DO
NOT
Remove "Trusted Devices"
from the LP12 if asked. This will stop the monitor from communicating with the
laptop. Do Not click on
"Options" then the "Wireless" button.
Wireless is configured !!!EMS Charts Information Page
LP12 data NOT CORRECT on Emscharts.com web server: There has been a couple of instances of the data that is uploaded from the LP12 to the laptop to the web having the wrong data ( patient ID #)once viewed on the web. If you go to the activity page and the times are wrong please double check the patient id# for your strip attachments. We are currently talking to Physio and Emscharts to investigate /correct the problem. If this occurs to you please send an email to ccemsjmccurry@yahoo.com so we can start to document the frequency of this problem.
Connection goes to 99% on LP12 but will not complete: If you have this problem occur, Reboot the laptop and retransmit the lp12 data. This has corrected the problems in the past. One Theory is that the software is being left active when not on calls and the laptop hibernates and when the unit is reopened it looses the ability to complete the upload. Try minimizing the software when not is use and see if this helps with the problem.
DO
NOT
Remove "Trusted Devices"
from the LP12 if asked. This will stop the monitor from communicating with the
laptop. Do Not click on
"Options" then the "Wireless" button.
Wireless is configured !!!
Stemi Patients Prehospital for web 1/25/07rescue
Mobile Project Presentation Started 9/15 mobile project information to assist employees with using laptops.
** Click on Slide Show (bottom right) once presentation opens. Then Double click to advance slides.
Laptop will not stay charged: Make sure you secure the laptop to the mount in the unit by closing the locking mechanism. This pulls the laptop to the base and secures the connection. Orange light will come on. It is located on the frontpanel of the laptop when inserted correctly.
Also don't forget to plug 110v electrical connection to shoreline when at bases. If in spare unit use the 110v power supply. Don't leave these power supplies in the unit when they are returned to the LEC. Keep at the bases
EmsCharts Mobile: Problem / Solution Page Last Update 9/27/06 Check each week for known problems and possible solutions.
Crew Signature on Electronic Form-(posted 11/21/06)-
It is not necessary to obtain a crew signature on all electronic documentation. The crew box is there and may be used if the crew feels that the documentation warrants the partner to sign. If the primary care giver has the partner (crew) sign, that is acceptable but not required. The employee doing the patient care, completing the PCR, electronically signing and locking the chart is responsible and sufficient for legal purposes. As required by the chart, the crew member's name is listed and should, if asked, be knowledgeable of the call.
Connectivity Issues Continue: If your laptop will not connect to the wireless router, Shut Down the laptop (Not a Restart). You must see the Panasonic splash screen to confirm it is a shut down. This usually corrects the problem. If laptop will not connect the second time shut down the laptop again and unplug the wireless router from the wall outlet ( do not unplug from the router itself). This completely resets the router and the laptop.
EMS Charts Mobile will not recognize the network even with the laptop showing an Excellent Linksys signal strength. Report this problem to A.Pruitte he is aware of this issue and working to correct the problem. Make sure you are showing an excellent signal strength.
Connecting to other wireless connection: You are required not to try and connect to any other wireless network other than at the EMS bases. This is a HIPPA violation due to these connection not being encrypted. Also this only creates more problems when you attempt to to connect to the ems wireless connections.
New Motorola Phones: New phones were issued to all units 9/27. The ambulances do not have a 12 volt charger at this time. The ambulances are scheduled to have a cradle charging kit installed ASAP. You are required to take the phones in and charge with the 110 volt charger that was with the phones. The phone upgrade was due to the upcoming LP12 connection project that will soon be implemented
Help Notes 7/02/2006 7/2 .... Help files to assit you with common problems encountered by crews
Obtaining CAD Times from Fast Access Server 7/2
Page 8 (Help File). 6/20... Help files to assist you with completing page 8
Page 9 (Help File). 6/20 ... Help files to assist you with completing page 9
Overview and Login Information
Yahoo Toolbar Popup Blocker 6/17/06
Emscharts Print Chart Function 6/17/06
Dispatch Information 6/17
Multiple_Patients for Single CAD Dispatch Number
Insert “Dispatch To” on Dispatch Page
Referring_Location Databox Problem
Special Report Requirements for Response Times
Mileage Data Point Requirement
CCEMS to Start Web Based PCR Program
(EMSCharts.com)
Overview: Due to the many changes that PreMIS and NCOEMS has mandated to all ems agencies it has become necessary to change our pcr database. This change over is necessary due to CCEMS limited resources (ie: IT support, database programmers, database administrator, etc). The administrative personnel are in the process of testing / learning the program. During the month on June we will be constructing the database, attending Train the Trainer classes and providing information to ccems employees to assist them in making the move as uneventful as possible.
You may now log on to the site and start your learning curve. The data points are set but the mandatory elements and some of the processes may change (a little). Watch the www.ccncems.com (intranet) web pages to provide useful information.
The target date to start real time data entry is July 1st. All information entered prior to that date will be deleted June 30 prior to starting live data. You will be required to enter three real pcr’s. You will be expected to have them printed and reviewed by administrative staff prior to July 1st. This is to be real data not just meaningless data entry. Please wait to after June 20 ( or untill advised) before you enter any of your three pcr’s due to possible changes to the program. Enter all the dummy information that you need to become familiar with the program.
Start reviewing the data points now and look at the many other features that the web base program has to offer.
First Time Log In: The username will be the ccemsXXX (same as yahoo) format and a password (ccems) provided by emscharts for the first time you log in. After that log in you will be asked to provide your personal password. Also you will need to complete the SS# and a secret question for forgotten password issues.
Website: http://www.emscharts.com
Username: ccemsxxx (your yahoo log in)
Password: ccems (first time)
Once you have completed the log in requirements, take the time to click on Support (left side of screen). Then select Seminars, once the seminars section opens choose the
ID# 210 How to Enter a Patient Record, click on view.
This 8- 10 minutes presentation will assist you in starting to understand the new data entry (pcr) process.
Dispatch Information
Import from CAD
Cleveland County utilizes cad software from a vendor named OSSI. CCEMS has entered into a contract for OSSI to provide the ems cad data to EMSCharts. The initial data string has been constructed and OSSI is finalizing the data string provided to emscharts.
Once the data string information is completed you will have an Import from CAD button located below the Create Blank Chart button that is currently displayed .The selection screen for cad data will look much like the current pcr program looks. Selection will be made based on date/time, unit # and location of call.
You are cautioned about making the correct selection of location of call. Once you complete/lock the call for the FTO to review the chart can not be unlocked for you to make the correct selection. This is an ongoing problem that we currently have, the fto’s send the record back for you to correct. With emscharts are required to input the correct cad data the first time or the wrong information stays with the chart and you will have to explain/correct the pcr in an addendum as to why you have the wrong times on the chart.
For the records you are doing for training you are not required to have cad data. As soon as OSSI completes the data string you will see the Import from CAD button. At that time you will be responsible for having the correct data on each pcr that you complete.
Page 8
Activity Log
Vital Signs, Heart Rhythm, Medication and Procedure Entry Screen. What you assessed and actions you took for the patient care issues based on date/time.
** Nursing Note Concept:: Documentation of Date/Time for each Line Item entry w/comments as needed.
Areas on the Screen
Repeat Vital Signs Button: Will start a second line item entry for the last vitals entered w/o the times.
No Change Button: Adds documentation in the Comments section as “No Change in Patient Status.
GCS: Glasco Coma Score entry.
Protocol: Select the protocol used for each Line Item (if applicable).
Assessed By:Enter the crew member that completed the Line Item that is being documented.
And Action: Select the Medication or Procedure from pull down that you want to document on this line. Use to document who & what was completed for each line entry. Pop Up Blocker must be off for window to pop open and allow you to use this section.
** Times are at top of Actions section for visual aide to assist you in documenting correct times for each Line Item entry.
Page 9
Misc Forms
Left Side of Screen
Misc Forms – State Export—Required
Double Click to Open State Export Form. Form is automatically filled from the entries that you have made while doing data entry. This is just a validation form. Scroll to the bottom of the form and select Save Form. The form will being validation and display any items that you need to correct on the form for it to be accepted by PreMis. After you have corrected any problems and saved the form the Required text will change to Completed-NC.
Other Forms not currently in use at this time
Right Side of Screen
Attached Files Button: Click to open dialogue box, browse to locate the item scanned and saved in local PC documents folder. Once located double click to enter in the file to upload box.
Rename file (if necessary) This file name will stay with pcr file.
Category: Select the correct file type for the file that you are about to upload
Click Upload to start process to add to pcr file
Complete Attachment process for each file needing to be attached.
*** To view attachments to pcr file at any time just click on attached Files button just as if you are going to attach new file but double click on any file you wish to view. Currently security settings will not allow file to be downloaded back for viewing. This will be addressed.
Signature Button: One crew member is required to electronically sign the file before it will lock. This consists of entering your password and SS#. This is a HIPPA requirement for verification of file.
Print Chart: Use the Chart Button and click on Print Chart button (at top of page)
Complete / Lock: Click on button program will start validation process for the chart. If any problems are identified ,click on the line for the problem ,the program will open to the page the problem is located on.
Once all problems have been corrected the program will advise you that the file is Locked and advance to the next QA level (S1) for review.
Addendum: Date/Time, User and Comments (memo field) are available to document items of concern. Addendum will be attached to pcr file. Multiple Addendums are allowed for multiple items of concern at different times.
Charts must be accurate before the Complete/Lock is applied. If any items are omitted at time of creation and the lock is applied then the only way to amend the file is with addendums. Take the time and do documentation correct before locking.
Notes to Assist you with EMSCharts Program.
7/02/2006
Multiple pcr's with one CAD Dispatch Number: If you have multiple patients for one CAD Dispatch number (Event ID#), place an a, b, c etc (ie: 20060702025a) after the dispatch number. This will allow the program to view the dispatch number as not being identical.
Please be advised that we are using the Event ID #
that is located in the top left hand corner of the CAD
screen. This number should be placed on the EMS Charts
form (Page #1)where it asks for the dispatch #. It
should be written in number form with no dashes or
hyphens.
Refusals and Multiple Patient Transports
· All transports from the same scene, i.e. MVC’s can now be put in on the same EVENT ID. You will need to go to the bottom of the dispatch page (PAGE 1) to the navy blue PATIENTS bar and click ADD for each additional patient. This only duplicates the dispatch information and times. You will then proceed as usual and enter assessment and treatment for the patient. When printing the chart, you will have to select each patient separately from Page 1 and print a chart for that patient from Page 9.
· Refusals- Refusal can also be done the same way, the only exception is when you have refusals and transports from the same scene. You will need to do transports on one PCR with EVENT ID and then you will have to begin a new PCR and add an A, B, or C, etc at the end of the EVENT ID.
*Location- Until we are able to pull over from CAD (30-60 Days) you will need to manually enter the address. Most everyone is doing this, but there are still a few who aren't. When responding to a residence, business, etc, you will need to click on the magnifying glass under referring beside the location box on Page 1. This will bring up a pop up box where you can fill in the address. Nursing homes, doctors offices, hospitals are already in the system so all you need to do is select hospital button for hospitals or for nursing homes/dr offices select other, the click the magnifying glass. There will be a pull down tab at the top of the page for common addresses. All nursing homes and most Dr offices are listed in there. Do not leave any data in Business line.
Shift: Enter the correct shift assignment as Upper Case. This will aid when doing searches.
Patient Page, City State, Zip not visible from pull down: Click on the Edit Pencil icon. Enter zip code. Zip code goes in data box on the right side of the state data box. Click on magnifier glass. Click on "Lookup". Fields will auto populate once you have the correct city selected( more than one city may be associated with one zip code).
*Page 7- This page is medications, IV fluids administered PRIOR to your assessment. If the patient took ASA at home, was given meds in the ER or is on drips, this is where you need to enter the information. If YOU start and IV, give meds, etc this information needs to be entered on Page 8, place time in box the select from pull down and click add line.
*Page 8- Remember when adding vital signs you must click add line before it will save them.
State Export Require Changes: If the state export identifies some data points that need changing you need to go back into the chart and make the changes. If you don't the chart keeps the wrong data. The state form is only a validation form and requires little changes. If the data points there are blank that is not a problem. The Primary Care Giver for the crew is the main one that requires change if you don't enter it correctly the first time.
Completed /Locked but forgot to Print: If this occurs contact an administrative person, they can go into pcr and enter a flag that will allow you to open and print chart. Don't forget if chart has a flag attached you can View flag (s) when you open the chart and select View Flag (s) at the top of the chart.
*Page 7- This page is medications, IV fluids administered PRIOR to your assessment. If the patient took ASA at home, was given meds in the ER or is on drips, this is where you need to enter the information. If YOU start and IV, give meds, etc this information needs to be entered on Page 8, place time in box the select from pull down and click add line.
*Page 8- Remember when adding vital signs you must click add line before it will save them.
Obtaining CAD Times
To Use in EMSCharts
Due to the CAD (OSSI) vendor not having the data string available to “push” to EMSCharts it is necessary for employees to manually insert the correct location and date and time information into EMSCharts. This will be a short term requirement due to OSSI being contracted to provide the data string in a timely manner.
Open EMSCharts program and manually enter the dispatch information (Location and Date/Times into your PCR where ever needed).
DO NOT leave Cad Times open. This will lock everyone else out. Get your times and then close the program.
Print copy of ACR (located on page 9), and place in the box at your base. We will be keeping hard copies for one month.
Referring Location Box
In an effort to have the emscharts pcr and the CAD report to be uniform we need to stop putting data in the Business line of the Location box in the Referring section on the Dispatch page. If you use the pull down associated with the addresses just highlight the Business name and delete it.
Only show the dispatched to information in the Location box as Address, City, State , Zip and County
** Nothing needs to be entered in the Business line when your pcr is completed.
Documentation Helps (7/11/06)
Overview: We are experiencing problems locating, advancing and billing the charts that have multiple patients associated with them.
The following guidelines are to be followed.
Transported Patient: Document one transported patient to one emschart pcr. If more than one patient per dispatch event id is needed use procedure (multiple Dispatch Event ID) below for your second pcr for the same dispatch event id#.
No Transport / Refusals: It is acceptable to enter more than one patient for refusals on one emschart pcr number (prid). Remember that you may enter multiple patients with all pages of the chart available to you except the dispatch page. The dispatch page stays the same for each patient entered on the pcr.You may do an addendum for the purpose of documenting location of patient, car#, etc. if the data points do not provide the information that you want to document. This can be done for each patient named if necessary. Attach the correct paperwork to the correct patient name if doing more than one patient on the chart.
Multiple Dispatch Event Id#: If you document more that one PRID for one Dispatch Event ID# you will have to use the dispatch event ID# and add a, b, c etc to the end of the number.
Special Reports Required for Response Times
& Loaded Mileage Requirement
Be aware that the emscharts prg will start requiring "Special Reports" for:
Out of Chute times greater than 2 minutes for Emergency Calls
Response Times greater than 8 minutes for Emergency Calls
The prg will identify the need for the Special Report ,just click on the "File Report" hyperlink to the right side of the warning screen.
Also
The Treated Transported by EMS requires a loaded mileage number. Use whole numbers (no tenths) .
Any other value from the pull down requires a "0" be placed in the Loaded mileage data point.
These values are required due to Billing receiving charts that employees did not change the default value of Treated and Transported by EMS on non billable calls (ie; No Transports, DOA etc. The prg will stop you from locking the chart if these parameters are not correct.