Electronic Patient Care Report (ePCR) Submission Requirements/Frequently Asked Questions
- Who must submit data?
- All licensed EMS Agencies (Ground Ambulance, Neonatal Ambulance, Air Ambulance, Medical First Responder)
- What EMS responses must be submitted?
- All EMS responses made by any licensed vehicle of any licensed EMS agency.
- All vehicles on each incident must submit ePCRs with appropriate data based on the activity of the personnel on that vehicle.
- Who must fill out the ePCR?
- The medics who run the call MUST be the ones to complete the ePCR, either in GEMSIS Elite directly or in the agency's software that is NEMSIS V3.4 compliant with all National and Georgia Schematron rules visible.
- The medics who run the call MUST complete the ePCR before the end of their current work shift. It is NOT acceptable for the medic to go home before they complete the ePCR and address all validation rules.
- What are the requirements related to data validation?
- All ePCR data must be submitted to GEMSIS Elite directly or via web services single-call import by your software vendor, and must comply with the current NEMSIS National Schematron for Version 3.4 and the current Georgia Schematron.
- Click HERE for the current Georgia Schematron (validation rules).
- Data validation rules are designed to address proper transmission, format, accuracy, completeness, uniformity, integration, validity and accessibility.
- When do EMS responses need to be submitted to DPH via GEMSIS Elite?
- Within 24 hours of call completion (based on eTimes.13)
- Is it acceptable to use paper PCRs as the primary means of collecting data by the medics and transfer that later?
- No, this is not acceptable.
- What if my hardware or software fails?
- In the event of a failure of the EMS Agency’s ePCR software or the hardware used to access the software, the responding crew must complete a paper PCR that is substantially similar to the EMS Agency’s ePCR and the response information must be entered into the EMS Agency’s ePCR software and submitted to the Department within 24 hours of the resolution of the software or hardware failure.
- All ePCR software or hardware failures must be reported to the Department within 12 hours of the failure and must be documented by the EMS Agency in a log that shall be made available for inspection by the Department.
- Who must submit data?
You may reach ImageTrend Support via phone at 888-730-3255 or online at http://support.imagetrend.com.
Important Links for Agencies and Vendors
Documentation Guidance for Various EMS Response Types
EMS Quick Report Form
The Office of EMS and Trauma has established this form to be used by EMS personnel to provide patient care information to the receiving facility upon delivery of the patient until a prehospital care report can be completed and submitted through GEMSIS Elite. This new Quick Report complies with the Emergency Rule listed above.
Notes on the Quick Report Form:
- THIS FORM DOES NOT REPLACE THE NEED TO SUBMIT AN ELECTRONIC PATIENT CARE REPORT (ePCR).
- Agencies should submit ePCRs to GEMSIS Elite within 24 hours of call completion, and hospitals may access those patient care reports on Hospital Hub. To gain access to Hospital Hub, please contact your Regional EMS Director and they will forward your request.
- EMS Agencies may adapt this form and place their agency name on it, as long as the minimal information is kept on this document.
- By using this form (or one substantially similar to it), hospitals are more quickly able to contact the agency and specifically the crews if a patient that they transported tests positive for or is suspected of having COVID-19.
Biospatial (Data Visualizations for EMS Response Data)
The Georgia Office of EMS and Trauma has partnered with Biospatial to provide advanced data visualizations for EMS response data. All EMS agencies are able to access their own data using Biospatial at no cost. To gain access to Biospatial, please contact Dipti Patel (email@example.com). Only the designated EMS Data Manager for each agency will be given access to Biospatial by the Office of EMS and Trauma directly, and the EMS Data Manager can give access to other personnel at the EMS agency.
EMS Data Submission Requirements - GEMSIS Elite Training from Friday, 6/12/2020
A training related to EMS data and Georgia data submission requirements was held on Friday, 6/12/2020. Attendees of the live training were given 1.5 hours of CEUs. To download the PowerPoint for the session, click HERE. The recorded version is posted below.
To obtain CEUs for additional personnel for those who watch BOTH videos posted below, EMS agency training officers (must be listed in LMS as the training officer) must submit the following to Kelly Joiner (firstname.lastname@example.org):
- A letter on EMS agency letterhead attesting to the personnel watching the video (training officer must indicate that they were present with those watching it).
- A roster of those personnel who completed the training - this must be an excel spreadsheet with 2 columns - the first column is Medic ID - this is the correctly formatted medic license ID (i.e. P001234) for the medics, and the second column is the date that they took the training.
Agenda for the Training:
Part 1 (For EMS Agencies and ePCR Vendors) - watch the recording HERE (~1 hour):
- A review of Georgia OEMS Data Submission Requirements
- MFR Submission Requirements
- Timeliness, Accuracy, Completeness, Uniformity, Integration, Accessibility, and Validity – we need them all
- Data resubmissions – Clinical Data vs Billing Data
- Hospital Hub
- Correct Data Elements/Values
- Incident Number vs Response Number vs PCR Number
- Proper Medic License Number documentation
- Georgia VID for vehicles
- Documentation Requirements
- New Travel Questions
- Cardiac Arrest Documentation (CARES)
- Release Schedule/Brief Summary of new Georgia Schematron Rules
Part 2 (For EMS Agencies) - watch the recording HERE (~45 minutes):
- A review of the NEMSIS Data Dictionary and Extended Data Definitions
- Response type requested and Incident/Patient Disposition
- Details of the new Georgia Schematron
- EMS Performance Measures and how to find them
- Data Management Policy - what is it, and what must it include?
- How to ensure you are compliant with data submissions to GEMSIS Elite
- GEMSIS Elite Pilot PCR
- Focus on Systems of Care
Mandatory Components of a Data Management Policy
If you have been told that you need to submit an action plan due to non-compliance with EMS data submissions, click HERE.
All licensed EMS agencies must have a data management policy that addresses the following:
- How the EMS agency will address the following measure types based on their data:
- Name of ePCR vendor
- Name of Data Manager contact (This person MUST be in LMS as the Data Manager, with a phone number and email address)
- Medics must be the ones to complete the ePCRs
- Medics must complete ePCR before the end of the current shift
- Medics must comply with all validation rules (before the end of the shift)
- ePCR data must be submitted to GEMSIS Elite within 24 hours of call completion (based on eTimes.13)
- Calls must be submitted via NEMSIS V3.4 web services to GEMSIS Elite
- Agency Data Manager for NEW agencies must check data submissions daily for 2 weeks, and then weekly after that.
- Agency Data Manager for existing agencies must check data submissions weekly
- Agency Data Manager is checking data for:
- Validity score (calls less than a score of 95 must be corrected and resubmitted to GEMSIS Elite)
- The thoroughness of narratives (select a random sampling for this)
- Call volume in GEMSIS Elite matches call volume in the agency's dispatch log
- Failed Imports (failed imports must be corrected and re-submitted to GEMSIS Elite)
- How the EMS agency will address the following measure types based on their data:
Georgia Emergency Medical Services Information System (GEMSIS)
Georgia EMS Agencies
All Georgia licensed EMS agencies (ground ambulance services, neonatal transport services, air ambulance services, and medical first responder services) must report EMS data using GEMSIS Elite v3.4.0 or any other NEMSIS approved ePCR vendor software in order to be complaint.
For any questions, please contact Dipti Patel at email@example.com.
New Video Highlights Importance of EMS Data
The Office of EMS recently released a two-minute animated video that shows how EMS data can be used to improve EMS systems and patient care at the local, state and national levels. It follows EMS data from the moment it is collected at the scene to when the information is analyzed.
This video, intended for all members of the EMS community, highlights the importance of collecting and sharing accurate information, and the numerous ways agencies, policymakers, researchers and others use it.
Credit: NHTSA Office of EMS
Page last updated 6/5/2020
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