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EMS Setup - Hospital ePCR Viewer

Purpose Statement

The Hospital ePCR Viewer feature allows designated hospital personnel to securely view only the EMS patient care reports (ePCRs) associated with transports to their specific facility. This setup improves collaboration between EMS agencies and receiving hospitals while maintaining appropriate data access controls and HIPAA-conscious permissions management.

Background Information

Hospitals often require access to incoming EMS patient care reports for continuity of care, quality assurance, and administrative review. The Hospital ePCR Viewer functionality restricts hospital staff visibility so they can only access incidents transported to their assigned facility.

This feature is commonly used by:

  • Receiving Facility Staff
  • Hospital administrators
  • Registration
  • Unit Coordinators
  • Front Line RNs

 

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Important Note:

Once configured, users assigned as hospital viewers will only see incidents associated with the hospital(s) they are explicitly granted access to.  The incidents will be in Read Only status and cannot be edited.  Also, incidents that are in Status of "In Progress" will also be visible as long as the destination hospital is populated in the run form.

Required Permissions

The following permissions and access levels are required to complete the Hospital ePCR Viewer setup:

Administrative Permissions

Users configuring this feature should have access to:

  • Role Management
  • Personnel Management
  • EMS Setup
  • Facility Management

Required ePCR Permission

The following permission must be enabled within the assigned role:

  • Restrict Access by Facility
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Important Note:

Note: This permission must be enabled by Client Success or Support before it can be activated within the role settings.

Video

 

 

Step-by-Step Guide
 

Step 1: Create a Hospital Viewer Role

  1. Navigate to Roles within the administrative settings.
  2. Create a new role for hospital personnel.
  3. Name the role appropriately, such as:
    • Hospital ePCR Viewer
    • Hospital EMS Viewer

 

 

Step 2: Enable the Facility Restriction Permission

  1. Open the newly created role.
  2. Navigate to the Permissions section.
  3. Locate the ePCR permissions category.
  4. Enable the permission:
    • Restrict Access by Facility
  5. Save the role configuration.

This permission ensures users assigned to the role can only view reports associated with approved facilities.

 

 

Step 3: Assign Personnel to the Role

  1. Navigate to Personnel Management.
  2. Locate the hospital personnel account.
  3. Assign the user to the Hospital ePCR Viewer role.
  4. Save changes.

Repeat this process for all hospital personnel requiring access.

 

 

 

Step 4: Open EMS Facility Management

  1. Navigate to:
    • Incident Documentation
    • EMS Setup
    • Facility Management

 

  1. Locate the hospital facility you want to configure.
     

 

Step 5: Configure Facility-Level Viewer Permissions

  1. Select the Personnel Permissions icon next to the facility.

 

  1. Open the permissions dialogue box.

  2. Select the appropriate hospital viewer role.

     

 

  1. Locate the user(s) who should have access to that facility.
  2. Move the user(s) into the Allowed section.
  3. Click Save.

 

Only users added to the Allowed section will be able to view ePCRs transported to that facility.

 

 

Step 6: Repeat for Additional Hospitals

Each hospital facility must be configured individually.

  1. Open each facility record.
  2. Configure personnel permissions separately.
  3. Save changes after each update.

Best Practices

  • Create a dedicated role specifically for hospital viewers
  • Limit hospital users to only the facilities they require access to
  • Review facility permissions regularly for accuracy
  • Remove access immediately when personnel change roles or leave the organization
  • Use clearly identifiable naming conventions for hospital viewer roles
  • Test permissions with a non-admin account before deployment

Avoid These Common Mistakes

  • Forgetting to save facility permission changes
  • Assigning users to the role without configuring facility permissions
  • Enabling broader permissions than necessary
  • Granting access to multiple facilities unintentionally

Troubleshooting & FAQs

Hospital users cannot see any incidents

Possible Causes:

  • User is not assigned to the Hospital ePCR Viewer role
  • Facility permissions were not configured
  • Restrict Access by Facility permission is not enabled

Resolution:
Verify all three setup components are completed correctly.

 

User can see incidents for the wrong facility

Possible Causes:

  • User was added to multiple facilities
  • Incorrect role permissions assigned

Resolution:
Review Facility Management permissions and remove unintended facility access.

 

Restrict Access by Facility permission is missing

Cause:
The permission has not been enabled by Client Success or Support.

Resolution:
Contact First Due Client Success or Support to enable the permission for your agency.

 

Do hospitals need separate user accounts?

Answer:
Yes. Each hospital viewer should have their own unique personnel account for audit tracking and security purposes.