EMS Setup - Statistics

EMS Setup - Statistics

Purpose Statement


The Organization Statistics feature allows EMS agencies to document and maintain NEMSIS-compliant agency demographic data within the First Due platform. This feature streamlines the process of recording operational metrics, resource information, and organizational data required for regulatory compliance and performance analysis.

Background Information


Organization statistics are critical demographic data points required by the National Emergency Medical Services Information System (NEMSIS) for standardized EMS reporting. These statistics provide insight into agency operations, resource allocation, and service delivery capabilities. Maintaining accurate organization statistics ensures compliance with state and federal reporting requirements while supporting data-driven decision-making for agency leadership.

Common Use Cases:
  1. Annual NEMSIS reporting requirements
  2. State EMS data submissions
  3. Grant applications and funding documentation
  4. Operational performance analysis
  5. Resource planning and allocation
Prerequisites:
  1. Access to the EMS Setup module
  2. Appropriate permissions for agency configuration
  3. Understanding of NEMSIS agency demographic data elements

Required Permissions


To add and manage organization statistics, users must have:
  1. EMS Setup - Manage: Allows navigation to and editing of EMS Setup configuration.
Note: Contact your system administrator if you need these permissions enabled.


Video





Step-by-Step Guide


Accessing the Organization Statistics Section
  1. Navigate to Incident Documentation from the main menu
  2. Select EMS Setup from the submenu options



  1. Click on Statistics 



Adding Organization Statistics

  1. Click the Add button on the statistics landing page




  1. Complete the NEMSIS agency demographics fields with appropriate information for your organization
    1. For each data field, you have four input options:
      1. Enter a numerical value directly
      2. Select Not Applicable from the dropdown if the field doesn't apply to your agency
      3. Select Not Recorded from the dropdown if the data hasn't been collected
      4. Select Not Reported from the dropdown if you choose not to report this metric
  1. Review all entered information for accuracy
  1. Click ADD to save the statistics record


Managing Existing Statistics
  1. Once statistics have been added, locate them in the statistics list
  2. Use the Actions column to access management options:
    1. Click the pencil to modify existing statistics entries
    2. Click the trash can to remove outdated or incorrect statistics records



Best Practices


Do's
  1. Maintain current data: Update organization statistics regularly to reflect current agency operations
  2. Verify accuracy: Double-check all numerical entries before saving to ensure reporting accuracy
  3. Use consistent categorization: Apply "Not Applicable," "Not Recorded," and "Not Reported" designations consistently across similar data fields
  4. Document changes: Keep notes on when statistics were updated and what changed for audit purposes
  5. Review before submission: Verify all statistics before using data for external reporting requirements

Don'ts
  1. Don't leave required fields blank: Use the appropriate dropdown option rather than skipping fields
  2. Don't estimate critical metrics: Use actual data whenever possible; use "Not Recorded" if data is unavailable
  3. Don't delete historical records without backup: Consider exporting data before deletion for record-keeping
  4. Don't use outdated information: Regularly refresh statistics to maintain data integrity

Tips & Recommendations
  1. Establish a review schedule: Set quarterly or annual reminders to review and update statistics
  2. Coordinate with data managers: Work with personnel responsible for operational data to ensure accuracy
  3. Understand NEMSIS requirements: Familiarize yourself with which statistics are mandatory vs. optional for your reporting needs
  4. Track data sources: Document where each statistic originates for easier updates and verification

Troubleshooting & FAQs


Q: What's the difference between "Not Applicable," "Not Recorded," and "Not Reported"?
A:Not Applicable: This data element doesn't apply to your agency's operations, Not Recorded: Your agency hasn't collected or tracked this data, Not Reported: Your agency has the data but chooses not to report it

Q: Can I add multiple statistics records for different time periods?
A: Yes, you can add multiple statistics entries to track changes over time. Each record can represent different reporting periods.

Q: What happens if I accidentally delete a statistics record?
A: Deleted records cannot be automatically recovered. You'll need to re-enter the information. Consider exporting or documenting critical statistics before deletion.

Q: Why can't I see the ADD button?
A: This typically indicates insufficient permissions. Contact your system administrator to verify you have EMS Setup Configuration permissions.

Q: How do organization statistics integrate with incident reporting?
A: Organization statistics provide agency-level demographic context that supports NEMSIS-compliant incident reporting and helps correlate incident data with agency resources and capabilities.

Q: Are there required fields that must be completed?
A: Required fields vary based on your state's NEMSIS requirements. Consult your state EMS office or data manager for specific mandatory elements.


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