Industry
Healthcare & Emergency
Pre-trip checks, critical fault alerts and constant readiness for ambulances and patient transport.
Overview
What changes for Healthcare & Emergency fleets?
Pre-trip checks, critical fault alerts and constant readiness for ambulances and patient transport.
A demo for your fleetA fleet that must always be ready
At 112 (Turkey's emergency number) stations and in patient transport, the price of a breakdown is not just a service bill but an interruption of service. So servicing a vehicle when it is due, rather than after it breaks down, is a routine, not an option. In vitaFleet, the interval is defined in km, months or both, and whichever comes first sets the due date. For an ambulance that waits on standby, drives little and idles a lot, a calendar interval matters especially: engine oil and fluids wear not only with mileage but with time. Overdue, upcoming and planned maintenance is collected in a single list; a vehicle with a nearing due date shows up as planned before it is put into service. When maintenance happens, the odometer value and date are written to the service record, and the next due date is recalculated from there. So when and with what work each vehicle was serviced is visible at a glance, and the need for a spare vehicle is planned ahead.
- Km and month intervals together
- Overdue, upcoming and planned maintenance in one list
- Bulk plan for all vehicles through a service schedule
Checks at the start of every shift
Checking a vehicle going on duty at every shift handover should be backed by a record. You define your own checklist as an inspection form: tires, brakes, lighting and warning lights, battery, fluid levels, in-vehicle equipment. Shift staff fill in the form on a phone or tablet, with a photo if needed. An item that fails opens a fault record automatically; for a critical-priority fault, an email or SMS goes to the person responsible. So at shift change, a note such as "left turn signal not working" does not get lost; it is closed before the next crew meets it. The checklist can differ by ambulance type: a patient transport vehicle and an advanced life support vehicle do not have the same check items. You define a separate form for each; completed inspections are listed with their dates in inspection history.
- Your own checklist per shift
- A failed item automatically opens a fault record
- Email and SMS notification for a critical fault
Fault priority and downtime
Not every fault is equally urgent: a problem in the cabin air conditioning and a problem in the braking system are not handled on the same day. When a fault is opened, a priority is set; critical ones stand out with a notification to the person responsible and are converted into a work order. Diagnostic trouble codes (DTC) read from the vehicle are kept in the record; recurring and persistent codes stand out in the list, and a fault record can be opened from a code in one step. Because the work order's open and close dates are written into service history, how long a vehicle was out of service is read from dates, not estimated. In a fault record, photos, comments and the linked work order are followed together; who opened the record and when it closed stay in the change history. If you wish, you can define an automation so that when a critical-priority fault is opened, a record field is updated or an email is sent to an address you choose.
- Priority and critical notification on a fault
- Fault record from diagnostic codes
- Service history with work order dates
Documents and inspection on one calendar
The TÜVTÜRK (Turkey's national vehicle inspection), compulsory traffic insurance, comprehensive insurance and emissions test deadlines of ambulances and patient transport vehicles must be renewed before they expire, to avoid going out of service. All documents are kept in the vehicle record with their deadline and file; upcoming ones are gathered in the daily summary email and appear in the renewal list. The driver's time-limited documents, such as license and medical report, are tracked separately in the person record. Because document tracking is tied to the system, not to one person's memory, it does not break down with duty rosters and role changes; a spare vehicle plan for a vehicle going to inspection can also be made in advance. If the institution has more than one station, you can filter the document list by vehicle group; each station manager sees the upcoming deadlines of their own vehicles. When a renewal happens, the new term is entered and the old record stays in history, so the document history is complete.
- Inspection, insurance, comprehensive insurance and emissions in one list
- Driver document deadlines in the person record
- Daily summary email
Parts and equipment stock
Keeping an ambulance waiting over a small part is not acceptable. For frequently replaced parts such as filters, brake pads, bulbs and batteries, you define stock and a critical threshold; when it drops below the threshold you get an alert and a purchase order to the supplier is opened. A part used on a work order is deducted from stock automatically, so stock on paper matches the shelf. Non-medical equipment on the vehicle, such as a generator or a transport stretcher, is recorded separately as equipment; it has its own maintenance reminder, service record and assignment. Stock movements are entered as entry, exit and adjustment; before a critical part runs out, an order can be opened with the supplier. When the order arrives, the received quantity is posted to stock; the stock plan rests on actual consumption.
- Alert at the critical threshold
- Purchase order and supplier record
- Separate maintenance and assignment for equipment
Location, station and dispatch
In fleets with a GPS integration connected, vehicles' last known location and mileage appear on the map; the odometer updates automatically. You define locations such as stations, garages and hospitals and assign vehicles to those locations and to crews. Which vehicle is at which station and under whose responsibility stays in the record; maintenance and document alerts also go to the right person. When a vehicle changes stations or a spare vehicle steps in, it is recorded with the handover date and the responsibility history is not lost. When the responsible person changes or a vehicle is handed to another station, the recipient of maintenance and document alerts changes too. Because vehicles are split into groups, the central manager can follow the whole fleet and the station manager can follow their own group by filtering.
- Last location on the map
- Locations by station and hospital
- Handover history with dates
Accident and incident records
The risk of an accident is higher when driving on an emergency call, and every accident means an interruption of service. An accident record captures the date, place, vehicle and the driver at the time; the scanned report, photos and sketch are stored in the same record. The status of the insurance file and its estimated and actual cost are tracked, and the damage record is linked when the Tramer or comprehensive-insurance statement arrives. Because traffic fines and damage history are visible by driver and vehicle, recurring incidents surface as issues that call for training or corrective action. When the vehicle goes to the shop after an accident, the damage repair is tracked with a work order; repair time and cost are written to the vehicle's history. Because the payment status in the comprehensive or traffic insurance file is seen together with the accident, you know which stage the claim process is at without having to ask.
- Report, photos and sketch
- Insurance file and cost
- Accident and fine history by driver
Cost and accountability
In public or private institutions providing health services, spending must be accountable. Fuel, maintenance, parts, tires and insurance are gathered on the same vehicle; by splitting vehicles into station, hospital or region groups, cost is read by unit. Fuel-card integration turns transactions into records, reconciliation is done against the UTTS statement (Turkey's fuel-station vehicle recognition system), and e-Invoices (Turkey's electronic invoicing system) are imported as service records. A field-level change history is kept; who changed what and when is known, and the record is ready for audit or internal control. Reports can be filtered by vehicle, group and period and exported. When the expenses of vehicles of the same model are compared, it becomes clear which vehicle breaks down often; renewal analysis also supports the decision to replace or keep a vehicle with records.
- Cost report by group
- Reconciliation with e-Invoice and UTTS
- Field-level change history
Focus areas
What do we cover in this industry?
- Shift-based checklist
- Maintenance by mileage and months
- Critical fault notification
- TÜVTÜRK (Turkey's national vehicle inspection) and insurance tracking
- Diagnostic trouble code (DTC) monitoring
- Parts and equipment stock
- Assignment by station
- Cost by unit
How you get started
From setup to your first report
Register your vehicles
Add ambulances and patient transport vehicles, grouping them by station or region, and attach inspection, insurance, and emissions test documents with their deadlines and files. Deadlines that are about to expire appear in the renewal list and are included in the daily summary email.
Set up the checklist
Define the start-of-shift form and add items for tires, brakes, lighting, and in-vehicle equipment. An item that fails turns into a fault record. The form is filled out from a phone, and its history is stored on the vehicle with dates.
Connect notifications
Route email and SMS to the person responsible for critical faults, and choose notification channels in settings. Prioritize faults that come from diagnostic codes too. Repeated occurrences of a diagnostic code are also taken into account when setting priority.
Plan maintenance
Define the interval in mileage and months and apply it to all vehicles with a service schedule; follow overdue and upcoming maintenance from a single list. A service schedule can also be applied later to newly added vehicles.
Track stock and costs
Set thresholds on critical parts so they are deducted from stock through work orders. Total up fuel, maintenance, and parts expenses by station and read them in reports. Reports can be exported and shared for internal audit.
FAQ
The notification goes to the record's watcher; if there is none, to the vehicle's watcher; and if there is none, to managers. Email and SMS channels are chosen in settings; for SMS, a connected service such as NetGSM, Verimor, or Infobip is used. Notification recipients and channels can be changed in settings.
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Let's prepare a demo for your Healthcare & Emergency fleet
We take a few details and get back to you within one business day — no setup fee.