EMS Setup - Auto Number Setup

EMS Setup - Auto Number Setup

Purpose Statement

  1. This article guides users through configuring the Auto Number Setup for EMS Incident and Response numbers within the EMS Setup section of the Incident Documentation module. This setup ensures consistent and automated numbering across EMS reports.

Background Information

  1. The Auto Number Setup feature allows Fire/EMS agencies to automatically generate unique, sequential numbers for both EMS Incidents and Responses. This reduces dependency on external CAD or NFIRS data, simplifies documentation workflows, and enhances the accuracy of incident tracking.

Common Use Cases

  1. Agencies not integrated with CAD or fire records systems
  2. Standardizing numbering formats across multiple divisions or stations
  3. Improving audit trail consistency for EMS documentation

Prerequisites

  1. Access to Incident Documentation > EMS Setup
  2. A Department Short Code configured under Admin > Agency Setup > General Information (see final section for setup)

Required Permissions

To configure Auto Number settings, the following permissions are required:
  1. Access EMS Setup - Manage: Allows navigation and configuration of EMS Setup options
These are typically assigned to administrators or personnel responsible for system configuration.

Video



Step-by-Step Guide


Step 1: Access EMS Setup
  • Navigate to Incident Documentation.
  • Select EMS Setup from the module list.


Navigate to the Incident Documentation and select EMS Setup.



Step 2: Open the General Section
  • In EMS Setup, click on the General section.


Select on the General section within the EMS Setup.



Step 3: Navigate to Auto Number Setup Subsection

There are two Auto Numbers you can setup:
  1. Auto Incident Number
  2. Auto Response Number
InfoInfo: If neither setting is enabled, numbers default to CAD/Fire data. If only one is enabled, the other will attempt to use CAD.


Scroll down the page to find the Auto Number Setup.


Configuring Auto Incident Number

The Hover Help Icon - "Using the Auto Incident Number will populate the Incident Number (eResponse.03) field from this configuration. If not enabled, this number will be populated by CAD/Fire  if available."



1. Enable Response Number
  1. Check the box to generate response numbers automatically.
  2. A preview will display the last and next incident number.
  3. The last incident number can be added/edited.


By enabling this check box will generate incident numbers consecutively.



2. Configure Response Number Format
  1. Enable Response Number Format to set structure options:
    1. Use Department Short Code
    2. Separators: Customizable (default is blank)
    3. Year Format: YYYY or YY
    4. Number Length: Max of 7 digits


When selecting Enable Incident Number Format you can then choose to use your Departments short code.



3. Preview the New Incident Format
  1. With short code enabled, incident numbers will begin with it, instead of the year.


When enabled your incident numbers will begin will your departments short code rather than the year format.



Auto Response Number Setup

The Hover Help Icon - "Using the Auto Response Number will populate the EMS Response Number (eResponse.04) field from this configuration. If not enabled, this number will be populated from the CAD/NFIRS Incident Number if available."


1. Enable Auto Response Numbering
  1. Check the Enable box to turn on automatic response numbering.
  2. A preview will display the last and next response number.
  3. The last response number can be added/edited.


By enabling this check box will generate response numbers consecutively.



2. Enable and Configure Response Number Format
  • Toggle on Enable Response Number Format
  • Set:
    • Use Department Short Code
    • Optional separators
    • Year format: YYYY or YY
    • Number length: Up to 7 digits


When selecting Enable Response Number Format you can then choose to use your Departments short code.



3. Save Your Settings
  1. After configuring both number formats, click Save to apply changes.


When completed remember to select Save.


Department Short Code


 1. Configure Department Short Code (If Needed)
  • Navigate to Admin > Agency Setup > General Information
  • Enter the Short Code and click Save



Best Practices

  1. Always preview the number format before finalizing.
  2. Use short codes to simplify record searches.
  3. Keep separator and year formats consistent with agency standards.

Troubleshooting & FAQs

What happens if neither option is enabled?
CAD/Fire data will populate numbers. If no integration is active, fields will remain blank.

Can I change the number format later?
Yes. However, doing so may affect consistency with previously generated numbers.

Why isn’t my number showing up?
Check that the feature is enabled and that your department short code is configured.


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