Dispatch Call Data Entry: Incident Tab

Incident Information

Call Date - Required

• The date when the call was received by dispatch
• Used for tracking and billing purposes

Service Date - Required

• The primary date of service for this incident
• May differ from Call Date for scheduled transports

Profile - Optional

• Template for this incident based on call type
• Profiles are configured in Field Configuration Setup and Profiles Setup
• Profiles control which questions are required, carried from previous incidents, pre-answered with defaults, or visible/hidden
• Examples: Emergency, Scheduled Transport, Interfacility Transfer, Dialysis

Patient Care Number - Automatic

• Unique identifier for the associated patient care report
• Automatically generated when ePCR is created from this dispatch incident
• Links the dispatch record to the patient care documentation

Incident Number - Automatic

• Unique identifier for this dispatch incident
• Automatically generated by the CAD system
• Used for tracking and referencing this specific call

Site Code - Optional

• AIM system report filter for categorizing incidents
• Similar to Incident Class
• Site codes post to both AIM ePCR and AIM Billing
• Allows for consistent report filtering across all AIM modules
• Site codes are configured in system setup

---

Caller Information

Last Name - Optional

• Last name of the person calling to request EMS services

First Name - Optional

• First name of the person calling to request EMS services

Number - Optional

• Phone number of the caller
• Important for callback if additional information is needed

Caller Is Patient - Optional

• Checkbox indicating whether the caller is the patient themselves
• Helps identify if information is coming directly from patient or a third party

Date/Time Call Received - Optional (Custom - Georgia State Requirement)

• The date and time when the call was received by dispatch
• Specific timestamp for call intake
• Required in some states (e.g., Georgia) for state reporting

Source of Call - Optional (Custom)

• How the call was received or who initiated the request
• Examples: 911, Direct line, Healthcare facility, Law enforcement
• Helps track call origin and routing

Complaint - Optional

• Brief description of the patient's chief complaint or problem
• Free text field for dispatcher notes

Dispatch Reason - Required (eDispatch.01)

• The reason EMS was dispatched
• Options include (48 total):
  • Abdominal Pain/Problems
  • Active Shooter
  • Airmedical Transport
  • Allergic Reaction/Stings
  • Altered Mental Status
  • Animal Bite
  • Assault
  • Automated Crash Notification
  • Back Pain (Non-Traumatic)
  • Breathing Problem
  • Burns/Explosion
  • Carbon Monoxide/Hazmat/Inhalation/CBRN
  • Cardiac Arrest/Death
  • Chest Pain (Non-Traumatic)
  • Choking
  • Convulsions/Seizure
  • Diabetic Problem
  • Drowning/Diving/SCUBA Accident
  • Electrocution/Lightning
  • EMS Requested by Law Enforcement
  • Eye Problem/Injury
  • Falls
  • Fire
  • Hanging/Strangulation/Asphyxiation
  • Headache
  • Healthcare Professional/Admission
  • Heart Problems/AICD
  • Heat/Cold Exposure
  • Hemorrhage/Laceration
  • Industrial Accident/Inaccessible Incident/Other Entrapments (Non-Vehicle)
  • Intercept
  • Intoxicated Subject
  • Medical Alarm
  • Nausea
  • No Other Appropriate Choice
  • Overdose/Poisoning/Ingestion
  • Pandemic/Epidemic/Outbreak
  • Pregnancy/Childbirth/Miscarriage
  • Psychiatric Problem/Abnormal Behavior/Suicide Attempt
  • Sick Person
  • Stab/Gunshot Wound/Penetrating Trauma
  • Standby
  • Stroke/CVA
  • Traffic/Transportation Incident
  • Transfer/Interfacility/Palliative Care
  • Traumatic Injury
  • Unconscious/Fainting/Near-Fainting
  • Unknown Problem/Person Down
  • Vomiting
  • Well Person Check

Comments/Reason for Transport - Optional

• Additional notes or explanation for the incident
• Free text field for any relevant information not captured elsewhere - even shows on some reports, like Response Time
• Can include special instructions, access codes, or contextual details

---

Transit Information

Pickup - Optional

• Date/time for scheduled pickup
• Used for non-emergency scheduled transports

Appointment - Optional

• Date/time of patient's appointment at destination
• Helps with transport timing and scheduling

Return Pickup - Optional

• Date/time for return trip pickup
• Used when scheduling round-trip transports (e.g., dialysis)

Estimated Duration - Optional

• Estimated time for the transport
• Hours - Number of hours
• Minutes - Number of minutes

---

Pick Up Location

Pick Up Location Name - Optional (eScene.10)

• Name of the pickup location
• Examples: "Patient Residence", "Memorial Hospital", "Green Acres Nursing Home"

Location Code - Optional (eScene.23)

• Code assigned to frequently used locations
• Speeds up location entry for common addresses

Location Type - Optional (eScene.09)

• The type of location where patient will be picked up
• Helps categorize pickup locations for reporting

Address - Optional (eScene.11)

• Street address of pickup location

Address 2 - Optional

• Additional pickup address information

Apartment Suite or Room - Optional (eScene.12)

• Specific apartment, suite, or room number at pickup location

City - Optional (eScene.15)

• City of pickup location
• Auto-complete field - type at least 3 letters to activate dropdown suggestions
• Selecting City automatically populates State, County, and Country

State - Optional (eScene.16)

• State of pickup location
• All US states and territories available
• Automatically populated when City or Zip Code is selected

Zip Code - Optional (eScene.17)

• ZIP code of pickup location
• Auto-complete field - type at least 3 numbers to activate dropdown suggestions
• Selecting Zip Code automatically populates City, State, County, and Country

Township - Optional

• Township of pickup location

County - Optional (eScene.18)

• County of pickup location
• Automatically populated when City or Zip Code is selected

Country - Optional (eScene.19)

• Country of pickup location
• Automatically populated when City or Zip Code is selected
• Defaults to United States

Number - Optional

• Phone number for pickup location
• Extension field populates with Phone Number Extension from Facilities Setup (if entered in Setup for the selected facility)

Cross Street or Directions - Optional (eScene.13)

• Cross streets or specific directions to locate pickup address
• Helpful for difficult-to-find locations

Mile Post or Major Roadway - Optional (eScene.14)

• Mile marker or major roadway reference
• Used for locations without standard addresses

GPS Latitude - Optional (eScene.21)

• GPS latitude coordinates of the pickup location
• Decimal format
• May be automatically captured if using GPS-enabled devices or tablets
• Manual entry available if automatic capture is not functioning
• Helps with precise location documentation for remote or difficult-to-describe locations

GPS Longitude - Optional (eScene.21)

• GPS longitude coordinates of the pickup location
• Decimal format
• May be automatically captured if using GPS-enabled devices or tablets
• Manual entry available if automatic capture is not functioning
• Helps with precise location documentation for remote or difficult-to-describe locations

National Grid Coordinates - Optional (eScene.22)

• National Grid coordinate reference
• Alternative to GPS coordinates
• Used in some jurisdictions for precise location identification

---

Taken To Location

Taken to Location Name - Optional (eDisposition.01)

• Name of destination facility or location

Location Code - Optional (eDisposition.02)

• Code assigned to frequently used destination locations

Type of Destination - Optional (eDisposition.21)

• The type of destination facility
• Options:
  • Alternate Care Site
  • Assisted Living Facility
  • Clinic
  • Diagnostic Services
  • Dialysis Center
  • Drug and/or Alcohol Rehabilitation Facility
  • Freestanding Emergency Department
  • Home
  • Hospital-Emergency Department
  • Hospital-Non-Emergency Department Bed
  • Mental Health Facility
  • Morgue/Mortuary
  • Nursing Home
  • Other
  • Other EMS Responder (air)
  • Other EMS Responder (ground)
  • Other Recurring Care Center
  • Physical Rehabilitation Facility
  • Police/Jail
  • Skilled Nursing Facility
  • Urgent Care

Address - Optional (eDisposition.03)

• Street address of destination

Address 2 - Optional

• Additional destination address information

Apartment Suite or Room - Optional

• Specific apartment, suite, or room number at destination

City - Optional (eDisposition.04)

• City of destination
• Auto-complete field - type at least 3 letters to activate dropdown suggestions
• Selecting City automatically populates State, County, and Country

State - Optional (eDisposition.05)

• State of destination
• All US states and territories available
• Automatically populated when City or Zip Code is selected

Zip Code - Optional (eDisposition.06)

• ZIP code of destination
• Auto-complete field - type at least 3 numbers to activate dropdown suggestions
• Selecting Zip Code automatically populates City, State, County, and Country

Township - Optional

• Township of destination

Cross Street or Directions - Optional

• Cross streets or directions to destination

County - Optional (eDisposition.07)

• County of destination
• Automatically populated when City or Zip Code is selected

Country - Optional (eDisposition.08)

• Country of destination
• Automatically populated when City or Zip Code is selected
• Defaults to United States

Number - Optional

• Phone number for destination facility

GPS Latitude - Optional (eDisposition.09)

• GPS latitude coordinates of the destination
• Decimal format
• May be automatically captured if using GPS-enabled devices

GPS Longitude - Optional (eDisposition.09)

• GPS longitude coordinates of the destination
• Decimal format
• May be automatically captured if using GPS-enabled devices

National Grid Coordinates - Optional (eDisposition.10)

• National Grid coordinate reference for destination
• Alternative to GPS coordinates

Destination Was Notified - Optional

• Checkbox indicating whether the receiving facility was contacted
• Documents advance notification to receiving facility
• Best practice to notify destination for incoming patients

Notified Time - Optional

• Date/time when destination facility was notified
• Only applicable if Destination Was Notified is checked
• Documents timeline of facility coordination

---

Additional Information

Standby Purpose - Optional (eDispatch.06)

• The reason for standby or special event deployment
• Only applicable when Dispatch Reason is "Standby"
• Options:
  • Disaster Event-Drill/Exercise
  • Disaster Event-Live Staging
  • Education
  • EMS Staging-Improve Coverage
  • Fire Support-Rehab
  • Fire Support-Standby
  • Mass Gathering-Concert/Entertainment Event
  • Mass Gathering-Fair/Community Event
  • Mass Gathering-Sporting Event
  • Other
  • Public Safety Support

Mass Casualty - Optional (eScene.03)

• Indicates whether the incident is a mass casualty incident (MCI)
• Options: No, Yes
• A mass casualty incident involves multiple patients that exceed available resources
• Select "Yes" when patient volume exceeds normal operating capacity
• Triggers different documentation and reporting requirements
• Important for resource allocation and after-action review

Priority - Optional (eDispatch.05)

• The priority level assigned to this call
• Examples: Emergency, Urgent, Routine, Scheduled
• Helps determine response resources and urgency

First on Scene - Optional (eScene.07)

• Indicates whether this unit was the first unit to arrive on scene
• Options: No, Yes
• Documents response sequence when multiple units are dispatched

EMD Performed - Optional (eDispatch.02)

• Indicates whether Emergency Medical Dispatch (EMD) was performed
• Options:
  • No
  • Yes, Unknown if Pre-Arrival Instructions Given
  • Yes, With Pre-Arrival Instructions
  • Yes, Without Pre-Arrival Instructions
• Documents if dispatcher provided pre-arrival instructions to caller

Determinant Code - Optional (eDispatch.03)

• The EMD determinant code assigned by the dispatcher
• Free text field (1-10 characters)
• Used by agencies following EMD protocols
• Examples: "29-D-2", "10-C-1"
• Helps prioritize response and determine appropriate resources

---

Usage Notes

Location Information:

• Pick Up Location and Taken To Location can be entered on this tab
• This information carries forward to the ePCR when created
• Use auto-complete features for faster entry

Scheduled Transports:

• Use Transit Information section for scheduled pickups and appointments
• Pickup, Appointment, and Return Pickup times help coordinate transport timing
• Estimated Duration assists with scheduling and resource planning, especially in the Dispatch Calendar

Emergency vs Non-Emergency:

• Dispatch Reason and Priority help distinguish call urgency
• EMD Performed documents if pre-arrival instructions were given
• Emergency calls typically won't have scheduled pickup times

Special Events and Standby:

• Use Standby Purpose when Dispatch Reason is "Standby"
• Documents deployment for public safety support, mass gatherings, or disaster events
• Helps track non-emergency deployments and special event coverage

Mass Casualty Documentation:

• Mark Mass Casualty = Yes when incident involves multiple patients exceeding resources
• Triggers appropriate documentation and command structure
• Important for incident command and after-action reporting