iTRAK Dispatch Module Overview

The iTRAK Dispatch Module is designed to enhance accountability and documentation within your security operations. By streamlining communication and documentation processes, it ensures that all activities are tracked efficiently and transparently. This module facilitates the coordination of security personnel, the monitoring of incident responses, and the management of interactions with external agencies, all while providing comprehensive documentation for potential future needs.

Step 1

Hello, and welcome to the iTRAK training session. Today, we will explore the Dispatch Module. This module is an optional add-on for the iTRAK system, designed to enhance your operational efficiency by improving the management and accountability of security officers.

Step 2

The Dispatch Module aids in tracking security personnel by providing real-time information on their location, activities, and shift status. It also enhances documentation processes by recording critical events and interactions.

Step 3

The module allows for detailed tracking of actions such as dispatching officers to specific locations, recording the time emergency services were contacted, and noting when first responders arrive on the scene. Upon entering the Dispatch Module, you will see five different tabs, with the first being 'Current Dispatches.' This section displays three panels: Current Dispatches at the top, Pending Dispatches in the middle, and Officers at the bottom.

Step 4

The second tab, 'Dispatches,' acts as an archive for all current and past dispatches. You can easily search through and apply filters to find dispatches related to specific incidents.

Step 5

Within the 'Manage Officers' section, you have the capability to manage security personnel details. You can also update their status, such as marking them on duty, off duty, or on a break. In 'Manage Agencies,' you can add external agencies to your dispatch module, linking back to initial references made.

Step 6

This functionality allows you to document interactions with emergency services, including times of contact, arrival, and departure. Furthermore, the Officer's Activity Log provides a comprehensive view of all officer activities, with searchable and filterable options.

Step 7

When accessing a new dispatch in the 'Current Dispatches' tab, you will find numerous dropdown options. You can add notes and include both officers and external agencies to the dispatch.

Step 8

The system allows for the creation of daily log entries and incident reports directly related to the dispatch, providing a comprehensive tool for dispatchers, despite the potential overwhelming nature of the options.

Step 9

To assist dispatchers, the module includes a 'Template' feature located at the top of the screen. This feature allows users to save dispatch templates for recurring situations, streamlining the process by pre-filling relevant details.

Step 10

For example, a routine task like a count room escort can be saved as a template, ensuring consistent location and note details are pre-filled for efficiency.

Step 11

Once the template is selected, you only need to input the name of the count team member and assign an officer. While there are many dropdown options, particular attention should be paid to the 'Dispatch Level,' which is associated with specific timings.

Step 12

The iTRAK system features four dispatch levels. Users can assign expected response times for each level, providing a guideline for how quickly officers should arrive on the scene.

Step 13

These dispatch levels mirror real-life expectations for first responders. Selecting a dispatch level and saving it triggers a timer to track response times.

Step 14

Once a dispatch level is set and saved, a timer begins. If the officer does not arrive within the designated time, a live alert notifies the dispatcher, prompting further action.

Step 15

Communication with the officer is essential if the timer expires, ascertaining the situation and addressing any issues. Dispatch timing is customizable within the Tools menu, allowing organizations to tailor expectations.

Step 16

Adding an officer to the dispatch is simple. By selecting an available officer, such as Christopher Dobson, pertinent details automatically populate, allowing for additional manual entry if necessary.

Step 17

After assigning the officer, you communicate dispatch details over the radio. The officer, like Chris in this example, proceeds to the designated location.

Step 18

Upon arrival, the officer confirms their status. Selecting the officer's name turns it blue and records their arrival in the system.

Step 19

You can choose to maintain simple arrival and clearance statuses or add more detailed contextual notes for each stage of the officer's engagement.

Step 20

This documentation allows you to track the officer's activities upon arrival and at the point of clearance, ensuring comprehensive record-keeping.

Step 21

For example, if the officer makes contact with the individual to be escorted, this can be logged, providing precise timing and actions taken.

Step 22

Once the task is complete, you can log the officer's clearance from the scene, using codes like "All Clear" to finalize the documentation of the event.

Step 23

Accurate documentation is crucial for potential litigation, as it provides verifiable data about officer assignments and actions.

Step 24

Quickly entering information reduces the need for extensive typing. If emergency services are required, you can add the corresponding agency to the log.

Step 25

For instance, if an ambulance is needed, you can log the call and document both the dispatch and arrival times.

Step 26

As EMS arrives on the scene and begins administering medical care, their status is updated in the system to reflect these actions.

Step 27

The presence of medical personnel reduces liability for your team, as they assume responsibility for patient care while you ensure the scene's security.

Step 28

When the medical team departs, their clearance status is updated, such as indicating a guest transport by ambulance.

Step 29

Throughout this process, dispatchers have the capability to create daily log entries and incident reports for thorough documentation.

Step 30

If any media, such as photographs, is collected, it can be uploaded directly to the dispatch record, ensuring all evidence is stored centrally.

Step 31

Under 'Document Control,' additional features are available, and saving a dispatch updates the officer activity log with all recorded actions.

Step 32

Right-click functionality enhances user interaction, allowing adjustments to officer availability statuses and improving documentation and accountability.

Step 33

This system places the responsibility of communication on officers, ensuring they maintain open channels with dispatch and remain accountable for their activities.

Step 34

Timely updates to dispatch are essential, mirroring the necessity of informing a parent of one's whereabouts before engaging in activities.

Step 35

The Dispatch Module facilitates efficient communication and management within security operations. Thank you for your attention, and we look forward to assisting you further in subsequent sessions.