Dispatch Call Data Entry: Patient Information Tab

Patient Tab Data Entry

Entering patient-related information like Name, Date of Birth, Gender, Race, and more take place within the Patient Tab. Many of these questions are populated automatically for existing patients. Some of the questions in this section though are not part of the patient account (as they have no use in the Accounts Module of AIM Billing). These fields can simply be populated from the Carry Last Trip function, which allows information to automatically carry-over from the last ePCR with that patient. This can be done when creating the patient care report in the Patient Care Portal by selecting an existing patient account when creating the PCR.

Patient Information Section: Looking Up/Creating Patient Accounts

The Patient Information Section contains a few important fields related to collection and population of patient information. This first section of this Help Guide article covers how to look up an existing or create a new patient account.

Account Number: This is the account number automatically assigned to a patient account. This field is intentionally disabled by default since the Account Number field is not intended to be entered. It is automatically completed when either an existing patient is selected in the Patient Lookup field, or when a new patient account is created. 

Patient Lookup: This field is a search bar that can be used to look through the accounts database to check for any existing patient accounts for this patient. It is meant to be entered in Last Name, First Name format. 

The Patient Lookup field should be the first field entered if you did not select an existing patient account when creating your patient care report. Type the patient's name in Last Name, First Name format. If no patients are found matching that name, the New Account button will become highlighted. This button can be clicked to create a new patient account for this patient. Any data you record for this patient can be used immediately after creating a new account for any subsequent patient care reports, including the return trip if applicable. 

If you are completing a patient care report for an existing patient, you can either look up the patient account during the creation of the report in the Patient Care Portal, or use the Patient Lookup field to change or add an existing patient to the report. When you use the Patient Lookup field inside of the report to add an existing patient account, you will be prompted to reset the current information, if there is any, to overwrite it with the patient information associated with that patient account. 

Patient Information Section: Patient Demographics

The Patient Information Section also contains many fields pertaining to the patient's demographic information.

Last Name: This is the last name of the patient. When creating a new patient, or looking up an existing patient, this should automatically be filled-in.

First Name: This is the first name of the patient. When creating a new patient, or looking up an existing patient, this should automatically be filled-in.

Middle Name: This is the first name of the patient. When creating a new patient, or looking up an existing patient, this should automatically be filled-in.

Suffix: The Suffix of the patient (Junior/Senior, 'The First'/'The Second'/'The Third', etc.). This field only applies in specific circumstances and can be left blank unless needed to be filled in. 

Social Security Number: Enter the patient's social security number. If a duplicate is entered, then a prompt will alert you to possible duplicate patient accounts. 

Gender: Enter the patient's gender. Some state requirements may enforce that the Gender of the patient not be recorded, and that the patient's Sex be recorded instead. 

Sex: Enter the patient's sex. In some cases, this field is not available. Depending on state requirements, this field may be required to complete instead of the Gender field. 

Race: Select the patient's race.

Date of Birth: Enter the patient's date of birth. The patient's Age will be calculated automatically on the date of service. Age Units will populate automatically.

Estimated Body Weight: The patient's weight can be entered, if relevant. The weight can either be entered in either pounds or kilograms - a conversion will take place and complete the other associated field. This can trigger an alert from Dispatch Configuration Switches Setup if the weight entered exceeds the maximum patient weight.

Drivers License Number/State: Can be entered if relevant.

Patient Address Section

The patient address section is easy to complete with AIM's auto-complete functions. The Use Incident Location Button can be used to automatically complete the Patient Address Section if the Picked Up Location Section in the Scene Tab of the Locations Page is completed. This button will cause the Picked Up Location to automatically appear in the Patient Address Section. The Use Incident Location Button can also be disabled if it is not needed under Patient Care Setup > Configuration Switches Setup.

Address: Street address of the patient's residence.

Address 2: Used for additional address information, or for recording out-of-country patients' addresses, as they will not be able to be fully recorded using the City/State/Zip fields.

City: Select the City the patient resides in. This is an auto-complete field. Only 3 letters are needed for AIM to begin providing you with dropdown results based on your entry. The City field is based on the cities in your agency's state. When recording out-of-state patients, change the State field first. Once you select the City from the dropdown, the associated State, Zip Code, County, and Country will be automatically filled-in.

State: State does not normally need to be selected as it will be automatically completed by entering either the City or the Zip Code. When recording out-of-state patients, change the State field first before selecting a City or Zip Code.

Zip Code: Select the Zip Code the patient resides in. This is an auto-complete field. Only 3 numbers are needed for AIM to begin providing you with dropdown results based on your entry. The Zip Code field is based on the zips in your agency's state. When recording out-of-state patients, change the State field first. Once you select the Zip Code from the dropdown, the associated City, State, County, and Country will be automatically filled-in.

County:  County does not normally need to be selected as it will be automatically completed by entering either the City or the Zip Code. When recording out-of-state patients, change the State field first before selecting a City or Zip Code.

Census Tract: The Census Tract field helps the Bureau of Census track changes in population via EMS reporting. This is handled automatically behind the scenes and no data entry is required. To hide this field from the user interface, as it is not needed, you can do so in Field Configuration Setup. Contact Support to learn more.

Alternative Home Residence: Use this field in order to document if the patient is a foreign visitor, a migrant, or homeless.

Personal Items Section

The Personal Items section is an optional section that can be used to track items left in care of the crew during transport. You can record options that can populate automatically for the Name and Given To fields in Quick Pick Setup.

Phone Numbers & Email Addresses Sections

Users are able to record multiple phone numbers or e-mail addresses of the patient in these sections. Create new records in the respective section by using the Green Plus Buttons, or edit them with the Blue Edit Button. Phone Numbers or Emails that are no longer needed can be removed with the Red Delete Button.