Purpose Statement

This article explains how to configure the Demographics section of your EMS Setup, which contains essential agency information required for NEMSIS reporting and state compliance.

Background Information

The Demographics section is the foundational component of ePCR setup, containing critical organizational data including agency identifiers, service capabilities, geographic coverage areas, and operational characteristics. This information forms the basis for all ePCR documentation and reporting functions.

The Demographics configuration must be completed for each state your agency serves, as different states may have varying requirements and data elements. The system allows for multiple agency IDs with only one designated as primary.

Required Permissions

To complete this task, users need the following First Due permissions:

EMS Setup - Manage

• Allow

Admin - Apparatus Locations - Apparatus Read

• Read
• Update

These permissions ensure users can access the EMS Setup module, configure demographics data, and manage apparatus information for crew call signs.

Video

Step-by-Step Guide

Step 1: Navigate to EMS Setup

1. Navigate to Incident Documentation Module and select EMS Setup
    

Step 2: Access Demographics Section

1. From EMS Setup select Demographics
    

Step 3: Add Your State (if not configured)

1. If not already configured, select your state(s) by selecting the Add State button

 

Step 4: Select State and Add

1. Utilize the dropdown to select your state then select Add
    

 

Step 5: Add Agency Information

1. To enter Agency information select Add
    

 

Step 6: Enter State Agency EMS ID

1. Enter the unique ID assigned to your agency (dAgency.01)
2. This ID is associated with all state licensure numbers and information
3. Available from your state EMS authority
    

Step 7: Set Agency Status

1. Once agency information is entered, select if it is Primary and Active
2. For agencies with more than one EMS ID, only one can be set as the Primary however both can be set as Active
3. Actions column options: 
   1. Pencil Icon - edit agency information  
   2. Trashcan Icon - delete
       

 

Step 8: Complete Required Fields

1. There are 19 fields in the Demographics section
2. Fields that are required are denoted with an asterisk in parentheses (*)
3. Complete all required fields based on your agency's information
    

 

Step 9: Add NPI (if applicable)

1. Enter National Provider Identifier if your agency bills for service (dAgency.25)
2. Use the "+" button to enter multiple NPIs if needed
3. Use the down arrow to set as Not Applicable or Not Recorded
4. What NPI is: The NPI is a 10-digit number assigned by the Centers for Medicare & Medicaid Services (CMS). It is required for healthcare providers to conduct standard administrative and financial transactions under HIPAA
5. NPI Registry Public Search is available at: NPPES NPI Registry

 

Step 10: Configure Dropdown Fields

1. Find the appropriate choice by scrolling or typing, then select
    

 

Step 11: Complete Multiselect Fields

1. Some fields are multiselect
2. Choose all options that apply to your agency
    

 

Step 12: Understanding Crew Call Signs

1. These are the apparatus that will be responding to calls
    

 

Step 13: Navigate to Apparatus Setup

1. To set crew call signs to populate, navigate to Apparatus List found in the Assets module or the Admin module
2. Click on Apparatus List

 
 

 

Step 15: Edit Apparatus Information

1. From the Actions column select the pencil icon for the apparatus you wish to edit
    

 

Step 16: Configure Dispatch Unit

1. Enter information into the Associate Dispatch Unit field and select Save
    

 

Step 17: Enter Census Tracts

1. Enter Census Tract or Tracts if applicable
2. The census tract combines the 2 digit state, 3 digit county, and 6 digit tract code
3. Use the + to add multiple census tracts or the down arrow to set as Not Applicable or Not Recorded
4. For assistance with Census Tracts visit: EMS Agency Service Area Builder

 

Step 18: Save Configuration

1. Click on Save to finalize your demographics setup
    

 

Best Practices

• Coordinate with your state EMS authority to obtain accurate State Agency EMS ID and agency numbers
• Verify NPI numbers using the CMS NPI Registry before entering them
• Ensure all geographic coverage areas are accurately represented
• Review specialty service capabilities with clinical staff for accuracy
• Set up apparatus dispatch units before configuring crew call signs
• Use the NEMSIS service area builder tool for accurate census tract identification
• Document any multi-state service requirements and complete demographics for each state
• Regularly review and update demographics information to maintain accuracy

Troubleshooting & FAQs