Purpose Statement
The Incident List Notification feature allows EMS administrators to manually send reminders to personnel responsible for an incident that still needs attention. This helps agencies prompt report completion earlier in the documentation lifecycle, without waiting for formal QA/QI review.
By allowing administrators to notify the appropriate users directly from the incident list, this feature improves report completion timeliness, reduces manual follow-up, and supports more efficient ePCR management.
Background Information
EMS crews often manage multiple calls in a row, which can delay report completion or leave incidents incomplete longer than intended. Before this feature, agencies had limited options for proactively reminding personnel about reports that still required action.
Incident List Notifications give administrators a manual, targeted way to remind the right users that a report needs attention. Notifications are sent based on configured recipient categories and delivery preferences, while respecting each user’s access and authentication rules.
This feature is designed for use cases such as:
In-progress reports that still need documentation
Incomplete reports awaiting provider follow-up
Pre-QA reminders before formal quality review begins
Administrative follow-up on high-priority unfinished incidents
Required Permissions
Users must have the following permission to use this feature:
Send Incident Notifications — required to view and use the Send Notification action from the incident list
Recommended access:
EMS administrators
Supervisors or other designated users responsible for report follow-up
Video
Step-by-Step Guide
1. Configure Incident List Notification settings
From the left navigation, go to Incident Documentation.
Select EMS Setup.
Open Notifications.
Select Incident List Notification.
2. In the delivery type section, choose how notifications should be sent:
Notification Center only
Email only
Both Notification Center and Email
3. In the recipient configuration area, choose one or more user categories that should receive notifications:
Person who created the report
Notify all members of the crew
Primary caregiver at scene
Primary caregiver during transport
Member completing the report
2. Select a call or calls from EMS Incident List
Navigate to the EMS Incident List
Review the available incidents.
Select one or more incidents that require follow-up.
3. Send an incident notification
After selecting one or more incidents, click Send Notification in the incident list toolbar.
The system evaluates the configured recipient categories for each selected incident.
The system identifies the users associated with the configured roles on each incident.
If the same user appears in multiple configured roles for the same incident, the system sends only one notification for that incident to that user.
If a user is associated with multiple selected incidents, that user receives separate notifications for each incident.
Notifications are delivered based on the configured delivery method and the user’s enabled notification preferences.
4. Review notification content
Each notification includes:
The message: “You have received a reminder from your administrator that this report needs attention.”
The incident number
A hyperlink to the incident
The hyperlink follows standard authentication and authorization rules. Users must have the correct access rights to open the incident.
5. Confirm audit history
For every notification sent, the system creates an audit entry in the Incident Audit List with the following details:
Type: Notification
Description: Notification Alert Sent to [username]
Date/Time: Timestamp when the notification was sent
User: Admin who triggered the notification
One audit record is created for each incident and recipient combination.
6. Verify user receipt
The recipient will see the notification in their Notification Center on their next login, if enabled.
The notification remains visible until the user dismisses it.
Selecting the notification takes the user to the referenced incident, provided they have access.
Best Practices
Configure recipient categories carefully so notifications reach the users most responsible for completing the report.
Use Primary caregiver at scene and Primary caregiver during transport when agencies want the most accountable provider notified.
Use Notify all members of the crew only when broad awareness is appropriate.
Reserve bulk sends for meaningful follow-up to avoid notification fatigue.
Review user notification preferences if a recipient reports they did not receive an email or Notification Center alert.
For large selections, confirm that all selected incidents truly need follow-up before sending.
Common mistakes to avoid:
Sending notifications without first validating recipient category setup
Assuming email will be delivered when the user has email notifications disabled
Expecting multiple role matches on one incident to generate multiple alerts for the same user
Assuming multiple selected incidents will be grouped into one combined reminder
Troubleshooting & FAQs
Why is the Send Notification button not visible?
The user likely does not have the Send Incident Notifications permission, or no incidents are selected.
Why did a user receive only one notification for an incident when they had multiple roles?
The system applies a deduplication rule per incident. If the same user matches multiple configured categories on the same incident, only one notification is sent.
Why did a user receive multiple notifications at once?
Notifications are sent separately per incident. If the user is a recipient on three selected incidents, they receive three separate notifications.
Why did the user not get an email?
Check the following:
The delivery type configuration includes email
The user has email notifications enabled in their notification preferences
The user’s email address is valid in the system
Why can the user see the notification but not open the incident?
The notification link follows normal system authentication and authorization rules. The user must have permission to view the referenced incident.
Where can admins verify that notifications were sent?
Admins can review the Incident Audit List, where one audit entry is created for each notification sent.
Does this feature send automated reminders?
No. This feature supports manual notifications only. Automated or scheduled notifications are out of scope for this phase.