EMS AGENCY ADOPTION OF AN ELECTRONIC PCR (E-PCR) SYSTEM

New York State Department of Health Bureau of EMS (NYSDOH BEMS) Policy Statement: 08-01, Electronic PCR Data Submission, issued on February 7, 2008, establishes parameters surrounding the adoption and use of an electronic Pre-Hospital Patient Care Report (see attached).  This Regional policy, duly promulgated by the Westchester Regional EMS Council (REMSCO), establishes specific standards and actions that are required of EMS organizations requesting to adopt an e-PCR system.  Policy #08-01 reinforces the NYSDOH BEMS’s intention to continue to collect patient care data through a regionally based system.

 

Background

Public Health Law Article 30 and Part 800 of the Codes, Rules and Regulations require that a pre-hospital care report shall be completed for each patient treated when acting as part of an organized pre-hospital emergency medical service, and a copy shall be provided to the hospital receiving the patient and to the authorized agent of the NYSDOH BEMS for use in the state's quality assurance program.  All ambulance and advanced life support first response services (ALS-FR) must submit all call reporting documentation to the NYSDOH BEMS and the REMSCO, in a format approved by the NYSDOH BEMS and REMSCO. 

The NYSDOH BEMS and REMSCO policies define the data elements to be collected and submitted, and include requirements that assure availability of data to the Regional Emergency Medical Advisory Committee (REMAC),.

 

Intent

The Westchester REMSCO promotes the use of electronic data gathering capabilities for all EMS Agencies operating within Westchester County, NY.  This policy is intended to serve as a guideline for Agencies planning to procure an e-PCR system so that migration to an electronic system is efficient, cost-effective, reliable and consistent with relevant policy and regulation.

This policy is designed to promote:

• the provision of one single standard of care throughout the Westchester Region;
• use of a data tool that serves as a pathway for real-time prompting of field crews to enable complete capture of important clinical information and timely and thorough therapeutic intervention;
• a common platform of information / data gathering to be used for the purpose of quality improvement, protocol development and when approved, research, across the regional and statewide EMS system;
• the timely collection and compilation of raw information into quantitative and summary data as a retrospective review of EMS activity throughout the region and state.

 

Records Access

Subject to the Records Access Policy of the REMSCO (which policy also applies to the REMAC and Program Agency) the confidentiality of Protected Health Information or sensitive information (related to quality assurance, personal information, trade secrets, public security, or other information exempted from disclosure) shall at all times be maintained in the strictest confidence by the REMSCO, REMAC and Program Agency.

 

Policy

Prior to implementing an electronic data collection product for the submission of PCR data, each EMS agency must receive written approval from the NYSDOH BEMS and the Westchester REMSCO.  This policy statement is intended to define the criteria necessary to receive approval from the Westchester REMSCO for an EMS Agency to convert its paper PCR system to the electronic submission of patient care report data.

In order to be considered for approval by the REMSCO the applicant must complete and submit: (1) a cover letter from the Agency CEO; (2) the attached e-PCR Planning Document; and, (3) all supporting documents to:         

Westchester REMSCO

RE: e-PCR

4 Dana Road

Valhalla, NY  10595

wremsco@wremsco.org   

 

NOTE: One written copy and one electronic copy for distribution must be submitted.

Prior to purchasing an electronic data collection system, please review NYSDOH BEMS and REMSCO policies and the e-PCR Planning Document.  You may use these documents while assessing prospective electronic Patient Care Reporting (data collection) systems.  It is recommended that you arrange for system implementation that is contingent upon approval from the REMSCO and NYSDOH BEMS.  This process is intended to serve as an aide to organizations operating within the Westchester Region in order to ensure that agencies achieve an optimal outcome of conversion from a paper to an electronic format, and the integrity of the EMS system in Westchester.

Procedure:

1. Notify the Westchester REMSCO and NYSDOH BEMS in writing of your intent to procure an e-PCR system
2. Receive formatting and submission frequency information and successfully complete transmission testing with NYSDOH BEMS and REMSCO
3. Apply to Region
4. Apply to NYSDOH BEMS after Westchester REMSCO approval

 

When applying to the REMSCO, please complete the attached checklist and include it with your petition.  Certain information required in this document should be provided to you by your vendor(s).  Incomplete requests submitted to the REMSCO will be returned for the required information.  After consultation with the REMAC, the Chairman of the REMSCO shall on behalf of the REMSCO and REMAC:

1.      provide a letter of endorsement back to the applicant from the REMSCO and REMAC; or,

2.      request additional information from the applicant; or,

3.      reject the application based upon specific reasons.

 

In the event an application is rejected by the REMSCO, the applicant may re-apply to the REMSCO without prejudice so long as the rejection is not caused by a breech of fiduciary responsibility by the applicant, such as current compliance with NYSDOH BEMS, REMSCO and REMAC policies, regulations and protocols.  In the event of a breech, and only once a breech has been cured by the applicant, a request may be re-submitted for consideration by the REMSCO.

 

Attachment:

·         Westchester REMSCO e-PCR Approval Process (Diagram)

·         Westchester REMSCO e-PCR Planning Document

·         NYSDOH Bureau of EMS Policy # 08-01: Electronic PCR Data Submission