Purpose Statement

The ePCR Transfer Workflow allows EMS providers to transfer patient care documentation to another responding unit or agency while preserving patient information and reducing duplicate documentation.

This workflow supports:

• Unit-to-Unit Transfers within the same agency
• Agency-to-Agency Transfers between participating First Due agencies

The goal is to ensure continuity of care documentation while providing a clear transfer of reporting responsibility during multi-unit and multi-agency responses.

Background Information

In many EMS systems, the first-arriving unit begins patient care and documentation before another responding unit or agency assumes responsibility for transport and report completion.

Examples include:

• Engine company transferring documentation to a transporting ambulance
• First responder agency transferring documentation to a transporting EMS agency
• ALS intercept or multi-agency response incidents

The ePCR Transfer Workflow provides a structured method for transferring documentation responsibilities while retaining all previously entered patient care information.

Required Permissions

Field Users

• Create ePCR
• Edit Assigned Incidents
• Transfer ePCR Records

Agency Administrators

• EMS Setup
• Transfer Setup

Video

Unit-to-Unit Transfer Workflow

Transfer a Report to Another Unit

1. Start a new ePCR by clicking Add New Button.  

2. Download CAD into the ePCR by clicking Download CAD button and selecting call. 

3. Once CAD is downloaded, the Transfer Button will now appear and can be clicked when ready to transfer the call.

4. Select the receiving unit.
   • If only one additional unit is assigned to the incident, it will be available for selection.
   • If multiple units are assigned, select the appropriate unit from the dropdown.
5. Click Transfer.

The ePCR will close and move to the EMS Incident List as a pending transfer.

Accept a Transferred Report

1. Open the EMS Incident List.
2. Locate the incident marked with the Transfer icon (double arrows).

3. Click the transfer icon.
4. Review the responsibility warning.
5. Click Confirm.

The receiving crew is automatically added to the incident and assumes responsibility for completing the report. All previously documented patient care information remains available.

Agency-to-Agency Transfer Workflow

How Agency Transfers Work

Agency transfers create a separate copy of the ePCR for the receiving agency while allowing the sending agency to retain its original report.

This supports states that require both agencies to submit their own PCRs.

Transfer a Report to Another Agency

1. Start a new ePCR by clicking Add New Button.

2. Download CAD into the ePCR by clicking Download CAD button and selecting call. 

3. Once CAD is downloaded, the Transfer Button will now appear and can be clicked when ready to transfer the call.

4. Click on Agency then Select the agency from the pick list and Click Transfer. Choose the receiving agency.

The receiving agency receives a copy of the ePCR while the sending agency retains its original record for continued documentation.

Best Practices

• Transfer reports as soon as responsibility for patient care changes.
• Verify the receiving unit or agency before completing the transfer.
• Ensure arrival times are documented accurately so treatments and procedures are properly classified.
• Review transfer agreements regularly with partner agencies.
• Test agency transfer workflows whenever configuration changes are made.

Troubleshooting & FAQs

Why don't I see the agency I want to transfer to?

Verify that both agencies have completed the Transfer Handshake configuration.

Why was my agency transfer rejected?

The receiving agency has not enabled Accept Transfer From for your agency.

Does the receiving unit become part of the incident automatically?

Yes. Accepting a transferred ePCR automatically adds the receiving crew to the incident.

Is the original documentation preserved?

Yes. All previously entered patient care information remains available after the transfer.

Do both agencies keep a copy of the report?

For Agency-to-Agency Transfers, yes. The sending agency retains its report while the receiving agency receives its own copy for continued documentation and state reporting requirements.