NYS PATIENT
CARE REPORTS
(PCRs)
Oversight of the distribution and tracking of Patient Care Reports (PCRs) to and from EMS agencies comprises a large part of the deliverables required of all the Regional Program Agencies in New York State. The New York State Department of Health (NYSDOH) Bureau of Emergency Medical Services ( BEMS) requires that the Regional EMS Office inform them when certified ambulance or ALS First Response (ALSFR) agencies do not submit PCRs on a monthly basis.
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REQUESTING RESTOCK OF PCRs
Prehospital Care Reports, Continuation Forms, and BLS First Responder (BLSFR) forms can be picked up 8:30 am to 4:30 pm at:
Westchester Regional EMS Office
4 Dana Road
Valhalla, NY. 10595
If alternative pick-up times are needed, Agency Officers must call the Regional EMS Office at 914-231-1616 to make other arrangements.
DID YOU KNOW...?
Par values per package:
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PCRs - 250
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Continuation Forms - 250
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BLSFR Forms - 100
VERSION 5 PCRs
The NYS DOH Bureau of Emergency Medical Services requires the use of the Version-5 New York State Prehospital Care Report (PCR) (DOH 3283). Agencies should not be using any form other that the Version-5 PCRs.
Any services still in possession of earlier forms should contact the Regional Office as soon as possible to make arrangements to return these PCRs.
NYS DOH has issued a policy providing instructions for the completion of the Version-5 PCRs.
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NYS DOH EMS Bureau Policy No. 03-03 : Instructions for completing a Version-5, NYS PCR
(Attachment DOH 3283 - Sample Copy of Version 5)
All agencies should ensure that their providers have been in-serviced as to the changes in format between the Version-5 and Version-4 PCRs outlined in the policy statement.
PCR USE AND STORAGE
The New York State Department of Health (NYS DOH) EMS Bureau has policies that affect the use and storage of PCRs:
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NYS DOH EMS Bureau Policy No. 02-05: Re: Prehospital Care Reports
(Supercedes Policy No.s 85-01& 96-01)
REGIONAL PCR SUBMISSION
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Ambulance & ALS First Response (ALSFR)
Completed PCRs and Continuation forms are to be submitted at the end of every month to the Regional EMS Office. Agencies with larger call volumes may forward PCRs more frequently throughout the month.
The EMS Office can, on average, receive a few thousand PCRs per month. The staff asks that the agencies follow the requested submission format outlined in the Regional PCR Tracking and Distribution Guide. PCRs should be mailed in an envelope, appropriately sized to a PCR form, unfolded. The package should be marked "Medical Records" and include a completed Monthly PCR Submission Report.
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Basic Life Support First Response (BLSFR)
BLSFR agencies are responsible for the storage and security of their completed NYS BLSFR PCR forms.
NOTE: The use of the National Fire Incident Report (NFIR) or any other fire reporting system DOES NOT replace the necessity to complete a NYS BLSFR PCR form on medical aid calls.
PCR SCREENING
All PCRs should be screened by the agency prior to submission to the Regional EMS Office for Quality Assurance/ Quality Improvement (QA/QI) purposes. When PCRs are received by the Regional EMS Office, the PCRs are screened again for completion of data points designated by NYSDOH BEMS.
PCRs missing the following information will be returned to the agency for correction and resubmission:
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Date of Call
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Agency Code
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Geo-Location Code
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Presenting Problem
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Patient Name
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*Patient Social Security #
*NOTE: Patients' SS#'s are being requested on the version 5 PCRs in order to capture pre-hospital data and link it to the Statewide Planning and Research Cooperative System (SPARCS), a comprehensive patient data system that is already populated with hospital based care information.
If a SS# is not available, or does not exist, please enter all zeros (0) in this field.
THERE IS NO EXCUSE FOR AGENCIES THAT BILL FOR INSURANCE REIMBURSEMENT TO REGULARLY NOT HAVE A SS# ON THE PCR.
Per NYS DOH EMS Bureau, any corrections made to a PCR after it's submission should be in a different color ink, dated and marked with the initials of the person who supplied the information.
REGIONAL PCR REPORTS
Below are reports showing the submission* of PCRs to the Westchester Regional EMS Office.
*Please note that the totals refer to months in which the PCRs were received by the Regional EMS Office and not when the calls actually occurred.
July 2007 - June 2008
July 2006 - June 2007
REGIONAL PCR FORMS
PCR CODES / RESOURCE GUIDES
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Hospital Disposition Codes (Westchester Only)
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Hospital Disposition Codes (Westchester, Bronx, Putnam & Dutchess Counties)
If there are any questions regarding the materials provided or your agency needs more PCRs, please contact the EMS Office at (914) 231-1616 or email admin@wremsco.org .