EMS Setup - Creating Custom Text/String Questions for ePCR

EMS Setup - Creating Custom Text/String Questions for ePCR

Purpose Statement

  1. This article demonstrates how to create custom questions in the ePCR using the Text/String data type. These questions can be used to capture narrative input or to provide a dropdown list of pre-set answers.

Background Information

  1. Custom elements allow agencies to tailor ePCR documentation to local requirements, clinical guidelines, or reporting needs. The Text/String data type supports both open text fields and controlled dropdowns, giving agencies flexibility in data collection while maintaining NEMSIS compliance.

Required Permissions

To complete this task, users need the following First Due permissions:

EMS Setup - Manage

  • Allow

EMS Setup - Manage Field Customization

  • Allow

These permissions ensure users can access the EMS Setup module, navigate to Custom Elements, and create or modify custom questions for ePCR forms.

Video


Step-by-Step Guide


Step 1:  Navigate to EMS Setup
  1. From the Incident Documentation module, go to EMS Setup.
  2. Navigate to the EMS Setup located in the Incident Documentation module.


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



Step 2: Select the Custom Elements Section
  1. Click on Custom Elements in the sidebar.

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Select on the Custom Elements section.



Step 3: Add a New Custom Question
  1. Under Custom Questions, click the Add button.


Select the Add button within the Custom Questions subsection.



Step 4: Review Required Fields
  1. Required fields are marked with an asterisk (*).





Step 5: Enter a Custom Element ID
  1. This unique ID can be from your agency or a NEMSIS State Data Set (e.g., emsa.E1).


Enter a Custom Element ID.



Step 6: Enter a Title
  1. The title is the label providers will see on the ePCR form.


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



Step 7: Select Data Type
  1. From the Data Type dropdown, choose Text/String.
  2. This allows for either:
    1. Free text input (memo field)
    2. A custom dropdown list





Step 8: Set Recurrence
  1. Choose Yes if the question can be answered more than once in a report.


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



Step 9: XML Export Option
  1. From the dropdown, select Yes or No to include this field in the XML export.


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



Step 10: Define Usage Level
  1. Choose whether the field should be:
    1. Mandatory
    2. Required
    3. Recommended
    4. Optional
Note: Required and Recommended options allow you to define Not Values.


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.



Step 11: Set Not Values (if applicable)
  1. Use the dropdown to select which Not Values apply (e.g., Not Applicable, Not Recorded).


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



Step 12: Set Pertinent Negatives (if applicable)
  1. Choose any relevant Pertinent Negatives from the dropdown.


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



Step 13: Add a Definition
  1. This internal field explains the purpose of the custom question.

Insert the definition of this question.



Step 14: Define the Path
  1. Choose to add the question to:
    1. A Custom Subsection (recommended for agency-specific workflows)
    2. A Data Set field (DEMDataSet or EMSDataSet)


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



Step 15: Add to Custom Subsection (optional)
  1. If selected, use the dropdown to choose a subsection.
  2. See the ePCR Sections article for more on creating 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.



Step 16: Select a Data Set 
  1. Choose a Data Set if Add to Custom Subsection is not selected.
    1. DEMDataSet - will compare against a state specific Demographics set.
    2. EMSDatatSet - will compare against the national NEMSIS standard.






Step 17: Set the After Field
  1. Select the field after which your custom question should appear in the ePCR.






Step 18: Choose Dropdown or Memo Field
  1. Dropdown: Users pick from a list of preset options.
  2. Memo Field: Allows open-ended text entry with a narrative style field.
  3.  If Not Values or Pertinent Negatives were selected earlier, you can now set defaults.
Neither Value has to be selected but note this limits the users to a single line entry field.


From the Values you can choose to create a dropdown field or have a memo field to answer the question question.



Step 19: Configure Memo Field (if selected)
  1. Set:
    1. Minimum characters
    2. Maximum characters
    3. Default value (optional)




  1. Example of Memo Field enabled and when not enabled within an ePCR.






Step 20: Configure Dropdown Field (if selected)
  1. Create a custom list of options.

When Dropdown Field is enabled you can create a customized dropdown list to answer the question.



Step 21: Add Dropdown Choices
  1. For each option:
    1. Code: Used for tracking
    2. Value: Displayed to users to choose 
    3. Set one as the Default (optional)
    4. Enabled: Will display the value within the ePCR.
    5. Use + to add and – to remove items


To create custom dropdowns a Code and Value is required, set a choice as the default along with enabling the choices to appear as an option.



Step 22: Save the Custom Question
  1. Click Add to finalize and create your new custom question.


To save and create your new custom question select Add.

Best Practices

  1. Use clear and consistent naming conventions for Custom Element IDs
  2. Group related questions into custom subsections for ease of use
  3. Always test new fields in a Test environment before deploying to production
  4. Use dropdowns to standardize data input and ensure data consistency
  5. Consider the end-user experience when placing questions in the ePCR workflow
  6. Document the purpose and usage of each custom element for future reference
  7. Review and validate custom questions with clinical staff before implementation

Troubleshooting & FAQs

What’s the difference between Text/String and Memo?
Text/String refers to the data type. Memo is a display option for entering free text.

Can I edit a custom question after saving?
Yes, but you are limited to what is editable. 
Areas that are not able to be edited once created are:
  1. Data Type
  2. Recurrence
  3. Usage
  4. Not Values 
  5. Pertinent Negatives
  6. Min/Max Characters
Why don’t I see the question in my ePCR?
Ensure that the Custom Question is set to Active.








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