This approach allows us to collect both Gender and Sex field data while documenting only one field in the ePCR. We'll use workflows to populate both fields simultaneously when one is answered. Once the default configurations are established, we can implement Hide workflows to display only the desired field to users, and Error workflows to require the fields conditionally.

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Background Information

Critical Patch 5 (CP5) refers to the fifth major update to the NEMSIS Version 3.5.0 data standard, Released on April 3, 2025, CP5 introduces critical structural, definitional, and technical changes designed to improve EMS data quality, align with federal mandates, and enhance national interoperability across EMS reporting systems. To ensure smooth adoption, the NEMSIS Technical Assistance Center established a 90-day window from the release date for software vendors to implement the changes and complete compliance testing. EMS agencies and state systems are encouraged to work closely with their vendors to ensure timely and accurate integration of CP5 requirements. https://nemsis.org/media/nemsis_v3/release-3.5.0/DataDictionary/ChangeLog.pdf

The following permission are necessary to access and configure EMS Setup:

Utilize Workflows for simultaneous documentation of multiple fields.

The steps to follow will demonstrate how to utilize workflows to Hide, Default, and Error (require) the Gender and Sex fields be documented on every ePCR.

1. When you've received Notification from your State that they are prepared to accept CP5 files, Navigate to EMS Setup> General> Enable ePatient.25 - Patient's Sex> Scroll down to select SAVE. This will update your ePCR to include the new field for live documentation and exporting.
   

1. Please use the Search function to check if you already have workflows associated with the Gender field, if you do currently have workflows built for this field you may choose to edit those workflows as needed.
2. If you don't currently have any workflows associated with the Gender field, select Add to create a new workflow for this field.
   

1. This step is defining the field we want the workflow to affect. For this Example we want to build the Hide and Default workflows on the Gender field.
   

1. We will start by building a Hide Workflow for the Gender field. Make sure the Hide Workflow section is selected in Blue.
   
2. Select the small blue plus button below the Hide Workflow section to begin building the Hide Workflow.
   

1. Add your internal description for why/when you intend to hide this field. Here we are choosing to, "Hide Always".
   

1. We want to Add a Condition, this will then allow us to select a specific field to initiate the hide workflow of the Gender field.
   

1. For this example, we will use the Unit Disposition field (eDisposition.27) as it is interacted with on every ePCR.
   
2. You are welcome to choose a different field that works best for your departments needs.
   

1. The conditions listed in this dropdown define which values in the trigger field (Unit Disposition) will activate the workflow.
   
2. For this example, we will use the "Not Empty" condition.
   
3. With the "Not Empty" condition, you will not need to select a Parameter.
   

1. This workflow now means that any time the Unit Disposition field has a value selected, we will hide the Gender field.
   

1. Make sure the Default Value Workflow section is selected in Blue.
   
2. Select the small blue plus button below the Default Value Workflow section to begin building the Default Workflow.
   

1. Add your internal description for why/when you intend to default this field.
   
2. Here we are choosing to default the Gender Field to Female any time the Sex Field is documented as Female.
   

1. Using the Default Value dropdown select the value within the Gender Field that you would like to default conditionally.
   

1. We want to Add a Condition, this will then allow us to select a specific field to initiate the default workflow for the Gender field.
   

1. For CP5 compliance and continued reporting needs of your department, we need the deprecated Gender field to reflect the same value as the new Sex field.
   
2. We will use the Sex field as the initiator for the Default Value workflow.
   

1. The conditions listed in this dropdown define which values in the trigger field (Patient Sex) will activate the workflow.
   
2. For this example, we will use the "Equal" condition.
   
3. With the "Equal" condition, we will need to define a Parameter in the next step.
   

1. By defining the Parameter we are selecting the value within the Patient Sex field that will Initiate the Default Value Workflow for the Gender field.
   

1. This workflow now means that any time the Sex field reflects "Female," the Gender field will default to "Female."
   

Please follow steps 10-16 to build a Default Value workflow for each value in the Sex field to automatically default the Gender field accordingly.

1. We will now build an Error Validation workflow that conditionally requires the Sex field to be completed on ePCRs reflecting patient contact.
   
2. Ensure the Error Validation Workflow section is selected (highlighted in blue), then click the small blue plus button below this section to begin building the Error Workflow.
   

1. Add your internal description for why/when you intend to require this field be answered.
   

1. The Validation Message is what the crews see in the ePCR.
   
2. This message should be clear and easy to follow.
   

1. We want to Add a Condition, this will then allow us to select a specific field to initiate the Error Validation workflow for the Sex field.
   

1. When building an Error Validation workflow we must first reference the field that we want to require.
   
2. In this example, we want to require the Sex field.
   

1. The conditions listed in this dropdown define which values will initiate the Sex field to be required within the ePCR.
   
2. For this example, we will use the "Empty" condition.
   
3. With the "Empty" condition, you will not need to select a Parameter.
   

When building an Error Validation workflow we must first reference the field that we want to require, if you want this field to flag upon opening an ePCR always and do not want further conditional logic you can stop here!

1. Now that we are successfully requiring the Sex field, we may want to build another layer of logic to the requirement.
   
2. If you would like this field to ONLY be required when Patient Contact is made we will need to add another condition.
   
3. For this Example:
1. Add another Condition by selecting Add Condition.
2. Confirm that the logic is "And".
3. Now we will select the other field we want to use to initiate the workflow.
   
4. To require the Sex field only when patient contact is made we will use the Unit Disposition field when Equal to Patient Contact made
   

1. This workflow now means that any time the Sex field is Empty and the Unit Disposition is Equal to Patient Contact Made the Sex field will flag Red and be Required.
   

Please repeat step 24 to build another layer in the error workflow adding a condition for continued And logic or add a group to reference and allow to change the logic to OR for more complex logic.

Reference the Workflows KBA, and your CSM for further assistance.