Track expiration dates within the Vehicle & Station module

While the Vehicle & Station module doesn't display expiration dates or current quantities in a real-time report (see the Supplies module for that), there are several configurations that can be built to log when items are expired or set to expire. Learn more about the different options below.

Summary

There are multiple methods for tracking medication expiration dates in PSTrax. This guide outlines four common approaches that departments use to monitor and manage upcoming medication expirations. Each method varies in complexity and crew involvement, allowing you to select the one that best fits your operational needs.

Instructions

There are four primary methods departments can use to track medication expirations in PSTrax. All methods allow you to identify medications approaching expiration and take appropriate action.

Method 1: Set Alerts for Expiring Medications

Crews set alerts for any medications expiring within a given timeframe (e.g., 60 days), and alert recipients are notified via email or text.

1. Go to your medication checklist.

2. Have the crew check off items that are not expiring.

3. For expiring items, click the red alert icon.

4. Enter notes (e.g., “1 expiring”) or expiration dates.

5. Click Log Checked Items.

6. On the alert form, choose to combine the alerts into one alert (recommended for supplies).

7. Select the alert category (e.g., EMS), priority level, and add attachments if needed.

8. Click Set Alert — the alert will notify designated personnel and display in the system.

Method 2: Input Expiring Medications in Notes and Use Reports

Instead of setting alerts, crews enter expiration notes during checks. Admins can run a custom report to see what needs reordering.

1. Go to your medication checklist.

2. Have the crew check off all items.

3. For expiring items, click the pencil icon and enter a note (e.g., “1 expiring”).

4. Click Log Checked Items.

5. Navigate to Vehicle & Station → Logs and Reports → Custom Reports.

6. Run the custom "Medication Expiration Report".

7. Click the Notes column twice to sort expiring items to the top.

Method 3: Require Earliest Expiration Date in Notes

Crews enter the earliest expiration date for each medication in the notes field.

1. Go to your medication checklist.

2. For each medication, enter the earliest expiration date in the notes field (e.g., “5/30”).

3. Click Log Checked Items.

4. Run the custom report for Method 3 to view all expiration dates.

5. Sort or filter by the Notes column as needed.

Method 4: Separate Line Items for Each Medication Quantity

Each dose or vial is listed as a separate line item. Crews enter expiration dates for each line.

1. Go to your medication checklist with separated line items (e.g., Adenosine 1, Adenosine 2, etc.).

2. Enter the expiration date in the notes field for each item.

3. Click Log Checked Items.

4. Run the Method 4 custom report to view expirations by individual line.

5. Use the Notes column to sort or export data for review.

Need Help?

Let us know which method your department prefers and we’ll help set it up for you.
For assistance, contact help@pstrax.com.