Purpose Statement
This article explains how to configure and manage Other Agencies at Scene within First Due's EMS Setup. This feature allows departments to create a list of external agencies that may respond to or assist with incidents, ensuring accurate documentation of all responding organizations within an Electronic Patient Care Report (ePCR).
By configuring these agencies in advance, users can quickly select the appropriate responding organization when completing EMS documentation, improving reporting accuracy and reducing manual data entry.
Background Information
During emergency incidents, multiple agencies may respond to provide assistance. These organizations can include neighboring fire departments, EMS mutual aid agencies, law enforcement, utility companies, rescue organizations, and other public safety partners.
The Other Agencies at Scene configuration allows administrators to establish and maintain a list of these organizations for selection within EMS reports.
Administrators can:
Add new responding agencies.
Assign an agency number, when applicable.
Categorize agencies by the type of service they provide.
Reorder agencies within the configuration list.
Mark agencies as active or inactive.
Edit or delete existing agencies.
Once configured, these agencies become available for selection within the Response > Scene section of an EMS report.
Required Permissions
Users must have appropriate access to EMS Setup to configure other agencies and access to EMS reports to document responding agencies.
The specific First Due permission names required for these actions have not been verified.
Note: Contact your department's First Due administrator to confirm that your assigned role has the necessary configuration and EMS reporting permissions.
Video
Step-by-Step Guide
Step 1: Navigate to EMS Setup
1. From the First Due navigation menu, select ePCR.
2. Click EMS Setup.
3. Locate the Other Agencies at Scene section.
4. Review the list of agencies currently configured within your department.
Step 2: Add a New Agency
1. Within the Other Agencies at Scene section, click Add Another Agency.
2. The Other EMS or Public Agencies at Scene configuration window will appear.
3. Enter the name of the agency you want to add.
- Example: Greenville Utilities.
4. Enter the agency number, if applicable.
- Example: 233.
5. Select the appropriate Type of Service from the available options.
Available service types include:
EMS Mutual Aid
Fire
First Responder
Hazmat
Law
Other
Other EMS Agency
Other Healthcare Provider
Rescue
Utilities
6. Click Add to save the new agency.
7. Verify that the agency now appears in the Other Agencies at Scene list.
Step 3: Open an EMS Report
1. Navigate to an EMS care report within First Due.
2. Open the report you want to document.
3. Select the Response section.
4. Scroll to the Scene subsection, or use the available navigation to jump directly to Scene.
5. Locate the Responder section.
Step 4: Add an Agency to the EMS Report
1. Within the Responder section, select the option to add a responding agency.
2. Locate the Other EMS or Public Safety Agencies at Scene field.
3. Click the selection icon (three horizontal lines) to the right of the field.
4. A list of previously configured agencies will appear.
5. Locate and select the appropriate responding agency.
- Example: Greenville Utilities.
6. Complete the additional responder information, including:
- Type of Service: Confirm the service provided by the agency, such as Utilities.
- First Responder: Indicate whether the agency was the first responder on scene by selecting the appropriate response.
7. Click Save.
8. Verify that the responding agency has been added to the EMS report.
Best Practices
- Configure Agencies in Advance: Add frequently responding mutual aid partners and public safety organizations before they are needed during an incident.
- Use Consistent Naming Conventions: Enter recognizable agency names to help personnel quickly identify the correct organization.
- Assign Accurate Service Types: Select the service category that best represents the agency's primary response function.
- Maintain Agency Numbers: Include agency identification numbers when available to support accurate identification.
- Review Agency Statuses: Use the active/inactive option to manage agencies that are no longer regularly responding.
- Organize Frequently Used Agencies: Reorder the configuration list to make commonly selected agencies easier to locate.
- Avoid Duplicate Entries: Check the existing list before adding another agency.
- Verify Responding Agencies: When completing an EMS report, confirm that the selected agency and its responder details accurately reflect the incident.
Troubleshooting & FAQs
Where do I configure other responding agencies?
Navigate to Incident Documentation > EMS Setup > Other Agencies at Scene. From this section, you can add and manage agencies available for selection in EMS reports.
Can I add agencies other than EMS providers?
Yes. The configuration supports several service types, including fire, law enforcement, hazmat, rescue, utilities, and other public safety organizations.
Can I change the order in which agencies appear?
Yes. Use the three-line drag handle next to an agency to move it to a different position within the configuration list.
Can I edit an agency after it has been created?
Yes. Locate the agency within Other Agencies at Scene and select the edit option to modify its information.
Can I deactivate an agency without deleting it?
Yes. The configuration includes an active/inactive option for managing agency status.
Where can I select a configured agency in an EMS report?
Open an EMS report and navigate to Response > Scene > Responder. Use the selection icon next to Other EMS or Public Safety Agencies at Scene to choose an agency.
Why can't I find an agency in the selection list?
Verify that the agency has been added under EMS Setup > Other Agencies at Scene. Also review its active/inactive status. If the agency is still unavailable, contact your department's First Due administrator.
Can I document more than one responding agency on an incident?
The video demonstrates adding a responding agency to an EMS report. It does not explicitly confirm the process for adding multiple agencies to the same report.
What should I do if I don't see the EMS Setup option?
Contact your department's First Due administrator to verify your access to EMS configuration settings.