CAROLINE COUNTY
DEPARTMENT OF FIRE-RESCUE, AND EMERGENCY MANAGEMENT
STANDARD OPERATING POLICY
Scope:
EMS Supplies: Ordering and
Inventory Management
Operational Personnel
Authority:
Jason R. Loftus
Policy:
Fire-EMS Chief
SOP #
103.05
Career/Volunteer
Effective Date:
9/12/12
A. PURPOSE
The purpose of this SOP is to establish requirements regarding the management of EMS supplies and
equipment.
B. STANDARD
A Logistics Officer shall be appointed by the Fire Chief. Logistics shall be responsible for the management
of EMS supplies ordered and delivered to fire and rescue stations, and all property distributed throughout
the department. Logistics shall maintain the required central records, accounts, and documentation of
inventories, equipment, and supplies of every station.
C. GUIDELINES
1. The Logistics Division shall maintain a standardized listing of supplies for OEMS compliance which
may be ordered.
2. Standardization of supplies is a necessity for budgetary purposes, field provider proficiency/
familiarity which is the goal of the standardized supply process.
3. Orders outside of the standardized supply listing shall be approved by the Fire-EMS chief or his/her
designee.
4. Items purchased with Volunteer funds shall not be supported by CCFR or reimbursed.
These and all items shall be approved prior to purchase and/or placement on units or
apparatus by the Fire-EMS Chief or Deputy Chief.
5. Allow five days for in-stock items to be delivered to your station.
Where possible coordinated pick-up of supplies shall be utilized to allow for faster
delivery and access.
6. All orders will be signed for by the receiving individual or station representative.
7. Allow up to 10-15 days for items which may have to be ordered or are not routinely stocked.
8. Semi-annually the supply listing shall be reviewed by the Command Staff for accuracy, replacement,
and new items added.
9. All personnel shall be responsible for ensuring that all Virginia OEMS permitted vehicles to which
they are assigned are adequately supplied and that equipment thereon is maintained according to the
requirements of the State and the Department.
10. Each station shall have a designated/assigned an EMS supply officer as a point of contact for all
logistical needs.
District Chiefs shall appoint the designed EMS supply officer at
i. Fire/Rescue Co. 3, Fire Co.4, Fire/Rescue Co.6
Career Officers/Staff will be utilized at the following Companies for the EMS supply
ordering:
i. Rescue Co.1, Rescue Co 2, Rescue Co 5, Fire Co. 5, Fire Co.1 & Fire Co.2
SOP # 103.05
A copy of the items ordered/requested will be emailed to the District Chief of those
stations, upon receipt to CCFR Admin.
11. The designated/assigned EMS supply officers shall:
Shall maintain an inventory of all equipment and supplies assigned to the station.
Shall collaborate with Logistics in the management of station supplies & inventories.
Establish needed shelf quotas for station supplies.
Maintain current station inventory records by adding or deleting items that are
assigned or removed from the station.
Process necessary forms / paperwork on ordering.
Order needed station EMS supplies by completing the EMS Supply order form.
Receive and properly store ordered supplies / equipment.
Ensure the in-date status of IV boxes and Drug boxes.
Plan replacement accordingly.
12. Every effort shall be made to replenish EMS supplies, at the point of patient transfer:
At all Richmond area hospitals, Lee’s Hill Emergency Room & Spotsylvania
Regional Medical Center.
Supply acquisition from Mary Washington Hospital shall only be used as a last resort
when all other supplies have been exhausted.
13. Semi-annually, Logistics shall require an inventory of equipment and property assigned to each
station. Logistics also reserves the right to conduct inventories at their discretion.
14. All personnel shall cooperate with the designated supply officer in the management to station
supplies.
15. Station members / personnel shall advise the station supply officer of needed items to be ordered.
16. All personnel shall use supplies in an economical manner. Any waste or uneconomical use of
supplies shall be reported to the designated supply officer.
D. ORDERING OF EMS SUPPLIES
Normal Routine ordering of supplies - Logistics officer should NOT be contacted by phone for ordering or
EMS supplies. EMS supply officer shall utilize the following procedures for ordering supplies:
1. On-Line (preferred method)
a. Access the order ordering form at: http://www.carolinefirerescue.org
b. Enter in the quantity needed, Date, name etc.
c. Click Submit.
d. Confirmation email sent back & email to DC
2. Fax
a. Utilize a current hard copy of the ordering form
b. Enter in the quantity needed, Date, name etc.
c. Fax to CCFR at 804-633-9832
d. Form will be scanned and Confirmation email sent back & email to DC
3. Phone
a. During business hours call CCFR Admin to place order 804-633-9831 Ext 506
b. A paper order will be completed on your behalf
c. Form will be scanned and Confirmation email sent back & email to DC
EMERGNECY / Non-routine ordering of supplies
Rare situations may arise in which a condition dictates an immediate need for EMS supplies.
1. During such times staff or the EMS supply officer, shall contact the Daily Duty Officer, a Deputy
Chief or the Chief to determine best the course of action in order to maintain system wide resources.
SOP # 103.05