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Completing a NERIS Report: Associated Records

Purpose Statement

  1. The purpose of this article is to explain how to view, link, or unlink EMS records using the Associated Records section within a Fire Incident Report. This feature enables seamless integration between Fire and EMS documentation, ensuring complete incident records and eliminating duplicate data entry.
     

Background Information

  1. The Associated Records section allows users to connect one or more EMS ePCRs (electronic Patient Care Reports) to a Fire Incident Report when both modules are in use. This integration ensures better reporting continuity, eliminates duplicate data entry, and supports integrated incident documentation across Fire and EMS operations.

    Important: The Associated Records section only appears for agencies that utilize the First Due EMS/ePCR module. If you do not see this tab in your Fire Incident Reports, contact your system administrator to confirm your agency's module configuration.

    Common use cases include:

    • Medical assists where both Fire and EMS respond
    • Multi-unit responses requiring both Fire suppression and patient care
    • Incidents where Fire personnel provide initial medical care before EMS arrival
    • Unified reporting for combined Fire/EMS operations
     
Important: The Associated Records section only appears for agencies that utilize the First Due EMS/ePCR module.

Video

 

Step-by-Step Guide


 
1. Access the Associated Records Section
 
  • Open an existing Fire Incident Report.
  • Navigate to the Associated Records tab.

 
From within a Fire Incident Report navigate to the Associated Records.


 
2. View or Unlink an Associated ePCR
  • In the Actions column:
    • Click the eye icon to view the linked EMS report (ePCR).
    • Click the chain link icon to unlink the ePCR.

From the Actions column you can view or unlink an associated EMS report.

 
 
3. Confirm Unlinking
  • When unlinking an EMS report, a confirmation modal will appear.
  • Click Confirm to finalize the unlinking process.
     
When selecting the unlink icon from the Actions column a modal will appear to confirm the process of unlinking the report.
 

 
4. Link an ePCR to the Fire Incident
  • Click the +Add button in the Associated Records section.
     

 
5. View the Associated Records Modal
  • The modal will open with a list of EMS reports from the past 3 days, shown by default.
     
From the Associated Records modal the default view will be filtered to the last 3 days.

 
 
6.  Use Filter Options
  • Click Filter to refine your search.
  • You can filter by:
     
    • Incident Number
    • Unit Dispatch Notified At
    • Address
 
Select on Filter to edit the search criteria.


 
7. Apply Filters
  • After entering criteria, click Apply Filters to refresh the results.
     


 
8. Preview Records
  • Use the eye icon in the Actions column to preview an ePCR.
  • Adjust the number of records shown per page using the pagination options.
     
View the ePCR by selecting on the eye icon within the Actions column along with adjusting how many reports will be displayed on the page.

 
 
9. Link Selected ePCR(s)
  • Check the box next to one or more EMS records.
  • Click the Link button to associate them with the Fire Incident Report.
     
To associate the selected record or records select the Link button.
 
 

Best Practices


Verification Before Linking
  • Always verify that the EMS record matches the Fire Incident before linking by previewing the ePCR details
  • Confirm matching incident numbers, addresses, and timestamps to ensure accurate association
  • Double-check that the EMS record corresponds to the same actual incident, not just a similar call
Efficient Search Practices
  • Use filters to reduce search time and minimize the risk of linking incorrect records
  • Start with broader filter criteria (date range) and narrow down as needed
  • Filter by incident number when you have specific ePCR information available
Data Integrity
  • Avoid unlinking records unless absolutely necessary, as it could affect reporting continuity and historical data accuracy
  • Document the reason for unlinking if your agency requires an audit trail
  • Link all relevant ePCRs at the time of incident report completion to maintain complete documentation
Multi-Unit Responses
  • For incidents with multiple EMS units, review all available ePCRs before selecting which to link
  • Consider linking all patient care reports associated with the same incident scene
  • Coordinate with EMS personnel to ensure all relevant reports are captured
Workflow Timing
  • Link ePCRs as soon as possible after incident completion while details are fresh
  • Check for new ePCRs if EMS arrived after Fire cleared the scene
  • Review Associated Records before finalizing Fire Incident Reports to ensure completeness

Troubleshooting & FAQs

Why don't I see the Associated Records tab?

This tab is only visible if your agency is using the First Due EMS/ePCR module. Contact your system administrator to:

  • Verify that the EMS module is activated for your agency
  • Confirm your user permissions include access to EMS records
  • Determine if there are agency-specific configuration requirements

Can I link more than one EMS report to a single Fire Incident?

Yes, multiple ePCRs can be linked to a single Fire Incident as long as they meet your agency's workflow and data integrity standards. This is common for:

  • Multi-patient incidents
  • Incidents with multiple EMS unit responses
  • Prolonged operations requiring patient care over extended periods

What happens when I unlink a record?

The ePCR is no longer connected to the Fire Incident Report but remains fully accessible from the EMS module. The unlinking action:

  • Does not delete the EMS record
  • Does not affect the ePCR's data or completion status
  • May be logged in your system's audit trail (agency-dependent)

Why can't I see any ePCRs in the Associated Records modal?

This may occur for several reasons:

  • No EMS reports exist within the default 3-day search window
  • The ePCRs you're looking for are older than 3 days (use date filters to expand search)
  • Your user permissions don't allow viewing of EMS records
  • The ePCR has not yet been created or saved in the system

Can I link an ePCR from a different date than my Fire Incident?

Yes, use the date filter to search beyond the default 3-day window. However, ensure the ePCR is actually related to your Fire Incident before linking, as date mismatches may indicate unrelated incidents.

What should I do if I accidentally linked the wrong ePCR?

Simply unlink the incorrect record using the chain link icon, confirm the action, and then link the correct ePCR using the +Add button and search process.

Can I edit a linked ePCR from the Fire Incident Report?

No, the Associated Records section is for viewing and managing associations only. To edit an ePCR, you must access it directly from the EMS module with appropriate edit permissions.