Setting Up The ePCR - Export Summary

Setting Up The ePCR - Export Summary

Purpose Statement

To explain how to add and manage the Export Summary page in EMS Setup. This section provides critical oversight of ePCR data validation and XML export processes, allowing administrators to monitor NEMSIS compliance, track export statuses, and troubleshoot data submission issues to state reporting systems.

Background Information

The Export Summary section serves as the central hub for managing and monitoring ePCR data exports within First Due's EMS Setup. This functionality ensures NEMSIS (National Emergency Medical Services Information System) compliance by validating demographic datasets and tracking XML file submissions to state reporting systems. The Export Summary provides real-time visibility into export statuses, validation errors, and submission attempts, enabling agencies to maintain accurate and timely reporting to regulatory authorities. This section is essential for quality assurance, compliance monitoring, and troubleshooting export-related issues.

Required Permissions

  • Administrator access to EMS Setup module
  • Configuration permissions for Export Summary settings
  • Read/Write access to Incident Documentation module
  • NEMSIS export management permissions

Video



Step-by-Step Guide



1. Navigate to EMS Setup

Welcome to the First Due ePCR setup process. Navigate to Incident Documentation > EMS Setup to access the Export Summary configuration section.




2. Access Export Summary Section

Select Export Summary from the EMS Setup menu to view data validation and export management tools.




3. Validate Demographic File

The first section is the Demographic File validation area:

  1. Select the Validate button to initiate system validation
  2. The system will check and display any validation errors found in your agency's NEMSIS Demographics dataset
  3. Review displayed validation errors and explanations for required corrections

This feature ensures your Demographics dataset meets NEMSIS standards before export submission.




4. Review NEMSIS Request List

The second section is the NEMSIS Request List, which displays a comprehensive table of XML file export activities:
Use the filters to search for any specific exports.




5. Understand Request List Data Fields

The NEMSIS Request List table includes the following data columns:

DataSet: Indicates whether the export contains:

  • EMS dataset (patient care data)
  • DEM dataset (demographic data)

Type: Identifies the method used for data export to external systems

Send at or Attempt to send: Displays the date and time the file was sent or attempted to be sent to the endpoint

Incident Number: Shows the patient (ePCR) number

  • Important: This is the patient ePCR number, NOT the NFIRS incident number

Endpoint: Identifies which destination endpoint the report was sent to for processing

Status: Displays one of the following export statuses:

  • Pending: Report is awaiting processing to be sent
  • Not Sent: Report does not meet the criteria set to send the report
  • Success: Report has been sent to endpoint successfully
  • Failed: Something went wrong with the send process for this report




6. Utilize Available Actions

The Actions column provides management options for each export entry:

Regenerate XML: Downloads a copy of the XML file for review and verification purposes

Send XML: Manually sends the report to the endpoint again, useful for:

  • Retrying failed submissions
  • Resubmitting corrected data
  • Testing connectivity issues




7. Monitor Export Status

Regularly review the NEMSIS Request List to:

  • Track successful submissions
  • Identify and resolve failed exports
  • Monitor pending submissions
  • Ensure compliance with state reporting requirements

8. Troubleshoot Export Issues

For reports with "Failed" or "Not Sent" status:

  1. Review validation errors in the Demographic File section
  2. Verify endpoint connectivity and configuration
  3. Use "Send XML" action to retry submissions
  4. Download XML files to verify data completeness


Best Practices

Regular Monitoring:

  • Check Export Summary daily to ensure timely data submissions
  • Review validation errors promptly and implement corrections
  • Monitor failed exports and investigate root causes
  • Maintain awareness of pending submissions to prevent backlogs

Data Quality Management:

  • Run demographic validation regularly to prevent export failures
  • Address validation errors before they impact multiple exports
  • Verify XML file content accuracy using the View XML function
  • Coordinate with state reporting agencies when persistent issues occur

Troubleshooting Protocol:

  • Document recurring export failures for pattern analysis
  • Test endpoint connectivity when multiple failures occur
  • Maintain backup procedures for manual data submission if needed
  • Escalate persistent technical issues to system administrators

Compliance Maintenance:

  • Ensure all successful exports align with state reporting timelines
  • Track export completion rates for quality assurance reporting
  • Maintain records of export attempts for audit purposes
  • Verify NEMSIS dataset compliance through regular validation checks

Troubleshooting & FAQs

Common Issues:

Q: Validation errors are appearing in the Demographic File section A: Review the specific error descriptions provided and correct the underlying demographic data. Common issues include missing required fields, invalid data formats, or incomplete agency information.

Q: Multiple exports show "Failed" status A: Check endpoint connectivity and configuration settings. Verify network connectivity to state reporting systems and contact your system administrator if issues persist.

Q: XML files are not generating properly A: Ensure all required ePCR fields are completed and NEMSIS-compliant. Review data completeness and format requirements for successful XML generation.

Q: "Not Sent" status appears for completed ePCRs A: Verify that export criteria are properly configured and that the ePCR meets all requirements for submission. Check agency-specific export rules and state reporting requirements.

Q: Cannot download XML files using View XML A: Check browser settings and popup blockers. Ensure you have appropriate permissions to download files and verify the XML file was successfully generated.

Q: Endpoint configuration appears incorrect A: Contact your Customer Success Manager or system administrator to verify endpoint settings match your state's NEMSIS submission requirements.


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