Purpose Statement

This article demonstrates how agency administrators can create custom Date/Time questions within the EMS Setup to capture specific temporal data required for their documentation workflows. Custom Date/Time questions enable providers to document precise dates and times for agency-specific requirements, compliance needs, or specialized reporting that extends beyond standard NEMSIS fields.

Background Information

Custom Date/Time questions provide agencies with the flexibility to collect time-sensitive data that may be required by state regulations, internal protocols, or specialized reporting requirements. These questions can be configured to appear in specific sections of the ePCR and can include timestamp functionality for real-time data capture. The feature supports both single-entry and recurring questions, allowing providers to document multiple time-related events within a single patient care report.

Common use cases include documenting specialized response times, compliance-related timestamps, medication administration windows, or agency-specific procedural milestones that fall outside standard NEMSIS data elements.

Video Guide

Required Permissions

To create custom Date/Time questions, users must have:

• Administrator or EMS Setup Manager permissions
• Access to the Incident Documentation module
• Custom Elements configuration rights within EMS Setup

Step-by-Step Guide

Step 1: Navigate to Custom Elements in EMS Setup

Navigate to the EMS Setup located in the Incident Documentation module and select Custom Elements

Step 2: Add New Custom Question

Select the Add button within the Custom Questions subsection to begin creating your new Date/Time question.

Step 3: Identify Required Fields

When adding Custom Elements, required fields will be identified by the (*) symbol. Ensure all required fields are completed before proceeding.

Step 4: Enter Custom Element ID

Enter a Custom Element ID. This serves as the unique identifier for the new question. The ID may come from a NEMSIS State Data Set (e.g., "emsa.E1") or be defined by your agency following your internal naming conventions.

Step 5: Set the Question Title

In the Title field, enter the text that will be visible to providers filling out an ePCR. Use clear, concise language that clearly indicates what date/time information is being requested.

Step 6: Select Date/Time Data Type

From the Data Type dropdown, select Date/Time. This data type allows providers to document both date and time as the answer to the custom question, providing precise temporal documentation. A subsequent required question appears providing an option to include the timestamp feature from within the chart. If set to "No," providers will need to manually enter the date of time of this custom question.

Step 7: Set Recurrence Options

Configure the Recurrence setting. Setting this to "Yes" allows providers to answer the custom question multiple times within the same ePCR, useful for documenting multiple related events or timestamps.

Step 8: Configure XML Export

Choose whether to include this custom element within the XML Export by selecting Yes or No from the dropdown. This determines if the data will be included in data exports and reporting.

Step 9: Set Usage Requirements

From the Usage dropdown, set whether the custom question should be mandatory, required, recommended, or optional for providers when documenting an ePCR. This controls the validation level applied to the field.

 If Required or Recommended is selected, you will be able to set Not values for providers to choose within the ePCR.

Step 10: Configure Not Values

Set Not values using the dropdown, selecting all options that will apply for this custom question. These provide alternative responses when the specific date/time cannot be determined.

Step 11: Set Pertinent Negatives

Configure any Pertinent Negatives from the dropdown that should apply to the question being asked. These options help document when certain conditions or circumstances are explicitly not present.

Step 12: Add Definition

Insert the definition of this question in the provided field. This definition is used for internal tracking and helps maintain consistency in data collection across your organization.

Step 13: Configure Path Settings

From the Path section, choose how to position this question by either adding it to a Custom Subsection or selecting a Data Set and After Field placement.

Step 14: Add to Custom Subsection (Optional)

When Add to Custom Subsection is selected, you can place this question in any of your agency's Custom Subsections using the dropdown menu. Reference the ePCR Sections article for guidance on creating custom subsections.

Step 15: Select Data Set (Alternative to Custom Subsection)

If adding the custom question to a Data Set, use the dropdown to select the appropriate dataset:

• DEMDataSet - compares against a state-specific Demographics set
• EMSDataSet - compares against the national NEMSIS standard

Step 16: Set After Field Position

Once the Data Set is selected, configure the After Field using the dropdown. This determines where the custom question will appear within the ePCR relative to existing fields.

Step 17: Configure Default Values

Set default values for the date and time, along with default values for Pertinent Negatives and Not Values as needed.

Important Notes:

• Default Not values can only be set if Usage is configured as Required or Recommended
• To set Default Pertinent Negatives or Default Not Values, choices must first be selected in steps 10 and 11

Step 18: Save Your Custom Question

Select Add to save and create your new custom Date/Time question. The question will now be available in ePCR forms according to your configuration settings.

Best Practices

Question Design:

• Use clear, specific titles that clearly indicate what date/time information is needed
• Consider enabling the timestamp button for real-time data capture scenarios
• Set appropriate usage levels based on the criticality of the data

Data Organization:

• Group related Date/Time questions in custom subsections for better organization
• Use consistent naming conventions for Custom Element IDs to facilitate data management
• Document the purpose and expected use of each custom question for future reference

User Experience:

• Avoid creating too many mandatory Date/Time questions to prevent workflow disruption
• Consider the logical flow of questions within the ePCR when setting field positioning
• Test questions with end users before full deployment

Troubleshooting & FAQs

Q: Why can't I set Default Not values? A: Default Not values can only be configured when Usage is set to Required or Recommended. Change the Usage setting to access this option.

Q: The custom question isn't appearing in the ePCR. What should I check? A: Verify that the Path settings are correctly configured and that the question has been placed in an active Data Set or Custom Subsection that appears in your ePCR layout.

Q: Can I modify a custom Date/Time question after it's been created? A: Yes, custom questions can be edited through the same EMS Setup interface. However, consider the impact on existing data and notify users of any changes.

Q: What's the difference between DEMDataSet and EMSDataSet? A: DEMDataSet compares against state-specific demographic requirements, while EMSDataSet aligns with national NEMSIS standards. Choose based on your reporting requirements.