Setting up the ePCR - Workflows

Setting up the ePCR - Workflows

Purpose Statement

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 represent advanced form logic that makes ePCR documentation more intelligent and user-friendly. By implementing conditional rules, EMS agencies can create forms that respond dynamically to provider input, reducing unnecessary fields for specific call types while ensuring critical information is captured when relevant. This system supports four workflow types: field hiding, default value assignment, error validation, and warning validation, each serving different operational needs to improve documentation accuracy and provider efficiency.

Required Permissions

Users must have administrative permissions within the EMS module to configure workflow conditions. Required permissions typically include:

  • EMS module administrative access
  • Setup section permissions
  • Workflows configuration permissions
  • ePCR customization permissions
  • Field validation management permissions

Contact your system administrator if you cannot access the Workflows configuration section.

Video



Step-by-Step Guide


1. Click on EMS Setup within Incident Documentation.


Click on EMS Setup within Incident Documentation.


2. Click on Workflows.


Click on Workflows.


3. Click on Add.


Click on Add


4. Choose an ePCR field code to assign a workflow.


Choose an ePCR field code to assign a workflow.


5. Select a workflow type to assign to the Field Code.



Info
The available workflow types are:

  • Hide workflow: Field will be hidden inside the ePCR when conditional rules are satisfied.

  • Default Value: Allows assignment of default values to fields based off conditional logic.

  • Error Validation: Custom validation workflow to require a field based off a custom conditional logic. Will flag red, provider cannot complete report without satisfying.

  • Warning Validation: Custom validation workflow to recommend a field based on conditional logic. Will flag yellow. Provider can complete report despite yellow flag.




6. Click on Add.


Click on Add


7. Provide a Description for reference within the workflow menu.

For Error or Warning Validation Workflows, users will also need to need to provide a Validation Message which will be visible to providers when completing the ePCR.


Provide a Description for reference within the workflow menu.


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


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. Within "Add Group" click on Add Condition for each linked condition desired.




10. Specify the relationship between conditions as And/Or.




11. Define the conditional rules for the associated field code.


Define the conditional rules for the associated field code.


12. Click on Save.


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

Troubleshooting & FAQs

Q: Why isn't my workflow condition triggering as expected? A: Verify that the field codes, operators, and values in your conditional logic are correctly configured. Test with the exact data combinations that should trigger the workflow.

Q: What's the difference between error and warning validation workflows? A: Error validations prevent report completion (red flag) until satisfied, while warning validations alert providers to recommended fields but allow completion (yellow flag).

Q: Can I modify an existing workflow condition? A: Yes, access the workflow through the configuration interface and edit the conditions, descriptions, or validation messages as needed.

Q: How do I test workflow conditions before deploying them? A: Use a test environment or work with your administrator to test workflows with sample data that matches your conditional logic.

Q: Can I create workflows that affect multiple fields simultaneously? A: Each workflow targets a single field, but you can create multiple workflows with similar conditions to affect multiple fields in coordinated ways.

Additional Considerations

Workflow Type Applications

Hide Workflow: Ideal for removing irrelevant fields based on call type, patient age, or treatment protocols

Default Value: Useful for pre-populating common values based on incident characteristics or agency protocols

Error Validation: Reserve for truly critical fields where completion is mandatory for patient safety or compliance

Warning Validation: Best for recommended documentation that improves care quality but isn't absolutely required

Clinical Integration

Consider how workflows support:

  • Protocol-based documentation requirements
  • Age-specific or condition-specific field relevance
  • Medication administration safety checks
  • Quality improvement initiatives

Performance Considerations

When designing complex workflows:

  • Minimize the number of conditions to maintain form responsiveness
  • Test workflows with typical data loads and usage patterns
  • Monitor system performance after implementing extensive conditional logic
  • Consider user training needs for dynamic form behavior

Change Management

Establish procedures for:

  • Testing workflow changes before deployment
  • Communicating form behavior changes to providers
  • Monitoring workflow effectiveness and user feedback
  • Updating workflows as protocols or requirements change

    • Related Articles

    • ePCR Release Notes : June 2025

      Video New Features 1. ePatient.25 Patient's Sex This critical patch implements NEMSIS 3.5.0 compliance requirements by introducing the new ePatient.25 - Patient's Sex field in response to federal regulatory changes. Due to a Presidential Executive ...

    • ePCR Release Notes: July 2025

      Video <br> New Features 1. AI-Powered Attachment Data Extraction in ePCR This feature introduces AI-powered image analysis within the ePCR attachment modal, allowing users to automatically extract structured patient data (e.g., name, DOB, ...

    • Setting up the ePCR - ePCR Sections

      Purpose Statement This feature allows administrators to customize ePCR sections and subsections to meet agency-specific documentation needs. By creating custom sections, agencies can organize patient care information in a way that aligns with their ...

    • EMS Setup - Creating Custom Date/Time Questions for ePCR

      Purpose Statement This article demonstrates how agency administrators can create custom Date/Time questions within the EMS Setup to capture specific temporal data required for their documentation workflows. Custom Date/Time questions enable providers ...

    • Setting up the ePCR- Field Customization

      Purpose To demonstrate the use of the Field Customization tab of EMS Setup. Information First Due recommends the use of Field Customization for the following use cases: Re-ordering the list view within a field. Adding, enabling, or disabling values ...