklist results to become meaningless.

Just deactivate them

Instead of repurposing checklist items that are no longer needed, simply deactivate them by clicking the "Active" button. Once deactivated, the item will still appear in any older checklist responses where it was answered, but it will henceforth stop appearing to the crew when performing checkoffs. And of course you can always reactivated it later if needed.

You can also deactivate and reactivate entire checklists, any time, to suit your business needs.


Checklist


Assigning Checklists to Shifts

Dispatch is responsible for assigning checklists to shifts. Normally this is done when the crew first calls in "on shift", but it can be done at any time. AngelTrack will prompt the crews whenever there is a checklist assigned that is not yet complete and saved as "Finished".

The "you have unfinished checklists" prompts are shown on the Crew Home page. Additionally, if a crew has an unfinished checklist for their vehicle, then a link to it is provided on the Run Call page so that they can work on their checklist on the way to pick up a patient.

Unfinished checklists

A dispatcher can change or remove a shift's assigned checklist(s) at any time. If an assigned checklist is removed from its shift, the checklist answers are discarded.

Enforcing checklist completion

In AngelTrack there are two points of enforcement of checklist completion.

The first and most important enforcement point is the dispatch office. When a crew calls off shift, the dispatcher clicks ⇥End to close out the shift record. If that shift's checklists are unfinished, AngelTrack will display this warning:

Ending a shift with unfinished checklists

The second enforcement point is for companies who allow their crew members to clock out while still on shift. This is allowed by ticking the ☑ Allow clockout while still in a shift checkbox under the Preferences item in the Settings page.

When crews are allowed to do that, they could leave work without the permission of their dispatcher. AngelTrack therefore provides the necessary checklist enforcement: if you untick the ☑ Allow clockout while an assigned checklist is still unfinished checkbox, AngelTrack will not allow crew members to clockout while their shift has any unassigned checklists. (If you allow on-call clockin, then crew members can switch themselves from on-duty to on-call while they have unfinished checklists.)


Station Cleaning Checkoffs and Inventory Checkoffs

Checklists are not just for vehicles; they are also for stations.

AngelTrack has a built-in checklist called "Station nightly checkoff", which can be assigned to the overnight crew that is responsible for cleaning the station. You can easily modify this checklist to meet your exact circumstances.

You can also create checklists for taking inventory of station supplies. Whenever a supply item falls below the minimum, it will be reported to supervision (discussed below) for restock.


Paper Copies

AngelTrack's checklists allow you to go old-school any time you wish. Every computerized checklist form contains a link named "Printer-friendly version" that leads to a black-and-white version suitable for use on a clipboard.

The priner-friendly version will have all current answers filled-in, with  black highlighting  around any answer below minimum. Missing answers are left blank, for you to fill in with a pencil.


Using the Checklists With Problems Report

The Checklists With Problems report shows all checklists that:

The report is a very convenient way for supervisors to see only those checklists that require attention. In addition to supervisors, members of the "Mechanic" role have access to this report, in case they are responsible for restocking vehicles.

Choosing the correct minimum values for this report

Because the report looks for checklist items that are reported below minimum, your checklist items must be written such that the desirable value is higher or greater than the undesirable value.

For example, suppose you create a checklist item for reporting on the cleanliness of the truck. Suppose you create a High/Medium/Low checklist item named "Dirtiness". Suppose you choose "Low" as the minimum value: you don't want the truck's dirtiness to be greater than "Low", right?

The problem with that is, the report looks for answers that are below the minimum value of "Low", rather than above it. Therefore the report will then ignore any reports of Dirtiness="Medium" or Dirtiness="High", because "Medium" and "High" are above the minimum value "Low". That's useless, because if dirtiness was "Medium" or "High", you'd want it to be reported.

The correct way to complete this example is to create a checklist item named "Cleanliness", rather than "Dirtiness". Then set the minimum to "High". That will cause "Medium" and "Low" reponses to appear in the report, because "Medium" and "Low" are below the minimum value "High".

For "Yes"/"No" checklist items, "Yes" is higher than "No". Therefore, a checklist item whose minimum is "Yes" will be reported as a problem when answered "No", but not vice versa. To account for this, "Yes"/"No" checklist items should be written where "Yes" is the desired condition, and then any "No" answer will be reported. For example, use "No new dents or dings", rather than "Any new dents or dings", so that your report can warn you of any "No" answers.


Using the Checklist Shortfalls Report

Checklist Shortfall Report The Checklist Shortfalls Report operates similarly, showing only those items reported below their minimum. When creating your own custom checklist items, you must keep this in mind; the checklist item should be worded so that the higher values are desirable and the lower values undesirable.

The report does not show unanswered items. Therefore, it is best suited for your logistics / restock / supply supervisor, who is only interested in knowing which items on which vehicles require restocking.

Members of the "Mechanic" role have access to this report, in case they are responsible for restocking vehicles.


Checklist Performance Reports

AngelTrack offers two reports for monitoring how well each crew member completes assigned checklists:

Crew Checklist Performance Report

Checklist Performance Report This report shows the performance of all crew members across a selected date range. Each crew members' percentage of completed, incomplete, and unfinished checklists during that date range are shown.

It is a good way of quickly checking to see who the slackers are for a given time period.

Checklist Performance Visualizer Report

This report zooms in on just one crew member, allowing you to see how their percentages of complete, incomplete, and unfinished checklists are changing over time.


Reviewing Past Checklists

Every vehicle and station has its complete checklist history available on the "Checklists" tab of its respective Vehicle Edit or Station Edit page. There is no limit to how far back in time you can look for past checklists.

You can also peruse and review past checklists by using the Ended Shifts and Checklists page, accessible from the Supervisor Home.



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