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Dispatch Data Entry: Quick Intake Page

The Quick Intake Page provides a faster way to enter basic dispatch information when creating a new Dispatch Call. If enabled in Profile Setup, this will be the first page a user sees when creating a new record. Information entered on this page is automatically populated into the Dispatch record.

Available Sections

The following sections are available from the Quick Intake page:

  • Service Request
  • Comments/Reason for Transport
  • Caller Information
  • Patient Information
  • Patient Address
  • Insurances Section
  • Transit Information
  • Pick Up Location
  • Taken To Location
  • Crew/Unit Information
  • Payment Information

Service Request

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 transport
  • May differ from Call Date for scheduled transports

Profile - Optional

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

Dispatch Reason - Required (eDispatch.01)

  • The reason EMS was dispatched
  • Options include:
    • 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

Barriers to Patient Care - Optional

  • Any obstacles or challenges encountered in providing patient care
  • Multiple barriers can be documented

Site Code - Optional

  • AIM system report filter for categorizing transports
  • 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

Priority - Optional

  • The priority level assigned to this call
  • Examples: Emergency, Urgent, Routine, Scheduled

Comments/Reason for Transport - Optional

  • Additional notes or explanation for why transport is needed
  • Free text field for any relevant information not captured elsewhere

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

Patient Information

Patient Lookup - Search Field

  • Search for existing patient accounts by name
  • Enter in "Last Name, First Name" format
  • If no match found, create new patient account

Account Number - Automatic

  • Automatically assigned patient account number
  • Populated when existing patient selected or new account created

Last Name - Required

  • Patient's last name

First Name - Required

  • Patient's first name

Middle Name - Optional

  • Patient's middle name

Suffix - Optional

  • Patient's name suffix (Jr., Sr., III, etc.)

Date of Birth - Required

  • Patient's date of birth
  • Age is automatically calculated

Age - Calculated

  • Patient's age calculated from date of birth and service date

Social Security Number - Optional

  • Patient's social security number
  • System alerts if duplicate SSN detected (possible duplicate account)

Gender - Optional

  • Patient's gender identity
  • Options:
    • Female
    • Female-to-Male, Transgender Male
    • Male
    • Male-to-Female, Transgender Female
    • Other, neither exclusively male or female
    • Unknown (Unable to Determine)

Estimated Body Weight (kg) - Optional

  • Patient's estimated weight in kilograms
  • Important for medication dosing

Estimated Body Weight (lbs) - Optional

  • Patient's estimated weight in pounds
  • System may auto-convert between kg and lbs

Patient Address

Address - Optional

  • Patient's street address
  • House/building number and street name

Address 2 - Optional

  • Additional address information
  • Apartment number, suite, building name, etc.

City - Optional

  • Patient's city of residence
  • Auto-complete field - type 3 letters to activate dropdown

State - Optional

  • Patient's state of residence
  • All US states and territories available
  • Auto-populated when City or Zip Code selected

Zip Code - Optional

  • Patient's ZIP code
  • Auto-complete field - type 3 numbers to activate dropdown
  • Auto-populates City, State, County, and Country

County - Optional

  • Patient's county of residence
  • Auto-populated when City or Zip Code selected

Country - Optional

  • Patient's country of residence
  • Auto-populated when City or Zip Code selected
  • Defaults to United States

Insurances Section

Insurances - Multi-entry

  • Document patient's insurance information
  • Multiple insurance policies can be added
  • Click add button to create new insurance entries

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)

Vehicle Dispatch Location - Optional

  • The base or station where the unit starts from
  • Home location of responding unit

Unavailable for Transport Reason/Service - Optional

  • Used to track why certain transports cannot be completed
  • Allows reporting using the Unavailable for Transport Report
  • Options configured in Unavailable Transport Setup (in Dispatch Setup)
  • Examples: Weather, Road Closure, Patient Refused, No Unit Available

Estimated Duration - Optional

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

Pick Up Location

Pick Up Location Name - Optional

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

Location Code - Optional

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

Location Type - Optional

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

Address - Optional

  • Street address of pickup location

Address 2 - Optional

  • Additional pickup address information

Apartment Suite or Room - Optional

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

City - Optional

  • City of pickup location
  • Auto-complete functionality

State - Optional

  • State of pickup location
  • All US states and territories available

Zip Code - Optional

  • ZIP code of pickup location
  • Auto-complete functionality

Township - Optional

  • Township of pickup location

County - Optional

  • County of pickup location

Country - Optional

  • Country of pickup location

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

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

Mile Post or Major Roadway - Optional

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

Taken To Location

Taken to Location Name - Optional

  • Name of destination facility or location

Location Code - Optional

  • 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

  • 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

  • City of destination
  • Auto-complete functionality

State - Optional

  • State of destination
  • All US states and territories available

Zip Code - Optional

  • ZIP code of destination
  • Auto-complete functionality

Township - Optional

  • Township of destination

County - Optional

  • County of destination

Country - Optional

  • Country of destination

Number - Optional

  • Phone number for destination facility

Cross Street or Directions - Optional

  • Cross streets or directions to destination

Destination Was Notified - Optional

  • Checkbox indicating whether the receiving facility was contacted
  • Documents advance notification to receiving facility

Notified Time - Optional

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

Crew/Unit Information

Available Units - Required

  • List of units available for assignment to this call from Shift Assignments
  • Format: Unit Number - Unit Name (e.g., "101 - MED 1")
  • Select appropriate unit for this transport
  • Click the Assign Unit button to save your selection

Stairs/Steps - Optional

  • Number of stairs or steps at pickup or destination location
  • Important for crew preparation and equipment needs
  • Helps determine if additional crew members needed

Notes - Optional

  • Free text field for any additional notes about crew or transport
  • Can include special instructions, access information, or other relevant details

Special Equipment

Special Equipment - Multi-entry

  • Document any special equipment needed for this transport
  • Add Special Equipment first in Quick Picks Setup.
    • Examples: Wheelchair, Bariatric equipment, Oxygen, Stair chair, Extra crew
  • Multiple equipment items can be added
  • Click add button to create new equipment entries

Payment Information

CMS Service Level - Optional (ePayment.01)

  • The Centers for Medicare & Medicaid Services level of service
  • Used for billing and reimbursement
  • Options:
    • ALS, Level 1
    • ALS, Level 1 Emergency
    • ALS, Level 2
    • BLS
    • BLS, Emergency
    • Fixed Wing (Airplane)
    • Paramedic Intercept
    • Rotary Wing (Helicopter)
    • Specialty Care Transport

Physician Certification Statement - Optional (ePayment.02)

  • Indicates if a physician certification statement is present
  • Options: No, Unknown, Yes
  • Required for certain non-emergency Medicare transports

Date Authorized - Optional (ePayment.03)

  • Date when physician certification statement was signed
  • Only applicable if Physician Certification Statement = Yes

Prior Authorization - Optional

  • Prior authorization number from insurance company
  • Required by some insurance payers before transport

Is Prior Authorized - Optional

  • Checkbox indicating whether prior authorization has been obtained
  • Helps track authorization status

Usage Notes

Quick Intake Workflow:

  • The Quick Intake Page is designed for rapid dispatch call intake
  • Information entered automatically populates the Dispatch record
  • Quick Intake can be enabled/disabled in Profile Setup
  • When enabled, this is the first page shown when creating a new dispatch record
  • Additional details can be completed later in the full Dispatch record or associated ePCR

Profile Selection:

  • Choose appropriate profile early in the intake process
  • Profile determines which fields are required, visible, or pre-populated
  • Profiles streamline data entry for common call types
  • Profiles are configured in Profile Setup and Field Configuration Setup

Patient Lookup:

  • Always search for existing patients before creating new accounts
  • Prevents duplicate patient accounts
  • Existing patient data auto-populates to save time
  • Patient information from Dispatch can carry forward to ePCR

Location Auto-Complete:

  • Use City and Zip Code auto-complete features for faster entry
  • Selecting City or Zip Code automatically populates State, County, Country
  • Location Codes speed up entry for frequently used addresses
  • Pick Up and Taken To locations populate corresponding ePCR fields

Unit Assignment:

  • Select the appropriate unit from Available Units list
  • Must click "Assign Unit" button to save selection
  • Unit assignment links the Dispatch record to the responding unit
  • Unit information carries forward to the ePCR

Scheduled vs Emergency:

  • Use Pickup, Appointment, and Return Pickup fields for scheduled transports
  • For emergency calls, these fields typically remain blank
  • Priority field helps distinguish call urgency
  • Dispatch Reason captures the nature of the call

Dispatch to ePCR Flow:

  • Information entered in Quick Intake populates the Dispatch record
  • When an ePCR is created from this Dispatch call, relevant information carries forward
  • This reduces duplicate data entry between Dispatch and ePCR systems
  • Ensures consistency between dispatch and patient care documentation