Vehicle Damage Logs

AngelTrack maintains a damage log for every vehicle in your fleet. Crews can check the damage log of their assigned vehicle, and submit reports (with photo) of new damage. These reports appear in a supervisory queue for review and further action.


Fender bender


Separate Log for Every Vehicle

Each vehicle has its own damage log, viewable under the "Damage" tab of its Vehicle Edit page. From that tab, you can view pictures, edit entries, add new entries, and mark off (deactivate) items that were repaired.

Supervisory access is required by the Vehicle Edit page. Therefore, non-supervisor crew members do not have the authority to edit or to deactivate items in the log. They must use the Damage Card (shown below) which can only view and add damage records. If a crew member accidentally submits a duplicate record, a supervisor must delete it.


Damage Cards

The Vehicle Damage Card is the interface for crew members.

With it, they can review descriptions and photos of current damage, and submit new damage reports. They cannot edit or deactivate entries already in the log.

On the crew member home page is a link to the Vehicle Damage Card. When opened, the card shows the crew member's currently assigned vehicle... but the crew member can view the card of any vehicle assigned to the same station. In this manner, crew members can report damage to every vehicle in the parking lot, not just to their own.


Supervisor Acknowledgement of New Damage

All new reports of vehicle damage -- be they submitted from a Vehicle Damage Card or from a Vehicle Edit page -- appear in the report for supervisors, named Vehicles With New Damage. How supervisors react to new damage reports is a matter for company policy, outside the scope of AngelTrack.

Items remain in the report until a supervisor clicks the "Acknowledge" button to indicate that the matter has been dealt with. Supervisors can also edit and delete items right from the report, if -- for example -- one of the submitted items is a duplicate, or is missing some information.

Automatic creation of incident record

If you wish to turn a vehicle damage report into an incident record suitable for a disciplinary writeup, click the "Incident…" link in the grid. AngelTrack will fill in most of the incident record, and include the damage photograph (if any) as an attachment.


Blame

If blame is known, it can be recorded in the damage record, as well as an indicator of whether the blame is certain or merely suspected. When an employee is blamed for vehicle damage, the damage record shows up under the "Vehicle Damage" tab of the employee's Employee File page.

Best practice is to survey each vehicle thoroughly prior to assignment to a particular employee or crew. Thereafter, all new damage to that vehicle is presumed to be the fault of the assigned employee/crew. The burden of proof then shifts to the employee/crew to explain any new damage, if they claim that it is not their fault.


Repairs

When damage is repaired, AngelTrack's damage log must be updated to reflect this. Visit the Vehicle Edit page of the vehicle in question, select the "Damage" tab, find the record of the damage that was repaired, and click the associated "Status" button. The record's status changes from "Active" to "Inactive"... and the record will no longer appear in damage reports and cards.

All damage cards and reports in AngelTrack have the option to show inactive (repaired) damage records, in case you wish to review old damages later.


A Unified Policy for Placing Blame

The aforementioned features are designed with a goal in mind: a unified policy for placing blame in the vent of vehicle damage.

In EMS it is notoriously difficult to identify the responsible party when vehicle damage is noticed, because it is usually noticed one or two shifts after it occurred. The responsible crew member can safely hide in this ambiguity, and so will intentionally fail to report it. Even if the damage is noticed the very next morning, the guilty party will simply claim "I have no idea where that came from, nothing happened during our shift, so it must've happened the day before."

AngelTrack's vehicle damage logs allow you to write policy that incentivizes crews to carefully inspect their truck each morning, and thereby identify exactly which shift caused any new damage.

Once crews are trained on AngelTrack and know how to use the damage cards, publish this policy:

Each crew is responsible for inspecting their vehicle each morning, using the Vehicle Damage Card in AngelTrack to walk around the vehicle and note any new damage.

When new damage -- not recorded on the card -- is found during the walkaround, it is presumed to have occurred during the prior day's shift.

When new damage -- not recorded on the card -- is found by a supervisor later in the day, or in the evening, it is presumed to have occurred that day.

Therefore, to avoid being blamed for new vehicle damage, take care inspecting your vehicle at the start of each day. The damage card protects you from being wrongfully accused, so use it every morning.

(This policy is already pre-loaded as a built-in announcement in your AngelTrack cloud server. All you have to do is activate it.)

Now all the proper incentives are in place. Crews know that they can be blamed for any new damage that they miss during their inspection, so they will make sure that their inspection is appropriately thorough. And management now has the ability to credibly place blame, since crews have adequate tools to protect themselves from wrongful accusations.

You will need to collect signed waivers from all employees, giving their consent to have vehicle repair costs deducted from their paychecks. You can use this Wage Deduction Form (Microsoft Word) as a starting point for your own form. Be sure to vet the form with your legal team before you present it to employees.

Clear it with your legal team first

Before publishing this policy, and before collecting any signatures on wage deduction forms, consult your legal team and get their blessing. Labor laws vary greatly by state, and the aforementioned policy ideas may be outright illegal in your jurisdiction.



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