Configure Gender/Sex Field Workflows for your ePCR

Configure Gender/Sex Field Workflows for your ePCR

Purpose Statement

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.


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


Video



Required Permissions

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

EMS Setup - Manage--This permission within the ePCR Setup group is needed to access and modify the General Subsection settings. This permission is typically assigned to system administrators or designated EMS configuration managers who are responsible for department-wide ePCR system management.

Step-by-Step Guide

Info
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. First Enable the ePatient.25 - Patient Sex Field
  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.


First Enable the ePatient.25 - Patient Sex Field



2. Now navigate to Workflows
  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.


Now navigate to Workflows



3. Using the Nemsis Field Code to Add a new workflow to the Gender Field, Type "Gender" and select Information/Patient/Gender
  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.





4. Build a Hide Workflow
  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.


Build a Hide Workflow



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


Add Description (Hide WF)



6. Add Condition (Hide WF)
  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.


Add Condition (Hide WF)



7. Select a Field to Initiate the Hide Workflow from the When dropdown
  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.


Select a Field to Initiate the Hide Workflow from the When dropdown



8. Select the Condition (Hide WF)
  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.


Select the Condition (Hide WF)



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


Hide Workflow Complete



10. Build a Default Workflow
  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.


Build a Default Workflow



11. Add Description (Default WF)
  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.


Add Description (Default WF)



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


Add Default Value



13. Add Condition (Default WF)
  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.


Add Condition (Default WF)



14. Select a Field to Initiate the Default Value Workflow from the When dropdown
  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.


Select a Field to Initiate the Default Value Workflow from the When dropdown



15. Select the Condition (Default WF)
  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.


Select the Condition (Default WF)



16. Select a Parameter (Default WF)
  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.


Select a Parameter (Default WF)



17. Default Value Workflow Complete
  1. This workflow now means that any time the Sex field reflects "Female," the Gender field will default to "Female."
Info
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.


Default Value Workflow Complete



18. Build an Error Validation Workflow
  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.





19. Add Description (Error WF)
  1. Add your internal description for why/when you intend to require this field be answered.





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





21. Add Condition (Error WF)
  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.





22. Select the field to Initiate the Error Validation from the When dropdown
  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.





23. Select the Condition (Error WF)
  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.
Alert
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!


Select the Condition (Error WF)



24. Add Conditional Logic to the Error Workflow
  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


Add Conditional Logic to the Error Workflow



25. Error Validation Workflow Complete
  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.
Info
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.




Best Practices

Do's

  • Enable the E Patient 2.5 Patient Sex field before configuring workflows to ensure NEMSIS 3.5.0 compliance
  • Create hide workflows for deprecated gender fields to reduce provider confusion during the transition period
  • Use default value workflows to maintain data consistency between old and new field requirements
  • Test workflow logic thoroughly in a development environment before implementing in production
  • Document all workflow configurations for training and audit purposes
  • Coordinate workflow implementation with state EMS offices and reporting requirements
  • Create error validation workflows that only require fields when clinically appropriate (e.g., patient contact made)
  • Use commonly interacted fields as triggers for reliable workflow activation

Don'ts

  • Don't remove deprecated fields entirely without confirming state reporting requirements during transition periods
  • Don't create conflicting workflows that may prevent proper field completion or cause system errors
  • Don't implement mandatory validation without proper user training and protocol establishment
  • Don't use rarely accessed fields as workflow triggers as this may result in inconsistent behavior
  • Don't create overly complex conditional logic that may be difficult to troubleshoot or maintain
  • Don't modify workflows without considering the impact on historical data and existing ePCRs
  • Don't deploy workflow changes during peak operational hours without proper testing
  • Don't create validation messages that are unclear or don't provide actionable guidance to providers

Tips & Recommendations

  • Use "Unit Disposition" as a reliable trigger field since it's commonly used in most ePCRs
  • Create matching default workflows for all gender/sex field combinations to ensure complete data mapping
  • Consider implementing workflows gradually, starting with optional fields before making them mandatory
  • Regularly review workflow effectiveness and provider feedback to optimize documentation efficiency
  • Maintain backup procedures for manual field completion in case workflow automation fails
  • Coordinate workflow timing with NEMSIS compliance deadlines and state reporting requirements
  • Use descriptive internal descriptions for all workflows to facilitate future maintenance and troubleshooting
  • Consider creating additional conditional layers for complex departmental protocols or special circumstances

Troubleshooting & FAQs

Q: The gender field is not hiding as expected despite configuring a hide workflow. What should I check?
A: Verify that the hide workflow condition is properly configured and that the trigger field (e.g., Unit Disposition) is being used consistently in your ePCRs. Check that the condition type matches your intended logic (e.g., "Not Empty" for any value). Clear browser cache and test with a fresh ePCR.

Q: Default values aren't automatically populating in the gender field when I select values in the sex field. How can I resolve this?
A: Confirm that the default workflow is properly saved and that the trigger field is correctly set to "Patient Sex." Verify that the condition is set to "Equal" and the parameter matches exactly with the sex field values. Test the workflow by selecting different values in the sex field.

Q: Providers are seeing validation errors for the sex field even when patient contact wasn't made. What's wrong with my workflow?
A: Review your error validation workflow conditions to ensure the logic is set correctly. Verify that you're using "And" logic between conditions and that the Unit Disposition parameter is exactly "Patient Contact Made" (case-sensitive). Consider if your trigger conditions are too broad.

Q: I made changes to my workflows but they don't seem to be taking effect. What should I do?
A: Ensure that you clicked "Save" for each workflow component. Check that you have the proper permissions (EMS Setup - Manage Field Customization and Ems Form Builder - Update). Clear browser cache, refresh the ePCR form, and test with a new ePCR rather than an existing one.

Q: Can I have multiple default workflows for the same field, such as both male and female mappings?
A: Yes, you can create multiple default workflows for the same field with different conditions. Each workflow should have distinct trigger conditions (e.g., sex = "Male" triggers gender = "Male", sex = "Female" triggers gender = "Female") to avoid conflicts.

Q: The validation message for my error workflow isn't displaying properly. How can I fix this?
A: Check that the validation message was properly saved and doesn't contain special characters that might interfere with display. Ensure the message is clear and actionable. Test the validation by intentionally leaving the required field empty under the specified conditions to confirm the message appears.


Related Articles

  1. EMS Setup - General - General subsection
  2. Setting up the ePCR - Workflows


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