Purpose Statement

Facility Management allows administrators to create, organize, and maintain a comprehensive database of healthcare facilities used for patient transport and care documentation. This feature ensures accurate destination tracking in ePCRs, enables proper NEMSIS reporting, and facilitates seamless patient handoff documentation through integrations like Kno2. By maintaining up-to-date facility information, agencies can improve reporting accuracy, streamline field operations, and ensure compliance with state and national EMS data standards.

Background Information

Facility Management is a critical component of EMS documentation that maintains your agency's database of patient pickup and drop-off locations. This includes hospitals, nursing homes, dialysis centers, clinics, and custom addresses for home transports. Each facility record stores essential information such as addresses, contact details, NEMSIS facility types, hospital designations, and National Provider Identifiers (NPIs).

Common Use Cases:

• Creating facility records for hospitals in your service area
• Setting up nursing homes and dialysis centers for routine transports
• Configuring custom address options for home transports
• Managing facility contacts for patient handoff coordination
• Enabling Kno2 integration for electronic patient care report transmission
• Organizing facilities by marking frequently used destinations as favorites

Prerequisites:

• Access to the Incident Documentation module
• Appropriate EMS Setup permissions (see Required Permissions below)
• Facility information including names, addresses, and NPIs (when applicable)
• Kno2 configuration details (if using electronic transmission)

Required Permissions

To access and manage Facility Management, users must have the following permission:

• EMS Setup - Manage: Provides access to the EMS Setup page, including Facility Management

Additional Related Permissions:

• EMS Setup - Manage Kno2: Required if configuring Kno2 integration for facility ePCR transmission

Note: Typically, EMS administrators, supervisors, or data managers are assigned these permissions. Contact your system administrator if you need access to Facility Management.

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Step-by-Step Guide

Accessing Facility Management

Step 1: Navigate to Facility Management

• Open the Incident Documentation module
• Select EMS Setup from the navigation menu
• Click on Facility Management

Searching and Managing Existing Facilities

Step 2: Search for Existing Facilities

• In the search bar, enter either the Facility Name or Address
• Click Apply to filter results
• Click Reset to clear all search parameters and view all facilities
  

Step 3: Manage Facilities Using the Actions Column

The Actions column provides quick access to facility management tools:

• Pencil Icon: Edit facility details
• Star Icon: Mark as favorite (moves facility to the top of the list for easy access)
• User Silhouette Icon: Manage facility-specific permissions
• Trashcan Icon: Delete the facility

Step 4: Bulk Delete Facilities (When Needed)

• Select the checkbox next to each facility you want to remove
• Click the Trashcan icon that appears at the top
• Confirm the deletion when prompted
  

Creating a New Facility

Step 5: Initiate New Facility Creation

• Click the + Add button in the upper left area of the Facility Management page

Configuring the Profile Tab

Step 6: Enter Basic Facility Information

In the Profile tab, complete the following fields:

• Facility Name (Required): Enter the official facility name
• Display Name: Enter an alternate name for internal use (optional)
• State ID: Enter the state-assigned facility identifier (optional)
• National Provider ID (NPI): Enter the facility's NPI
  • Click the + button to add multiple NPIs if needed
• Phone Number(s): Enter facility contact numbers
  • Click the + button to add multiple phone numbers
    

Configuring the Address Tab

Step 7: Enter Facility Address Information

Switch to the Address tab and complete:

• Street Address: Enter the complete street address
• City: Enter the city name
• State: Select the state from the dropdown
• ZIP Code: Enter the postal code
• County: Select or enter the county
• Custom Address Toggle: Enable this option for special use cases

Understanding Custom Address:

The Custom Address feature is designed for non-traditional destinations:

• When to Enable: Use for home addresses, temporary care locations, or any destination that isn't a defined facility
• How It Works: When enabled, this creates a destination category allowing field providers to enter the specific address directly in the ePCR during incident documentation
• Best Use Cases:
  • Patient transports to private residences
  • Temporary care facilities without fixed addresses
  • Alternative destination addresses not in your facility database
    

Configuring the Details Tab

Step 8: Set Facility Type and Designations

In the Details tab, configure:

Transport Settings:

• Patient Pickup: Enable if this facility is used as an origin location
• Patient Drop-off: Enable if this facility is used as a destination
  • When enabled, the Fax Number field becomes available

NEMSIS Configuration:

• NEMSIS Facility Type: Select the appropriate facility type from the dropdown
  • If Hospital is selected, additional hospital designation dropdown appears
  • Select all applicable designations (Trauma Center, Stroke Center, STEMI Center, etc.)

Kno2 Integration (if applicable):

• Attachment Type: Select the document format for Kno2 transmission
• Kno2 Address: Enter the facility's Kno2 electronic address for ePCR delivery
  

Managing Facility Contacts

Step 9: Access the Contacts Tab

Click on the Contacts tab to view, add, or manage facility contacts.

Step 10: Manage Existing Contacts

For existing contacts, use the Actions column:

• Pencil Icon: Edit contact information
• Trashcan Icon: Delete individual contact

Bulk Contact Management:

• Select checkboxes next to multiple contacts
• Click the Trashcan icon to delete selected contacts
  

Step 11: Add New Facility Contact

• Click the + Add Contact button
  

Step 12: Enter Contact Information

In the Contact modal, complete:

Personal Information:

• First Name
• Last Name
• Email Address
• Personal Phone Number

Work Contact Information:

• Department/Role
• Work Phone Number
• Work Extension
• Work Email (if different from personal)

When finished, click Save to add the contact to the facility.

Saving Your Facility

Step 13: Finalize Facility Creation or Updates

After completing all necessary tabs (Profile, Address, Details, and Contacts):

• Review all entered information for accuracy
• Click Save at the bottom right of the modal
• The facility will now appear in your Facility Management list