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Fire Incident Setup - EMS Module (NFIRS): Signatures Language

Purpose Statement

The Signature Language feature in the Fire Incident Setup EMS Module enables departments to pre-populate customizable text that appears when collecting signatures during incident documentation. This feature streamlines the signature collection process by providing standardized, pre-written language for various signature scenarios such as refusal of transport, treatment consent, or release forms, ensuring consistency and compliance across all incident reports.

Background Information

Signature Language is configured within the Fire Incident Setup under the EMS Module and allows administrators to create formatted text templates that will be displayed to patients, witnesses, or other parties when their signature is required during incident documentation. Each signature language entry is tied to a specific "reason for signing" and can be created in multiple language labels to accommodate diverse populations.

The feature includes a built-in form builder with rich text editing capabilities, allowing administrators to format text with bold, italics, bullet points, numbered lists, headings, quotes, and hyperlinks. The form builder provides both preview and live view modes to ensure the text appears correctly before deployment. Once created, signature language entries can be edited or deleted as needed, and departments can manage multiple entries for different signature scenarios.

It is important to note that each reason for signing can only have one entry per language label. If a duplicate reason is attempted, the existing entry must be edited rather than creating a new one.

Required Permissions

Based on available permission data, users will need access to fire incident setup capabilities. Specific permissions that may be relevant include:

  • Incident Reporting Fire Incident Setup

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Step-by Step Guide

1. Navigate to Fire Incident Setup via the Incident Documentation Module.
 

 
2. Click on EMS Module.
 
Click on EMS Module
 
3. Look for Signatures Language.
 
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Info:

Signatures language allows organizations to display text that will be presented to the signee when signing the report. In the Signatures Language set up section, organizations can customize the displayed text to align with local protocol, local codes, SOP, as well as assign labels for multiple languages.

Look for Signatures Language
 
4. Click on Add to add a new signature language.
 
Click on Add to add a new signature language.
 
5. Assign a Reason For Signing and language.
Assign a Reason For Signing and language.
 
6. Input Signature Language text in the text box.
 
Input Signature Language text in the text box.
 
7. Click on Add to save your work.
 
Click on Add to save your work.
 
8. Click on the pencil icon to edit an existing signature text. Click on the trash can icon to delete a signature text.
 
Click on the pencil icon to edit an existing signature text. Click on the trash can icon to delete a signature text.
 
9. To delete one or more signature texts, select the corresponding check marks, then click the trash can icon.
 
To delete one or more signature texts, select the corresponding check marks, then click the trash can icon.
 

Best Practices

Do's

  • Create clear, concise signature language that patients and witnesses can easily understand.
  • Review all formatted text in the book match view before saving to ensure it displays correctly.
  • Use consistent formatting across all signature language entries to maintain professional appearance.
  • Include all necessary legal disclaimers and information required by your department's policies.
  • Create separate signature language entries for each language your department serves.
  • Test new signature language entries in a non-production environment before deploying to live incident documentation.
  • Regularly review and update signature language to ensure compliance with current regulations and department policies.
  • Use headings and bullet points to improve readability of longer signature language text.

Don'ts

  • Don't attempt to create duplicate reasons for signing—edit the existing entry instead.
  • Don't rely on the language label feature to translate text; it only serves as an identifier and does not perform automatic translation.
  • Don't save signature language without reviewing it in the actual view to verify formatting.
  • Don't use overly technical or complex language that may confuse patients or witnesses.
  • Don't include outdated legal language or references that no longer apply to current department policies.
  • Don't forget to use the full screen mode for easier editing when working with longer text entries.

Tips & Recommendations

  • Coordinate with your department's legal advisor or compliance officer when creating signature language for refusals, releases, or consent forms.
  • Keep a master document of all signature language entries outside the system for backup and version control purposes.
  • Consider creating signature language in multiple reading levels to accommodate diverse patient populations.
  • Use hyperlinks to reference additional resources or full policy documents when appropriate.
  • Train documentation personnel on which signature reasons to use for different scenarios to ensure consistency.
  • Establish a review schedule (annually or semi-annually) to update signature language based on regulatory changes or lessons learned.

Troubleshooting & FAQs

Q: I'm trying to create a new Refusal of Transport signature language, but the system won't let me. Why?
A: Each reason for signing can only exist once in the signature language list. If you've already created a Refusal of Transport entry, you cannot create a duplicate. Instead, click the pencil icon next to the existing entry to edit it. If you need different language versions, ensure you're selecting a different language label rather than creating a duplicate reason.

Q: I selected Spanish as my language label, but the text isn't translating automatically. What's wrong?
A: The language label is only an identifier and does not perform automatic translation. You must manually enter the Spanish text (or any other language) in the preview text box. The label simply helps you organize and identify which language each entry uses.

Q: How do I know what my signature language will actually look like when it appears during incident documentation?
A: Use the book match view in the form builder, which displays both your preview on the left side and the actual view on the right side. This allows you to see exactly how the formatted text will appear to users collecting signatures. You can also select the eye icon to view only the preview.

Q: Can I include my department's logo or images in the signature language?
A: Based on the form builder capabilities shown, the signature language feature supports text formatting (bold, italics, headings, bullets, numbering, quotes, and hyperlinks) but does not appear to support image insertion. Consult with your system administrator or FirstDue support if image inclusion is required.

Q: I accidentally deleted a signature language entry. Can I recover it?
A: The system does not appear to have an undo or recovery feature for deleted signature language entries. You will need to recreate the entry manually. To prevent accidental deletion, consider maintaining backup copies of all signature language text in a separate document outside the system.

Q: How many different signature language entries can I create for different reasons?
A: The system allows you to create signature language entries for multiple different reasons for signing (e.g., Refusal of Transport, Treatment Consent, Release Form). Each reason can have entries in multiple language labels. However, you cannot create duplicate entries for the same reason with the same language label—you must edit the existing entry instead.