How to Send Dispatch Notifications

About AIM Dispatch Notifications

AIM System can send optional text message and email notifications to EMS crew members when they are assigned to a call. These notifications are sent on behalf of ambulance agencies that use AIM Dispatch software.

Text messages are sent from a dedicated phone number: (865) 420-3205. Text messaging is one-way only — recipients cannot reply to start a conversation. The only recognized replies are STOP, HELP, and START. Email notifications are separate and are not subject to the text message terms on this page.

What Messages Are Sent

Call Summary Notification (example below)

Sent when a crew is dispatched on a new call. Contains a summary of the assignment including pickup location, destination, date/time, and relevant notes.

Date/Time Notification (example below)

Sent after a call is completed. Provides the crew with date and time data collected during the call by the dispatcher.

Both notification types are available via text message or email. Message frequency varies based on dispatch activity. Messages are never sent for marketing or promotional purposes.

Setup Requirements

The sections below provide detailed setup, configuration, and usage instructions for AIM Dispatch administrators.

Before continuing, users should review the Dispatch Notification Configuration Guide.

Users will want to make sure that either Personnel Setup (most common), Vehicle Setup, and/or the Call Sign Section of Agency Setup are configured with Notification Details before enabling these notifications, otherwise users will not receive any messages from AIM Dispatch.

See below for more information on the different ways to trigger notifications from AIM Dispatch.

Configuration Switches Setup

Dispatch Setup > Configuration Switches Setup > Communications Section

The Notifications dropdown controls whether notifications are enabled and how the system determines which recipients to notify. To enable Notifications, make sure this field is not set to "No Notifications." Choose one of the following options:

Notify Unit using Personnel Setup

Notifies all crew members using the notification information stored in their Personnel Setup records.

Notify Unit using Vehicle Setup

Notifies the crew assigned to a vehicle using the notification information stored in that vehicle's Vehicle Setup record.

Notify Unit using Personnel and Vehicle Setup

Sends notifications using information from both Personnel Setup and Vehicle Setup. Duplicate notifications are possible if the same information exists in both setup areas.

Notify Unit using Call Sign

Notifies crew members based on the information in Agency Setup's Call Sign section.

Notify Unit using All Setup

Sends notifications using all setup areas — Personnel, Vehicle, and Agency Setup's Call Sign section. Duplicate notifications are possible if two or more setup areas contain the same notification information.

In addition to the Notifications dropdown, the following checkboxes in the Communications section should be reviewed:

Setting	Description
Call Summary Notification	Enables the Call Summary Notification. Recommended for any agency wanting to notify crew in the field when they are assigned to a call.
Date/Time Notification	Enables the Date/Time Notification. Not recommended for agencies that do not track date/time intervals in AIM Dispatch, or agencies that use AIM ePCR. Recommended for agencies using a third-party patient care reporting product.
Remove PHI from Notifications	When enabled, the Call Summary Notification will not include Patient Name or Patient Date of Birth. Only applies to Call Summary Notifications. Agencies are responsible for configuring this setting in accordance with their own privacy and compliance requirements.

How Notifications Are Triggered

Call Summary Notification — Trigger

Sent when both of the following occur: (1) a unit is assigned to a call in the Dispatch Call Queue, and (2) the dispatcher enters the "Unit Notified by Dispatch" date/time. The notification is delivered to all crew members assigned to that unit at the specified time.

The unit assignment and date/time entry can happen in either order. If the entered date/time is the current time or earlier, the notification sends immediately. If the date/time is in the future (useful for scheduled transports), the notification is sent at that time.

Date/Time Notification — Trigger

If enabled in Configuration Switches, the Date/Time notification is sent once the dispatcher marks the call as Finished. Only the date/time fields that were entered on the Dispatch call are included.

Call Summary Notification — Included Fields

The following fields are included in the Call Summary notification when entered on the Dispatch call:

Patient Care Report Number (trip number)
Patient Name (only if "Remove PHI from Notifications" is not enabled)
Patient Date of Birth (only if "Remove PHI from Notifications" is not enabled)
Pick Up Date/Time
Pick Up Location
Taken To Location
Specialty Care Notes

Sending Notifications

Once setup is complete, notifications are triggered based on dispatcher actions in the Dispatch Call Queue.

Sending a Call Summary Notification

Assign a unit to a call in the Dispatch Call Queue.
Enter the "Unit Notified by Dispatch" date/time for that call. The notification is sent at the entered time.

Sending a Date/Time Notification

Enter date/time data on the associated Dispatch call.
Assign a unit to the call.
Mark the call as Finished. Once the call is successfully finished, the Date/Time notification is sent to all recipients.

Re-Sending Notifications

Notification	How to Re-Send
Call Summary	Edit the "Unit Notified by Dispatch" date/time, or unassign and reassign the unit (or assign a different unit).
Date/Time	Unfinish the call, then finish it again.