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Knowledge Center

EMS Setup - Form Language

Purpose Statement

Form Language defines the information displayed to individuals when signing ePCR documents, including patients, crew members, nurses, and other authorized signers. This feature allows administrators to create customized signature forms for different scenarios (refusal of care, patient consent, receiving facility acknowledgment, etc.) and in multiple languages to ensure clear communication and legal compliance during the signature capture process.

Background Information

Proper signature documentation is essential for legal protection, billing compliance, and patient care continuity in EMS operations. The Form Language feature provides the flexibility to create situation-specific signature forms that clearly explain what the signer is acknowledging or consenting to. Supporting multiple languages ensures that non-English speaking patients and personnel can understand the document they are signing, which is critical for informed consent and regulatory compliance.

Common Use Cases:

  • Patient refusal of care or transport
  • Patient consent for treatment and transport
  • Transfer of care to receiving facility
  • Crew member acknowledgment of completed PCR
  • Guardian or representative signature authorization
  • Billing and insurance acknowledgment
  • Multilingual patient populations requiring translated forms

Prerequisites:

  • Administrator or EMS Setup permissions
  • Understanding of your agency's signature requirements and legal language
  • Knowledge of scenarios requiring different signature forms

Required Permissions

  • Administrator or EMS Setup permissions are required to access EMS Setup, create, edit, and manage Form Language configurations in the Signature Setup section

Video

Step-by-Step Guide

Accessing the Form Language Configuration

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

  1. Access Form Language Tab
    • Select the Form Language tab located at the top of the page

Select on the Form Language tab located at the top of the page.

Creating a New Form Language

  1. Add or Edit a Form
    • To create a new form, click the Add button
    • To edit an existing form, click the pencil icon in the Actions column

To create a new form to use in your ePCRs select on the Add button or you can edit any existing form by selecting on the pencil icon in the Actions column.

 

  1. Configure Form Details
    • From the Reason for Signing dropdown, select the appropriate signature scenario (e.g., Refusal of Care, Patient Consent, Transfer of Care)
    • Select the Language from the dropdown menu (e.g., English, Spanish, French)
    • Complete the form body text using the Form Builder tool
    • Include all necessary legal language, disclaimers, and acknowledgment statements
    • Click Add (for new forms) or Save (for edited forms) when completed

Now from the dropdowns select the Reason for Signing, what Language to use, then complete the body using the From Builder. Remember to select Add or Save when completed.



Creating Multi-Language Forms

  1. Understanding Multi-Language Support
    • Users can create multiple Form Language versions for the same Reason for Signing using different languages
    • Each language version will appear as a separate option in the ePCR signature dropdown
  • Example: Creating a "Refusal of Care" form in both English and French

Users can create multiple Form Languages for the same form using different languages to appear in the Reasons for Signing within an ePCR.

  1. Creating a Duplicate Form in Another Language
    • Follow the same process as Step 4
    • Select the same Reason for Signing from the dropdown
    • Select a different Language from the dropdown
    • Translate the form body text appropriately
    • Click Add or Save to create the additional language version

 

Using Form Language in the ePCR

  1. Selecting Form Language During Signature Capture
    • When obtaining signatures within an ePCR, navigate to the signature section
    • From the Reasons for Signature dropdown, you will see all available language versions

Now when obtaining signatures within an ePCR, from the Reasons for Signature dropdown you are able to select both languages to appear.

  • Select the appropriate language and reason combination
  • The corresponding form language will display to the signer
  • Example: Both English and French versions of "Refusal of Care" appear as separate options

Example

Best Practices

Do:

  • Work with your agency's legal counsel to ensure signature form language meets regulatory requirements
  • Create clear, concise form language that signers can easily understand
  • Test multi-language forms with native speakers to ensure accurate translations
  • Maintain consistent formatting across all form language versions
  • Review and update form language annually or when regulations change
  • Create separate forms for distinctly different signature scenarios

Don't:

  • Use overly complex legal jargon that may confuse signers
  • Create forms without proper legal review, especially for refusal of care scenarios
  • Forget to save your changes before exiting the Form Builder
  • Delete forms that are actively in use in the field without replacement
  • Use automated translation tools without professional review for legal documents

Tips for Optimal Use:

  • Organize form names clearly to distinguish between languages (e.g., "Refusal of Care - English" vs "Refusal of Care - Spanish")
  • Include all NEMSIS-required elements in your signature forms
  • Create forms for common scenarios before going live with electronic signatures
  • Train field personnel on which form language to select for different situations
  • Keep backup copies of approved form language outside the system for reference

Troubleshooting & FAQs

Q: Can I edit a form that's already in use in the field? 

  • A: Yes, but be cautious. Changes to form language will apply to all future signature captures using that form. Existing signed documents will retain their original language. Consider creating a new version if making significant changes.

Q: How many languages can I create for a single Reason for Signing? 

  • A: There is no limit. You can create as many language versions as needed to serve your patient population.

Q: What happens if I delete a Form Language that's been used in past ePCRs? 

  • A: Previously signed documents will retain the form language that was displayed at the time of signature. However, the form will no longer be available for future signature captures.

Q: Can I preview how the form will appear to the signer before saving? 

  • A: The Form Builder typically shows a preview of the formatted text. Test the form in a training ePCR environment to see exactly how it will appear during signature capture.

Q: Do I need separate forms for electronic vs. paper signatures? 

  • A: While you can use the same form language for both, consider the display format. Electronic signatures may allow for scrolling longer text, while paper forms should be concise enough to fit on a printed page.

Q: Can field users select any Form Language, or can I restrict options? 

  • A: All active Form Language options will appear in the dropdown. You can control what's available by only creating and activating the forms you want field users to access.

Q: What should I include in a refusal of care Form Language? 

  • A: Consult your legal counsel, but typically include: acknowledgment of refusal, risks of refusing care, patient's right to call 911 again, and crew's willingness to return if needed.