Purpose Statement

The AI Assistant helps personnel document fire incidents by converting command logs, typed notes, or verbal dictation into structured incident report data.

After analyzing the information provided, the AI Assistant can identify incident details, populate applicable report fields, and generate a narrative. This process can reduce manual data entry while helping personnel complete reports more efficiently and consistently.

Personnel remain responsible for reviewing the AI-generated information and confirming that the final report is complete and accurate.

Background Information

The AI Assistant is available from within an incident report. Information can be provided to the assistant in three ways:

• Importing logs from the Incident Command Board
• Typing incident details into the transcription field
• Verbally recording incident details using talk-to-text

When Incident Command Board data is available, command logs can be imported directly into the AI Assistant. Imported command log data is limited to 10,000 characters.

After the information is analyzed, the AI Assistant organizes the extracted data into applicable report sections. Depending on the incident and the information provided, this may include:

• Dispatch information
• Incident types
• Location information
• Size-up information
• Scene information
• Suppression activities
• Appliances or equipment used
• Fire extension
• Damage
• Cause determination
• Resources
• Actions taken
• Incident narrative

For better results, describe the incident using language that corresponds with the report fields or data boxes you want completed. For example, clearly state the dispatch time, incident type, location, size-up, suppression actions, damage, resources, and patient disposition. Providing information in this format helps the AI Assistant place the extracted data into the appropriate sections.

Required Permissions

Users must have access to the applicable incident report and permission to enter or edit incident documentation.

The specific First Due permission names required to access the AI Assistant were not identified in the provided transcript. The AI Assistant must also be enabled for the department.

Importing command logs requires the department to have the Incident Command Board module and the user to have access to the applicable command board record.

Contact your department administrator or First Due Client Success Manager to confirm the permissions and module configuration required by your department.

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Step-by-Step Guide

1. Open the Incident Report and AI Assistant

Open the incident report that you want to document.

Locate the AI Assistant in the lower-right corner of the incident report and select it.

2. Choose How to Provide Incident Information

Provide the incident information using one of the following methods:

1. Verbally record the incident details using talk-to-text.
2. Import command logs from the Incident Command Board.
3. Type the incident details into the transcription field.

3. Import Incident Command Logs, When Applicable

When your department has the Incident Command Board module and used it during the incident:

1. Select Import Command Logs in the upper-right corner of the AI Assistant.
2. Use the available filters to locate the applicable incident.
3. Select the incident.
4. Import the command log data.

The imported information appears in the AI Assistant transcription area.

Command log imports have a 10,000-character limit.

4. Type or Verbally Record the Incident Information

When command logs are unavailable, enter the incident information by typing it into the transcription field or recording it verbally using talk-to-text.

To type the incident information:

1. Select the transcription field.
2. Enter a detailed description of the incident.
3. Review the information for accuracy and completeness.

To verbally record the incident information:

1. Select Record.
2. Clearly describe the incident in chronological order.
3. Include all relevant response, scene, suppression, patient care, and disposition information.
4. Stop the recording after the description is complete.
5. Review the transcription for accuracy.

Include relevant operational information such as:

• Dispatch date and time
• Address or incident location
• Units dispatched
• Primary, secondary, or tertiary incident type
• Conditions found upon arrival
• Command establishment
• Initial size-up
• Scene information
• Suppression actions
• Hose lines, appliances, or equipment used
• Fire extension
• Property or vehicle damage
• Cause determination information
• Patient care and transport
• Assisting agencies and resources
• Road closures
• Incident stabilization
• Transfer of command or scene responsibility

For better results, speak directly to the report boxes or data fields you want the AI Assistant to complete. For example, state, “The primary incident type was a vehicle fire,” “The size-up was two vehicles with moderate damage,” or “Law enforcement assisted with closing the roadway.” Clearly identifying the type of information being provided can help the AI Assistant place it into the appropriate report section.

5. Analyze the Incident Information

After entering a complete incident description, select Analyze.

The AI Assistant reviews the transcription and displays the information it extracted in the response section.

6. Review the Extracted Data

Review each section of the AI-generated response.

Depending on the information provided, the response may include:

• Dispatch details
• Primary, secondary, or tertiary incident types
• Updated location information
• Size-up details
• Scene information
• Suppression activities
• Appliances or equipment used
• Fire extension
• Damage
• Cause determination
• Resources and assisting agencies
• Actions taken
• A generated incident narrative

Confirm that the AI Assistant interpreted the incident description correctly before applying the information to the report.

7. Edit the Extracted Data

When information needs to be changed, select Edit in the response section.

After entering edit mode, you can:

• Select an individual field and change its value.
• Open a field in another tab when that option is available.
• Remove an individual line by selecting its trash can icon.
• Remove an entire section by selecting the trash can icon for that section.

Review all changes before continuing.

8. Save the Edited Response

After making the necessary adjustments, select Save.

The updated response remains available for review before it is applied to the incident report.

9. Revise the Original Transcription, When Necessary

When important information is missing from the original transcription:

1. Return to the transcription section.
2. Select Edit.
3. Type or verbally record the additional information.
4. Select Analyze again.
5. Review the newly extracted information.

When adding information, clearly identify the report field or data category it relates to. This may help the AI Assistant produce more accurate results.

10. Apply the Information to the Incident Report

After confirming that the extracted information is accurate, select Apply.

The AI-generated information is added to the applicable fields within the incident report.

11. Complete the AI Survey

After selecting Apply, an AI feedback survey appears.

Select the response that best reflects the quality of the extracted data, and then submit the survey. This feedback helps improve the AI Assistant.

12. Verify the Updated Incident Report

Review the incident report fields populated by the AI Assistant.

Confirm that:

• Information was entered into the correct fields.
• The generated narrative is accurate.
• Times, units, locations, and incident types are correct.
• Suppression and patient care activities are complete.
• Assisting agencies and resources are documented.
• No unsupported assumptions were added.
• Information is not duplicated within the narrative.
• All department documentation requirements have been met.

Make any final corrections directly within the incident report.

The AI Assistant can be used multiple times while completing the report. Information applied during later uses may be added to the overall narrative, so review the complete report after each use to prevent duplicated or conflicting information.

Best Practices

• Provide incident information in chronological order.
• Clearly identify the report boxes or data fields you want populated.
• Use phrases such as “dispatch information,” “primary incident type,” “size-up,” “scene information,” “actions taken,” and “patient disposition” when describing the incident.
• Include specific units, times, locations, actions, and outcomes.
• Clearly identify when command was established.
• Describe the conditions found upon arrival.
• Identify the hose lines, appliances, tools, or equipment used.
• Document patient care and transportation without including unnecessary information.
• Identify assisting agencies and their actions.
• Review talk-to-text transcriptions before selecting Analyze.
• Review every AI-generated field before selecting Apply.
• Remove irrelevant information instead of applying it to the report.
• Follow department policies and applicable reporting requirements.
• Use the AI Assistant as a documentation aid, not as a substitute for the report writer’s professional judgment.
• Complete the AI survey accurately to help improve future results.
• Review the final narrative for duplicated information when the AI Assistant is used more than once.

Do not:

• Apply information without reviewing it.
• Assume that every AI-generated field is correct.
• Include unsupported conclusions about fire cause, damage, or patient condition.
• Rely on AI-generated content to replace required investigation or documentation procedures.
• Import more than 10,000 characters of command log data at one time.
• Include sensitive or unnecessary information in the transcription.

Troubleshooting & FAQs

Why is the Import Command Logs option unavailable?

Your department may not have the Incident Command Board module, the module may not be enabled, or your user role may not have access to the applicable command board information. Contact your department administrator.

Why can’t I find the incident when importing command logs?

Confirm that the Incident Command Board was used for the incident. Adjust the available filters and verify that you are searching for the correct incident.

Why wasn’t the entire command log imported?

The command log import has a 10,000-character limit. Reduce the amount of information being imported or manually enter the most relevant additional details.

Should I type the information or use talk-to-text?

Either method can be used. Type the information when you prefer to enter and review the details manually. Use talk-to-text when it is faster or more convenient to verbally describe the incident.

How can I improve the AI Assistant’s results?

Describe the incident in chronological order and clearly identify the report fields or data categories you want completed. For example, specifically state the dispatch time, incident type, location, size-up, suppression actions, resources, damage, and patient disposition.

What should I do if the talk-to-text transcription is incorrect?

Select Edit in the transcription section and correct the text. You can also record the information again. Select Analyze after the transcription has been corrected.

What should I do if the AI Assistant extracted incorrect information?

Select Edit in the response section. Correct the applicable fields or remove incorrect entries by selecting the appropriate trash can icon. Save the changes and review the response again.

Can I remove an entire section from the AI-generated response?

Yes. While editing the response, select the trash can icon associated with the section you want to remove.

What should I do if important information is missing?

Return to the transcription section, select Edit, and add the missing information by typing or verbally recording it. Clearly identify the report field or data category associated with the new information. Select Analyze again and review the updated response.

Does selecting Analyze automatically update the incident report?

No. Selecting Analyze generates a response for review. The report fields are not updated until you select Apply.

Can I use the AI Assistant more than once in the same report?

Yes. The AI Assistant can be used multiple times. Review the entire report and narrative after each use to ensure the added information is accurate and not duplicated.

Does the AI Assistant replace the report writer’s review?

No. The report writer is responsible for verifying the accuracy and completeness of the final incident report.

Why don’t I see the AI Assistant?

The feature may not be enabled for your department, or your user role may not have the required access. Contact your department administrator or First Due Client Success Manager.