Transport scheduling is a user-friendly feature of our Unified Solutions software. This guide will walk you through the process of setting up and managing scheduled transports efficiently.

Initial Setup

Adding Vehicles

Before you can start scheduling transports, you need to add your vehicles to the system:

1. Navigate to the App Configurations section.
2. Locate the vehicle management area.
3. Click on “Add Vehicle”.
4. Enter the name of the vehicle (e.g., “Ambulance 1”).
5. Optionally, you can add a location for each vehicle.

Setting Up Facilities (Optional)

If you want to allow facilities to request transports directly:

1. Go to the EMS Admin section.
2. Find the “Scheduling Facility” tab.
3. Here you can create accounts for facilities to request transports in your system.

Scheduling Transports

Accessing the Transport Schedule

1. In the EMS Admin section, click on “Scheduled Transports”.
2. You’ll see a list of all transports (if any exist in the system).

Filtering Transports

You can easily filter the transport list:

• Check the box for “Today’s Transports” to view only today’s scheduled trips.
• Select “Future Transports” to see upcoming schedules.
• Enable “Include Completed Transports” to view past, completed trips.

Color Coding

Transports are color-coded for easy identification:

• Green: Completed transports
• (Other colors may be used for different statuses – refer to your system’s specific color scheme)

Creating a New Transport

1. Click “Add New” in the Scheduled Transports section.
2. Fill out the required fields:
   • Transport Number (auto-generated)
   • Service Type (e.g., Inter-facility Transport)
   • Patient Information

Adding Patient Information

1. Click “Select Patient”.
2. If the patient is new:
   • Choose “Create New Patient”.
   • Enter basic information (Name, Social Security Number, Address).
   • Optionally add billing address and insurance information.
   • Upload any relevant documents (e.g., PCS statements, hospital fee sheets).
   • For PCS statements, enter the expiration date (typically valid for 60-90 days).
3. If the patient exists in the system, search and select them from the list.

Setting Date and Time

1. Enter the Service Date and Time (when the crew needs to pick up the patient).
2. Optionally, add a Destination Appointment Time if applicable (e.g., for doctor appointments).

Location Details

1. Choose either Patient Address or Facility for the incident location.
2. If selecting Facility, choose from the available options in the system.

Additional Information (Optional)

• Type of Transport (BLS/ALS)
• For ALS, you can add details like IV fluid types or ventilator information.
• Oxygen requirements
• Any other relevant notes for the crew

Saving and Viewing the Transport

1. Click “Save” to add the transport to your schedule.
2. The new transport will appear in your patient transport list.

Managing Transports

Viewing Transport Details

• Click on the three dots next to a transport to view additional information.

Transport Actions

Click on “Actions” next to a transport to:

1. Change Status
2. Import to PCR
3. Edit details
4. Print information
5. Clone the transport

Batch Actions for Recurring Transports

For regular transports (e.g., dialysis patients):

1. Select the transport.
2. Click “Batch Actions”.
3. Choose “Days to add to pickup” and enter the number of days (e.g., 3 for tri-weekly dialysis).
4. Click “Copy” to create multiple entries automatically.

Crew Interface

Viewing Scheduled Trips

1. On the homepage, crews can see “Today’s Scheduled Trips”.
2. They can view basic information about each transport.

Updating Transport Status

Crews can update the status of a transport:

1. Click “Actions” next to the transport.
2. Select “Change Status”.
3. Choose the appropriate status (e.g., En Route, On Scene).
4. For cancelled transports, a comment is required explaining the cancellation reason.

Completing a Transport

1. Once a transport is finished, crews select “Complete” from the status options.
2. Completed transports will turn green in the list or disappear from the active list.

Importing to PCR

Crews can easily import transport information into a Patient Care Report:

1. Click “Actions” next to the transport.
2. Select “Import to PCR”.
3. This will create a new PCR with the transport information pre-filled.

Conclusion

This guide covers the essential functions of the Transport Scheduling module in Unified Solutions. By following these steps, you can efficiently manage your transport schedules, streamline crew assignments, and maintain accurate records of all patient transports.

For any additional questions or advanced features not covered in this guide, please contact our support team.