EMS Setup - Creating Custom Other Questions for ePCR

EMS Setup - Creating Custom Other Questions for ePCR

Purpose Statement

The Custom Other Questions feature within EMS Setup allows administrators to create agency-specific alphanumeric text fields that capture additional information not covered by standard NEMSIS data elements. This functionality enables departments to customize their ePCR forms to meet local protocols, state requirements, or organizational reporting needs while maintaining NEMSIS compliance and supporting comprehensive patient care documentation.

Background Information

Custom Other Questions provide flexibility for fire and EMS agencies to extend their ePCR documentation beyond standard NEMSIS data elements. These questions utilize the "Other" data type, which creates free-text alphanumeric input fields allowing providers to enter narrative responses, codes, or specific identifiers as required by local protocols or state reporting requirements. The feature supports various usage levels from optional to mandatory, includes XML export capabilities for state reporting, and allows for recurrent entries when multiple responses are needed. Custom questions can be strategically placed within existing ePCR sections or organized into custom subsections for logical workflow organization.

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.

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Step-By-Step Guide


1. Navigate to the EMS Setup located in the Incident Documentation module.


Navigate to the EMS Setup located in the Incident Documentation module.



2. Select on the Custom Elements section.


Select on the Custom Elements section.



3. Select the Add button within the Custom Questions subsection.


Select the Add button within the Custom Questions subsection.



4. When adding Custom Elements required fields will be identified by the (*) symbol.





5. Enter a Custom Element ID.
  1. This is the unique identifier to accompany the new question. This ID may come from a NEMSIS State Data Set (e.g. "emsa.E1") or be defined by an agency.


Enter a Custom Element ID.



6. Within the Title, the text entered here is what becomes visible to a provider filling out an ePCR.


Within the Title, the text entered here is what becomes visible to a provider filling out an ePCR.



7. From the Data Type dropdown select Other.
  1. This option provides an alphanumeric free text box as an answer field to the custom question.


From the Data Type dropdown select Other.



8. Recurrence will allow you to answer the custom question multiple times within the ePCR if set to yes.


Recurrence will allow you answer the custom question multiple times within the ePCR if set to yes.



9. You can choose to include this custom element within the XML Export by using the dropdown and selecting Yes or No.


You can choose to include this custom element within the XML Export by using the dropdown and selecting Yes or No.



10. From the Usage dropdown you are able to set if the custom question should be mandatory, required, recommended or optional for the provider when documenting an ePCR.
Info
NOTE: If Required or Recommended is selected you will be able to set Not values to choose within the ePCR.


From the Usage dropdown you are able to set if the custom question should be mandatory, required, recommended or optional for the provider when documenting an ePCR.



11. You are able to set Not values using the dropdown and selecting on all that will apply for this custom question.


You are able to set Not values using the dropdown and selecting on all that will apply for this custom question.



12. Set any Pertinent Negatives from the dropdown that should apply to the question being asked.


Set any Pertinent Negatives from the dropdown that should apply to the question being asked.



13. Insert the definition of this question.
  1. This is used for internal tracking.


Insert the definition of this question.



14. From the Path section you are able to add this question to a Custom Subsection or select a Data Set and After Field.


From the Path section you are able to add this question to a Custom Subsection or select a Data Set and After Field.



15. When the Add to Custom Subsection is selected now you can place this question in any of your agencies Custom Subsections using the dropdown.


  1. See article ePCR Sections on how to create custom subsections.

When the Add to Custom Subsection is selected now you can place this question in any of your agencies Custom Subsections using the dropdown.



16. If choosing to add the custom question to a Data Set use the dropdown to select which Data set.

Data Set:
  1. DEMDataSet - will compare against a state specific Demographics set.
  2. EMSDatatSet - will compare against the national NEMSIS standard.






17. Once the Data Set is selected you will need to set the After Field by using the dropdown.


  1. This is where the custom question will appear within the ePCR.





18. From the values define the min/max characters allowed and/or set a default value.
  1. If Not Values and Pertinent Negatives were selected then you are able to set Default values to those areas.
Info
Default Not values can only be set if Usage is set to Required or Recommend.





19. To save and create your new custom question select Add.


To save and create your new custom question select Add.

Best Practices

Do's

  • Use clear, concise titles that accurately describe the information being requested from providers
  • Create meaningful Custom Element IDs that align with your agency's naming conventions or state requirements
  • Set appropriate character limits to balance comprehensive responses with practical data entry constraints
  • Include helpful definitions or descriptions to guide providers on expected responses
  • Test custom questions thoroughly before deployment to ensure proper functionality and placement
  • Coordinate with state EMS offices when creating questions for compliance or reporting purposes
  • Use recurrence settings strategically for questions that may need multiple responses per incident
  • Consider workflow impact when placing custom questions within existing ePCR sections

Don'ts

  • Don't create duplicate questions that overlap with existing NEMSIS data elements
  • Don't use vague or ambiguous titles that may confuse providers during documentation
  • Don't set mandatory usage levels without proper training and protocol establishment
  • Don't create excessive character limits that may encourage overly lengthy responses
  • Don't place custom questions in sections where they disrupt logical documentation flow
  • Don't enable XML export for internal-use questions that shouldn't be shared with state systems
  • Don't create custom questions without considering their impact on documentation time and workflow
  • Don't modify or delete custom questions that are actively being used without proper communication

Tips & Recommendations

  • Use optional usage levels initially to gauge provider adoption and feedback before making questions mandatory
  • Consider seasonal or incident-specific custom questions that can be enabled as needed
  • Coordinate custom question creation with QA/QI teams to ensure data quality and utility
  • Establish naming conventions for Custom Element IDs to maintain organization and prevent conflicts
  • Use pertinent negatives strategically to improve data quality and reduce documentation burden
  • Regular review and cleanup of unused or outdated custom questions to maintain form efficiency
  • Document the purpose and expected responses for each custom question for training and reference purposes

Troubleshooting & FAQs

Q: My custom question isn't appearing in the ePCR form after creation. What should I check?
A: Verify that the custom question was saved successfully and check the Path configuration to ensure proper placement within the ePCR. Also confirm that the question is assigned to the correct data set and positioned after an existing field. Clear your browser cache and refresh the ePCR form.

Q: Providers are seeing error messages when trying to complete my custom question. How can I resolve this?
A: Check the Values settings to ensure minimum and maximum character limits are reasonable and properly configured. Verify that the data type is set to "Other" and that the Usage level is appropriate. Test the question with various response lengths to identify potential conflicts.

Q: The custom question is appearing in the wrong section of the ePCR. How can I move it?
A: Edit the custom question and modify the Path settings. Either reassign it to a different Custom Subsection or select a new Data Set and After Field combination to position it correctly within the ePCR workflow.

Q: My required custom question isn't preventing ePCR submission when left blank. What's the issue?
A: Verify that the Usage level is set to "Mandatory" rather than "Required." If set to "Required," ensure that appropriate Not Values are configured to allow providers to select "not applicable" options when the question doesn't apply to their specific incident.

Q: Custom questions are not included in our XML exports despite being configured to export. Why might this happen?
A: Confirm that "Include in XML Export" is set to "Yes" for the affected questions. Check with your IT administrator to ensure that the export process is properly configured to include custom elements. Verify that the Custom Element ID follows proper formatting requirements for XML export.

Q: Can I modify a custom question after providers have started using it in completed ePCRs?
A: While modifications are technically possible, exercise caution when editing active custom questions as changes may affect historical data integrity and reporting consistency. Consider creating new questions rather than modifying existing ones if significant changes are needed, and coordinate with your QA/QI team before making modifications.

Related Articles

  1. EMS Setup - Adding Custom Values for NEMSIS Questions
  2. EMS Setup - Creating Custom Text/String Questions for ePCR
  3. EMS Setup - Creating Custom Date/Time Questions for ePCR
  4. EMS Setup - Creating Custom Boolean Questions for ePCR
  5. EMS Setup - Creating Custom Integer/Number Questions for ePCR
  6. EMS Setup - Navigating the Custom Elements Section


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