Purpose Statement

The Response Tab within First Due's Electronic Patient Care Report (ePCR) allows EMS personnel to document essential incident response information, including apparatus assignments, response times, crew members, dispatch details, and scene information.

This section helps agencies maintain accurate incident records, meet NEMSIS reporting requirements, and streamline documentation through integrations with Computer-Aided Dispatch (CAD) and First Due's Scheduling module.

Background Information

The Response Tab is a key component of the ePCR documentation process. It captures information about how an EMS unit was dispatched, the personnel who responded, important response timestamps, and the circumstances surrounding the incident.

The Response Tab contains five subsections:

• Response: Incident identifiers, transport information, response types, apparatus assignments, and mileage.
• Time: Dispatch and response timestamps.
• Crew: Personnel assignments and certification information.
• Dispatch: Dispatch information, unit disposition, and incident details.
• Scene: Responding agencies and additional assistance provided at the scene.

Important Notes:

• Agencies can customize the order of the main ePCR tabs and the five Response subsections. Their positions may differ from those shown in training materials.
• Some information may automatically populate through a configured CAD integration or the First Due Scheduling module.
• Fields marked with an asterisk (*) are required NEMSIS fields. Additional fields may be required by state or local agencies.
• Pertinent negative selections, such as Not Applicable and Not Recorded, are available for supported fields.

Required Permissions

Users must have appropriate access to EMS incident documentation to create or modify ePCR records.

The following access is relevant to this workflow:

• Access to Incident Documentation > EMS Incident List.
• Authorization to create new ePCRs or edit existing ePCRs, depending on assigned responsibilities.
• Access to the applicable EMS incidents and agency records.

Note: Specific First Due permission names and settings should be verified with your agency administrator. The training material does not identify the exact permission toggles required for this workflow.

Video

Step-by-Step Guide

Step 1: Navigate to the EMS Incident List

1. From the First Due navigation menu, select Incident Documentation.
2. Click EMS Homepage or EMS Incident List.
3. Choose one of the following options:
   • Add a New ePCR: Create a new patient care report.
   • Edit an Existing ePCR: Select the Pencil Icon next to an existing report you are authorized to edit.
4. Open the Response Tab from the left-hand navigation menu.

Note: The Response Tab may appear in a different position depending on your agency's configuration.

Step 2: Complete the Response Section

The Response subsection contains incident identification, response details, and transport information.

1. Review the automatically generated Incident Number.
2. Enter or review the agency's Response Number, if applicable.
3. Verify the automatically generated Patient Care Report Number.

1. Complete the applicable response fields, including:
   • Transport options
   • Response type
   • Standby information
   • Vehicle
   • Call sign
   • Shift
   • Vehicle dispatch location
   • Response delays
2. Enter odometer readings and applicable mileage information.
3. Document the response mode to the scene and any additional response mode descriptors.

Using Pertinent Negatives:

For supported fields, select the circular pertinent negative icon to document Not Applicable or Not Recorded when appropriate.

CAD Integration:

Vehicle information, personnel, dispatch locations, and response times may automatically populate when the appropriate integrations are configured.

If expected information does not populate correctly, contact your agency administrator or First Due Client Success Manager.

Step 3: Add or Edit Responding Apparatus

If apparatus information does not automatically populate, it can be entered manually.

1. Locate the apparatus selection area within the Response subsection.
2. Select the appropriate apparatus from the available list.
3. Click Save to add the apparatus to the incident.
4. To make changes, select the Pencil Icon next to the apparatus.
5. To add another responding apparatus, repeat the selection process.
6. To remove an incorrect apparatus, select the Trash Can Icon.

Step 4: Document Response Times

The Time subsection records important timestamps throughout the EMS response.

1. Select Time under the Response Tab.
2. Review any timestamps automatically populated from CAD.
3. For missing timestamps, select the appropriate date and time field.
4. Choose the appropriate entry method:
5. If prompted, choose whether to set the selected date as the default date for the incident.

6. Review all timestamps for accuracy and chronological order.

   

Important Notes:

• The system identifies response timestamps that are entered out of chronological order.
• The PSAP Call Date/Time represents when the call was placed to the dispatch center.
• The timestamp icon records the current date and time when selected.
• To clear a timestamp entered using the timestamp button, select the X.
• Setting a default incident date can reduce repetitive date entry across subsequent time fields.

Step 5: Add Crew Members

The Crew subsection identifies the personnel assigned to the responding apparatus.

1. Select Crew under the Response Tab.
2. Review any personnel automatically populated from Scheduling or other configured sources.

3. If necessary, select the option to add a crew member.

   

4. Choose the appropriate personnel from the available list.
5. Click Save.
6. Repeat for each additional crew member.
7. Verify the certification levels associated with the selected personnel.
8. To modify a crew member, select the Pencil Icon.
9. To remove an incorrect crew member, select the Trash Can Icon.

: Personnel assigned to the selected apparatus may appear automatically in the available list. Certification levels may also populate from existing personnel records.

Step 6: Complete Dispatch Information

The Dispatch subsection captures information about how the incident was received, classified, and handled.

1. Complete the applicable dispatch fields, including:
   • Dispatch reason
   • Dispatch acuity
   • Dispatch center information

   • Unit disposition

      

2. Select the appropriate Unit Disposition to describe the outcome of the unit's response.

Examples of disposition outcomes may include:

• Unit canceled
• Patient contact made
• Nothing found

Note: Some consistent agency values, such as the State Agency EMS ID, may be configured to populate automatically through workflows.

Step 7: Document Scene and Incident Details

Continue through the available incident and scene-related fields.

1. Indicate whether your unit was the First EMS Unit on Scene.
2. Enter the date and time the initial responder arrived on scene, when applicable.
3. Document the number of patients on scene.
4. Select the applicable facility information.
5. Review and complete the incident type.
6. Verify the incident address.

Important: The initial responder's arrival time may differ from your unit's arrival time if another responder arrived first.

If a CAD integration is configured, the incident address and certain incident details may automatically populate.

Step 8: Document Additional Responders and Assistance

The Scene subsection allows users to document additional agencies and assistance associated with the response.

1. Look at Responder under the Response Tab.
2. Add any additional agencies that responded to the incident.
3. Document any additional assistance received at the scene.
4. Review the information for accuracy and completeness.

Step 9: Review the Response Tab

Before moving to another section of the ePCR:

1. Review all five Response subsections.
2. Verify incident identifiers and apparatus assignments.
3. Confirm that response times are accurate and in the correct chronological order.
4. Ensure all responding personnel are documented.
5. Review dispatch and scene details.
6. Complete required NEMSIS, state, and local fields.
7. Correct any missing or inaccurate information before continuing with the report.

Best Practices

• Verify Auto-Populated Information: Always review information imported from CAD or Scheduling. Automatically populated data should still be checked for accuracy.
• Maintain Accurate Response Times: Confirm timestamps against available dispatch records and other approved sources.
• Use Pertinent Negatives Appropriately: Select Not Applicable or Not Recorded only when the designation accurately reflects the information being documented.
• Confirm Crew Assignments: Ensure that all responding personnel are associated with the correct apparatus and that certification information is accurate.
• Review Required Fields: Complete all applicable NEMSIS, state, and agency-required documentation.
• Use Default Dates When Appropriate: Setting the incident date can improve efficiency when entering multiple timestamps associated with the same incident date.
• Document Additional Resources: Include all applicable responding agencies and assistance received at the scene.
• Avoid Duplicate Apparatus or Personnel: Review automatically populated information before manually adding records.

Troubleshooting & FAQs

Why is the Response Tab not in the second position on my menu?

Your agency can customize the order of the ePCR navigation menu. The Response Tab and its five subsections may appear in a different order.

Why are my apparatus and personnel not automatically populating?

Apparatus and personnel information may populate from CAD or the First Due Scheduling module when configured appropriately. If expected information is missing, verify the incident details and contact your agency administrator or First Due Client Success Manager.

Can I manually add apparatus or crew members?

Yes. Use the applicable apparatus or crew selection options to add personnel or vehicles, then select Save.

How do I correct an incorrect apparatus or crew assignment?

Select the Pencil Icon to edit an existing entry or the Trash Can Icon to remove an incorrect entry.

Why is the system identifying an issue with my response times?

The system checks for timestamps that are out of chronological order. Review the entered dates and times to identify and correct any inconsistencies.

How do I enter the current date and time quickly?

Use the stopwatch or timestamp icon associated with the time field to record the current date and time.

How do I remove a timestamp entered using the timestamp button?

Select the X associated with the timestamp field to clear the entry.

What does the asterisk (*) next to a field mean?

An asterisk indicates a required NEMSIS field. Additional required fields may be established by your state or local agency.

What is a pertinent negative?

A pertinent negative is a selectable value used to explain why specific information is not documented. Available options may include Not Applicable or Not Recorded.

Can I set a default incident date?

Yes. When entering a date, you may be prompted to use it as the default date for the incident. This reduces the need to repeatedly enter the same date.

Why is the incident address already populated?

If your agency has a configured CAD integration, incident address information may automatically populate in the ePCR.

What should I do if my State Agency EMS ID does not populate?

Check with your agency administrator to determine whether the EMS ID can be configured as a default value through workflows.