Purpose Statement

The NEMSIS (National Emergency Medical Services Information System) tab in personnel records allows departments to document and maintain comprehensive EMS certification and licensing data for each individual. This feature ensures compliance with state and national EMS reporting requirements while providing detailed tracking of personnel qualifications and employment status.

Background Information

NEMSIS is the national repository for EMS data that collects information on EMS personnel, equipment, and patient care across the United States. The NEMSIS tab in First Due's personnel management system enables departments to maintain accurate, up-to-date records that align with state and federal EMS data collection standards. This information is critical for regulatory compliance, grant reporting, and personnel management. Each state may have different requirements for NEMSIS data collection, so departments should consult their state Office of EMS for specific mandates.

Required Permissions

To access and modify NEMSIS information in personnel records, users must have:

Video

Step-by-Step Guide

Accessing NEMSIS Information

1. Navigate to Personnel > Personnel List from the main navigation menu
   

1. Locate the individual whose NEMSIS information needs updating
2. Select the pencil icon to the right of the person's name to open their personnel record
   

1. From the left-side menu, select the NEMSIS sub-menu option
   

1. The NEMSIS data entry form will display all available fields for documentation
   

Completing Required Fields

Most states mandate specific NEMSIS fields. Common required fields include:

1. State of License - Select the state where the individual holds their EMS license
2. States Licensure ID Number - Enter the unique identifier assigned by the licensing state
3. State EMS Certification Level - Document the individual's current certification level
4. Employment Status - Specify current employment classification
5. Date of Hire - Record the individual's start date with the department
6. Primary/Secondary Job Roles - Define the person's main and secondary responsibilities
   

Managing Motor Vehicle License Information

1. Locate the Motor Vehicle License Type field in the NEMSIS section
2. Note that this field operates independently from the Personal Information section
3. Select from the expanded list of license types available in the NEMSIS section
   

This information may differ from what appears in other personnel record sections

Documenting National Registry Information

1. Complete National Registry Number if your department tracks this data
2. Enter the Certification Level associated with the National Registry certification
3. Record the Expiration Date for the National Registry certification
   

This information remains separate from the Training Module certifications and will not place certifications within the training module

Setting Employment Status Information

1. Document the current Employment Status (full-time, part-time, volunteer, etc.)
2. Enter the Employment Status Date - this represents when the employment status was last updated or changed
3. Ensure dates accurately reflect personnel status changes
   

Managing Certification Levels

1. Select the appropriate Certification Level - this determines what level the individual can practice at within your department
   

Personnel must have a certification level listed to appear in ePCR reports

Adding Multiple Certification Levels

1. To add additional certification levels, select the plus sign (+) to the right of the certification field
2. A new field will appear for entering additional certification information
3. Complete all relevant details for the additional certification
4. Repeat this process for each additional certification level
   

Removing Certification Levels

1. To delete a certification level, select the minus sign (-) next to the entry
2. The certification level will be immediately removed from the record
   

Managing Licensure Information

1. Complete all relevant Licensure fields as required by your state
   

Licensure information entered here remains separate from Training Module data

Adding Multiple Licensures

1. Select the plus sign (+) to the right of the licensure section
2. Additional licensure fields will appear
3. Enter all required information for the additional licensure
4. Repeat as needed for multiple licensures
   

Removing Licensure Information

1. Select the minus sign (-) next to any licensure entry to delete it
2. The licensure information will be permanently removed
   

Saving NEMSIS Information

1. After completing all necessary fields, locate the Save button in the upper right corner
2. Click Save to preserve all entered information
   

Important: Failing to save will result in loss of all changes made during the session

Best Practices

Data Entry Standards:

• Verify all information against official documentation before entry
• Maintain consistency in data formatting and terminology
• Update NEMSIS information promptly when personnel status changes
• Cross-reference with state EMS office requirements regularly

Record Management:

• Review NEMSIS data during annual personnel evaluations
• Establish regular audit schedules to ensure data accuracy
• Document the source of information for future reference
• Maintain backup documentation for all entered data

Compliance Considerations:

• Consult your state Office of EMS for specific requirements
• Stay informed about changes to NEMSIS data collection standards
• Ensure all required fields are completed before saving
• Verify certification levels align with actual practice permissions

Common Mistakes to Avoid:

• Don't assume fields auto-populate from other personnel sections
• Don't forget to save changes before navigating away
• Don't delete certification levels without confirming replacements
• Don't overlook state-specific field requirements

Troubleshooting & FAQs

Q: Why don't my personnel appear in ePCR reports? A: Personnel must have a certification level documented in the NEMSIS section to appear in ePCR reports. Verify this field is completed and saved.

Q: Why doesn't my motor vehicle license information appear in the NEMSIS section? A: The NEMSIS section operates independently from other personnel record sections. You must enter this information separately in the NEMSIS tab.

Q: Can I import NEMSIS data from other systems? A: Contact your system administrator about data import options, as this may require specific configuration or technical support.

Q: How often should NEMSIS information be updated? A: Update NEMSIS data whenever personnel status changes, certifications are renewed, or licensure information changes. Establish regular review schedules based on your state requirements.

Q: What happens if required fields are left blank? A: Incomplete NEMSIS records may affect compliance reporting and personnel eligibility for certain functions. Always complete all state-mandated fields.

Q: Why can't I see changes I made to certification levels in other parts of the system? A: NEMSIS certification information operates separately from the Training Module and other personnel record sections. Updates must be made in each relevant location.