Purpose Statement
The Facilities Management feature within EMS Setup allows administrators to create, organize, edit, and maintain a comprehensive database of healthcare facilities and other patient transport destinations.
This feature helps ensure that EMS providers have access to accurate facility information when completing electronic patient care reports (ePCRs) in Instant Documentation. Administrators can configure facility details, designate pickup and drop-off locations, manage contacts, and identify frequently used facilities as favorites.
Background Information
Facilities Management provides a centralized location for managing destinations used during EMS patient care and transport documentation.
Facilities may include hospitals, trauma centers, specialty care facilities, and non-traditional destinations such as private residences or temporary care locations.
Key capabilities include:
Facility Management: Add, edit, search, and delete facilities.
Favorites: Prioritize frequently used facilities by marking them as favorites.
Facility Identification: Maintain state facility IDs and National Provider Identifiers (NPIs).
Custom Addresses: Allow providers to enter destination addresses directly into an ePCR for non-traditional transport locations.
Pickup and Drop-Off Configuration: Identify facilities used for patient pickup, drop-off, or both.
NEMSIS Classification: Assign facility types and hospital designations for accurate documentation.
Contact Management: Maintain facility contacts, phone numbers, email addresses, and other contact information.
Integration Settings: Configure applicable NEMSIS-related integration fields, including NEMSIS Node 2 attachment information.
Required Permissions
Users must have appropriate access to EMS Setup and Facilities Management to perform the actions described in this article.
The following access should be verified by an administrator:
Access to Instant Documentation > EMS Setup.
Permission to view and manage facilities within Facilities Management.
Appropriate permissions to create, edit, or delete facility records.
Access to manage facility-specific permissions, where applicable.
Note: The exact First Due permission names and role settings have not been verified. Administrators should review their organization's configured roles and permissions before granting access.
Video
Step-by-Step Guide
Step 1: Access Facilities Management
Navigate to ePCR.
Select EMS Setup.
From the left-hand navigation menu, select Facilities Management.
The Facilities Management page displays all facilities currently configured in the system.
Step 2: Search for Existing Facilities
Locate the search fields on the Facilities Management page.
Enter a facility name or address.
Select Apply to display matching facilities.
To remove the search criteria and return to the complete facility list, select Reset.
Step 3: Manage Existing Facilities
From the Facilities Management page, you can perform several actions on existing facilities.
1. Edit a Facility: Select the Pencil icon next to a facility to modify its information.
2. Mark a Facility as a Favorite: Select the Star icon next to a facility. Favorited facilities move toward the top of the facility list.
3. Manage Facility Permissions: Select the Permissions option on the far right of the facility record to manage its applicable permissions.
4. Delete a Facility: Select the Trash Can icon associated with the facility you want to remove.
5. Bulk Delete Facilities:
Select the checkboxes next to the facilities you want to delete.
Select Delete from the available bulk actions.
Important: Bulk deletion is the only bulk action demonstrated for Facilities Management. Verify the selected facilities before deleting them to avoid removing records unintentionally.
Step 4: Add a New Facility
From the Facilities Management page, select Add.
The facility creation form opens.
Begin entering information under the Profile section.
Step 5: Complete the Facility Profile
The Profile section contains the facility's identifying information.
1. Facility Name: Enter the name of the facility. This is a required field, indicated by an asterisk (*).
2. Facility Display Name: Enter an alternative name if you want providers to see a different name when completing an ePCR.
3. State Facility ID: Enter the applicable state-assigned facility identifier.
4. National Provider ID: Enter the facility's National Provider Identifier (NPI), when applicable.
Select the Plus (+) icon to add another provider ID.
Select the Minus (-) icon to remove an entry.
5. Phone Number: Enter a contact phone number for the facility.
Select the appropriate phone type: Fax, Home, Mobile, Pager, or Work.
Use the Plus (+) icon to add additional phone numbers as needed.
Step 6: Configure the Facility Address
Navigate to the Address section.
Determine whether the facility requires a standard address or a custom address.
Option A: Enable Custom Address
The Custom Address option is designed for non-traditional destinations, including:
Private residences.
Temporary care facilities.
Transport destinations without a fixed address.
When Custom Address is enabled, it creates a destination category that allows field providers to enter a specific address directly into the ePCR during Instant Documentation.
Option B: Enter a Standard Facility Address
If Custom Address is not needed, complete the applicable address fields:
Address
City
State
County
ZIP Code
GPS Location
National Grid Coordinates
Destination Country, if applicable
Step 7: Configure Facility Details
Navigate to the Details section.
Identify whether the facility is used for Patient Pickup, Patient Drop-Off, or both.
If Patient Drop-Off is enabled, enter the applicable Fax ePCR Number, if needed.
Select the appropriate NEMSIS Facility Type.
If Hospital is selected, choose the applicable hospital designation.
For example, a hospital may be identified as a Level I Trauma Center.
If applicable, configure the NEMSIS Node 2 Attachment Type.
Enter the corresponding Node 2 Address, when required for the integration.
Note: Facility types and designations should reflect the facility's actual classification and capabilities.
Step 8: Add Facility Contacts
Navigate to the Contacts section.
Begin entering a new contact.
Use the Primary Contact toggle to indicate whether this is the primary contact for the facility.
Complete the contact's identifying information:
Name Prefix
First Name
Middle Initial
Last Name
Name Suffix
Enter the contact's phone number and select the appropriate phone type.
Select the Plus (+) icon to add additional phone numbers, if needed.
Enter the Primary Email Address.
Select the Plus (+) icon to add additional email addresses.
Enter a fax number, if applicable.
Add any relevant notes, such as working hours or location-related details.
Step 9: Add Work Contact Information
Within the contact form, select the Plus (+) icon to add work contact information.
Indicate whether the work address is the same as the home address.
Specify whether this is the primary contact information.
Complete the remaining applicable work contact fields.
Review the information for accuracy.
Select Save to create the contact.
The newly created contact will appear in the facility's Contacts list.
Step 10: Manage Facility Contacts
After a contact has been saved, you can manage it from the Contacts list.
1. Edit a Contact: Select the edit option associated with the contact to update its information.
2. Delete a Contact: Select the delete option associated with the individual contact.
3. Add Another Contact: Use the add contact option to create additional contact records.
4. Bulk Delete Contacts:
Select the checkboxes next to the contacts you want to remove.
Select the enabled Trash Can icon to delete the selected contacts.
Step 11: Save the New Facility
Review the information entered under Profile, Address, Details, and Contacts.
Confirm that all required fields are complete.
Select Save.
Return to the Facilities Management page.
Verify that the new facility appears in the facility list.
Step 12: Edit or Favorite the Newly Created Facility
Locate the new facility in the Facilities Management list.
To make changes, select the Pencil icon.
To prioritize the facility in the list, select the Star icon.
Confirm that the favorite status has changed.
The facility is now available within the configured Facilities Management database.
Best Practices
- Use Consistent Facility Names: Follow a standardized naming convention to make facilities easier to identify and search.
- Configure Display Names Carefully: Use recognizable display names that help field providers select the correct facility during patient documentation.
- Verify Facility Identifiers: Confirm that state facility IDs and NPIs are accurate before saving.
- Use Favorites for Frequently Accessed Facilities: Mark commonly used transport destinations as favorites to keep them near the top of the facility list.
- Maintain Accurate Address Information: Verify facility addresses and geographic information to support reliable patient transport documentation.
- Use Custom Addresses Appropriately: Enable Custom Address for destinations that require providers to enter unique addresses rather than selecting a fixed facility location.
- Verify Hospital Designations: Ensure trauma center levels, STEMI designations, and other classifications match the facility's actual capabilities.
- Keep Contact Information Updated: Regularly review facility phone numbers, fax numbers, email addresses, and primary contacts.
- Use Caution When Deleting: Review selected records before performing individual or bulk deletions.
- Review Facility Information Periodically: Update facility records when contact details, addresses, designations, or operational requirements change.
Troubleshooting & FAQs
Why can't I access Facilities Management?
Verify that your user account has the appropriate permissions to access EMS Setup and Facilities Management. Contact your system administrator if access is unavailable.
Why can't I find a facility in the list?
Check the facility name or address entered in the search fields. Select Reset to clear any active filters and display the full facility list.
How do I make a facility appear near the top of the list?
Select the Star icon next to the facility to mark it as a favorite. Favorite facilities are prioritized toward the top of the list.
What is the difference between Facility Name and Facility Display Name?
The Facility Name identifies the facility within its configuration. The Facility Display Name allows administrators to specify an alternative name that providers see when completing an ePCR.
When should I enable Custom Address?
Enable Custom Address when providers need to document destinations that do not have a fixed facility address, such as private residences or temporary care locations.
Can a facility be configured for both patient pickup and drop-off?
Yes. The Details section provides separate settings for Patient Pickup and Patient Drop-Off, allowing both to be enabled when applicable.
Why can't I see the Fax ePCR Number field?
The training demonstration indicates that the Fax ePCR Number becomes available when Patient Drop-Off is enabled. Verify that this setting is active.
How do I assign a trauma center designation?
Navigate to the facility's Details section, select Hospital as the NEMSIS Facility Type, and choose the applicable hospital designation.
Can I add multiple phone numbers or email addresses to a contact?
Yes. Use the Plus (+) icon beside the corresponding field to add additional phone numbers or email addresses.
How do I remove multiple facilities at once?
Select the checkboxes next to the facilities you want to remove, then select Delete from the bulk actions.
Can I edit a facility after saving it?
Yes. Locate the facility in Facilities Management and select the Pencil icon to update its information.
Can I manage multiple contacts for one facility?
Yes. You can create multiple contacts, edit individual contacts, delete contacts, and use bulk deletion for selected contact records.