Purpose Statement

This FAQ guide answers common questions about completing ePCRs in First Due, including validation issues, field customization, and export processes.

Background Information

Electronic Patient Care Records (ePCRs) must meet state reporting requirements and support billing processes. This FAQ addresses the most common issues users encounter when documenting patient care records.

Required Permissions

• Field Users: ePCR creation and editing permissions
• Administrators: EMS Setup access, Workflow configuration permissions, Field Customization access, Export Summary viewing permissions
• Data Managers: Export monitoring permissions, Endpoint configuration access
• QA Personnel: ePCR review and approval permissions (if QA workflows are enabled)

Validation Questions & Solutions

What is the difference between an Error and a Warning?

Errors are mandatory fields required for successful submission to your state's repository. Records with errors cannot be submitted and must be corrected before transmission.

Warnings are recommended fields or values that should be documented but will still allow successful submission to your state repository. However, some states require all warnings to be addressed to meet specific validation scores in their repository systems.

How can I make fields required for ePCR?

Solution: Workflows Use First Due's workflow engine to create if/then logic that requires fields beyond minimum state or national requirements. Workflows allow you to customize validation rules specific to your department's protocols and quality standards.

How can I hide fields that we don't want to document?

Solution: Workflow-Based Field Hiding First Due's workflow engine enables administrators to write if/then logic to hide unnecessary fields from the ePCR form. This streamlines documentation by showing only relevant fields based on incident type or other criteria.

Important Warning: Do not hide fields that are required by your state. Hidden required fields may create conflicts between state requirements and your workflow configuration.

My ePCR takes too long to fill out, what can we do about this?

Solution: Default Value Workflows Implement "Default Value" workflows to automatically populate fields based on responses in other fields. This significantly reduces documentation time by eliminating repetitive data entry.

Example: IF incident disposition = "cancelled," THEN default specific additional fields as "Not Applicable."

Export & Submission Questions

When does my ePCR export to the State or my Billing Company?

Default Behavior: ePCRs automatically export as XML files to state repositories and billing companies immediately upon provider completion.

Customization Options:

• Restrict specific dispositions from billing providers (cancelled or non-billable calls)
• Hold records until specific Incident Status is triggered for QA review before billing submission
• Configure these options in
  EMS Setup → Endpoints Configuration
  
  
  
  

I don't want my data to go to the State until we've had a chance to QA/review the record. How can we restrict this?

Important Considerations:

• States typically require ePCR submission within specific timeframes from incident completion
• State data managers prefer immediate submission, even for draft records
• State repositories can accept multiple submissions of the same ePCR with updates
• States monitor initial submission timing - holding data too long in QA may cause compliance issues

Recommendation: Configure your system to allow state submission while restricting billing submissions until QA completion.

Where can I see if my submissions to the State are successful?

Location: EMS Setup → Export Summary

Administrator Responsibility: Check this page regularly to ensure successful submissions. Set up recurring calendar reminders for consistent monitoring.

Common Issues: Password changes, repository downtime, and connectivity issues can prevent successful submissions regardless of First Due's functionality.

Can I resend a submission from the export summary list?

Individual Resend: Click the "Send XML" icon next to each line item in the Export Summary list.

Bulk Resend: Use the "Send XML" button at the top of the list to resend multiple submissions simultaneously.

Access Path: EMS Setup → Export Summary

Field Management Questions

We give a medication or perform a procedure that is not in the list. What can we do to get that entered?

Option 1: Field Customization Many medications and procedures are already in the system but marked as inactive. Use Field Customization to activate these items:

• Access Field Customization settings
• Search for the required medication or procedure
• Activate if found in the inactive list

Option 2: Support Request If the medication or procedure is not available in the inactive list:

• Contact First Due support team
• Request addition of the new medication or procedure
• Note: First Due follows NEMSIS standards using RXNORM coding for medications and SNOMED for procedures
• The item you're seeking may be listed under different medical terminology
  
  
  

Best Practices

• Regular Export Monitoring: Check Export Summary weekly to ensure successful state and billing submissions
• Workflow Testing: Test all workflow configurations thoroughly before deployment to avoid conflicts with state requirements
• Field Management: Regularly review and activate commonly used but inactive medications and procedures
• QA Balance: Balance quality assurance needs with state submission timing requirements
• Documentation Standards: Maintain consistent terminology aligned with NEMSIS and SNOMED standards
  
  

Troubleshooting & FAQs

Q: Can I complete my NFIRS report at the same time as my ePCR? A: Yes! Use the NFIRS Short Form feature to document both reports simultaneously. See our "Documenting the NFIRS Report from Within an ePCR" article for detailed instructions.

Q: Export submissions are failing - what should I check? A: Common causes include password changes, repository downtime, or connectivity issues. Check Export Summary regularly and contact your state repository if issues persist.

Q: Workflows are conflicting with state requirements - how do I resolve this? A: Review your workflow logic to ensure required state fields are not hidden or prevented from completion. Adjust workflow conditions as needed.

Q: How often should I check export status? A: Administrators should monitor Export Summary at least weekly, with daily checks recommended during high-volume periods.