Purpose Statement

The Auto Estimate of Loaded Transport Mileage feature automatically calculates the distance between the scene address and the destination hospital, eliminating manual odometer reading entry and reducing documentation time. This feature streamlines ePCR completion for transport incidents while improving mileage accuracy for billing and reporting purposes.

Background Information

Accurate transport mileage documentation is critical for EMS billing compliance and operational reporting. Traditionally, EMS personnel manually record odometer readings or estimate distances, which can lead to inconsistencies and documentation delays. The Auto Estimate feature leverages address data already entered in the ePCR to automatically calculate loaded transport mileage, ensuring consistency and reducing the administrative burden on field personnel.

Common Use Cases:

• Patient transports to hospitals or medical facilities
• Inter-facility transfers
• Scene-to-destination mileage documentation for billing
• NEMSIS-compliant mileage reporting

Prerequisites:

• New UI must be enabled for your organization
• Complete scene address information in the ePCR
• Valid destination hospital address in the system

Required Permissions

To enable and configure this feature:

• Administrator or EMS Setup permissions are required to access EMS Setup and enable the Auto Estimate feature

To use this feature in the field:

• Field User or ePCR Entry permissions are required to complete ePCR documentation and utilize the Calculate Loaded Mileage function

Video

Step-by-Step Guide

Enabling the Auto Estimate Feature (Administrator Setup)

1. Navigate to EMS Setup
   • Click on Incident Documentation in the main navigation menu

• Click on EMS Setup

• Click on General

2. Enable the Feature
   • Locate and click on Enable Auto Estimate Loaded Transport Mileage checkbox

• Navigate to the bottom of the page and click Save

Using Auto Estimate in the ePCR (Field User)

1. Enter Scene Address
   • Navigate to the Response/Scene section of the ePCR
   • Enter the complete address of the call location (street number, street name, city, state, ZIP code)
   • Ensure all address fields are populated for accurate calculation

2. Enter Destination Hospital
   • Navigate to the Disposition section of the ePCR
   • Select or enter the Hospital Transported To from the available options

3. Calculate Loaded Mileage
   • Navigate to the Response/Response section
   • Locate the Destination Odometer Reading field
   • Click the Calculate Loaded Mileage button

4. Review Calculated Mileage
   • The calculated mileage between the scene address and destination hospital address will automatically populate in the field
   • Review the calculated value for accuracy
   • If needed, you can manually override the calculated value

Best Practices

Do:

• Enter complete, accurate addresses in both the scene and destination fields before calculating mileage
• Verify that the calculated mileage appears reasonable for the transport distance
• Use standardized hospital names to ensure consistent address matching
• Calculate mileage after both addresses are fully entered to avoid recalculation

Don't:

• Rely solely on partial addresses—incomplete data may result in inaccurate calculations
• Forget to save your ePCR after calculating mileage
• Override calculated values without documenting a reason in the narrative if your agency requires it

Tips for Optimal Use:

• Pre-populate common destination hospitals in your system for faster selection
• Train field personnel to verify address accuracy during scene size-up
• Consider establishing agency protocols for when manual override is appropriate
• Review calculated mileage trends periodically to identify potential address database issues

Troubleshooting & FAQs

Q: The Calculate Loaded Mileage button isn't working. What should I check? 

A: Ensure that both the scene address (Response/Scene section) and destination hospital (Disposition section) are completely filled out. Incomplete address information will prevent the calculation from running.

Q: The calculated mileage seems incorrect. What should I do? 

A: Verify that both addresses are accurate and complete. If the calculation still appears incorrect, you can manually override the field with the correct odometer reading. Report persistent calculation issues to your system administrator.

Q: Can I use this feature for non-transport incidents? 

A: This feature is designed specifically for loaded transport mileage (patient on board). For non-transport incidents or response mileage, continue using standard documentation methods.

Q: Does this feature work with mutual aid transports to out-of-area hospitals? 

A: Yes, as long as the destination hospital address is in the system or can be manually entered. The calculation works for any valid address pair.

Q: What happens if I need to change the destination hospital after calculating mileage?

A: You'll need to recalculate the mileage by clicking the Calculate Loaded Mileage button again after updating the destination hospital information.

Q: Is the calculated mileage based on actual road distance or straight-line distance? 

A: The feature calculates road mileage based on standard routing algorithms, providing realistic transport distance rather than straight-line calculations.

Q: Can I still manually enter mileage if needed? 

A: Yes, the calculated value can be manually overridden if necessary for accuracy or special circumstances.