Septic System Care

OUTLINE OF INSPECTION AGREEMENT SERVICE PROCEDURES:
The Service Technician will:
1. Be driving a company vehicle with signage identifying company name.
2. Be wearing a company uniform with company and personal name clearly shown.
3. Be covered by Worker's Compensation insurance, General Liability, and Commercial Auto insurance.
4. Attempt to identify self at front door, or gate.
5. Proceed to location of OSSF equipment
6. Perform service procedures on equipment, as recommended by State and Manufacturer (see manual).
7. Make adjustments, as necessary, to equipment.
8. Check performance of mechanical equipment for the entire OSSF-floats, pumps, blowers, alarms, etc.
9. Check effluent filters, and clean, if appearance justifies same.
10. Check air filters or aspirator shafts, and clean, if appearance justifies same.
11. Make a visual assessment of disposal field(s) looking for clear signs of surfacing effluent.
12. Make necessary repairs, if any, if and only if, not more than $100.00.
13. Prepare invoice for repairs made on the system and explain why repairs were necessary.
14. Leave a MALFUNCTIONING notice if system needs repair/service expected to cost more than $100.00.
15. Document findings on Testing and Reporting Record, sign and date.
16. Leave a copy of the completed Testing and Reporting Record and invoice, if any, at the site, as well as a MALFUNCTIONING notice if applicable, or mail to owner if at different location.
17. Return all other paperwork to office.
The Office Personnel will:
1. Enter all information from the Testing and Reporting Records into customer tracking database.
2. File all paperwork from a MALFUNCTIONING inspection in a tickler file for 3 days after inspection.
3. Except for MALFUNCTIONING inspections, file one copy of Testing and Reporting Record, and invoice if any, in physical record files to be retained for “effective life of system” .
4. Place one copy of Testing and Reporting Record in Agency holding file.
5. Mail the Testing and Reporting Records to each of the appropriate Regulatory Agencies (13), weekly.
6. Mail any other Testing and Reporting Records to Owners, weekly.
7. If contacted by owner re: MALFUNCTIONING inspections, explain the necessary repairs, and the estimated costs.
8. If authorized for the repairs, schedule a service call to the site as well as a re-inspection.
9. When repair invoices and re-inspection are completed, complete all entries into the physical file as well as into customer tracking database.
10. Send the Agency a copy of the completed repairs, with the passing Testing and Reporting Record.
11. If not authorized for the repairs, stamp all copies of Testing and Reporting Record MALFUNCTIONING, and distribute copies.
12. Update the customer tracking database on the maintenance agreement
13. Synchronize the permit, job and owners name. SOS's data to agency.
14. Track customers payments, and apply payments to invoices. Then pass to bookkeeping.
15. Follow up with Agencies about customer notifications from Agencies.
16. Send 90 day, 60 day, and 30 day renewal reminders to customers with expiring contracts.
17. Send expiration notice to owner and to Agency, if not renewed.
18. Coordinate renewal of agreements (where applicable) between tracking and accounting softwares.
19. Provide general and troubleshooting information to owners as requested on an as-requested basis.
20. Provide copies of documents in file to Agencies, as necessary.
21. Provide copies of documents in file to Owners, as necessary.



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