Creating a New PCR

(1) Profile Field

Profiles provide a template, triggering specific field configurations in the AIM System. There are five base profiles: Cancel, Dead at Scene, Emergency, Refusal, and Schedule. Each profile can be set up by the company and custom profiles can also be added. Each profile is configured differently. The selected profile is meant to be the best description of the trip, but note that the profile can always be changed after a PCR is created (i.e., if a transport is canceled).

Remember Checkbox: If additional PCRs are expected to be entered, mark the Remember Checkbox for all PCRs with the same profile keep the current profile until it is changed or the program is closed.

To create a new profile, go to Patient Care Setup > Profiles Setup.

Profiles act as a filter for call types when running month-end reports and can be very useful in identifying how many runs of a certain call type were conducted over a date range with the Reports Module > Status Reports > Trip Statistics Log, for example.

It is recommended to create additional profiles for specific PCR types to set up fields so crews are guided with field configurations (required, carry, defaults, and disabled) and fields not relevant to those PCRs can be addressed.

Not State Reported: A profile can be created to enter PCRs into The AIM System and set to not send PCR data to the state.  When not reporting a profile to the state, all state-level validation messages are bypassed, allowing for easier completion.

For example,

• Reporting wheelchair van PCRs may not required by the state, depending on the state data management policy.
• Recording data for event standbys, or other situations which the company wants to track for billing or other purposes.

Users can change profiles in the Profile Field of the Documentation Page. When a new selection is made in this field, the following prompt appears: “Changing the incident type requires the Field Configuration Settings to be updated to the new incident type profile. “This will be followed by a confirmation prompt. Click Yes to change settings (including disabled, defaults, nillable) on this PCR.

Note: Creating another PCR is never necessary after selecting an incorrect profile since it can be quickly updated in the Documentation Page's Other Tab, keeping all the information entered in that report and only updating what questions are required to complete the report.

No data is removed or changed with the change of profile. Fields with and without data entered in them do not update to the default settings of the new profile.

This program logs when a profile is changed for review purposes with customer support.

(2) Existing Patient Lookup

Patient Accounts in AIM

Accounts in the AIM system organize data for a specific patient to help with functionality in modules, coordinate the billing processes and maintain data. If using AIM Billing, the biller can control and maintain the patient account's information from the Billing application's Accounts Module. Billers have full control of patient information, for example, choosing to apply an address update on a PCR for an existing patient moving forward.

To create a PCR with an existing patient account, type a name/address/SSN in the search field under Existing Patient to perform a Lookup for an existing patient account. As the name, address, or SSN is typed in a list appears beneath the field. If a patient account exists for this patient, select that appropriate account.

If there are no results for this patient, it likely indicates the patient has never been transported before. In this circumstance, click the Create Button under New Patient and record the patient's demographic information in the Patient Tab to save that information for the next transport.

Note:  Sometimes patient information is unavailable at the time the report is created. If no patient information is available at the time of PCR creation, a PCR can be created without any patient information, skipping the lookup. This can be done by selecting a profile, then selecting the Create Button under 'No Patient'. In this case, the report will be started as a No Patient PCR, and the patient information added after the creation of the PCR when the information becomes available to EMS. Otherwise, the PCR will not post to Billing - it requires a patient account Lookup to do so.

If a PCR is created without an account and then needs to be billed, an account can be created in the Patient Page/Patient Tab.

Patient account information can be removed/updated/added at any point during the data entry process for that PCR in the section shown in the screenshot above. 

(3) Carry Last Trip

This prompt appears after an existing account is selected:

Click Yes to populate configured data from the last finished trip to this new PCR.

Click No to ignore the carry last trip configurations.

Note:  Not carrying from last trip could potentially result in losing the information that would have been carried from the last PCR for this patient. Users can be automatically set to always carry from last trip by enabling the Role Setup permission, "Force Carry" for a given role. See the ePCR Setup Guide or contact AIM Support for more information.

If No was selected, it is still possible to Carry certain sections from any of the last 5 PCRs with this patient by selecting the 'Carry Last' buttons on certain sections (i.e. Medical/Surgical Conditions, Current Medications, Insurance, etc).

Not Billable 

Any run that needs to be entered for record keeping, but does not need to be billed, is considered Not Billable or No Patient. Profiles can be configured to not post to AIM Billing using Patient Care Setup > Profiles Setup.

Before a Lookup, a Create Button is available only for 'No Patient'. In situations where a PCR does not need an account, users may select 'No Patient'. Patient information can still be added if the situation warrants it.

Examples:

• If the company does not charge for a cancelled call but wants to track those situations/patients.
• Recording data on a stand-by at a football game, when services are not needed, but the time spent by the unit needs to be entered for various purposes, such as reporting.