Purpose Statement

The Associated Records section allows users to connect related ePCR and Exposure records to a Fire Incident Report. This helps agencies keep fire, EMS, and exposure documentation connected to the correct incident for easier review, follow-up, and reporting.

Background Information

The Associated Records tab is located at the bottom of the Fire Incident Report form. This tab only appears when the agency is using First Due’s EMS/ePCR module or the Health & Wellness module for exposures.

Users can associate two types of records:

1. ePCR records
   These can be manually linked from the Fire Incident Report. An ePCR may also appear in this section if CAD was downloaded in the ePCR and the Fire Incident Report number was selected.
2. Exposure records
   These must be linked from the Health & Wellness module. Once linked to the Fire Incident Report, the exposure record appears in the Associated Records section.

Required Permissions

Users must have access to the appropriate modules and records in order to view or manage Associated Records.

Recommended access includes:

1. Permission to access and edit Fire Incident Reports.
2. Permission to view ePCR records when linking or reviewing associated ePCRs.
3. Permission to access Health & Wellness Exposure records when reviewing linked exposures.
4. Permission to unlink associated records, if the user is expected to remove incorrect associations.

Exact permission names may vary by agency configuration. Confirm role-based access with your First Due administrator before assigning this workflow to users.

Video

Step-by-Step Guide

Managing ePCR Associated Records

1. Open the Fire Incident Report

   Navigate to the Fire Incident Report that needs an associated ePCR record.

2. Locate the Associated Records Tab

   Scroll to the bottom of the Fire Incident Report form and select the Associated Records tab.

   This tab only appears if your agency is using First Due’s EMS/ePCR module or Health & Wellness module.

   

    

3. Add an ePCR Record

   In the ePCR section, select Add.

   

    

4. Search for the Correct ePCR

   The search window defaults to records from the last 3 days.

   Use the available filters to search by:

   1. Incident number
   2. Number of days since dispatch

   3. Address

      

       

5. Review the ePCR Before Linking

   Select the eye icon to view the ePCR and confirm it is the correct record.

   Review details such as the incident number, ePCR number, date/time, and address.

   

    

6. Link the ePCR

   Select the checkbox next to the correct ePCR, then select Link.

   The ePCR will now appear in the Associated Records section of the Fire Incident Report.

   

    

7. View or Unlink the ePCR

   Once linked, you can:

   1. Select the view icon to open the ePCR.

   2. Select the unlink icon to remove the ePCR from the Fire Incident Report.

      

Managing Exposure Associated Records

1. Review Linked Exposure Records

   Exposure records linked from the Health & Wellness module will appear in the Exposures list.

   Exposure records cannot be added directly from the Fire Incident Report. They must be linked from the Health & Wellness module first.

   For more information, see: Health & Wellness: Documenting an Exposure - Associated Records

   

    

2. View or Unlink the Exposure Record

   Once an exposure record appears in the list, you can:

   1. Select the view icon to open the exposure record.

   2. Select the unlink icon to remove the exposure from the Fire Incident Report.

      

Best Practices

1. Verify the incident number, date, time, group, and address before linking an ePCR.
2. Use the eye icon to preview an ePCR when there is any uncertainty.
3. Adjust the default 3-day filter if the ePCR does not appear in the initial search results.
4. Avoid linking records based only on address when multiple incidents may have occurred at the same location.
5. Confirm that exposure records are linked from the Health & Wellness module, not from the Fire Incident Report.
6. Unlink records only when you are certain the association is incorrect.
7. Review associated records before completing or finalizing the Fire Incident Report to ensure all related documentation is connected.

Troubleshooting & FAQs

Why do I not see the Associated Records tab?

The Associated Records tab only appears when your agency is using First Due’s EMS/ePCR module or the Health & Wellness module for exposures. If your agency uses these modules and the tab is still missing, confirm your permissions with your system administrator.

Why can’t I add an Exposure record from the Fire Incident Report?

Exposure records cannot be manually added from the Fire Incident Report. They must be linked from the Health & Wellness module. Once linked there, they will appear in the Associated Records section.

Why can’t I find the ePCR I need to link?

The search defaults to records from the last 3 days. Adjust the filter by changing the number of days since dispatch, searching by incident number, or searching by address.

How can I confirm I am linking the correct ePCR?

Use the eye icon to preview the ePCR before linking it. Confirm details such as the incident number, date, time, group, and address.

Can an ePCR be linked automatically?

Yes. If CAD was downloaded in the ePCR and the Fire Incident Report number was selected, the ePCR may already appear in the Associated Records section of the Fire Incident Report.

What should I do if the wrong record is linked?

Use the unlink icon next to the associated record to remove it from the Fire Incident Report. Then search for and link the correct record if needed.