Purpose Statement

This feature allows field personnel to quickly search for and attach previous patient care records from past incidents within their department to current EMS reports. By linking historical patient data, crews can access critical medical information, medication lists, and previous treatment protocols to provide more informed patient care and create comprehensive documentation that supports continuity of care.

Background Information

The patient record search and attachment functionality streamlines the process of accessing a patient's medical history within your department's incident database. When responding to repeat patients or those with complex medical histories, field crews can instantly review previous patient care reports, medication administrations, and treatment outcomes without manually searching through individual incident records. This feature is particularly valuable for frequent flyers, elderly patients with chronic conditions, and pediatric patients with ongoing medical needs. The system searches all previous patient care records associated with the patient based on matching criteria such as name, date of birth, and address information stored in your department's First Due database.

Required Permissions

Field users must have the following permissions enabled in their First Due profile:

• Incident Documentation - View: Access to view existing incident records
• Incident Documentation - Edit: Ability to modify and attach records to current reports
• Patient Care Records - Access: Permission to access patient care documentation
• Historical Data - View: Access to search and view previous department incidents

Contact your department administrator if any of these permissions are missing from your user profile.

Video

Step-by-Step Guide

Step 1: Enter Patient Search Criteria

1. Open your current EMS incident report in First Due
2. Navigate to the Information section of the report
3. Under Patient Information, enter the patient's first and last name
4. Input any further patient information (date of birth, social security number) to narrow down search

Step 2: Access the Patient Record Search Function

1. Locate the "Search Patient" button at the top of Patient Information
2. Click to open and run the search patient feature
3. The system will search using all patient information entered into the report
4. Use the "Filter" feature to narrow down by first or last name, date of birth, and social security number 

Step 3: Review Search Results

1. Verify you have the correct patient found
2. Select the patient record you wish to input into your report
3. Once selected that record will be highlighted in blue
4. Select "Match" to link that patient record into your report

Step 4: Select and Verify Records

1. Review all patient information uploaded into your report
2. Review medication lists, allergies, and previous patient encounters
   
3. Identify any critical medical history relevant to the current incident
4. Update any fields in your report that may have changed

Step 5: Managed Linked Records

1. To change patient records, find the "Undo" button now appearing next to "Search Patient"
2. Select "Undo" to remove all linked patient information from your report
3. Repeat steps 1-4 to attach a different patient record

Step 6: Document the Connection

1. In your current patient care narrative, reference the attached historical records
2. Note any relevant changes in the patient's condition since previous contacts
3. Document how historical information influenced current treatment decisions
4. Include any medication reconciliation based on previous records

Best Practices

Do:

• Search for patient records early in your assessment to inform treatment decisions
• Verify patient identity carefully before attaching records to avoid HIPAA violations
• Review medication lists from previous encounters to identify potential drug interactions
• Document how historical information influenced your current treatment plan
• Use previous vital sign trends to identify significant changes in patient condition
• Check for patterns in previous calls that might indicate underlying issues

Don't:

• Attach records without verifying they belong to the correct patient
• Rely solely on historical information without conducting a current assessment
• Share patient information from attached records with unauthorized personnel
• Assume previous treatments will be effective for the current incident
• Attach excessive historical records that don't relate to the current emergency

Tips for Optimal Use:

• Use partial information when exact details are unknown - the search function can work with incomplete data
• Pay attention to recent records (within 30-90 days) for the most relevant information
• Look for allergy information and previous adverse reactions in historical records
• Note any DNR orders or advance directives mentioned in previous documentation

Troubleshooting & FAQs

Q: The search isn't returning any results for a patient I know we've transported before. A: Try searching with less specific criteria - use first name, last name, and date of birth initially, or check for alternate spellings. Some records may have slight variations in how names were entered.

Q: I found multiple patients with similar names. How do I ensure I select the correct records? A: Always verify using multiple identifiers: full name, date of birth, and social security number. If you're unsure, it's better to not attach records than risk a HIPAA violation.

Q: Can I search for records from other departments or agencies? A: No, this search function only accesses your department's incident database. Records from other agencies are not available through this feature.

Q: The attached records aren't showing up in my current report. A: Check that you clicked "Match" and that your report has been saved. Try refreshing the page or logging out and back in if the issue persists.

Q: How far back does the search function look? A: The search accesses all patient records in your department's First Due database, regardless of age. However, very old records may have limited information depending on when your department began using First Due.

Q: Can I detach a record if I attached it by mistake? A: Yes, attached records can be removed from your current report before final submission. Look for the "Undo" option now appearing next to the "Search Patient" button.

Q: Is there a limit to how many records I can attach? A: Yes, providers are only allowed to attach one patient record per incident report.