Unified Solutions ePCR Software Manual – Comprehensive Guide

1. Accessing and Creating a New PCR

Welcome to the Unified Solutions ePCR software. To begin, log in using your unique username and password. If prompted, select your agency from the dropdown menu. Once you’re in, you’ll find yourself on the main dashboard.

Creating a new PCR is straightforward. You have two options: From the main dashboard, locate the “New” button typically found at the top of the screen. Clicking this will open a blank PCR form ready for you to fill out. Alternatively, if you’re working from an existing transport, find it in your list of active calls. Next to the transport, you’ll see an “Actions” button. Click this and select “Import to PCR” from the dropdown menu. This method is particularly useful as it creates a new PCR pre-populated with available transport information, saving you valuable time.

2. PCR Overview and Interface

The Unified Solutions ePCR is designed with efficiency and ease of use in mind. We’ve maintained consistency with industry-standard fields while optimizing the user experience. Our interface automatically adjusts to different screen sizes and orientations, making it equally functional on desktop computers, tablets, and smartphones. The touch-friendly interface features large, easily tappable buttons and fields, perfect for use in the field.

Navigation through the PCR is intuitive. The form is divided into sections, accessible via a menu typically located on the left side of the screen. Each section, such as Patient Information, Vitals, and Medications, can be expanded or collapsed for easier navigation. This allows you to focus on the specific information you need at any given time.

3. Disposition/Outcome Selection

The disposition/outcome is the first and most crucial selection in the PCR. It determines which subsequent fields are displayed or required, streamlining the documentation process. Common options include patient treated and transported, canceled prior to arrival, patient refusal, against medical advice release, transfer to another EMS unit, and various non-emergent transport options.

When you select a disposition, the form automatically adjusts. Irrelevant fields are hidden, required fields are highlighted, and some fields may be pre-filled based on your selection. This dynamic adjustment helps reduce errors and save time.

For non-emergent transports, we’ve created special dispositions that pre-fill multiple fields. For instance, selecting a dialysis transport will automatically set pick-up and drop-off locations, mark the transport as non-emergent, and fill in other relevant fields. This feature is particularly useful for agencies that frequently perform such transports.

4. Field Types and Data Entry

Our ePCR software utilizes various field types to make data entry as efficient as possible. Drop-down fields are optimized for touchscreens – simply click or tap to open, then start typing to filter options. Some allow multiple selections; use the checkbox to keep the field open for multiple choices.

For more extensive databases, such as medications or diagnoses, look for the magnifying glass icon. These searchable fields allow you to access comprehensive lists. Start typing, and the system will suggest matches. Select from the results to add to the PCR.

Throughout the form, you’ll notice information icons marked with a “?” symbol. Clicking these provides explanations and guidelines for filling out the associated field. This feature is particularly helpful for new users or when encountering unfamiliar fields.

You may also encounter null value options, indicated by a “do not enter” symbol. These include choices like “Not Applicable” or “Not Recorded.” Use these options judiciously and only when directed by state validation rules, as improper use may cause submission errors.

For indicating negative findings, use the pertinent negative options marked by an exclamation point icon. These allow you to actively document the absence of a condition or symptom, which is preferable to leaving fields blank.

5. Previous Patient Search Function

The Previous Patient Search function is a time-saving feature, especially useful for frequent patients. You’ll find this option near the top of the Patient Information section. Click “Previous Patient Search” to open the interface, then enter the patient’s last name, date of birth, or the last four digits of their Social Security Number.

When you select a patient from the search results, their information will auto-fill into the PCR. Always verify and update this information for accuracy, as the quality of auto-filled data depends on previous documentation. For frequent patients, such as those receiving regular transports, it’s crucial to ensure all fields are accurately completed each time. This attention to detail improves the quality of care and saves time on future transports.

6. Key PCR Sections in Detail

The Patient Information section is where you’ll input core demographics like name, date of birth, gender, and address. This is also where you’ll document the patient’s chief complaint, secondary complaints, and symptoms. Use the searchable list for common symptoms to ensure consistency. The medical history subsection is crucial – here you’ll record past medical history, current medications, and allergies. Don’t forget to note any special considerations like pregnancy or communicable diseases.

The Timeline feature allows for chronological documentation of all patient care events. To add an event, click “Add to Timeline,” enter the time, and select the event type (e.g., medication given, procedure performed). Remember, events should fall between patient contact and transfer times for accuracy.

Vital signs are a critical component of patient assessment. Enter vital signs at different time points, including blood pressure, heart rate, respiratory rate, SpO2, temperature, and GCS. For advanced users, fields like EtCO2 and blood glucose are available. The system automatically calculates certain values like MAP (Mean Arterial Pressure) and total GCS score. As you enter vitals, the vital signs graph updates in real-time, providing a visual representation of trends.

For Medications and Procedures, you’ll select from customizable lists that match your agency’s protocols. When administering medications, enter the dose, route, and time given. For procedures, document details such as equipment size, number of attempts, and success or failure.

The Physical Exam section is designed for efficient documentation. Start by identifying and documenting abnormal findings. Then, use the “Normal Exam” button to mark all other systems as normal. This approach ensures thorough documentation while saving valuable time.

When selecting a destination, use the search function to find receiving facilities. As you type the name, results will filter, showing both the facility name and address for verification. The database includes facilities in your state and neighboring areas for comprehensive coverage.

The Narrative section provides a free-text area for a detailed description of the call. You can opt for auto-generation based on entered data or manually craft your narrative. To insert specific data fields, use curly brackets {field_name}. For entire sections like vital signs, use the caret symbol.

7. Documents, Forms, and Notes

Our ePCR software allows for easy attachment of relevant documents. In the Documents section, click “Add Document,” select the file type (image, PDF, etc.), choose the file from your device, and add a description for easy reference.

Digital forms, such as Patient Care Reports and HIPAA Releases, are pre-configured in the system. These forms auto-populate with available patient information, saving time and reducing errors. You can capture electronic signatures directly on your device, streamlining the documentation process. Custom forms can be added to meet your agency’s specific needs.

The Notes function serves as an internal communication tool. These notes are not included in the official PCR and are not subject to legal discovery or information requests. Use this feature for billing queries, quality assurance notes, or follow-up information. Authorized personnel can view these notes in QA screens, allowing for back-and-forth communication without altering the PCR itself.

8. Offline Functionality and Syncing

We understand that internet connectivity isn’t always guaranteed in the field. That’s why our software includes robust offline functionality. When the system detects a loss of internet connection, it automatically switches to offline mode. You can continue creating new PCRs and editing existing ones, although some features requiring real-time database access may be limited.

PCRs created or edited offline are stored locally on your device. When an internet connection is restored, the system automatically syncs these records with the server. There’s also a manual sync option available if you need to force an update.

To help you keep track of your PCR’s status, we use a color-coded system. A green cloud icon indicates that your PCR has successfully synced with the server. A yellow icon means a sync is in progress, while a red icon shows you’re working offline and changes haven’t yet been synced.

For quality assurance, our system includes built-in error validation. If there are issues preventing submission, you’ll see a red exclamation mark. Clicking this icon will show you the specific errors and allow you to navigate directly to the problematic fields for quick correction.

9. Customization and Integration

Unified Solutions ePCR software is highly customizable to meet your agency’s specific needs. Administrators can set required and hidden fields, customizing the experience based on call type, unit type, and other factors. You can also customize medication and procedure lists to match your agency’s protocols, adding, removing, or modifying items as needed.

Our software integrates with popular equipment like Zoll X Series and Physio LifePak 15s. This integration allows for direct import of vital signs, 12-lead ECG data, capnography waveforms, and other device-specific data, further streamlining your documentation process.

10. Best Practices and Support

To get the most out of your Unified Solutions ePCR software, we recommend following these best practices:

Always complete all fields for new patients to ensure quality care in future encounters. For non-emergency transports, avoid using “no patient complaint” and instead use appropriate symptoms (like “weakness”) for billing accuracy. When documenting physical exams, mark abnormal findings first, then use the “Normal Exam” feature for efficiency.

Keep your software updated to the latest version to benefit from new features, bug fixes, and security enhancements. If you need assistance, you can access help documentation within the software, with context-sensitive help available for many fields. For immediate assistance, use the in-app chat feature, or contact phone support for urgent issues.

We also provide ongoing training resources, including video tutorials and regular webinars covering new features and offering refresher training.

By leveraging these features and following these guidelines, you’ll find that the Unified Solutions ePCR software not only meets regulatory requirements but also enhances your team’s efficiency and the quality of patient care. We’re committed to continually improving our software based on user feedback, so don’t hesitate to reach out with any suggestions or questions.