Purpose Statement

This article explains how to add and manage Other Agencies at Scene within EMS Setup. Configuring other agencies allows users to accurately document responding organizations in an ePCR, improving incident reporting accuracy, interoperability, and compliance.

Background Information

In many EMS responses, multiple agencies may be present at the scene (e.g., law enforcement, fire departments, mutual aid EMS agencies). The Other Agencies at Scene feature enables administrators to configure a standardized list of agencies that can be selected during ePCR documentation.

Once configured:

Agencies can be activated or deactivated without impacting historical records.
Agencies appear as selectable options when adding responders in an ePCR.
The user experience adapts based on the number of agencies configured (buttons vs. dropdown list).

Prerequisites:

Access to the Incident Documentation module
Appropriate administrative permissions (see below)

Required Permissions

To add or manage Other Agencies in EMS Setup, users typically require:

ePCR - EMS Setup - Manage - Allow

Video

Step-by-Step Guide

1. Access the Module Stacks

Select the First Due logo to open the module stacks.

2. Open EMS Setup

Select the Incident Documentation module.
Choose EMS Setup.

select the Incident Documentation module and select EMS Setup.

3. Navigate to Other Agencies at Scene

Within EMS Setup, locate and select Other Agencies at Scene.

4. Manage Existing Agencies

From this screen, you can manage agencies already in the system:
1. Reorder agencies by dragging and dropping using the three-bar handle.
2. Activate or deactivate an agency using the Boolean toggle.
  1. Active agencies appear as selectable options in an ePCR.
Use the Actions column:
1. Pencil icon – Edit agency information.
2. Trashcan icon – Delete an agency.
  1. Deleting an agency does not affect previously documented records.

Here you are able to begin adding other agencies or managing existing agencies.

5. Add a New Agency

Select + Add Other Agency.
A modal window will appear.

6. Enter Agency Information

Complete all required and relevant fields in the modal.
Select Add to save the agency.

From the modal enter all pertinent information the select Add.

7. Use Other Agencies in an ePCR

Open an ePCR.
When adding a responder, select + Add.
Choose from the configured Other Agencies list.

8. Understand List Display Behavior

If 6 or fewer agencies are configured:
1. Agencies display as push-button selections.

If list is equal to 6 or less the list will appear as push button to select.

If more than 6 agencies are configured:
1. The field displays as a dropdown list.

When your list is greater than 6 the field becomes a list or dropdown field.

Best Practices

Do’s

Keep agency names standardized and easy to recognize.
Deactivate agencies instead of deleting them if they may be used again.
Periodically review and reorder agencies for ease of use in the ePCR.

Don’ts

Don’t delete agencies that are still actively used unless necessary.
Don’t create duplicate agencies with slightly different naming conventions.
Don’t leave unused agencies active, as this can clutter the ePCR interface.

Tips & Recommendations

Use consistent naming conventions (e.g., “City Police Department” vs. “City PD”).
Limit the total number of active agencies when possible to maintain a clean selection interface.
Review agency lists during regular system audits or configuration reviews.

Troubleshooting & FAQs

Q: An agency does not appear in the ePCR.

Ensure the agency is marked Active in EMS Setup.

Q: Will deleting an agency remove it from past reports?

No. Deleting an agency does not affect previously documented records.

Q: Why did the agency selection change from buttons to a dropdown?

When the number of agencies exceeds six, the system automatically switches to a dropdown list.

Q: Can I change the order of agencies shown in the ePCR?

Yes. Reorder agencies using the drag-and-drop handle in EMS Setup.

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EMS Setup - Other Agencies