Dispatch Work Flow Overview

The following is a high-level outline of daily use of the Dispatch Module.

Setup of the Dispatch Modulemust be completed (especially crews, vehicles, and units) before making full live use of the entire program.

Role: Call Taker

Responsibilities: Dispatch Module data entry of scheduled calls and emergency incidents.

Role: Dispatcher

Responsibilities: Shift Assignments and Dispatch Call Queue functionality.

Role: Management

Responsibilities: Setup and reports.

1. Shift Assignments

This area is expected to be updated regularly. In this area, crew members are assigned to specific vehicles. The combination of a vehicle and crew is called a unit.

Note: Shift Assignments is a General Setup Area and a Dispatch Setup Area.

Units created in Shift Assignments are available for data entry and the Dispatch Call Queue.

1. Scheduled Alerts       

If repetitive calls exist within 24 hours, these scheduled calls are listed in Scheduled Alerts, on the Dispatch Portal. These can be put to the Dispatch Call Queue with the Schedule Selected Button.

1. Data Entry of Calls

As new calls are taken, they are entered from the Dispatch Portal. Profiles exist for both emergency and scheduled calls. New Patient and No Patient Buttons control how the call is involved with the workflow to billing. For information on how to create a call, read Creating a New Call.

1. Dispatch Call Queue

The Dispatch Call Queue displays Available Units, Current Calls, and Action Buttons providing specific functionality. Filters allow for different call or unit types, dates, and statuses.

The Dispatch Call Queue is expected to be open while users perform other tasks in the program; buttons at the top of this screen provide access to other areas.

Data from all active users updates the Dispatch Call Queue after the Refresh Button is clicked.

Activity in the Dispatch Call Queue includes assigning units, un-assigning units, and updating call data (Times, Mileages, and Delays) and status (especially canceled and finished).

The summary information button will show a summary of the Dispatch information as well as some fields from the corresponding Patient Care record.

1. Other Modules

Calls or incidents created in the Dispatch Module can be moved to other modules of The AIM System, including ePCR and Billing. All modules interact with the Accounts Module to organize and maintain patient accounts.

Note: Setup options allow for posting calls/incidents to the other modules.

1. Reports

Data should be reviewed for management and analysis purposes. There are several categories and dozens ofreports available for these purposes.

Note: The Report Center is found on the Navigation Bar.

1. Configuration Maintenance (User, Data) and Setup

A full review of all setup areas must be done before using the Dispatch Module, and ongoing maintenance is suggested. All setup changes made in the Billing Module must be done with the assistance of billers and management.                                  

Changes with the Module, Quick Picks, Narrative, and other areas should be made as needed.

Setup Areas should be reviewed regularly.

Users can access the Setup Area via the Navigation Bar.

Users must also set up the General Setup Area.