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EMS Setup - Default Time Setup

Purpose Statement

  1. The purpose of this article is to explain how to configure the Default Time Setup within the EMS Setup section of the Incident Documentation module. This setting allows agencies to streamline documentation by pre-selecting which system timestamp is auto-filled when documenting clinical data such as vitals, medications, procedures, and assessments.

Background Information

  1. The Default Time Setup feature improves documentation efficiency by reducing manual entry and minimizing inconsistencies in recorded timestamps. EMS personnel frequently record time-sensitive actions in the field, and this configuration allows the system to automatically populate the most relevant time field by default.
Common use cases include:
  1. Agencies preferring documentation to reflect time of dispatch vs. patient contact
  2. Ensuring standardized time entry across different personnel and shifts
  3. Reducing delays during time-critical EMS workflows
By selecting a default, users save time and maintain greater consistency in data entry across ePCRs.

Required Permissions

To configure Default Time Setup, users must have the following permissions:
  1. Access EMS Setup-Manage: Grants entry to EMS configuration settings
These permissions are typically assigned to EMS administrators, QA personnel, or system configuration leads.

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Step-by-Step Guide

1. Access EMS Setup
  1. Navigate to the Incident Documentation module from the main menu.
  2. Click on EMS Setup from the available options.
     
Navigate to Incident Documentation and select on EMS Setup.

 
2. Open the General Section
  1. From the EMS Setup interface, select the General section.
     
From the EMS Setup select on the General section.
3. Locate the Default Time Setup Subsection
  1. Scroll down within the General section until you find the Default Time Setup area.
     
Scroll down to the Default Time Setup subsection.
4. Choose a Default Time Value
  1. Use the dropdown menu to select which time value should auto-populate during documentation:
    1. Arrived at Patient Side Date/Time
    2. Current Time
    3. Unit Notified by Dispatch Date/Time
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Info:

The selected default will auto-fill time fields during documentation of vitals, medications, procedures, and assessments in EMS reports.

Utilizing the dropdown you are able to assign a default time to use in EMS reports.
5. Save Your Changes
  1. Click Save at the bottom of the screen to apply your selected default time configuration.
     
Remember to always select Save to update any changes.

Best Practices

  1. Select the most operationally accurate time value based on your department's standard of care and documentation protocols.
  2. Test the selected default by documenting a sample report to confirm correct auto-fill behavior.
  3. Avoid frequent changes to default time settings unless there is an operational need, as this may confuse field personnel.
  4. Communicate configuration changes to EMS crews to avoid documentation discrepancies.

Troubleshooting & FAQs

Q: Why isn’t the time auto-populating in my vitals section?
A: Ensure the Default Time Setup is configured and saved properly in EMS Setup. Also verify you are documenting in a time-eligible section (e.g., vitals, procedures).
 
Q: Can users override the default time?
A: Yes. The default only sets the initial value. Users can still manually adjust time entries as needed during documentation.
 
Q: Which default time should we choose?
A: This depends on your agency’s workflow. For example:
  1. Use "Arrived at Patient Side" for patient-centered timing.
  2. Use "Unit Notified by Dispatch" for system activation timestamps.
  3. Use "Current Time" for real-time entry based workflows.