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General Setup: Agency Setup
Agency Setup contains your organization's core demographic and operational information required for NEMSIS compliance and state reporting. This data identifies your agency, defines your service capabilities, and documents your coverage area. This required area of General Setup is completed entirely with the Trainer during your Setup Training.
Importance: Accurate agency setup is critical because:
- State EMS offices use this data to identify and license your agency
- It determines NEMSIS validation requirements for your PCRs
- Billing systems rely on this information for claim submission
- Service area definitions affect response reporting and analytics
Information Section
Agency Name (Recommended)
Description: The formal, legal name of your agency.
Format: Text, 2-100 characters
Guidance:
- Use your official registered business name
- Should match incorporation documents and state license
- Example: "Springfield Fire Department EMS Division" or "Metro Ambulance Service, Inc."
Agency Number (Mandatory)
Description: The state-assigned provider number for your agency.
Format: Text, 1-15 characters
Guidance:
- This is your official state EMS provider/license number
- Often appears on state certification documents
- Required for state data submissions
Agency Unique State ID (Mandatory)
Description: The unique identifier assigned to your EMS agency by your state EMS office, associated with all state licensure numbers and information.
Format: Text, 1-50 characters
Guidance:
- This may be your agency name or a state-assigned number
- Must match the ID in your state EMS office records exactly
- Used to link all agency licenses and certifications
Licensed Agency (Optional)
Description: Indicates whether your agency holds a state EMS license.
Options: Yes / No
Guidance:
- Most agencies should select "Yes" if you hold your own state EMS license
- Select "No" if you operate under another agency's license (e.g., hospital-based service operating under hospital license)
- This is a new NEMSIS 3.5.1 element for improved tracking of agency licensing status
State (Mandatory)
Description: The state or territory that issued your EMS agency number.
Format: Dropdown selection
Guidance: Select the state where your agency is primarily licensed, even if you operate in multiple states.
Time Zone (Optional)
Description: The time zone where your agency is located.
Options:
- All other time zones
- GMT-04:00 Atlantic Time
- GMT-05:00 Eastern Time
- GMT-06:00 Central Time
- GMT-07:00 Mountain Time
- GMT-08:00 Pacific Time
- GMT-09:00 Alaska
- GMT-10:00 Hawaii
- GMT-11:00 Midway Island, Samoa
Guidance: Select the time zone for your primary dispatch center.
Daylight Savings Time Use (Optional)
Description: Indicates whether your agency observes Daylight Savings Time.
Options: Yes / No
Guidance: Arizona and Hawaii do not observe DST. Most other states do.
Level of Service (Mandatory)
Description: The minimum certification level your agency provides for every request for service. This may be the license level granted by your state EMS office.
Options:
- Emergency Medical Responder (EMR)
- Emergency Medical Technician (EMT)
- Advanced Emergency Medical Technician (AEMT)
- Emergency Medical Technician - Intermediate
- Paramedic
- Critical Care Paramedic
- Community Paramedicine
- Physician
- Nurse Practitioner
- Physician Assistant
- Licensed Practical Nurse (LPN)
- Registered Nurse
Guidance:
- Select the minimum level guaranteed on every response
- If you staff ALS and BLS units, select BLS (EMT) as your minimum
- This represents your baseline capability, not your highest level
Primary Type of Service (Mandatory)
Description: The main service type your agency provides.
Options:
- 911 Response (Scene) with Transport Capability
- 911 Response (Scene) without Transport Capability
- Air Medical
- ALS Intercept
- Community Paramedicine
- Critical Care (Ground)
- Hazmat
- Medical Transport (Convalescent, Interfacility Transfer, Hospital and Nursing Home)
- Rescue
Guidance: Select the service that represents the majority of your calls or your primary mission.
Other Type of Service (Recommended)
Description: Additional service types your agency provides beyond your primary service.
Options: Same as Primary Type of Service (multiple selections allowed)
Guidance:
- Select all that apply
- If you provide no services beyond your primary type, select "Not Applicable"
- Do not duplicate your Primary Type of Service selection here
Organization Status (Mandatory)
Description: The primary organizational status of your agency based on state or local laws.
Options:
- Volunteer
- Non-Volunteer (paid/career)
- Mixed (combination volunteer and paid)
Guidance: "Mixed" means you have both volunteer and paid staff. Base this classification on state/local legal definitions.
Organization Type (Mandatory)
Description: The organizational structure from which EMS services are delivered.
Options:
- Fire Department
- Governmental, Non-Fire
- Hospital
- Private, Nonhospital
- Tribal
Guidance:
- Select based on your primary organizational affiliation
- Hospital-based services select "Hospital"
- Municipal third-service EMS selects "Governmental, Non-Fire"
Organization Tax Status (Mandatory)
Description: Your agency's business/corporate tax status.
Options:
- For Profit
- Not For Profit
- Other (e.g., Government)
Guidance:
- Most private ambulance companies are "For Profit"
- Most fire departments and municipal services are "Other (Government)"
- 501(c)(3) organizations select "Not For Profit"
Billing SFTP Configuration Section
This section is for the configuration of a Billing SFTP. This will allow records to export to the agency's Billing software automatically provided the Billing software supports this functionality. Recommended when not using AIM Billing as this expedites then the transport or response can be billed by sending the record directly to the Billing software for importing when it is Finished or Reviewed, depending on the agency's QA settings.
If using AIM Billing, or if the agency's billing provider does not accept ePCR data via SFTP, this section can be left blank.
URL (Optional)
Description: Enter the URL for the Billing SFTP endpoint.
Username (Optional)
Description: Enter the Username for the Billing SFTP user account.
Password (Optional)
Description: Enter the Password associated with the Billing SFTP user account.
Port Number (Optional)
Description: If a Port Number is required, it can be entered here. Otherwise AIM will utilize the default SFTP port (990).
Configuration Section
Specialty Service Capabilities (Mandatory)
Description: Special training or services your agency provides to the area/community.
Options: (Multiple selections allowed)
- Air Rescue
- CBRNE (Chemical, Biological, Radiological, Nuclear, Explosive)
- Community Health Medicine
- Disaster Medical Assistance Team (DMAT)
- Disaster Mortuary (DMORT)
- Dive Rescue
- Farm Rescue
- High Angle Rescue
- Machinery Disentanglement
- Ski / Snow Rescue
- Tactical EMS
- Trench / Confined Space Rescue
- Urban Search and Rescue (USAR)
- Vehicle Extrication
- Veterinary Medical Assistance Team (VMAT)
- Water or Ice Related Rescue (Including Swift Water)
- Wilderness Search and Rescue
- None
Guidance:
- Select all specialized capabilities your agency provides
- If you have no specialized capabilities, select "None"
Billing Status (Optional)
Description: Whether your EMS agency routinely bills for any segment of the patient population.
Options: Yes / No
Guidance: Select "Yes" if you bill for any services, even if you write off some accounts.
Medical Dispatch Provided to Agency (Mandatory)
Description: Indicates whether Emergency Medical Dispatch is provided to your service area.
Options:
- No
- Yes, 100% of the EMS Agency's Service Area
- Yes, Less than 100% of the EMS Agency's Service Area
Guidance:
- EMD means your dispatch center uses pre-arrival instructions and protocols
- Select "100%" if all calls receive EMD coverage
- Select "Less than 100%" if only certain areas or call types receive EMD
Patient Monitoring Capabilities (Mandatory)
Description: Patient monitoring equipment provided to any/all patients presenting to EMS.
Options: (Multiple selections allowed)
- Capnography-Numeric
- Capnography-Waveform
- ECG-12 Lead or Greater
- ECG-Less than 12 Lead (Cardiac Monitor)
- Oximetry-Carbon Monoxide
- Oximetry-Oxygen
- Pressure Measurement-Invasive (Arterial, CVP, Swan, etc.)
- Pressure Measurement-Non-Invasive (Blood Pressure, etc.)
- Ventilator-Transport
- Vital Sign Monitoring
Guidance:
- Select all monitoring capabilities available on your units
- Include only equipment that is standard on your ambulances
- Do not include equipment only available on specialty units unless all units carry it
User Personnel Record Access
Description: Controls whether personnel users can access their own personnel records in the system.
Options: Yes / No
Guidance:
- Select "Yes" to allow crew members to view their certifications, training, and personnel file
- Select "No" to restrict personnel record access to administrators only
Service Area Counties (Mandatory)
Description: The county or counties within each state where you formally provide service.
Format: Multiple entries from dropdown
Guidance:
- Select all counties in your primary service area
- Include mutual aid areas where you have formal agreements
- List automatically sorts alphabetically after entry
- Use the "Add" button to add each county to your list
Service Area ZIP Codes (Required)
Description: ZIP codes for your agency's service area.
Format: Text, 5 digits, multiple entries allowed
Guidance:
- Enter all ZIP codes you serve under contract or mutual aid agreements
- List automatically sorts numerically after entry
- Can select "Not Recorded" if data unavailable
- Enter one ZIP code at a time and click "Add"
Census Tracts (Required)
Description: U.S. Census tracts where your agency formally provides service.
Format: Text, 11 digits, multiple entries allowed
Guidance:
- Census tract numbers are 11-digit codes (2-digit state + 3-digit county + 6-digit tract)
- Auto Populate Feature: Click "Auto Populate" to automatically load all census tracts for your selected Service Area Counties
- Warning: Auto Populate will delete all existing census tract entries before adding new ones
- Save all other changes on the page before using Auto Populate - the page will refresh and unsaved changes will be lost
- Can select "Not Recorded" if data unavailable
- Manual entry: Add one census tract at a time using the "Add" button
Crew Call Signs (Mandatory)
Description: EMS crew call signs used to dispatch and communicate with units.
Format: Text, 1-50 characters per entry, multiple entries allowed
Guidance:
- Enter all unit identifiers used by dispatch
- May be the same as your unit/vehicle numbers
- Examples: "Medic 1", "Ambulance 203", "Rescue 5", "ALS 1", "BLS 1"
- Enter one call sign per line using the "Add" button
- These call signs will be available for selection when creating personnel schedules and unit assignments
Year Statistics
Description: Annual operational statistics for your agency. You can maintain multiple years of data.
Guidance: Click "Add" to create a new statistical year entry. Each year record contains the following fields:
Statistical Calendar Year (Mandatory)
Description: The calendar year to which the statistical information pertains.
Format: Four-digit year, 1900-2050
Guidance: Enter the year you are reporting statistics for (typically the previous calendar year).
Primary Service Area Size (Required)
Description: Total square miles in your agency's service area.
Format: Numeric, 1-4,000,000
Guidance:
- Measure your primary response area, not mutual aid areas
- Can select "Not Recorded" if data unavailable
- For reference: Rhode Island is ~1,200 sq mi, Alaska is ~665,000 sq mi
Total Service Area Population (Required)
Description: Total population in your service area, based on U.S. Census data.
Format: Numeric, 1-4,000,000
Guidance:
- Use the most recent census data available
- Include population of your primary service area only
- Can select "Not Recorded" if data unavailable
911 Call Center Volume Per Year (Required)
Description: Number of 911 calls received by your call center during the statistical year.
Format: Numeric, 1-400,000
Guidance:
- This is total calls to 911, not just EMS calls
- If you share a dispatch center, use the total call volume for all agencies
- Can select "Not Recorded" if data unavailable
Dispatch Volume Per Year (Required)
Description: Number of EMS dispatches during the statistical year.
Format: Numeric, 1-4,000,000
Guidance:
- Count every time a unit is dispatched, even if cancelled en route
- Include all call types (emergency and non-emergency)
- Can select "Not Recorded" if data unavailable
Patient Transport Volume Per Year (Required)
Description: Number of EMS transports during the statistical year.
Format: Numeric, 1-4,000,000
Guidance:
- Count only actual patient transports to a medical facility
- Do not include refusals, treat and release, or cancelled calls
- Can select "Not Recorded" if data unavailable
Patient Contact Volume Per Year (Required)
Description: Number of EMS patient contacts during the statistical year.
Format: Numeric, 1-4,000,000
Guidance:
- Count every patient contact, including refusals and treat-and-release
- This should be equal to or greater than your transport volume
- Can select "Not Recorded" if data unavailable
Billable Calls Per Year (Required)
Description: Number of EMS patient encounters that are billable during the statistical year.
Format: Numeric, 1-4,000,000
Guidance:
- Count only encounters that meet billing criteria
- Typically includes transports and some treat-and-release scenarios
- Can select "Not Recorded" if data unavailable
National Provider Identifiers (Required)
Description: The National Provider Identifier(s) (NPI) issued by CMS.
Format: Exactly 10 numeric digits, multiple entries allowed
Guidance:
- Required for Medicare/Medicaid billing
- Most agencies have one NPI, but you may add multiple if you have different NPIs for different service divisions
- Obtain from NPPES if you don't have one: https://nppes.cms.hhs.gov/
- Can select "Not Recorded" if not applicable or unknown
- Enter one NPI at a time using the "Add" button
Fire Department ID Numbers (Required)
Description: State-assigned Fire Department ID Number(s) for EMS agencies operating within a fire department.
Format: Text, 1-20 characters, multiple entries allowed
Guidance:
- Required only if you are a fire department-based EMS service
- Contact your state fire marshal's office if you don't know your ID
- Can select "Not Applicable" if you are not fire-based
- Can select "Not Recorded" if fire-based but ID unknown
- Enter one ID at a time using the "Add" button
EMD Vendors (Recommended)
Description: The vendor or company associated with your EMD card set and protocols.
Format: Text, 2-100 characters, multiple entries allowed
Guidance:
- Examples: "ProQA", "PowerPhone", "APCO"
- Enter "Not Applicable" if you do not use EMD
- Can enter "Not Recorded" if unknown
- If you use multiple EMD systems, add each vendor separately
Dispatch Center Names (Optional)
Description: Name or ID of the Primary or Secondary Service Answering Point (PSAP) that dispatches your agency.
Format: Text, 2-100 characters, multiple entries allowed
Guidance:
- Enter the official name of your dispatch center
- Example: "Springfield Regional Dispatch Center" or "County 911"
- If you have multiple PSAPs, add each one separately using the "Add" button