Why Choose the Patient Information Manager® ?
Affordable Alternative
EMFOTEC’s objective is to make electronic data collection and records management more widely accessible to the majority of the EMS and medical transport community that does not run high call volumes. This means software with good reporting capabilities that is easy to use and affordable. The system is designed for small to moderate size ambulance services and fire department ambulances running between 300 and 10,000 calls per year.
Pricing for the Patient Information Manager starts at only $450. This version, the PIM Express, is appropriate for small ambulance services and fire departments running up to 1000 calls per year. 350 calls per calendar year can be transmitted to the State as ePCR records without additional charge, and additional records can be transmitted at a small per call charge that is less than the industry average.
The software can be run on both desktops and laptops, and for larger and multi-unit systems a variety of options are available to add capabilities.
Since data is retained locally there is no records maintenance fee, and since broadband is not required, there is no monthly Internet access fee.
Broadband Internet is required for data collection using the Internet. Although broadband is becoming more widely available, for some agencies it is an additional cost starting at about $500 per year. The EMFOTEC system does not require active connection to the Internet to collect and store data.
Internet Issues
For mobile, Internet-based data applications Wi-Fi availability cannot be assured, so a broadband card is required These Internet connections typically run slower than wired connections, and performance may be degraded, lengthening call data entry time.
The EMFOTEC system is locally based on the computer and response is instantaneous.
Internet-based applications based on an API-model (data entry directly across the Internet) require loading a new page from the server every time data is submitted. There may be significant delays in page response depending on server and Internet activity and the bandwidth of the available connection. These delays can add up, lengthening the time to prepare a report
Many Internet systems may lose data entered on a page, or even for a partially completed call, if the report is interrupted. This requires re-entry of data. For example, if a report has to be interrupted to take another call, or if the Internet connection is lost, data already entered may be lost.
With the EMFOTEC system as each field of data is entered it is saved. A call can be temporarily suspended and then resumed, with appropriate security.
Data Management
Agencies are legally required to retain patient care data for seven years for adults and to the age of majority for minors. With the EMFOTEC system the data is retained by the local agency. Systems based on an Internet API model typically store data on a “secure server” that is located out-of-state and out of the control of the agency that is responsible for the data. This has the effect of establishing a “permanent” relationship with the outside vendor and some question of long term access to the data if that relationship changes.
By possessing the data within the agency local reports can be run. EMFOTEC offers a number of canned reports for activity records, performance analysis and QA: Sample reports are included All data can be exported to Excel spreadsheets for ad hoc analysis
Data is maintained in standard Microsoft databases that are accessible to the user. A server software system such as SQL Server and the IT expertise to use it are not required to configure or use this system.
Data can be collected by autonomous mobile devices and then consolidated into a single database.
State and NEMSIS Data
EMFOTEC software can export data in formats specified by state data collecting agencies for New York, Ohio, and Oklahoma These are the formats presently required by for PCR data submission
To better serve the broader U.S. market EMFOTEC is presently working towards compliance with the national NEMSIS data specification. Silver Certification is anticipated 4Q07.
Customization
The Patient Information Manager is sold as a standard product with a number of customization possibilities. All dropdowns and other lists can be customized, most by the user. Screen labels can be changed and data collection fields added. Options are available to extend capabilities beyond patient documentation to support billing and repeat customer data entry. Canned text for narratives and protocol-based procedure templates can be entered by the user.
The software screens and PCR reports will be personalized to reflect the name of the using agency. In addition, EMFOTEC offers customization services to meet specific customer needs, either in data collection or in reporting.
Special and Unique Features
Save time when reporting on multiple patients seen by the same unit. Automatically populate each report with common data such as call location, times, and crews
Edit calls after they have been closed. A timestamp is placed on the edited report.
Prepare an addendum to a closed/submitted report. Populate the identifying fields by automatically copying them from the original report
Every user has a different style of report preparation that works best for specific situations. The Patient Information Manager provides maximum flexibility for each user by offering three data entry modes that can be selected at the time of report preparation. These three modes are:
o Report Prep – Data collection is broken into eleven logical topics such as name, billing, crew, history, exam, procedures. These topics can be filled out in any order and a topic can be revisited if a new entry comes to mind. This is the most flexible data entry mode
o Prompt Mode – Like Report Prep except that the data entry screens are presented in a fixed order. The user can move back and forth between screens, and update a screen if necessary. The Report Prep mode can be entered at any time from the prompt screens with a return to the prompt screen sequence when ready.
o Data Entry – all data can be entered in a single screen Each data topic is presented automatically and in sequence. This mode is primarily intended for transcription for paper notes or reports. A printable data collection worksheet is included with the software
· Efficiency
A key design objective has been to make data entry as efficient as possible
Flexibility promotes efficiency by allowing the user to enter data in the manner he or she finds most convenient. Other elements for efficient data entry include:
o Templates for entering standard sets of procedures based on local protocols, Only one click is required to enter all the procedures. Any procedure not performed can easily be removed from the recorded list
o Quick Proc buttons which allow rapid building of a list of procedures and observations in the order performed. A user-configurable set of 22 ALS procedures, 22 BLS, and 22 physical observations can be selected with these buttons. The user rapidly enters procedures as he/she recalls them to build the list and then edits each procedure with details such as dosage and route.
o Automatic assignment of a care provider to each procedure. This, by default, is the primary care provider on the call, but specific procedures can be ascribed to any individual for accurate responsibility and QA information
o Auto generated objective reports from point-and-click findings and canned narrative phrases. Free-text data entry is also available and is integrated with point-and-click findings.
o Automatic lists of supplies used based on procedures performed.
Most users like the look and feel of the Patient Information Manager. .Basic operation is obvious to the user with minimal training. Menus are not used. Rather, everything required to perform a task is available on-screen. The current field for data entry is highlighted in yellow so that the user does not have to hunt for the cursor. Access to all of the data entry topics is always directly available for easy navigation. Prompt mode leads the user through report preparation, but does not restrict to a rigid order.
Automatically populate dispatch-related fields acquired by the EMFOTEC Dispatch Manager™ call scheduling and dispatching program. This save data entry time, communications and avoids transcription errors
The EMFOTEC Notepad collects time stamped field procedures and physical exam observation data by touchable buttons on a touch-enabled tablet computer such as a CF-19 Toughbook. This data can then be integrated directly into a Patient Information Manager report
The Patient Information Manager can be setup on a single computer or a network of computer stations. Multiple mobile devices can acquire data independently and feed this data to a centralized data collection point for data retention. Summary reports can be run..
The system uses standard Microsoft database software that can be installed and maintained by the user. No on-going IT support is required to manage a multi-terminal system.
A printed or faxed PCR is included. For non-transported patients a refusal statement is included
A number of analytical reports are available for the Patient Information Manager. These reports can be used for performance monitoring and management and for system QA. Samples of these reports are attached
For agencies with an established, repeating client base (such as regular patients for dialysis) a client database is available. This database includes patient demographics, insurance information, medications, and medical history. Use of this database simplifies and speeds preparation of reports for these patients
A list of local streets can be maintained for rapid entry of call locations. Locations known by their commercial names (e.g., “Wal-Mart”) can be automatically translated to the street address.
Reports are “closed” and archived to a separate database when the report is completed. These closed calls can be re-opened and edited (a timestamp will appear). Addenda can be prepared to add information when a report has already been submitted into the medical records system.
Closed calls can be searched based on several criteria and an image of the original report can be prepared.
Narratives can be spell checked if Access 2003 is installed on the computer. This provides more professional and accurate results and allows faster data entry. Note: Access 2000 Runtime is supplied with the software. Access 2003 is not, but many systems have this program as part of Microsoft Office or as a standalone program.
A physical exam can be documented by selecting physical findings or observation for each body system. A complete primary and secondary survey can be documented and the observations will be arranged in head-to-toe order. An auto generated narrative is created starting with the patient age and gender.
Physical exam findings can also be noted at appropriate points in the procedures flow sheet and in the Notepad application. These findings will be integrated in the exam narrative with the other findings of the physical exam..
There are several narrative field in the Patient Information Manager rather than one large comment field. These include the patient narrative, bystander comments, scene description, physical exam, and general notes. Each of these narratives can be created form canned text (which the user can define) or free-form entry by typing. Narratives in systems with Access 2003 installed can be spell checked.
Before a report can be closed it is subjected to two tests to insure the quality and completeness of the data. The first test is for the presence of a minimum data set as defined by the user. The second test is a set of audits to verify the presence of data and the relationships between data fields. If a potential error is found the program provides a facility to correct it.
Specific missing items for the minimum data set can be explicitly bypassed for a call. The audit function can be turned off
Data can be collected by independent mobile units and then consolidated into single database. The consolidation process assures that duplicate incident numbers are not assigned to two runs
Specific items that are used on a run or billable procedures can be documented. This may be useful for itemized billing, inventory control, or tracking equipment left with the patient.
© EMFOTEC Info Systems, 2007