Basic Configuration Training Guide Part 1

Transcription

1 Basic Configuration Training Guide Part 1 Welcome to the AmbuPro EMS Basic Configuration Training Program, Part 1. This course is intended for any users of the system who will be regularly adding and altering users, crew members, or locations within their system. Prior to this training the user should have completed all sections of the Data Entry training program and watched the Workflow training video. Users who will be performing initial configuration of their system should also complete part 2 of the Basic Configuration Training Program after completing Part 1. For best results AmbuPro EMS strongly recommends you follow the enclosed training program as closely as possible. Overview Information displayed in drop-down menus, stored for state export, and even business logic are all stored and configured using profiles. Profiles may be altered throughout the life of a system, allowing local administrators to perform tasks such as managing users, create crew members, and adding locations and facilities as they become available. Once this training course is completed, the user should be able to perform the following within the AmbuPro EMS system: - Log in to AmbuPro EMS and access the profiles from the carousel menu - Create a new user within the AmbuPro EMS system - Create a new Crew Member - Create a new Location - Create a new Facility and link it to its corresponding entry in the Location profile What you ll need: - This document A computer with a direct-connect AmbuPro EMS license installed (Note: Profiles are not available on synchronizing (mobile) units). Login credentials for each user (note: each user should have an individual user account with permissions to access the full list of profiles. Users should never share login credentials.) Access to the internet (for viewing the training videos) Basic Config Training Part 1 1

2 Training time: Training for Part 1 of the Basic Configuration Training should take approximately one and a half hours (or more, depending on class size and audience) including viewing videos and performing practice tasks. Once each user has completed an incident they should spend time configuring and entering additional profile information independently. Times for new system setup will vary based on the number of individual entries (Crew Member, User, Location, etc.) for your service. The times above are for training a new user in an already configured system. 2 Basic Config Training Part 1

3 AmbuPro EMS Basic Configuration Training Program Part 1 Step 1 (10 minutes): View the Workflow training video. Additional discussions regarding specific roles within your service may be addressed now. Step 2: Launch AmbuPro EMS and log in using your username and password. You should verify at this time that you have access to the Profiles and Configuration tile in the carousel screen. If the Profiles and Configuration tile is not visible please contact your local administrator. Step 3 (5 minutes): View the following videos: - Configuration Overview - User Profile Step 4 (10 minutes): Click on the Profiles and Configuration tile and select the User profile. Anyone who logs into the system, from field users to office staff, must have an entry in the User profile. All additions and changes to user accounts are performed in the User profile. Create a practice user by clicking the Add button at the top right of the window and entering the following information: - User s Last and First names - Username for this practice user - Security Level (AmbuPro EMS recommends Data Entry for this practice entry) - A temporary password; this password will be changed by the user the first time they log in as long as the Force Change Password is checked. You will need to confirm this user s password as well. - Click Add to add the new user to the system Basic Config Training Part 1 3

4 Step 5 (10 minutes): Log out of the current account and log back in using the newly created practice account. Note that AmbuPro EMS will prompt for the user s password to be changed; enter a different password to continue. Once you have reached the carousel screen log out of AmbuPro EMS and log back in using your original user credentials. Step 6 (5 minutes): Select the practice user account and click the Reset Password button in the top right of the window. You will be prompted for a new password; enter a different password for this test user, verify that Force Change Password is clicked, and click on Ok. The password for this user has now been changed, and the user will need to change their password from this temporary password the next time they log in. Step 7: Navigate to the User profile and inactivate the practice account by checking the Inactive check box for that User. Note: If you are performing setup on a new AmbuPro EMS solution, enter all Users with their appropriate security levels instead of creating a test user. AmbuPro EMS recommends using a generic first-time password and requiring all users to change their password the first time they log in. Step 8 (2 minutes): View the Crew Member Profile training video. 4 Basic Config Training Part 1

5 A Crew Member is any user who performs a skill or assessment in the field; as these users will also need to log in to the AmbuPro EMS system field users will have entries in both the Users and Crew Member profiles. Users who perform administrative tasks such as billing or QA will typically only require an entry in the User profile. Skills performed in the field are linked directly to current certifications; thus, if a Crew Member s certification changes their current profile should be made inactive and a new profile with their new certification level should be created so their certification level at the time is accurately reflected. Example: John is an EMT-Basic with ABC ambulance service. He works for them for a year before going to Paramedic school. Once John has received his Paramedic license and is cleared to work at that level his EMT-Basic profile should be made inactive and a new one created that reflects his new certification level. When the runs he worked while he was an EMT-Basic are reviewed they will show that he was an EMT-Basic at the time that care was rendered, while any new runs will reflect the fact that he is now working at the Paramedic level. Step 9 (10 minutes): Navigate to the Crew Member profile and create a practice Crew Member by clicking the Add button. A new row will be created; enter your practice Crew Member s information including: - Last and First Name - Certification Level and number - Role Additional information such as additional certifications, employment status, and demographic information required by your service may be entered in the supplemental data grid below the main data grid; users are encouraged to explore the options available in both the main and supplemental data grids. Once complete, inactivate this practice crew member by checking the Inactive check box in the main data grid. Step 10 (4 minutes): View the Location Profile video A Location is any regularly-visited geographic location. Once a location s information has been entered and configured the location may be chosen by field providers and the location s full address will automatically be entered in the appropriate fields. Using pre-entered locations not only speeds field data entry in AmbuPro EMS but also ensures consistent address entry for these locations. Some examples of Location include: Local housing complexes (unit #s can be entered by field providers on the fly) Malls or other regularly frequented businesses Destination hospitals Basic Config Training Part 1 5

6 Step 11 (20 minutes): Create a practice location; this should be a fake transport hospital that will be used in the next section as well. Click the Add button in the Location profile and enter the following information in the Add Location window: - Location Name - Street number and name - City, State, and Zip code Click Ok ; your practice location will be created. Once you have created your practice location add information to the following columns: - System Location Types (you may add as many system types as you wish but ensure that Facility is one of the selected system types so this location can be used in the next steps) - Scene Location Type Leave this test location active for use in the next steps. Note: If you are performing setup on a new AmbuPro EMS solution, use the attached worksheets to identify any Locations for your service, including: - All transport hospitals - Any other delivery locations (dialysis centers, doctor s offices, etc.) - All locations your service responds to regularly - Nursing homes - Malls or large stores - Schools or community centers - Any administrative locations (stations, service s administrative office, etc.) Once you have identified all potential locations for your service enter them as above; note only the locations your service transports patients to (Hospitals, Medical Offices, Nursing Facilities, etc.) should have a System Location Type of Facility. Step 12 (4 minutes): View the Facility Profile video 6 Basic Config Training Part 1

7 Step 13 (15 minutes): Navigate to the Facility profile and click the Add button. AmbuPro EMS will create a new row at the bottom of the profile; enter the following for this test location: - Name of the test hospital entered in Step 11 - Type of facility (for this test entry, select Hospital - Destination type (for this test entry select Hospital ED ) - Designation Type (select at least one designation type; note that multiple types may be entered using the multi-select combobox) - Using the check boxes, designate whether your service transports from this hospital, to this hospital, and whether your test facility supplies medical control. For purposes of training, please ensure that Transport To remains checked. - In the Location column, select the practice location created earlier. Step 14 (15 minutes): Close out of the Profiles & Configuration menu. In the carousel menu select New Incident and enter today s date to create the call and enter the Incident Detail screen. In the Incident Detail screen click on the Disposition tab; click on the Destination -> Facility dropdown, and verify that the practice hospital appears in the dropdown. At this point the user should delete this run and return to the Profiles & Configuration screen. They should then make the practice entry in the Facilities profile inactive and then make the practice entry in the Location profile inactive. Note: If you are performing setup on a new AmbuPro EMS solution, use the attached worksheets to identify any Locations for your service, including Transport hospitals Other medical destinations (Nephrology Centers, doctor s offices, etc.) Medical facilities that may be incident scenes At this point Part 1 of the Basic Configuration training is complete. AmbuPro EMS recommends that each user creates additional test entries in the various profiles covered above. For users who will configure additional profiles as part of their regular duties please continue on to Part 2 of the Basic Configuration training found on the next page. Basic Config Training Part 1 7

8 Basic Configuration Training Guide Part 2 This section of training is intended for system administrators and other individuals involved with the initial configuration of a system s AmbuPro EMS system. Prior to beginning this training users should have completed both the AmbuPro EMS Data Entry Training and Basic Configuration Part 1 Training programs and should be familiar with these sections of the system. For best results AmbuPro EMS strongly recommends you follow the enclosed training program as closely as possible. Overview Information displayed in drop-down menus, stored for state export, and even business logic are all stored and configured using profiles. The profiles found in this section of training are typically configured once during initial setup of an AmbuPro EMS system. Once this portion of the Basic Configuration training is complete, users should be able to perform the following within the AmbuPro EMS system: - Enter Agency-specific information in the Agency Profile - Modify data in the Geographics profile to exclude areas outside of the scope of normal incident response areas - Enter all required information about a service s vehicles in the vehicle profile - Identify and configure all response types in the Response Service Type profile - List all dispositions the user s service may encounter and enter them in the Disposition Profile - Review the Licenses available in the license profile (Note: Actual installation and license apportionment will be covered in the Mobile Installation Documentation) - Identify and configure any signature types required by their service What you ll need: - This document - A computer with a direct-connect AmbuPro EMS license installed (Note: Profiles are not available on synchronizing (mobile) units). - Login credentials for each user (Note: each user should have an individual user account with permissions to access the full list of profiles. Users should never share login credentials.) Access to the internet (for viewing the training videos) 8 Basic Config Training Part 2

9 Training time: Training for Part 2 of the Basic Configuration Training should take approximately one hour (or more, depending on class size and audience) including viewing videos and performing practice tasks. Once each user has completed an incident they should spend time configuring and entering additional profile information independently. Times for new system setup will vary based on the number of individual entries (Crew Member, User, Location, etc.) for your service. The times above are for training a new user in an already configured system. AmbuPro EMS Basic Configuration Training Program Part 2 Step 1: If not already logged in, log in to AmbuPro EMS and navigate to the Profiles & Configuration Detail screen. Step 2: View the Agency Profile video. The Agency Profile contains agency-specific information used in both creating incident run reports and for billing and reporting exports. To ensure that the information used by your service is precise and correct the Agency Profile should be filled out with your agency s specific values as completely as possible. Additional information, including multiple datasets used by agencies operating in multiple states, can be entered in the sub tabs found at the bottom of the Agency Profile. As with any other data grid in AmbuPro EMS simply click the Add button to create a new row in the data grid. Step 3 (10 minutes): Click on the Agency profile and review the information already in the profile. As this profile is generally set up once during initial system configuration and not used afterwards, this profile will not often be accessed unless your service s basic information changes. Note: If you are performing setup on a new AmbuPro EMS solution you will need to complete all applicable fields in this profile as part of your initial configuration. Fields required for billing and state export will be determined in conjunction with your administrative staff and account executive during initial setup meetings. Basic Config Training Part 2 9

10 Step 4: View the Geographics Profile video. The Geographics profile contains all information pertaining to your agency s physical area. Incident response cities, zip and FIPS codes used for export, and even custom city sectors can all be defined in this profile. One of the most powerful functions of the Geographics profile is the Inc Address Ignore ability. Once configured the Geographics profile will ignore specific locations when searching for incident cities, speeding data entry in the field and preventing accidental entry errors. The Inc Address Ignore function does not apply to patient or destination addresses. As an example: ABC Ambulance is a small private service in the Boston area of Massachusetts. They perform interfacility transfers and backup 911 calls in the Boston area, but do not respond outside of the Boston area. This service, therefore, would never require incident addresses in other states or countries. When configuring the Geographics profile the system s administrator would begin in the Nation tab and verify that the Inc Address Ignore check box for United States was not selected and that the check boxes for the other countries in this list were selected. At this point they would move on to the State tab; AmbuPro EMS would only display states in the United States. The administrator would select the states they respond to (in this case, Massachusetts) and then move on to the County and City tabs in that order. Once configured, field users would be able to select only those cities and states pre-selected in the Geographics profile for incident cities (i.e., the location they are dispatched and respond to). Step 5 (10 minutes): Navigate to the Geographics profile and review the information already in the profile. While this profile is typically configured during initial setup services may find themselves responding to additional cities as mutual aid and interfacility contracts change, so additions to this profile may not be uncommon. 10 Basic Config Training Part 2

11 Note: If you are performing setup on a new AmbuPro EMS solution you will need to complete all applicable fields in this profile as part of your initial configuration. Administrators should carefully consider both current and future response requirements; while additional cities and states may be added later they will not be available in the field until added and synchronized, so cities services visit once or twice a year should still be considered incident cities. Step 6: View the Vehicle Profile training video. The Vehicle profile contains information about all vehicles operated by your service. Once entered this information is used to automatically fill values for data entry tasks, billing exports, and reporting. Any vehicle used in response, administration, and transport should be entered in this profile; examples include (but are not limited to): Ground ambulances (BLS or ALS) Fire apparatus that may respond to EMS calls Fixed wing or rotor aircraft Supervisor s and intercept vehicles Emergency response boats or personal watercraft Motorcycles, bicycles and other individual response vehicles Agencies can also track additional information on individual vehicles using the sub tab at the bottom of the Vehicle profile. Step 7 (10 minutes): Create a fictional vehicle to enter in the profile; this entry will be made inactive at the end of this training exercise. In the Vehicle profile click the Add button and enter the name for your test vehicle in the blank row at the top. Enter dummy information for this vehicle for the following fields: - Type - Code (created by you; this code is displayed in areas where the full vehicle name will not fit) - Primary Role - Unit Care Level If desired, you may exit the Profile & Configuration window and enter the Incident Detail screen to view the test vehicle. Once you have completed this return to the Vehicle profile and click the InactiveInd check box for your test vehicle. Note: If you are performing setup on a new AmbuPro EMS solution you will need to complete all applicable fields in this profile as part of your initial configuration. Administrators should use the attached Vehicle Profile Worksheet to assist in identifying all vehicles (transport or otherwise) used by your service. Basic Config Training Part 2 11

12 Step 8: View the Response Service Type Profile video The Response Service Type profile contains information on the various response modes used by a service. From those types additional categories can be assigned to each type; these categories are used for both logic and export tasks. Since different services perform different roles their response types will also vary; for instance, a municipal-based fire service may not typically perform interfacility transfers but will regularly respond to emergency calls whereas a private service may perform both types of calls on a daily basis. Each service can tailor the list of available response types in the Response Service Type profile to match their needs and speed field entry by eliminating unneeded entries. In addition, services can assign categories to each response type; each category can be used to determine additional required information within an incident report as well as speed searching and reporting tasks later. Step 9 (10 minutes): Navigate to the Response Service Type profile and review the response service types in the upper data grid. Most services will be able to add any additional Response Type Categories they need within the default Response Service types in the upper grid but additional Response Types may be added if desired by clicking the Add button in the top right of the data grid. Create a dummy response type category by selecting one of the Response Service types (emergent or non-emergent) and clicking the Add button at the top right of the Response Service Type Category data grid (at the bottom of the profile window). In the new row enter the following minimum information: - Name of dummy response type category - Whether the response category is a stand-by type (i.e., is a crew is responding to a location and standing by instead of responding for a specific patient) - Response mode to scene - Transport mode (leave blank if not applicable) - MVC Occurred (if yes, additional business logic regarding the collection of motor vehicle data at the scene will be implemented) Additional billing-related information may be entered in the columns to the right; these may be useful for services performing such response categories as CCEMT Interfacility transports. 12 Basic Config Training Part 2

13 Note: If you are performing setup on a new AmbuPro EMS solution you will need to complete all applicable fields in this profile as part of your initial configuration. Administrators should review the existing Response Service Types and Categories and determine if additional Types and Categories are required. Once identified, system administrators should create any additional Response Service Types and then create any required Categories for each Type. Step 10: View the Disposition Profile video. The disposition profile lists all the possible outcomes of an incident for your service, transport or otherwise. Certain fields in the Incident Detail area will be made mandatory or not-mandatory based on settings within this profile. For instance, AN incident where the responders never had patient contact (such as Cancelled En Route ) would not require patient or transport information, but an incident where a patient was evaluated, treated, and transported would require patient, treatment, and transport information. Step 11 (1 minutes): Step 11: Review the settings in the Disposition profile. Note that certain check boxes in the Scene, Patient, Evaluated, etc. columns are checked based on the expected interactions for each disposition. Note: If you are performing setup on a new AmbuPro EMS solution you will need to review the existing dispositions in the Disposition profile and verify that the information required for each disposition matches the required information for your service. In addition, if additional dispositions for your service are required they should be created and configured during the initial setup and configuration stages Step 12: View the Signature Profile video. The Signature profile contains a complete list of signature types required by your organization. Once a signature type has been defined it can be made mandatory for a given disposition using AmbuPro EMS business logic. In addition, signature types may be auto-inserted for specific dispositions, allowing faster Data Entry. Basic Config Training Part 2 13

14 Step 13 (20 minutes): Create a dummy signature type. This may be a patient, witness, or provider signature. Add your dummy signature to the list by clicking the Add button and entering the following in the new row: - Type Name - Description - Statement (this is the text that is displayed at the top of this particular signature type) - Signed by (if Patient, the patient s name will be auto-filled in the name area. If Healthcare Provider the lists of the currently assigned crew members will be made available in a dropdown.) - If multiple instances of this signature type will be required (for instance, if all crew members on an incident will be required to sign the run report) click the check box in the AllowMulti column Once the dummy signature information has been entered select that signature type and click the Auto Insert check box next to any incident disposition this signature type should be automatically added to certain dispositions. For example, as a Patient s HIPAA Acknowledgement & PHI Release Authorization would be required for any treatment this signature will be required for any incident that patient contact was initiated; by auto-inserting that signature type it will automatically be added to the list of signatures in the Signatures tab and users will be able to simply click on it and obtain a signature instead of having to add it manually. Note: If you are performing setup on a new AmbuPro EMS solution you will need to review the existing signatures in the Signatures profile and verify that the information for each signature matches the required information for your service. In addition, if additional signatures for your service are required they should be created and configured during the initial setup and configuration stages At this point Part 2 of the Basic Configuration training is complete. AmbuPro EMS recommends that each user creates additional test entries in the various profiles covered above. 14 Basic Config Training Part 2

15 Appendix A - Initial Configuration Checklists The following optional checklists are provided to assist users with gathering initial information for use in initial system configuration.

16 AmbuPro EMS New System Setup Checklist - User Profile Last Name First Name Username Security Level Temporary Password Smith John jsmith Data Entry Abc123! Page 1

17 AmbuPro EMS New System Setup Checklist - Crew Member Profile Last Name First Name Certification Level Certification Number Role Smith John Paramedic P EMS Provider Page 2

18 AmbuPro EMS New System Setup Checklist - Location Profile Location Name Street # Street City State Zip Sys Location Type Scene Location Type St. Joseph s Hospital 123 Hospital St. Anytown MA Facility Health Care Facility Page 3

19 AmbuPro EMS New System Setup Checklist - Facility Profile Facility Name Type Dest Type Designation Type Transport From Transport To St. Joseph s Hospital Hospital Hospital - ED Hospital (General) Stroke Center X X X Medical Control Page 4

20 AmbuPro EMS New System Setup Checklist - Facility Profile Name / Radio Desg. Type VIN Primary Role Unit Care Level Ambulance1 Ambulance 5MONJ Transport ALS - Paramedic Page 5