Patient Care Data Entry: General Page > Times/Mileage Tab

Understanding Time Entry in AIM

Date and Time Formats:

• Dates are formatted as Month/Day/Year (MM/DD/YYYY)
• Times are formatted as Hour:Minute:Seconds (HH:MM:SS)
• Both date and time are required for time fields

Time Entry Tips and Features:

Enter Key Shortcut

• Press the Enter key to populate the current date/time in any field, even if data already exists
• This is the fastest way to enter real-time information

T Button (Time Carry Forward)

• Use the T Button to carry the time from the previous time field over to the current field
• Particularly useful for the first few sequential time fields
• Saves time when events happen in quick succession

Date/Time Picker (Calendar Icon)

• Click the Calendar Icon to insert the current date/time from your device
• An interface will display allowing you to:
  • Adjust time intervals (HH:MM:SS) using up and down arrows
  • Update the date by clicking the Calendar Icon within the interface
  • Clear the form using the eraser button
• This is the quickest method for entering times

Navigation:

• Use right and left arrow keys to move the cursor within entered data
• Numbers are automatically formatted when entered

Device Considerations:

• Numeric data entry may vary by device and operating system
• A keypad can be used on desktop devices
• Keypad will be hidden on mobile devices

Dispatch Integration:

• If the PCR is linked with a dispatch call, any time field entered on the PCR will automatically sync to the dispatch record

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Times Section

Service Date - Required

• The primary date of service for this EMS event
• Used for billing and reporting purposes

PSAP Call - Required (eTimes.01)

• Date/time the phone rings (911 call to public safety answering point or designated entity) requesting EMS services
• This is the initial call time to 911 or dispatch center

Dispatch Notified - Optional (eTimes.02)

• Date/time the dispatch center was notified by the 911 call taker
• Only applicable if dispatch is a separate entity from the PSAP

Notified By Dispatch - Mandatory (eTimes.03)

• Date/time the responding unit was notified by dispatch
• This is when your unit received the call assignment

Dispatch Acknowledged - Optional (eTimes.04)

• Date/time the dispatch was acknowledged by the unit
• Documents when your unit confirmed receipt of the assignment

Enroute - Required (eTimes.05)

• Date/time the unit responded (when the vehicle started moving)
• Marks the beginning of your response to the scene

Unit Arrived at Staging Area - Optional (eTimes.17)

• Date/time the unit arrived at a staging area
• Used when units are held at a safe location before proceeding to scene
• Common in hazmat, active shooter, or other scenes requiring staged response

On Scene - Required (eTimes.06)

• Date/time the responding unit arrived on scene (when the vehicle stopped moving)
• Marks arrival at the incident location

At Patient - Required (eTimes.07)

• Date/time the responding unit arrived at the patient's side
• May differ from On Scene time if patient is not immediately accessible

Transfer EMS Patient Care - Recommended (eTimes.08)

• Date/time the patient was transferred from one EMS agency to another EMS agency for care
• Used for intercept calls or agency-to-agency transfers

Left Scene - Required (eTimes.09)

• Date/time the responding unit left the scene with a patient (started moving)
• Marks the beginning of transport

At Destination Landing Area - Optional (eTimes.10)

• Date/time the Air Medical vehicle arrived at the destination landing area
• Only applicable for air medical transports

Patient at Destination - Required (eTimes.11)

• Date/time the responding unit arrived with the patient at the destination or transfer point
• Marks end of transport

Destination Transfer Care - Required (eTimes.12)

• Date/time that patient care is transferred to the destination healthcare facility staff
• Documents when receiving facility assumes responsibility for patient

Back in Service - Mandatory (eTimes.13)

• Date/time the unit was back in service and available for response
• Unit has finished with the call but not necessarily back at home location

Canceled - Optional (eTimes.14)

• Date/time the unit was canceled
• Only applicable if unit went en route but neither arrived on scene nor made patient contact

Back Home - Optional (eTimes.15)

• Date/time the responding unit was back in their service area or home location
• For agencies utilizing status management, this is the assigned home location

Completed - Optional (eTimes.16)

• Date/time the responding unit completed all tasks associated with the event
• Includes patient transfer, cleaning, and restocking
• For many agencies, this is the same as Back in Service time if no travel is required

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Odometer Readings

Beginning - Optional (eResponse.19)

• Odometer reading when the wheels begin moving (unit goes en route)
• Can be a counter starting at 0
• Field accepts 2-8 characters

On Scene - Optional (eResponse.20)

• Odometer reading when the unit arrives at the scene from dispatch
• Field accepts 2-8 characters

Patient at Destination - Optional (eResponse.21)

• Odometer reading when the unit arrives at patient destination
• Field accepts 2-8 characters

Ending - Optional (eResponse.22)

• Final odometer reading when back in service
• On a counter: the total mileage from dispatch to patient destination, ending when back in service
• Field accepts 2-8 characters

Total Mileage - Calculated

• Automatically calculates the total mileage from odometer field data
• Not a NEMSIS field; calculated for billing and reporting purposes

Loaded Mileage - Calculated

• Automatically calculates mileage while transporting the patient
• Typically the difference between "Left Scene" and "Patient at Destination" odometer readings
• Not a NEMSIS field; calculated for billing and reporting purposes

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Delays

Each delay category documents specific types of delays encountered during different phases of the EMS response. Multiple delay types can be selected for each category.

Dispatch Delays (eResponse.08)

Any delay between the time of PSAP call (eTimes.01) until the unit is notified by dispatch (eTimes.03).

Options:

• Caller (Uncooperative)
• Communication Specialist-Assignment Error
• Diversion/Failure (of previous unit)
• High Call Volume
• Incomplete Address Information Provided
• Language Barrier
• No EMS Vehicles (Units) Available
• No Receiving MD, Bed, Hospital
• None/No Delay
• Other
• Specialty Team Delay
• Technical Failure (Computer, Phone, etc.)

Response Delays (eResponse.09)

The response delay, if any, of the unit from notification until arrival on scene.

Options:

• Crowd
• Directions/Unable to Locate
• Distance
• Diversion (Different Incident)
• Flight Planning
• HazMat
• Mechanical Issue-Unit, Equipment, etc.
• None/No Delay
• Other
• Rendezvous Transport Unavailable
• Route Obstruction (e.g., Train)
• Scene Safety (Not Secure for EMS)
• Staff Delay
• Traffic
• Vehicle Crash Involving this Unit
• Vehicle Failure of this Unit
• Weather

Scene Delays (eResponse.10)

Any delay between Unit Arrived on Scene (eTimes.06) until Unit Left the Scene (eTimes.09).

Options:

• Awaiting Air Unit
• Awaiting Ground Unit
• Crowd
• Directions/Unable to Locate
• Distance
• Extrication
• Haz-Mat
• Language Barrier
• Mechanical Issue-Unit, Equipment, etc.
• None/No Delay
• Other
• Patient Access
• Safety-Crew/Staging
• Safety-Patient
• Staff Delay
• Traffic
• Triage/Multiple Patients
• Vehicle Crash Involving this Unit
• Vehicle Failure of this Unit
• Weather

Transport Delays (eResponse.11)

Any delay between Unit Left Scene (eTimes.09) until Patient Arrived at Destination (eTimes.11).

Options:

• Crowd
• Directions/Unable to Locate
• Distance
• Diversion
• HazMat
• None/No Delay
• Other
• Patient Condition Change (e.g., Unit Stopped)
• Rendezvous Transport Unavailable
• Route Obstruction (e.g., Train)
• Safety
• Staff Delay
• Traffic
• Vehicle Crash Involving this Unit
• Vehicle Failure of this Unit
• Weather

Turn-Around Delays (eResponse.12)

With patient transport: Any delay between Patient Arrived At Destination (eTimes.11) until Unit Back In Service (eTimes.13) or Back At Home Location (eTimes.15).

Without patient transport: Any delay between Unit Arrived On Scene (eTimes.06) until Unit Back In Service (eTimes.13) or Back At Home Location (eTimes.15).

Options:

• Clean-up
• Decontamination
• Distance
• Documentation
• ED Overcrowding / Transfer
• EMS Crew Accompanies Patient for Facility Procedure
• Equipment Failure
• Equipment/Supply Replenishment
• None/No Delay
• Other
• Rendezvous Transport Unavailable
• Route Obstruction (e.g., Train)
• Staff Delay
• Traffic
• Vehicle Crash of this Unit
• Vehicle Failure of this Unit
• Weather

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Comments

Comments - Optional

• Free text field for additional notes or explanations about times or delays
• Use to document unusual circumstances or provide context

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Usage Notes

Time Sequence: Times should generally follow this chronological sequence:

1. PSAP Call
2. Dispatch Notified (if applicable)
3. Notified By Dispatch
4. Dispatch Acknowledged
5. Enroute
6. Unit Arrived at Staging Area (if applicable)
7. On Scene
8. At Patient
9. Transfer EMS Patient Care (if applicable)
10. Left Scene
11. At Destination Landing Area (if applicable)
12. Patient at Destination
13. Destination Transfer Care
14. Back in Service
15. Back Home
16. Completed

Delay Documentation:

• Select "None/No Delay" if no delays occurred in that category
• Multiple delay types can be selected if applicable
• Document all significant delays to provide accurate response time data

Canceled Calls:

• Use the Canceled time field only when unit was dispatched but did not arrive on scene or make patient contact
• Do not complete patient-related time fields for canceled calls