Setting up the ePCR - Workflows

Setting up the ePCR - Workflows

Purpose

The EMS Workflow Conditions feature enables administrators to create dynamic, conditional logic within ePCR forms that automatically hide fields, set default values, or trigger validation warnings based on specific criteria. This functionality enhances data quality, streamlines provider workflows, and ensures appropriate clinical documentation by adapting form behavior to match real-world EMS scenarios and protocols.

Background Information

Workflow Conditions introduce advanced logic that makes ePCR documentation more intelligent and responsive to provider input. By implementing conditional rules, agencies can reduce clutter by hiding irrelevant fields while ensuring critical information is captured when applicable.
This system supports four workflow types, each designed to meet different operational and clinical needs:
  • Hide workflows
  • Default value assignment
  • Error validations
  • Warning validations
These tools help improve documentation accuracy, provider efficiency, and overall data quality.

Required Permissions

Users must have administrative access within the EMS module to configure workflow conditions, including:
  • EMS module administrative access
  • EMS Setup permissions
  • Workflows configuration permissions
  • ePCR customization permissions
  • Field validation management permissions
If you cannot access the Workflows section, contact your system administrator.

Video


Step-by-Step Guide

1. Navigate to EMS Setup
  • Click EMS Setup within Incident Documentation

Click on EMS Setup within Incident Documentation.


2. Open Workflows
  • Click Workflows
Click on Workflows.


3. Add a New Workflow

  • Click Add

Click on Add


4. Select an ePCR Field Code

  • Choose the ePCR Field Code you want to apply the workflow to

Choose an ePCR field code to assign a workflow.


5. Select Workflow Type
  • Select one of the following workflow types:
    • Hide Workflow
      • Hides the field in the ePCR when conditions are met
    • Default Value
      • Automatically assigns a default value when conditions are met
    • Error Validation
      • Displays a red validation error
      • Prevents report completion until resolved
    • Warning Validation
      • Displays a yellow warning
      • Allows report completion


6. Add the Workflow
  • Click Add
Click on Add


7. Define Workflow Details
  • Enter a Description for internal reference
  • For Error or Warning Validation workflows:
    • Enter a Validation Message displayed to providers in the ePCR
Provide a Description for reference within the workflow menu.


8. Add Conditions
  • Click Add Condition to create a single rule
  • Click Add Group to create multiple linked rules
Click on Add Condition to assign a single rule to the field code. Click Add Group to assign multiple rules to the field code.


9. Configure Grouped Conditions
  • Within an Add Group, click Add Condition for each rule you want to include


10. Set Condition Logic
  • Define how conditions relate by selecting:
    • AND
    • OR


11. Define Conditional Rules
  • Specify:
    • Field
    • Operator
    • Value(s)
  • Ensure rules match the real-world scenarios you want to trigger the workflow
Define the conditional rules for the associated field code.


12. Save Workflow
  • Click Save to apply the workflow condition
Click on Save

Best Practices

Do:

  • Test workflow conditions thoroughly before implementing in production
  • Use clear, descriptive names and validation messages that providers will understand
  • Document complex workflow logic for future reference and training
  • Consider the clinical workflow when designing conditional logic
  • Use warning validations for recommended fields and error validations only for critical requirements

Don't:

  • Create overly complex conditional logic that may confuse providers
  • Use error validations for non-critical fields, as this prevents report completion
  • Implement workflows without consulting with field providers who will use the forms
  • Forget to test edge cases and unusual scenarios
  • Create conflicting workflow rules that may cause form behavior issues

Best Practices

Do’s
  • Test workflow conditions thoroughly before production use
  • Use clear descriptions and validation messages that providers understand
  • Document complex logic for future reference and training
  • Design workflows that align with real clinical workflows
  • Use Warning Validations for recommendations and Error Validations only for critical requirements
Don’ts
  • Avoid overly complex conditions that may confuse users
  • Do not block report completion for non-critical fields
  • Avoid implementing workflows without provider input
  • Do not forget to test edge cases and uncommon scenarios
  • Avoid creating conflicting workflows on the same field

Troubleshooting & FAQs

Q: Why isn’t my workflow condition triggering?
  • Verify field codes, operators, and values are correct
  • Test with the exact data combinations expected to trigger the workflow
Q: What’s the difference between Error and Warning validations?
  • Error Validation: Red flag, blocks report completion
  • Warning Validation: Yellow flag, allows completion
Q: Can I edit an existing workflow?
  • Yes, workflows can be edited at any time from the Workflows configuration screen
Q: How should workflows be tested?
  • Use a test environment or sample reports with matching conditions
Q: Can workflows affect multiple fields?
  • Each workflow applies to one field, but multiple workflows can be created using similar conditions

Additional Considerations

Workflow Type Applications
  • Hide Workflow: Remove irrelevant fields based on call type, age, or protocol
  • Default Value: Prepopulate common values tied to incident characteristics
  • Error Validation: Use only for mandatory safety or compliance requirements
  • Warning Validation: Encourage best-practice documentation without blocking completion
Clinical Integration
Workflow conditions can support:
  • Protocol-based documentation
  • Age- or condition-specific relevance
  • Medication safety checks
  • Quality improvement initiatives
Performance Considerations
  • Minimize condition complexity to maintain form responsiveness
  • Test workflows under typical usage scenarios
  • Monitor system behavior after deploying multiple workflows
Change Management
Establish processes for:
  • Testing before deployment
  • Communicating changes to providers
  • Monitoring effectiveness and feedback
  • Updating workflows as protocols evolve

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