Purpose Statement

Agency-to-Agency Transfers allow EMS agencies using First Due to transfer patient care documentation between separate licensed EMS organizations.

This feature supports operational models where one agency begins patient care and documentation while another agency performs patient transport and completes transport documentation. Both agencies can maintain their own ePCR records and satisfy state reporting requirements.

Background Information

Agency-to-Agency Transfers were designed for EMS systems where multiple agencies participate in the same patient encounter.

A common example is when a First Responder agency arrives on scene and begins an ePCR because state regulations require documentation of the response. The patient is then transferred to a transporting agency that must also complete its own documentation and state submission requirements.

This functionality expands upon Unit-to-Unit Transfers by allowing transfers between separate First Due customer accounts and licensed EMS agencies.

To ensure patient information is only shared between approved organizations, Agency-to-Agency Transfers use a bilateral handshake model. Both agencies must explicitly agree to the transfer relationship before transfers can occur.

Required Permissions

The following permission is required:

ePCR – Transfer Setting Agency to Agency

This permission is controlled by First Due and may not be enabled by default.

If the permission is not available within your agency, contact First Due Client Success or Support for assistance.

Video

Step-by-Step Guide

Step 1: Enable Agency-to-Agency Transfer Access

1. Navigate to your administrative role permissions.
2. Enable ePCR – Transfer Setting Agency to Agency.
3. Save your changes.

Once enabled, a new Transfer Setup option becomes available under Incident Documentation.

Step 2: Access Transfer Setup

1. Open the module stack.
2. Navigate to Incident Documentation.
3. Select Transfer Setup.

Transfer Setup contains two configuration sections:

• Transfer To
• Accept Transfer From

Both sections must be configured for transfers to function properly.

Step 3: Configure Transfer To Agencies

The Transfer To section identifies agencies your organization can send ePCRs to.

1. Select Add Agency.
2. Browse the available agencies within your state.
3. Select the agencies that your organization may transfer incidents to.
4. Save your changes.

Step 4: Configure Accept Transfer From Agencies

The Accept Transfer From section identifies agencies that are allowed to send ePCRs to your organization.

1. Select Add Agency.
2. Browse the available agencies within your state.
3. Select the agencies from which your organization will accept transfers.
4. Save your changes.

Step 5: Verify the Handshake Relationship

Agency-to-Agency Transfers require approval from both organizations.

Example:

Only when both settings exist will the transfer relationship become active.

If either side removes the configuration, transfers will no longer be permitted.

Step 6: Transfer an Incident

After both agencies complete setup:

1. Open the ePCR.
2. Select Transfer.
3. Choose Agency Transfer.
4. Select the receiving agency from the available list.
5. Complete the transfer.

What Happens During a Transfer?

When an Agency-to-Agency Transfer is completed:

• The sending agency retains its ePCR.
• The receiving agency receives its own copy of the ePCR.
• Both agencies can continue documenting independently.
• Each agency can complete and submit documentation according to its local and state requirements.

Best Practices

• Establish transfer relationships only with agencies that regularly participate in shared patient care.
• Verify agency information before approving transfer relationships.
• Periodically review configured transfer partners.
• Limit access to Transfer Setup to authorized administrative personnel.
• Ensure all participating agencies understand their state reporting responsibilities.
• Train users on the difference between Unit-to-Unit Transfers and Agency-to-Agency Transfers.

Troubleshooting & FAQs

Why don't I see Transfer Setup?

Verify that the ePCR – Transfer Setting Agency to Agency permission has been enabled for your role. If the permission is unavailable, contact First Due Support.

Why can't I transfer to another agency?

Both agencies must have matching transfer permissions configured.

The sending agency must allow transfers To the receiving agency, and the receiving agency must allow transfers From the sending agency.

Why doesn't an agency appear in my transfer list?

The agency may not have approved incoming transfers from your organization or may not be configured as a transfer partner.

Does the sending agency lose its report after transfer?

No. The sending agency retains its ePCR while the receiving agency receives a separate copy.

Is this the same as Unit-to-Unit Transfer?

No. Unit-to-Unit Transfers occur within the same agency. Agency-to-Agency Transfers occur between separate First Due customer accounts and licensed EMS agencies.