Purpose Statement

This article demonstrates the use of the Patient Record Management section, which allows authorized personnel to view, edit, and manage comprehensive patient information across all ePCR documentation within the system.

Background Information

The Patient Record Management section provides a centralized location for managing all patient information that has been entered into ePCRs within First Due. This functionality allows authorized users to maintain accurate patient demographics, medical history, contact information, insurance details, and employer information across multiple incidents and encounters.
Patient record management is essential for maintaining continuity of care information, updating patient demographics as they change over time, and ensuring accurate patient identification across multiple EMS encounters. The system links all incidents associated with a specific patient, providing a comprehensive view of their EMS interaction history while maintaining proper access controls through permission-based viewing.

Required Permissions

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

Manage Patient Information

Allow

My EMS Care Reports

Read
Update (for viewing associated ePCRs)

View Other's EMS Care Reports

Allow (for comprehensive patient record management)

The "Manage Patient Information" permission is specifically required within the ePCR bucket to access and modify patient records in the Patient Record Management section.

Video

Step-by-Step Guide

Step 1: Navigate to Patient Record Management

Navigate to Incident Documentation and select Patient Record Management
Patient Record Management displays all patients that have been entered into an ePCR on First Due
The system shows captured information about each patient from all their ePCR encounters
Access to viewing and managing patient records is permission-based and assigned through the "Manage Patient Information" permission

Navigate to Incident documentation and select on Patient Record Management.

Step 2: Search for Patient Records

Use the filter tools to search for existing patient records
Apply appropriate search criteria to locate specific patients

Step 3: Edit Patient Records

Use the pencil icon to edit a selected patient record

Step 4: Update Patient Demographics

From the PATIENT section, update patient demographics as needed

Step 5: Update Medical History

From the EMS section, update medical history information

Step 6: Update Employer Information

From the EMPLOYER section, update any employer information

Step 7: Update Guardian Information

From the CLOSEST RELATIVE GUARDIAN section, update guardian information

Step 8: Add or Update Insurance Information

From the INSURANCE section, update existing insurance or add new insurance by selecting the Add Insurance button

Step 9: Complete Insurance Details

When adding insurance, a create insurance modal will appear
Fill in all applicable fields and select Save

When adding insurance a create insurance modal will appear.

Step 10: Review Patient Incident History

Use the Incidents tab to view all incidents associated with the selected patient
This provides a comprehensive history of EMS encounters for the patient
Use the view icon to access the ePCR for any selected incident
This allows review of specific encounter details and documentation

Step 11: Manage Active Record Status

Use the Active Record toggle to control whether the selected patient appears in ePCR documentation when searching for patients
Deactivating a record removes the patient from search results in future ePCR documentation

Use the Active Record toggle to have the selected patient no longer appear in ePCR documentation when searching for patients.

Step 12: Save Changes

When completed with managing patient records, select Save to preserve all updates

When completed with managing patient records select Save.

Best Practices

Regularly update patient information to maintain accuracy across all encounters
Verify patient identity before making changes to avoid updating incorrect records
Use consistent formatting for patient names and demographics to improve searchability
Keep insurance information current to facilitate billing processes
Update guardian information for pediatric or dependent patients as needed
Review incident history before updating patient records to understand the full context
Use the Active Record toggle judiciously to avoid inadvertently hiding legitimate patient records
Coordinate with clinical staff when updating medical history information
Maintain patient privacy and confidentiality when accessing records

Troubleshooting & FAQs

Why can't I access Patient Record Management?

Ensure you have the "Manage Patient Information" permission enabled within the ePCR bucket. Contact your administrator if this permission is missing.

What does deactivating an Active Record do?

Deactivating removes the patient from search results when creating new ePCR documentation, but preserves all historical data and records.

Can I add multiple insurance policies for one patient?

Yes, use the Add Insurance button to add additional insurance policies as needed.

How do I update information if I'm unsure about accuracy?

Review the patient's incident history and consult with clinical staff or the patient/family when possible to verify information accuracy.

What happens when I update patient information?

Updates apply to the master patient record and will be reflected in all associated incidents and future encounters.

Can I see who made previous changes to patient records?

The system maintains audit trails for patient record changes. Contact your administrator for specific change history information.

How do I handle outdated insurance information?

Update existing insurance entries or add new policies as appropriate. Consider deactivating outdated policies if your system supports this functionality.

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Knowledge Center

Managing Patient Records