How do I assign users and admins?

To add users to your account, you can click on any vehicle of your choice, then click on the “User Assignments” icon located in the top right area. Once your on the user assignments dashboard, you can assign users by the entire Garage, folders(if you have folders setup), or by a specific vehicle. You can select the “Assignments” button either on the Garage, Folder or on the vehicle itself and click on “Add New Assignment”. This will allow you to enter in the email of the user you want to assign and make them administrators if you want to. If you want to assign a user to all vehicles or folders, its best to assign the entire Garage. After they have been assigned in the user assignments area, you can have all your users create a free account either through the app or on the web portal here: https://autosist.com/portal Once they sign up, they will automatically see the vehicles you assigned to them in the Garage. Be sure they sign up with the same email that you assigned to them in the User Assignments area.

How do I move vehicles/assets into different folders?

1. Click on the folder you want the vehicle/asset to move to 2. Click the small pencil icon that shows up next to the folder name 3. Select the vehicle/asset you want to move into the folder from the list of vehicles on the right hand panel that shows up 4. Click save and the vehicle/asset will then move into that folder Please note this can only be done via the web portal.

How do I customize inspection forms?

You can create as many custom inspections as you want. Simply click on the drop down menu in the top right corner of the web portal and then click on “Inspection Template Editor”.

Can you link with GPS Trackers?

Yes, we have an open API that can link with pretty much any GPS provider out there and can update the mileage into AUTOsist real time. Please contact us for more information on how we can get that set up for you.

How do Reminders work? How do I set one?

You can set reminders and recurring reminders by date and/or odometer. You will get both a push notification and email notification of the reminders you set. Here is a brief tutorial on how it works: https://youtu.be/XcbavwS75mM

Do my records “Sync” across multiple devices? How does it work?

Yes, all your records will sync automatically across any device. The beauty about AUTOsist is that its cloud based. This means that you can access your records anytime, across any device. No matter what device or operating system you have, you can always access your records when connected to the internet. Everything is tied to the email that you signed up with. If you would like to share your records between family/friends/employees, simply use the same login credentials and anyone can manage the account.

How can I change the tracking metrics? (i.e. Kilometers, Hours, Liters, and Currencies)

AUTOsist is a global app and you an change your metrics easily. Simply click into any vehicle on your garage page and select the tools icon located in the top left corner of the app. Click on “Vehicle Settings” and you will be able to change your metrics. For the web portal, you can change it by clicking the “settings” icon next to the vehicle details and picture.

Can I export my records?

Absolutely! You can export your records in multiple ways. Either via the “Export / Backup Data” tool found within our web portal, or through the Service History Report tool. To export your data through the web portal, select the icon in the top right area named “Export / Backup Data”. You will be able to export all your data via Excel as well as have the option to export all the images you have attached to your records as well for backup. You also have the option to export all your services records via the “Service History Report” found in the tools icon in the top left corner of the app. Simply click into any vehicle on the garage page and select the tools icon in the top left corner, then select “Service History Report”. The Service History Report is a compilation of all your records you have stored on the AUTOsist app in the “Service” section. The report is sorted by the date/mileage and can be sent via email in PDF format. This is a great report to run for future buyers to prove that you took care of your vehicle. Here is a brief tutorial on how it works on the app: https://youtu.be/QyNkTnXbttk

Can I import my records into AUTOsist?

Yes you can! You can import vehicle details, service, and fuel records automatically into AUTOsist using our import tool (CSV/EXCEL Format). To access this tool, login via the web portal here and then select the drop down menu where your email is listed in the right corner, and select “Data Import Tool” then follow the instructions on the screen.

Can I transfer my receipts or other records to anyone else?

Yes, you sure can! There is tool that allows you to transfer your vehicle to anyone you please. Here is a brief tutorial on how it works in the app: https://youtu.be/BzfhC4ZV8kM You will be able to select what records you would like to transfer by entering the email address of the person you are sending to. If they are not an AUTOsist member already, we will send them an email to notify them to download AUTOsist and accept the records. Please note that we will NEVER transfer any of your records stored in the GloveBox section.

Where should I store records that are not vehicle specific (i.e. Drivers license, AAA card, etc)?

These files should be stored under the “Personal Docs” tab in the Glovebox section. This will allow you to access these records across multiple vehicles and will not be deleted when you delete a vehicle. You should store vehicle specific docs like registration and title in the “General Docs” tab. These files will be deleted if you delete your vehicle.

What happens to all my records when I delete a vehicle?

When you delete a vehicle, all your records are deleted except for records located in the “Personal Docs” tab in the Glovebox section. Files stored here will stay in your account and should NOT be vehicle specific (i.e. Drivers license, AAA card, etc)

Can I email my records stored on the app? What format does it email in?

Absolutely! All individual records are emailed in JPEG or PDF format.

I forgot my email or password / I want to change my email or password

If you forgot your password, you can go here to reset it: http://autosist.com/portal/login/forgot_password. Please email us at admin@autosist.com if you would like to change your email.

Can I search easily through my records?

Definitely – When you add a record, you should put keywords in the Title and/or the details section. For example, if you have a receipt that you did an oil change, brakes, and maybe a new exhaust. You would want to put those keywords in the Title and/or details of the receipt when so that when you search, it will find those key words.

How secure are my records/data?

We take the security of all the data you input into AUTOsist very seriously. There are multiple levels of security to protect and back up your records/data over our secure infrastructure, including: AES 256 Bit Encryption Secure Socket Layer (SSL) Daily Backups (Automatic) User generated backups (Select “Export / Backup Data” within the web portal)

Does AUTOsist cost anything?

AUTOsist allows you to manage 1 vehicle free with limited cloud storage. If you would like to manage more vehicles and want more cloud storage space, there is a small fee that you need to pay. We have special plans for our fleet customers and you can learn more about those plans by clicking here.

Healthcare Fleet Management Guide: Compliance, Safety & Cost Control

Name: AUTOsist
Brand: AUTOsist
Rating: 4.7 (114 reviews)

AUTOsist Team

Feb 06, 2026

Key Takeaways for Healthcare Fleet Managers

Compliance Is Continuous, Not Occasional
Regulatory requirements and equipment certifications demand ongoing monitoring rather than periodic checks. Digital tracking systems significantly reduce compliance risks.
Preventive Maintenance Protects Patient Safety
Shorter inspection intervals and proactive servicing prevent emergency failures that can jeopardize care delivery and increase liability.
Technology Enables Visibility and Control
Fleet management software centralizes inspections, work orders, and audit records, helping teams maintain readiness across diverse vehicle types.
Cost Control Comes From Smarter Decisions, Not Cuts
TCO analysis, fuel management, and right-sizing fleets reduce expenses without compromising safety or service quality.
Backup Plans Are Essential for 24/7 Operations
Reserve vehicles, vendor partnerships, and cross-trained staff ensure uninterrupted service when unexpected issues arise.
Documentation Is Your Legal Safety Net
Accurate service histories, inspection logs, and equipment certifications protect organizations during audits, insurance reviews, and legal inquiries.

Why Healthcare Fleet Management Requires a Different Approach

Healthcare fleet management sits at the intersection of transportation, compliance, and patient care. Unlike commercial fleets focused primarily on logistics or profit margins, medical fleets must prioritize human life and legal accountability above all else. Vehicles often operate 24/7, carry specialized equipment, and must meet both transportation and healthcare regulations simultaneously. Even a short period of downtime can cascade into missed appointments, overloaded emergency rooms, and increased liability exposure.

Medical fleets also face stricter documentation expectations and higher public scrutiny. A city ambulance fleet, for example, may undergo random safety audits, insurance reviews, and equipment certifications multiple times per year. Managers must maintain precise service histories, inspection logs, and compliance records to avoid fines or service interruptions. This dual responsibility—vehicle performance plus patient safety—requires more structured processes, stronger preventive maintenance programs, and technology support that goes beyond basic fleet tracking.

Types of Vehicles in Healthcare Fleets

Healthcare fleets include a broader and more specialized mix of vehicles than most industries. Each category brings unique maintenance demands, inspection schedules, and operational risks. A one-size-fits-all maintenance strategy rarely works because usage patterns, onboard equipment, and regulatory requirements vary significantly.

Emergency Medical Vehicles

Ambulances and rapid response vehicles represent the highest-risk and highest-priority assets in a medical fleet. These vehicles experience aggressive driving conditions, constant stop-and-go cycles, and heavy electrical loads from medical devices and lighting systems. A single ambulance breakdown during a critical call can cost thousands of dollars in emergency rerouting and overtime staffing. Many fleets calculate that one hour of ambulance downtime can exceed $1,000 in direct and indirect costs when lost service capacity, staffing inefficiencies, and delayed care are considered.

Key maintenance focus areas often include:

Electrical and battery systems supporting onboard medical equipment
Brake and suspension wear due to frequent hard stops
HVAC systems for patient comfort and equipment temperature control
Emergency lighting and siren functionality
Oxygen and suction system inspections

Non-Emergency Patient Transport

Non-emergency medical transport (NEMT) vehicles operate on tight schedules and high daily mileage. These fleets focus heavily on reliability, accessibility equipment, and fuel efficiency. Wheelchair lifts, ramp systems, and securement devices require frequent inspections to prevent passenger injuries and legal claims. Because these vehicles run predictable routes, preventive maintenance scheduling becomes critical to avoid missed appointments and service backlogs.

Mobile Clinics and Specialty Units

Mobile health units and diagnostic vehicles function as rolling healthcare facilities. These vehicles carry sensitive diagnostic equipment, refrigeration units, and power-intensive devices that demand rigorous maintenance routines. Climate control systems and generators often receive as much attention as engines and transmissions because temperature fluctuations can damage medical equipment or invalidate certifications.

Home Health and Community Outreach Vehicles

Home health fleets typically use smaller vehicles but accumulate high mileage and frequent stop cycles. The operational challenge lies in coordination rather than equipment complexity. Maintenance scheduling must align with caregiver availability and patient visit schedules, making flexible yet reliable systems essential.

Regulatory Compliance and Safety Standards for Medical Fleets

Healthcare fleets must comply with transportation regulations and healthcare-specific standards simultaneously. Missing a vehicle inspection or failing equipment calibration can trigger fines, service suspensions, or insurance complications. Compliance management therefore becomes a continuous process rather than a periodic task.

Federal and State Vehicle Requirements

Medical fleets must adhere to DOT vehicle safety standards, state inspection mandates, and emissions requirements. Some jurisdictions also enforce additional accessibility compliance for wheelchair-equipped vehicles. Managers often juggle varying inspection intervals depending on vehicle class and weight rating, which makes centralized tracking essential.

Medical Equipment Certification and Calibration

Medical devices such as defibrillators, oxygen delivery systems, and monitoring equipment require periodic calibration and certification. Unlike standard vehicle parts, these items often follow manufacturer-specific service intervals and require third-party verification. Failing to document calibration dates can invalidate insurance claims or trigger compliance violations.

Documentation and Record-Keeping Requirements

Healthcare fleets face stricter documentation demands than most industries. Records must remain accessible for audits, insurance reviews, and legal inquiries. Many fleets now shift from paper logs to digital systems to reduce errors and improve traceability. Platforms that consolidate inspection data, maintenance history, and compliance reminders—such as digital fleet maintenance systems —help eliminate gaps caused by manual tracking.

Preventive Maintenance Strategies for Healthcare Vehicles

Preventive maintenance is the foundation of safe and reliable healthcare fleet operations. Reactive repairs may save money in the short term but increase long-term risks and unexpected downtime. Medical fleets often adopt tighter service intervals than commercial counterparts because of the higher consequences of failure.

Critical Systems Inspections

Certain components demand more frequent checks than standard passenger vehicles. These systems directly influence patient safety and service readiness. Effective inspection programs typically prioritize:

Electrical wiring and battery capacity supporting medical devices
Climate control systems maintaining equipment stability
Oxygen delivery and suction equipment functionality
Tire integrity and tread depth for emergency braking
Generator and inverter systems in specialty vehicles

Scheduling Maintenance Around Service Demands

Healthcare fleets rarely have extended idle periods, which complicates maintenance planning. Managers often stagger service windows or rotate backup vehicles to avoid service disruptions. Digital maintenance scheduling tools—like those discussed in Preventive Maintenance Inspections for Fleet Vehicles—allow teams to align service intervals with real-world usage rather than static mileage rules.

Emergency Backup Plans

Even with strong preventive programs, unexpected failures still occur. Successful fleets maintain contingency strategies that ensure uninterrupted service. Common backup approaches include:

Maintaining a small reserve fleet for emergency deployment
Establishing rapid-response vendor agreements for critical repairs
Cross-training drivers to operate multiple vehicle types
Pre-arranged rental contracts for short-term coverage

Managing Costs Without Compromising Patient Safety

Healthcare fleet managers constantly balance budget constraints with uncompromising safety expectations. Cutting corners may reduce short-term expenses but increases long-term liability and operational risk. Instead of reducing maintenance, leading fleets focus on smarter cost management strategies that protect service quality.

Total Cost of Ownership (TCO) calculations help managers evaluate whether extending vehicle life or replacing aging units makes financial sense. For example, a vehicle requiring $4,000 in annual repairs plus $3,000 in fuel inefficiency may justify replacement even if its book value appears low. Fuel tracking programs, route optimization, and right-sizing fleets can generate measurable savings without sacrificing safety.

Many fleets turn to structured budgeting frameworks outlined in resources like Best Practices for Fuel Management in Fleet Operations to identify controllable expenses while maintaining compliance and readiness.

Technology Solutions for Healthcare Fleet Management

Technology plays a transformative role in modern medical fleet management. Manual spreadsheets and paper checklists struggle to keep pace with regulatory complexity and round-the-clock operations. Digital fleet platforms centralize data, automate reminders, and provide visibility across all vehicle categories.

Key technology capabilities that benefit healthcare fleets include:

Automated preventive maintenance scheduling based on mileage and engine hours
Digital inspection forms that standardize safety checks
Real-time diagnostics that flag issues before breakdowns occur
Compliance dashboards for audits and certifications
Centralized work orders and parts tracking

Fleet management software such as AUTOsist enables healthcare organizations to consolidate inspections, service records, and compliance reminders into a single system . This approach reduces human error, improves audit readiness, and ensures vehicles remain service-ready even under heavy workloads.

Real-World Challenges and Solutions in Medical Fleet Management

Healthcare fleet managers face persistent operational challenges that demand creative and structured responses. Unexpected breakdowns during patient transport remain one of the most stressful scenarios, often triggering emergency rerouting and staffing disruptions. Aging fleets add further strain as maintenance costs climb and parts availability declines.

Staffing shortages in maintenance departments also create bottlenecks. Without adequate technicians, preventive schedules slip and minor issues escalate into costly repairs. Third-party medical equipment vendors introduce coordination complexity because vehicle service timelines must align with equipment certification schedules.

Practical solutions often revolve around stronger planning and better data visibility. Fleets that adopt digital inspection workflows, centralized maintenance records, and predictive diagnostics typically reduce downtime and improve service continuity. Articles such as Fleet Vehicle Maintenance: The Complete Guide to Maximizing Uptime and Minimizing Costs highlight how structured systems transform reactive operations into proactive management.

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