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General Setup: Facilities Setup

Facilities Setup maintains a database of healthcare facilities, transport destinations, and pick-up locations used by your EMS agency. This data is essential for accurate PCR documentation, proper billing, and NEMSIS-compliant reporting.

 

If using AIM Billing, the locations entered in Facilities Setup automatically synchronize to Picked Up/Taken To Locations Setup during the nightly synchronization process. AIM Billing Users entering Facilities in AIM Dispatch/ePCR should ensure the proper Billing Location Category is entered when adding a new facility to ensure that the location is added to the correct Billing Location Category, which automatically assigns modifiers to bills, a critical step in the billing process.

Facilities Setup Workflow

Adding a New Facility

  1. Select Type of Facility from the dropdown
  2. Click the Add button (green plus button)
  3. Complete facility information fields
  4. Click Save to add the facility to your database

AIM Support can automatically import facility data from a .csv document with specific formatting. This is typically completed during the training process. 

Editing an Existing Facility

  1. Use the Edit button to modify existing facility entries
  2. Make necessary changes
  3. Click Save to update

Type of Facility Selection

Type of Facility (Required)

Description: The initial categorization of the facility based on NEMSIS V3 formatting. It is important to categorize facilities appropriately. Select a facility type, then click the refresh button before adding a new facility.

The Type of Facility organizes this location by categories for selection on Dispatch Calls and Patient Care Reports. If a facility is added to the wrong category, simply edit it and select a new category from the Change Type of Facility To dropdown.

Options:

  • Alternative Care Site
  • Assisted Living Facility
  • Clinic
  • Diagnostic Services
  • Dialysis Center
  • Drug and/or Alcohol Rehabilitation Facility
  • Freestanding Emergency Department
  • Hospital
  • 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
  • Rehabilitation Facility
  • Skilled Nursing Facility
  • Urgent Care

Facility Information

Location Name (Optional - dFacility.02)

Some states require location names to match identical to the NEMSIS Facilities List. Contact AIM Support to confirm requirements for your state.

Description: The name of the facility. This is synonymous with "Facility Name" in NEMSIS.

Format: Text, 2-100 characters

Guidance:

  • Enter the complete, official facility name
  • Example: "UPMC Presbyterian Hospital" or "St. Joseph's Urgent Care"
  • Use the name as it appears on official facility documentation
  • If Billing Module is active, this field is best managed within that module

Billing Location Category (Required)

Description: The category of location for billing purposes.

This field categorizes the facility appropriately in AIM Billing and should be completed carefully by users using AIM Billing. 

If not using AIM Billing, this field is still required, but does not have any additional function. Simply select the most appropriate option. 

Format: Dropdown selection (use *** to see the full list)

Guidance:

  • CRITICAL: This field must be entered for each facility
  • The category of a location is essential for proper Medicare/Medicaid billing
  • Work with your billers to identify the proper category for each facility
  • Improper billing category selection is a serious compliance issue - Medicare can request refunds for incorrectly billed claims
  • Common categories may include: Hospital, Skilled Nursing Facility, Private Residence, Scene Call, etc. (specific categories vary by billing system configuration)
  • If Billing Module is active, this field is best managed with that module in mind

Facility Code (Optional - dFacility.03)

Description: The code of the facility as assigned by the state or the EMS Agency. Also known as "Location Code".

This field is noted as Optional by NEMSIS, but most states REQUIRE facility codes to be documented on every destination. Check with AIM Support to confirm if your state does not require Location Codes - otherwise assume it does. 

Format: Text, 2-50 characters

Guidance:

  • This is a state-assigned code for facility identification
  • Typically required only for hospitals, but always review your state-specific documentation
  • When properly entered, this code auto-populates in:
    • Scene Tab: The Incident Facility Code field
    • Disposition Tab: The Code field
  • Expected to be an AutoFilter value with the code list provided by your state
  • Work with your trainer to determine if your state requires facility codes and request a location import to ensure you have access to all location codes before beginning use of the system
  • If Patient Care Module is active, this field is best managed within that module

Type of Destination (Optional)

Description: Categorizes the destination type for transport purposes. Different than the Type of Facility dropdown or Billing Location Category - this field auto-populates the Type of Destination field in the Disposition Tab of the Patient Care Report, which is commonly a required field. This is recommended for completion on locations commonly used as a destination. 

Format: Dropdown selection

Guidance:

  • Select the appropriate destination type based on facility category
  • Used for reporting and transport classification
  • Common options include variations of hospitals, clinics, and alternative care sites

Hospital Designations (Optional - dFacility.04)

Description: The special designation(s) associated with the hospital (e.g., Trauma Center, STEMI-capable, Pediatric Center). This only applies to locations that are Hospitals - so don't enter this field on other types of facilities. Just like the Type of Destination field, this auto-completes the Hospital Designations field on patient care reports when this facility is used as a destination, so it is recommended for completion for Hospital-type facilities.

Options: (Multiple selections allowed)

  • Behavioral Health
  • Burn Center
  • Critical Access Hospital
  • Hospital (General)
  • Neonatal Center
  • Pediatric Center
  • Stroke Center
  • Rehab Center
  • Trauma Center Level 1
  • Trauma Center Level 2
  • Trauma Center Level 3
  • Trauma Center Level 4
  • Trauma Center Level 5
  • Cardiac-STEMI/PCI Capable
  • Cardiac-STEMI/PCI Capable (24/7)
  • Cardiac-STEMI/Non-PCI Capable

Guidance:

  • Select all designations that apply to the facility
  • Facilities may have multiple designations (e.g., Trauma Level 1 AND STEMI-capable AND Stroke Center)
  • Verify designations with your state's hospital registry or regional EMS authority
  • These designations are used for performance measurement and protocol compliance reporting
  • If Patient Care Module is active, this field is best managed within that module

Change Type of Facility To (Optional)

Description: Allows you to reclassify the facility to a different type. Only necessary when a user accidentally added a facility to the incorrect category.

Format: Dropdown selection

Guidance:

  • Use this field if you need to change the facility type after initial entry
  • Select the new facility type from the dropdown
  • May require refreshing the page to load appropriate fields for the new type

Pick Up Location Type (Optional)

Description: Defines specific pick-up location types for interfacility transports or scheduled pickups. Useful for locations commonly used as a pick up location.

Format: Multiple entries with +/- buttons

Guidance:

  • Use the + button to add pick-up location types
  • Use the - button to remove entries
  • Useful for facilities with multiple pick-up points (e.g., Emergency Department, Main Entrance, Helipad)
  • Each location can be individually defined for dispatch and navigation purposes

Address Information

Address (Optional - dFacility.07)

Description: The street address where the facility is located.

Format: Text

Guidance:

  • Enter the complete street address including street number and name
  • Example: "200 Lothrop Street"
  • Use the physical location address, not mailing address if they differ

Address 2 (Optional)

Description: Additional address information (building name, department, etc.).

Format: Text

Guidance:

  • Use for additional address details such as building names or departments
  • Example: "Scaife Hall, 3rd Floor" or "Emergency Department"
  • Leave blank if not applicable

Apartment Suite or Room (Optional - dFacility.06)

Description: The number of the specific room, suite, or apartment of the facility.

Format: Text, 1-15 characters

Guidance:

  • Enter specific suite, room, or apartment numbers
  • Example: "Suite 300" or "Room 1234"
  • Particularly useful for medical office buildings or multi-tenant facilities

City (Optional - dFacility.08)

Description: The city where the facility is located (physical address).

Format: Text

Guidance:

  • Enter the city name where the facility is physically located
  • Use official city name as recognized by USPS

State (Optional - dFacility.09)

Description: The state where the facility is located.

Format: Dropdown selection

Guidance:

  • Select from standard state/territory codes
  • Most facilities will be in your primary operating state
  • Critical for facilities near state borders where you transport across state lines

Zip Code (Optional - dFacility.10)

Description: The ZIP code where the facility is located.

Format: Text, 5 or 9 digits

Guidance:

  • Enter 5-digit ZIP code (e.g., "15213")
  • Can optionally include ZIP+4 format (e.g., "15213-1234")
  • Verify accuracy for GPS coordinate generation

Township (Optional)

Description: The township where the facility is located.

Format: Text

Guidance:

  • Enter if applicable in your region
  • Not all states use township designations
  • Leave blank if not applicable

County (Optional - dFacility.11)

Description: The county where the facility is located.

Format: Text

Guidance:

  • Enter the county name
  • Important for regional reporting and mutual aid tracking
  • Some states require county designation for facility coding

Country (Optional - dFacility.12)

Description: The country where the facility is located.

Format: Text or dropdown

Guidance:

  • Most facilities will be "United States" or "US"
  • Required for facilities in Canada or Mexico if you transport across international borders

GPS Latitude (Optional - dFacility.13)

Description: The latitude coordinate of the facility's GPS location.

Format: Numeric/Decimal format

Guidance:

  • Enter in decimal degrees format (e.g., "40.4406")
  • Used for mapping, navigation, and spatial analysis
  • Can often be obtained from Google Maps or facility management
  • Ensure accuracy for CAD system integration

GPS Longitude (Optional - dFacility.13)

Description: The longitude coordinate of the facility's GPS location.

Format: Numeric/Decimal format

Guidance:

  • Enter in decimal degrees format (e.g., "-79.9959")
  • Must be paired with latitude for accurate positioning
  • Western hemisphere longitude values are negative

National Grid Coordinates (Optional - dFacility.14)

Description: The facility's US National Grid Coordinates.

Format: Text, USNG format

Guidance:

  • Alternative to GPS coordinates using the US National Grid system
  • Format example: "18T WL 807 064"
  • Not commonly used unless required by your region or state
  • Can be converted from GPS coordinates using USNG converters

NPI Number (Optional - dFacility.05)

Description: Facility National Provider Identifier associated with the National Provider System (NPS).

Format: Exactly 10 numeric digits

Guidance:

  • Required for facilities that bill Medicare/Medicaid
  • Each facility has a unique NPI issued by CMS
  • Provides data for XML submissions and billing purposes
  • Verify NPI accuracy at https://nppes.cms.hhs.gov/
  • Hospitals and most healthcare facilities have NPIs; some alternative care sites may not

Facility Phone Numbers

Number (Optional - dFacility.15)

Description: Facility phone number(s).

Format: Text, phone number format

Multiple entries allowed

Guidance:

  • Enter main facility phone number
  • Can add multiple numbers (main line, direct ER line, admissions, etc.)
  • Include area code
  • Use consistent formatting (e.g., "724-555-1234")

Enter an extension for a facility to show that extension in AIM Dispatch when dispatchers select that location as a picked up or taken to location.

Type (Optional)

Description: The type/purpose of the phone number.

Format: Dropdown selection

Guidance:

  • Select the phone type (e.g., Main, Emergency Department, Admissions, Fax)
  • Helps identify which number to use for different purposes
  • Particularly useful when multiple phone numbers are entered

Auto Fax Configuration

Fax Phone (Optional)

AutoFax must be first enabled through AIM Support before it can be used.

Description: The phone number for fax transmission to the facility.

Format: Text, phone number format

Guidance:

  • Enter the facility's fax number for automated PCR transmission
  • Include area code
  • Use format: "(999) 999-9999" or "999-999-9999"
  • Verify fax number is current and monitored by facility

Fax Email (Optional)

Description: Email address for electronic fax delivery.

Format: Text, valid email format

Guidance:

  • Use for facilities that accept PCRs via email instead of traditional fax
  • Verify email address with facility to ensure delivery
  • Commonly used for electronic fax services (e.g., eFax, RingCentral Fax)

Fax Method (Optional)

Description: The method used to transmit the fax.

Options:

  • Phone
  • Email

Guidance:

  • Select "Phone" for traditional fax transmission via phone line
  • Select "Email" for electronic fax or email delivery of PCRs
  • Email method may include password protection option

Require Password (Optional)

Description: Checkbox to require password protection for email fax transmission.

Guidance:

  • Check this box to add password protection to emailed PCRs
  • Recommended for HIPAA compliance when sending protected health information via email
  • Password must be communicated to receiving facility through separate channel
  • Not applicable for traditional phone-line fax transmission

Best Practices

  1. Click Refresh after selecting facility type - This critical step loads the appropriate fields for the facility type you selected
  2. Enter facilities by category - Work through one facility type at a time (all hospitals, then all nursing homes, etc.) for consistency
  3. Verify billing categories with billers - Incorrect billing categories can result in Medicare audit issues and required refunds
  4. Keep hospital designations current - Verify trauma, stroke, and cardiac designations annually or when facilities update their capabilities
  5. Confirm facility codes with state - If your state requires facility codes, obtain the official list from your state EMS office
  6. Test auto-fax before relying on it - Send test transmissions to verify fax numbers and email addresses work correctly
  7. Review facility information quarterly - Phone numbers, fax numbers, and designations can change
  8. Document special pick-up locations - Use Pick Up Location Type for facilities with multiple entry points or special pickup procedures