First Aid Register

Introduction to the First Aid Register

The First Aid Register module provides a centralized system for managing and tracking all first aid kits and their contents within your organization. This module helps ensure that first aid kits are adequately stocked, regularly inspected, and readily available when needed, supporting workplace safety and compliance.

Effective use of this register allows you to:

• Maintain a detailed inventory of all first aid kits, including their specific location and type.
• Schedule and log inspections to ensure kits are complete and items are within their expiry dates.
• Monitor the operational status of each kit.
• Link corrective actions if deficiencies are found during inspections.
• Keep a log of comments and changes related to each first aid kit record.

Managing First Aid Kit Records

This section covers how to add new kits, manage their lifecycle, and log inspections.

Registering a New First Aid Kit

1. Navigate to the First Aid Register module.
2. Select 'New Record'. A new form will open, typically in a 'Draft' state.
3. Hierarchy: Confirm the correct organizational unit (e.g., Site, Department) is assigned. This is important for organizing records and may affect visibility. Refer to the "Understanding Hierarchy" guide for more details if needed.
4. Enter Kit Details:
   • Location (Required): Specify the exact location of the first aid kit (e.g., "Workshop Level 1, near main entrance").
   • Asset Number: Enter your organization's unique identifier for the kit, if applicable.
   • Size (Required): Select the appropriate size from the dropdown list (e.g., Small, Medium, Large, Travel, Shower/Combination, Portable, Survival, Regular).
   • Type: Select the type of kit from the dropdown list (e.g., Modular, Portable, Wall Mounted, Eye Wash Station, Burns, Snake Bite, Trauma Pack, Light/Heavy Vehicle and Plant, Mobile).
   • Inspection Frequency: Choose how often the kit should be inspected (e.g., After Use, Annual, Bi-Annual). This selection helps in planning and scheduling future inspections.
5. Saving the Record:
   • Select 'Save' to keep the record as a 'Draft' if you need to complete it later.
   • Select 'Submit' to finalize the entry. This usually moves the kit to an 'In Use' status, indicating it's an active part of your first aid provisions.

Understanding Kit Status (Workflow)

First aid kit records progress through different statuses:

• Draft: The initial state for new, unsaved records.
• In Use: The first aid kit is active and ready for use. This status is typically set after submitting a 'Draft' record.
• Archived: The kit is no longer in service (e.g., replaced, disposed of). To archive a kit, open an 'In Use' record and use the 'Remove From Service' workflow button (you may need to select 'Edit' first if the button is not immediately visible). This changes the status to 'Archived', retaining the record for historical purposes but removing it from active views.
• Reactivating an Archived Kit: If an archived kit is brought back into service, find the 'Archived' record (you might need to adjust search filters to view archived records), open it, and select the 'Reactivate' workflow button. This will return it to the 'In Use' status.

For general guidance on submitting forms, refer to the "Submitting Forms" help document, and for more on archiving, see "Archiving Records."

Logging and Managing Inspections

Regular inspections ensure kits are ready for use. Inspections are logged as "Inspection History" entries linked to a specific First Aid Kit record.

1. Open the First Aid Kit record you wish to inspect.
2. Ensure the record is in a state that allows logging inspections (usually 'In Use'). If not already in edit mode, select 'Edit'.
3. Navigate to the 'Inspection History' section.
4. Select 'Log New' (or a similar button) to open the "Inspection History" form.
5. Enter Inspection Details:
   • Inspected By: Select the person who performed the inspection.
   • Last Inspection: Enter the date the inspection was conducted.
   • Next Inspection: Enter the date the next inspection is due, based on the kit's inspection frequency or specific requirements.
   • Details: Add any relevant notes, such as items restocked, the overall condition of the kit, or any deficiencies identified.
6. Submit the Inspection Record:
   • Select 'Save' on the "Inspection History" form if you need to complete it later (keeps it as 'Draft').
   • Select 'Submit' to finalize the inspection log, marking it as 'Complete'.
7. The inspection will now appear in the 'Inspection History' list on the main First Aid Kit record.
8. Remember to 'Save' the main First Aid Kit record if you made direct changes to it or its main fields.

You can view all logged inspections for a kit within its 'Inspection History' section. For attaching files like scanned checklists, refer to the "Adding Attachments" guide.

Linking Actions and Adding Comments

Linking Corrective Actions

If an inspection reveals issues (e.g., missing items, expired supplies) or if other follow-up is needed, you can link these tasks to the Action Management module.

1. Open the relevant First Aid Kit record.
2. Go to the 'Actions' section (often labelled 'Linked Actions').
3. To create a new action, select 'Log New'. Fill out the Action form and submit it. The new action will be automatically linked.
4. To link an existing action, select 'Select' (if available), then find and choose the action(s) to link.

This ensures follow-up work is tracked. For more details, see the "Action Management" and "Linking Records" guides.

Adding Comments

The 'Comments' section on a First Aid Kit record allows users to add notes or a historical log of activities.

1. Open the First Aid Kit record.
2. Locate the 'Comments' field.
3. Add your comment. Entries are typically timestamped and show who made the comment.
4. 'Save' the First Aid Kit record. This is useful for maintaining an audit trail and providing context.

Searching and Reporting

Searching for Kits

Find specific First Aid Kit records using standard search and filter tools:

• Filter by Location, Asset Number, Size, Type, or Workflow Status.
• The Next Inspection Date (from the latest inspection log) may also be a useful field for searching or sorting, depending on your list view configuration.

Refer to general guides like "Searching Records," "Customising Column Headings," and "Saving Search Views" for more on these features.

Reporting

• Exporting Data: Export lists of First Aid Kits to CSV or Excel for offline analysis or audits, if you have permissions. See the "Exporting Data" guide.
• Dashboard Widgets: Summaries or key metrics (e.g., kits overdue for inspection) might be available on dashboards, depending on configuration.