ServicesAmbulance and patient transport
Every ambulance stocked, serviced and ready.
Start of shift checks for emergency ambulances, patient transport and event medical: oxygen, clinical equipment, stretchers and consumables, with make-ready, cleaning, sealed kits, safety notices, deployments, station reserves and licences tracked for you, and insights and a readiness pack from the same records.
Why it matters
Stock runs short between shifts
What is used on a case is not always replaced before the next. A count against par at every check shows the shortfall before the crew is committed to a job.
Clinical equipment has its own service life
Defibrillators, stretchers, stair chairs and suction units each have service and test dates, often held by biomedical staff or a contractor. Crews rarely see them until something is overdue.
Oxygen is a reading, not a tick
Main and portable cylinder pressures belong in the record as numbers, checked against your minimum, so a low cylinder is caught at the start of the shift.
Private fleets are asked the same questions
Patient transport and event medical operators answer to clients and regulators too, usually without a fleet team to keep the records.
A seal says more than a count
A sealed pouch is checked by its seal number and earliest expiry. A broken seal should be plain to the next crew, without a drug count kept outside your register.
Recalls name serials, not vehicles
A safety notice lists models, software versions and serials. Finding every affected unit, and testing it until it is fixed, is easy to lose track of.
Cover moves during the day
A unit on event cover, on mutual aid or moved up to another station changes cover at two stations at once, and a monitor left at a hospital takes a capability with it.
What Escudo Emergency does for ambulance and patient transport
Oxygen and airway
- Main and portable cylinder pressures as readings against your minimum
- The main cylinder gauge photographed
- Outlets, flowmeters and suction checked
- Airway kits checked sealed, counted, or both
Clinical equipment
- Defibrillator self-test, with a photo of the screen
- Pads and batteries tracked by expiry date
- Service dates for defibrillators, stretchers, stair chairs and suction units
- An equipment register with each item’s vehicle and service history
- A daily user check for monitors, AEDs, ventilators and suction, recorded by the check itself. With ambulance switched on, a device not checked today limits its unit on the cover board
Consumables and stock
- Consumables counted against par, cupboard by cupboard
- You choose which shortfalls restrict the vehicle and which are only recorded
- Shortfalls land on the dashboard with the count and par side by side
- Controlled drug registers are not part of Escudo Emergency. They stay in your existing system
Vehicle, lights and siren
- Guided walkaround with framed photos of every side and every tyre
- Emergency warning lights and every siren tone, checked on every template, with a photo of the lights running
- Scene lights, rear floodlights and patient compartment lighting
- Odometer read with a photo, and servicing due by kilometres or date
Handover and defects
- Handover at shift change, accepted by the incoming crew
- Defects with photos and a severity: critical takes the vehicle off run, major restricts it, minor is recorded
- Work orders to the workshop, auto electrician or biomedical team
Make-ready, cleaning and decontamination
- A make-ready record after each restock: cleaning, seal numbers and earliest expiries, oxygen, batteries and stock to par
- Where the station’s cover plan allows it, the oncoming crew accepts the make-ready as their shift check: “Made ready 05:40 by Leon Hart”
- Post-case clean and deep clean records
- Infectious, hazardous materials and CBRN decontamination and biohazard holds, started by anyone from the phone or dashboard. The unit stays off run until an officer signs the clean
Sealed kits and cold chain
- Drug pouches and kits checked by seal number and earliest expiry, never a drug balance
- A broken seal reported from the phone, and the new seal scanned or typed. Until it is replaced the unit is limited, at once or after the time your rule pack allows
- A daily medicines fridge record: the temperature now, the lowest and highest since reset, and alarms
- Schedule 8 balances, administrations and patient records stay in your own systems
Safety notices and recalls
- Notices from the TGA, Medsafe, HSA or the maker, with the models, part numbers, software versions and serials they cover
- Every affected unit found in the equipment register, and each unit’s action recorded with who and when
- While a unit is affected, the notice’s extra test is added to its vehicle as a second check, then removed when the unit is actioned
Cover against plan
- With ambulance switched on, a cover board for each station, worked out on the server from checks, defects, holds, seats, devices, seals, deployments, reserves and licences
- Cover plans for each shift in the station’s local time: the units planned and the minimum for each tier, from emergency and intensive care to stretcher, wheelchair and seated transport, bariatric, paediatric and neonatal
- A unit that can fill several tiers goes to the scarcest one first, so no unit is counted twice
- Each unit In cover, In cover (limited), Not in cover, Held, Deployed or Spare, with every reason listed. Each station Ready, Reduced, Not ready or Not set, across seven lanes: units, crew, clinical equipment, kits and medicines storage, infection control, documents and approvals, and stock and reserves, with an eighth, turnaround, where the station records hospital times
- Planned reductions entered in advance. Each change in cover kept with its cause and when it was restored, a record at each shift start and the last 30 days on the board
- Officers acknowledge a change with what is being done and who was told. Alerts go to fleet managers after 15 minutes and org admins after 60 if nobody does (your rule pack can set other times)
Deployments, hospitals and cases
- Deployments, mutual aid, event cover and activations take their units out of cover until they end or a unit is released
- A move-up counts its units at the station they cover, and not at the one they left
- Exercises and drills recorded with their units, including the time a two-stretcher conversion took
- Where the station switches it on, crews record arrival at hospital and clear, and a unit at hospital longer than your turnaround time shows on the board
- “Case completed” is one tap with no fields. If you set a clean window, a unit with no clean recorded in time is limited
- Equipment left at a hospital limits its unit, and takes away any capability that needs it, until it is recovered
- Times, units and the hospital’s name only: never a patient, a case or why a crew was called
Station reserves and caches
- Oxygen by cylinder size, other medical gases, consumables, linen and PPE counted against par, from the phone or the dashboard
- Days of cover worked out from what you say a day uses, against the fewest days you accept. Medicines are never reserve items
- Major incident and deployable caches counted by two people against what the equipment register says is in them, on the interval you set
- A cache pack for the WHO Emergency Medical Team standards: 3 days for a national deployment and 14 for an international one, with items under 6 months to expiry noted
- No count interval is published for caches and Escudo Emergency does not invent one
Crew, credentials and rule packs
- Seats on each unit (clinician, driver, attendant and the rest) with the competencies and credentials each needs. A seat counts only while the person in it is current
- Registration, practising certificate, recertification and driving record kept as credentials. In Australia a registration still counts in its one-month late period, with a note on the board
- Crew mix rules, for example a paramedic aboard every unit at a station
- Patient transport rule packs for NSW and Victoria (Victoria to confirm). The NSW and Victorian packs cover vehicle age or distance, certificates for the stretcher mount, restraints and 240 V outlets, and two-person crews where the pack sets them
- Packs for Tasmanian and South Australian patient transport licences (South Australia to confirm), Queensland and ACT approvals, New Zealand road ambulance (to confirm), and Singapore’s emergency ambulance and medical transport licences (to confirm), and an operator pack for markets no public rules cover
- The licences and approvals a pack names kept with their dates. Missing or expired, they restrict the documents lane, and a reminder comes before renewal. Escudo Emergency never says one is valid or that its conditions are met
- A beacon-only start of shift check for private patient transport in NSW: an amber beacon and no siren, as NSW Health PD2024_008 sets
- Escudo Emergency records and reminds; the service decides
Insights
- Ambulance insights over the last 90 days or any period you choose, for the stations in view, from the records the board and the crews already keep
- Cover against plan: time Ready, Reduced and Not ready at each station, and how many shifts started Ready
- Unit hours lost by cause: decontamination and other holds, critical and major defects, units set off run by hand, deployments and equipment left at a hospital
- Units off road now, for how long and why, by the records
- Daily device checks for each monitor, AED, ventilator and suction unit, day by day
- Seal breaks against the next reseal of the same kit: within the rule pack’s window, later, or not yet
- Items that expired while still in stock or service, from a kit’s earliest expiry or an item’s own date. Never medicines
- The 1 December registration cliff: everyone in a required seat whose AHPRA registration falls due on 30 November, with the late period and the day the seat goes unfilled
The readiness pack
- One station over any period, printed or saved as a PDF, with its data as a download
- The SHA-256 of the data printed on the pack, so anyone can check the copy they hold
- Cover changes with who acknowledged them and who was advised, shift-start snapshots, units with their capabilities, seats and documents
- Defects, device checks, seal breaks and replacements, holds and signed cleans, deployments and activities, equipment left at a hospital, reserve counts and crew credentials in required seats
- The records listed under the station rule pack’s own headings: NSW PD2024_008, the Victorian regulations, NZS 8156:2019 and the road ambulance contract, the Singapore licence conditions, the Queensland, ACT, Tasmanian and South Australian instruments, or your own lanes
- It lists the records you keep. It is not a finding on any licence condition, approval, contract or standard
On the crew’s phone
- Sign on to a seat on your unit, on station or on call
- Accept the make-ready, start a decontamination hold, report a broken seal and scan the new one
- Put a spare device on the unit when one fails, and take the failed one off to the station
- Arrived at hospital, clear and case completed; equipment left at a hospital and recovered; the station’s reserves counted
- Officers sign the clean that ends a hold on the phone or the dashboard
56 starter checks
- Emergency ambulance and patient transport start of shift, the weekly clinical equipment check and the first response car
- Make-ready, post-case clean, deep clean and decontamination; monitor and defibrillator, AED, oxygen, suction, stretcher and stair chair
- Bariatric, paediatric and neonatal, mass casualty cache and triage pack, CBRN kit, spinal and splinting, infusion pump, drug pouch and cold chain
- Volunteer and branch stations, vehicle swap, motorcycle, bicycle, single responder, remote four-wheel drive, event deployment and a Singapore emergency ambulance check
- Ventilator daily, monitor weekly, battery rotation, airway kit, wheelchair transport, complex patient vehicle, end of shift, make-ready bay and stretcher monthly
- Station gas store, electric unit, paediatric transfer, two-stretcher conversion, major incident support vehicle, surge bus and first response car
- Deployable cache count, pre-deployment and post-deployment, equipment recovery, landing site and a Singapore medical transport check
Fast, and works offline
- Built for gloves and a ten minute window at shift change
- Works in plant rooms, basements and hospital car parks with no signal
- Nothing is lost or sent twice when signal returns
In the field, in real time
Report a fault the moment it is found.
Nobody waits for the next check or a phone call to the station. The crew who finds the problem reports it there and then, and the vehicle's status follows.
- 01Photograph it
From the vehicle screen, any time: on a job, at the hospital, on the sand. Live camera only, never the gallery.
- 02Say how serious
Critical takes it off run, major restricts it, minor is recorded. The crew decides on the spot.
- 03Everyone knows
The status changes on the board, a critical fault raises an alert for the officers in the dashboard, and the workshop has the photo, as soon as the phone has signal.
Live camera
New defect · A12, emergency ambulanceStretcher head end will not lock in the raised positionFound at the hospital between cases
CriticalMajorMinor
Goes off runA12 goes off run until the stretcher is fixed. The team leader and biomedical see it straight away.
A typical check
Emergency ambulance · start of shift
Every item decides what a failure does to the vehicle. That is what turns a form into a readiness system.
An illustration. Your items, limits and outcomes come from your own procedures and equipment, and every template for a vehicle or vessel starts with the lights and siren checks.
ItemTypeOn failure
Emergency warning lights operationalPass or fail, photoFail: restricted
Siren operational, every tonePass or failFail: restricted
Main oxygen cylinder pressureReading, kPa, photoUnder your limit: restricted
Portable oxygen cylindersReading, kPaUnder your limit: restricted
Defibrillator self-testPass or fail, photoFail: off run
Defibrillator padsExpiry dateWarns 30 days out
Stretcher operation and restraintsPass or failFail: off run
Stretcher serviceExpiry dateWarns 30 days out
Trauma dressingsCount against parShort: restricted
GlovesCount against parShort: recorded only
OdometerMeter, photoBackwards refused, big jump flagged
Compliance and evidence
The record your obligations call for
Clinical governance, infection control and medicines management stay with your own procedures. Escudo Emergency records that the vehicle and equipment checks were done, and what they found.
Escudo Emergency never holds patient records, medicine counts, Schedule 8 balances or staff health information. Site ambulances, sealed kits, safety notices and medical responses at a mine are shown in the mine rescue walkthrough.
- Every check kept against the exact template version it was completed on
- An append-only audit log of who did what, when and where, which nobody can edit, including us
- Photos taken on the live camera and stamped on the phone with time, GPS position and compass heading
- A plain evidence rating on every walkaround, so a rushed or incomplete walk stands out
- Service, test and defect history for every vehicle and item of equipment
- Check records exported as a spreadsheet for audits, insurers and investigations
- All data and photos stored in Australia, in Sydney
Also suits patient transport, event medical, first aid services, volunteer stations and industrial and mine site medical teams.
Other services
See it with your fleet
Send us one of your check sheets. We will build it as a walkaround and show you it running on a phone, with the status and records it produces.
Or email us: info@escudoready.com