Fleet compliance for healthcare on the move
MOT tracking, daily vehicle checks, grey fleet management, and governance-ready audit trails for NHS trusts, care providers, community health teams, and patient transport services. Built for tight budgets, ageing vehicles, and strict regulatory oversight.
Ageing vehicles, rotating staff, and governance gaps
NHS trusts and healthcare organisations run fleets that are directly tied to patient care. Community nurses visiting housebound patients, district teams covering rural areas, mental health outreach workers, patient transport ambulances — these vehicles must be safe, compliant, and available every day. But fleet management in healthcare is almost always a secondary responsibility, handled by facilities teams, estates departments, or individual service managers alongside their primary roles.
Healthcare fleets face a combination of pressures that makes compliance especially difficult. Capital budgets are constrained, so vehicles stay on the road years longer than planned — accumulating MOT advisories, requiring frequent repairs, and costing more per mile with every passing year. Pool vehicles are shared between rotating shift staff who may not feel personal responsibility for the vehicle's condition. Community staff use personal cars for work journeys without anyone systematically verifying that those vehicles have valid MOT, appropriate insurance, or adequate maintenance.
The governance requirement is non-negotiable. CQC-registered providers must demonstrate that vehicles used in regulated activities are safe and properly maintained. NHS trust boards expect evidence of due diligence over fleet assets. Internal auditors ask for dated records of daily checks, defect management, and driver licence verification — and paper-based or spreadsheet systems rarely produce evidence that stands up to scrutiny. The gap between what governance requires and what most healthcare fleet teams can actually produce with manual processes is where risk accumulates.
For patient transport services, the standard is even higher. Vehicles carrying patients must meet specific condition and safety requirements. Ambulance trusts and private patient transport providers operate under regulatory frameworks that require documented daily checks, scheduled maintenance evidence, and defect management processes. A compliance failure involving a patient transport vehicle is not just a fleet issue — it is a clinical governance issue that can trigger regulatory action.
How Kedra supports healthcare fleet compliance
Compliance automation that fits NHS budgets and satisfies governance scrutiny. No enterprise sales process, no IT integration project — just sign up, add your vehicles, and start producing the evidence that auditors and regulators expect to see.
Automated MOT, Tax & Insurance Monitoring
Kedra connects to DVLA and monitors every vehicle in your fleet — owned, leased, and grey fleet. Alerts fire at 30, 14, and 7 days before MOT or tax expires, giving estates or fleet teams time to book tests and avoid gaps. For ageing NHS fleets where vehicles are approaching their annual MOT cycle, automated monitoring prevents the all-too-common situation where a vehicle with a lapsed MOT is still being used for home visits because nobody checked.
Daily Checks for Rotating Pool Vehicle Users
QR code stickers on each vehicle allow any staff member to complete a walkaround check without an app, login, or training. Community nurses, porters, patient transport drivers, and agency staff scan the code, complete the DVSA-aligned checklist, and submit. Results appear on the central dashboard immediately. For pool vehicles shared between shifts, this creates an accountability record showing who checked the vehicle, when, and what condition they found it in.
CQC and Governance-Ready Audit Evidence
Every compliance event, daily check, defect report, and status change is logged with timestamps and user identification. Generate PDF reports covering any time period, vehicle group, or compliance category for CQC inspections, trust board papers, internal audits, or external regulator requests. The evidence is produced as a byproduct of daily operations — no retrospective data compilation needed when an audit is announced.
Cost Tracking for Vehicle Replacement Cases
Track running costs per vehicle including fuel, servicing, tyres, and repairs. Kedra calculates total cost of ownership and cost per mile, making it possible to build evidence-based business cases when a vehicle is costing more to maintain than to replace. For NHS trusts competing for capital budget against clinical priorities, having hard data showing that a vehicle costs twice per mile what a new lease would cost is the difference between getting the replacement approved and keeping a deteriorating asset on the road for another year.
Compliance tools that work for healthcare organisations
Everything NHS trusts, care providers, and patient transport services need to keep their fleet compliant, their drivers verified, and their governance satisfied.
Fleet compliance that fits NHS budgets and governance standards
Free for up to 3 vehicles. No procurement process. No IT project. No minimum contract. Sign up, add your vehicles, and start producing the compliance evidence that CQC inspectors and trust boards expect to see.
Frequently asked questions
Is Kedra suitable for NHS procurement processes?
Kedra is a web-based SaaS platform that requires no on-premise installation, no IT integration project, and no server provisioning. It does not process patient data or clinical information — only vehicle and driver compliance data. Data is hosted on Supabase (AWS infrastructure) with row-level security and encryption at rest. Pricing is transparent with a free tier for up to 3 vehicles and simple per-vehicle pricing beyond that. No long-term contracts or minimum commitments, which fits within NHS procurement frameworks for low-value digital services.
How does Kedra support CQC and governance audit requirements?
CQC-registered providers must demonstrate that vehicles used for regulated activities are safe, roadworthy, and properly maintained. Kedra provides a complete digital audit trail: dated walkaround check records with driver identification, defect reports with resolution tracking, MOT and tax status history, driver licence verification logs, and service records. This evidence can be generated as PDF reports for inspection preparation or exported for inclusion in governance board papers.
Can community nurses and district teams use the daily check feature?
Yes. The daily check is designed to be simple enough for any staff member, regardless of technical ability. A QR code sticker on the vehicle is scanned with a phone camera. The nurse or care worker completes a checklist covering lights, tyres, mirrors, fluid levels, and bodywork, then submits it. No app download, no login credentials, no training session required. The whole process takes under five minutes and can be done in a car park before the first home visit of the day.
How does Kedra handle pool vehicles shared between rotating staff?
Pool vehicles are common in NHS trusts, community teams, and care organisations where staff rotate shifts. In Kedra, vehicles can be reassigned between drivers easily, and daily checks are linked to the vehicle rather than the driver — so each staff member completes a check before using the pool car regardless of who used it last. The full check history per vehicle shows who checked it, when, and what they found. This provides accountability even when the vehicle has ten different drivers in a month.
Can Kedra help justify vehicle replacement business cases?
Yes. NHS trusts often struggle to secure capital budget for fleet replacement, keeping vehicles on the road well beyond their optimal lifespan. Kedra tracks running costs per vehicle — fuel, servicing, tyres, repairs — and calculates total cost of ownership and cost per mile. It also records MOT advisory history, showing recurring issues that indicate deteriorating condition. This data creates an evidence-based business case for replacement: when a vehicle is costing more to maintain than it would cost to lease or buy a replacement, the numbers make the argument.
Does Kedra track grey fleet vehicles used by community staff?
Yes. Many community nurses, therapists, and social care workers use their own vehicles for work journeys. These grey fleet vehicles carry the same compliance obligations: valid MOT, current insurance that covers business use, and roadworthiness. Kedra tracks grey fleet compliance including personal insurance verification, business use confirmation, MOT status via DVLA, and annual driver declarations. This is particularly important for NHS organisations where hundreds of staff may claim mileage on personal vehicles without anyone verifying that those vehicles are compliant.