Inspection Assistant

What this assistant does

Bring the inspection history into one review brief

The Inspection Assistant supports Health Department staff preparing for inspections and reviewing corrective-action updates. It organizes authorized inspection reports, recorded violations, follow-up notes and submitted improvement evidence. It distinguishes reported corrections from inspector-verified findings so staff can see what still needs attention.

From inspection history to informed follow-up

1. Identify the inspection record. Locate the facility or other inspected entity using approved identifiers in SBS Portals. If records may refer to different entities, flag the match for staff confirmation instead of combining histories automatically.
2. Build the history. Summarize prior inspection dates, recorded findings, cited requirements and corrective actions from permitted sources. Link each item to its original report or staff entry. Preserve the original wording where interpretation matters.
3. Compare reported improvements. Organize submitted correction notes, documents and photographs alongside the corresponding finding. Identify what the submitter claims has changed and what evidence is present. A submitted photograph or statement is not treated as proof that a violation is resolved.
4. Flag gaps and unresolved items. Highlight findings still marked open, missing evidence, conflicting statuses and recorded follow-up dates requiring attention. Surface similar findings across inspections for staff review without assigning a risk score or inferring a new violation.
5. Prepare the inspection brief. Present a timeline, finding-by-finding comparison, evidence references and questions to verify during the inspection. Use the department-approved checklist; inspectors determine the inspection scope and priority.
6. Support the authorized follow-up. After staff record their findings, draft the follow-up summary and route assigned tasks through SBS Portals. Only authorized staff confirm corrective actions, close findings or approve official notices. Retain the distinction between prior records, reported changes and newly verified observations.

Example: a correction reported but not verified

A previous inspection records a maintenance issue. The operator later uploads a photograph and reports that repairs are complete, but no inspector verification is recorded. The assistant places the update beside the original finding, marks it as reported rather than verified, and adds it to the inspection brief for follow-up. The inspector determines whether the correction is sufficient and whether the finding can be closed.

What inspectors receive

The brief includes a dated inspection history, open findings, reported improvements, evidence links and unresolved questions. Missing records and uncertain matches remain visible. The assistant does not certify compliance or replace an on-site assessment.

How it works with SBS Portals

Configure access to approved inspection records, corrective-action submissions and staff notes. Attach the review brief to the inspection task, route clarification requests for approval, and track authorized follow-up work in the existing SBS workflow. Access to sensitive records and official status changes remains governed by department permissions.

Configure around your inspection program

Start with one inspection program, its approved checklist, status definitions, evidence requirements and staff roles. Test records with repeated findings, incomplete evidence, conflicting updates and missing history. Staff approve changes to criteria and escalation procedures before the assistant uses them.

Can be configured to

• Organize authorized inspection history and recorded violations
• Link prior findings to their source reports and staff entries
• Compare reported improvements with the corresponding findings
• Distinguish submitted evidence from inspector-verified corrections
• Flag open items, missing evidence and conflicting statuses
• Prepare an inspection brief with follow-up questions
• Route staff-approved follow-up tasks and retain history in SBS Portals