EMS Setup - EMS Contacts

EMS Setup - EMS Contacts

Purpose Statement

  1. This article demonstrates how to add and manage EMS contacts within the EMS Setup, including personnel information, contact details, and specialized configurations for medical directors and other key agency contacts.

Background Information

  1. EMS Contacts serve as the central repository for all personnel and external contacts associated with your EMS agency. This system allows for comprehensive contact management including photos, multiple communication methods, and specific role designations required for NEMSIS compliance.
  2. The contact management system integrates with existing personnel records, automatically populating information when personnel are selected, while also allowing for manual entry of external contacts such as medical directors, supervisors, and other key stakeholders.

Required Permissions

To complete this task, users need the following First Due permissions:
EMS Setup - Manage
  • Allow
These permissions ensure users can access the EMS Setup module, manage contact information, and utilize personnel integration features.

Video


Step-by-Step Guide


Step 1: Navigate to EMS Setup
  1. Navigate to Incident Documentation and select EMS Setup


Navigate to Incident Documentation and select EMS Setup.



Step 2: Access EMS Contacts Section
  1. From EMS Setup select EMS Contacts


From EMS Setup select EMS Contacts



Step 3: Manage Existing Contacts (if applicable)
  1. Within Contacts you can Add new contacts or manage existing contacts
  2. For managing existing contacts, from the Actions column you can:
    1. Edit using the pencil icon
    2. Delete using the trashcan icon
    3. Bulk delete using the checkboxes and selecting the waste basket icon


Within Contacts you are able to Add new contacts or managing existing contacts.



Step 4: Begin Creating New Contact
  1. To begin creating new EMS Contacts, select the Add button


To begin creating new EMS Contacts lets select the Add button.



Step 5: Access Contact Information Modal
  1. A Contact Information modal will populate to gather pertinent contact information


A Contact Information modal will populate to gather pertinent contact information.



Step 6: Upload Contact Photo (optional)
  1. Upload a photo of the EMS contact by selecting Pick Photo


You are able to upload a photo of the EMS contact by selecting on Pick Photo.



Step 7: Select Personnel (if applicable)
  1. Use the Personnel dropdown to display your agency's personnel to choose from
  2. Choosing personnel will auto-populate information into the appropriate fields from their personnel record


Using the Personnel dropdown will display your agencies personnel to choose from.



Step 8: Configure Not Values
  1. To set fields with the Not values such as Not Applicable, Not Recorded, or Not Reporting, use the dropdown area next to the field





Step 9: Set Contact Type
  1. Set the Contact Type by using the dropdown and selecting the appropriate choice


Set the Contact Type by using the dropdown and selecting the appropriate choice.



Step 10: Manage Phone Numbers and Emails
  1. Once phone numbers or emails have been entered, you can add or remove additional entries: 
    1. Select the + to add additional entries 
    2. Select the - to remove entries





Step 11: Configure Web Address
  1. Enable if you wish to use the agency contact web address


Enable if you wish to use the agency contact web address.



Step 12: Expand Work Contact Information
  1. Select the plus icon to expand the Work Contact Information section


Select on the plus icon to expand the Work Contact Information section.



Step 13: Complete Medical Director Information (if applicable)
  1. If Contact Type is set to EMS Medical Director, there will be another area to document Medical Director Information


If Contact Type is set to EMS Medical Director there will be another area to document Medical Director Information.



Step 14: Finalize Contact Creation
  1. To finalize and create the new EMS Contact, select Add


To finalize and created the new EMS Contact select Add.

Best Practices

  1. Use clear, consistent naming conventions for all contacts
  2. Upload professional photos for key personnel to aid in identification
  3. Verify all contact information is current and accurate before saving
  4. Utilize personnel integration when possible to maintain data consistency
  5. Keep medical director information up to date for compliance purposes
  6. Regularly review and update contact information to ensure accuracy
  7. Use appropriate contact types to ensure proper categorization
  8. Test all phone numbers and email addresses after entry
  9. Document work contact information for personnel who may be contacted during off-hours

Troubleshooting & FAQs

Why can't I delete a contact?
Contacts that are referenced in existing ePCRs or other system records cannot be deleted. You can edit their information or mark them as inactive.

What happens when I select a person from the Personnel dropdown?
The system will automatically populate available fields with information from their personnel record, reducing manual data entry.

Can I add multiple phone numbers or email addresses?
Yes, use the + button to add additional phone numbers or email addresses for each contact.

What's the difference between regular contacts and EMS Medical Director contacts?
EMS Medical Director contacts have additional fields specific to medical director information required for NEMSIS compliance.

How do I update a contact's information?
Use the pencil icon in the Actions column to edit existing contact information.

Can I bulk delete contacts?
Yes, use the checkboxes to select multiple contacts and then click the waste basket icon to bulk delete.



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