The EMS Workflow: Five Critical Phases of EMS Software

Transcription

1 The EMS Wrkflw: Five Critical Phases f EMS Sftware Wrkflw autmatin uses EMS sftware t link tgether the elements f wrkflw (events, tasks, resurces) in an attempt t increase the speed, visibility and crdinatin by which the wrk gets dne. In this pst, we'll prbe a little mre int the particulars f the five critical phases, generally understd t make up an nline EMS sftware wrkflw, and the suggested best practices fr each ne. The five critical EMS sftware wrkflw phases are: 1. Call t Dispatch 2. Dispatch t epcr 3. epcr t QA/QI 4. QA/QI t Billing 5. Billing t Reimbursement Althugh each phase is imprtant by itself, they wrk best tgether as an integrated, verall EMS wrkflw prcess. The benefits f a EMS system wrkflw are many. Wrkflw autmatin prvides significant benefits t EMS ambulance rganizatins. Task management is greatly imprved because pririties and timelines are linked acrss and even between EMS departments. Tasks and calendars are visible t all users enabling wrklads t be shared and efficiently managed. EMS Managers can quickly see the status f a prcess. Beynd that they can identify radblcks, resurce limitatins and pprtunities fr imprvement. EMS Sftware Wrkflw Phases

2 Phase I: Call t Dispatch All EMS incidents begin with an initial call t dispatch. Obviusly, these calls are maximum pririty and time is f the essence in fielding these calls quickly yet accurately. The fllwing steps are the recmmended best-practice steps related t running a successful EMS dispatch peratin. Having EMS Dispatch Sftware with data-checking will help yu t: Eliminate duplicate calls Check fr prir lcatin/patient histries Check if the patient has an existing recrd Set up alerts specifically designed fr EMS Dispatch Check n patient maximum weight Let staff knw if a scheduled run is behind schedule Ntify if PCS infrmatin has expired Ntify crew when a call is assigned t them Ntify dispatch when the assigned call is finished Prvide accurate, timely Call Intake and Dispatching Use frms designed fr EMS Dispatch Cllect unique data fr patient care reprts Allw different data t be cllected fr emergency and scheduled calls Use a call queue that allws multiple EMS calls t be wrked n frm a single screen Maintain peratins that are cmpliant with all gvernment regulatins Ensure NEMSIS ecad fields can be sent directly t yur epcr prgram Gain real-time access t existing patient infrmatin like prir histry and billing data fr accurate patient care reprting

3 Manage accurate tracking and mnitring f EMS ambulance vehicle status/lcatin Multiple mnitr views f yur call queue giving yu a cmplete picture f imprtant call details at a glance Display call stages fr each call at all times Ability t check ut units fr breaks/maintenance directly frm the call queue Use key perfrmance indicatrs, r KPI s, t evaluate peratins. Phase II: Dispatch t epcr Sftware The next phase, Dispatch t epcr invlves dispatching an ambulance unit and handing ff the critical, time-sensitive infrmatin t the field crew. During this secnd phase, time is precius and cmmunicating accurate patient care reprting data and lcatins is f the greatest imprtance. The main steps/practices f this phase include: Establishing and maintaining clear cmmunicatin between EMS Dispatchers and Crews Using crew ntificatins when a unit is assigned a call Using crew ntificatins when the assigned call is cmpleted Minimizing data entry Allwing fields cmpleted in the EMS dispatch stware t be carried ver int the epcr Custmizing and autmating mst-used menus and fields Preventing duplicate and/r inaccurate data entry Autmating recurring scheduled transprt-nly calls Supprting cmpliance Attaching relevant files and supprting dcumentatin Maintaining cmpliance with regulatins with timely and autmated state reprting

4 Phase III: epcr t QA/QI (Quality Assurance/Quality Imprvement) In the third phase f the EMS wrkflw r EMS system, the epcr infrmatin is transferred t the QA/QI department fr review. This phase is critical t supprting cmpliance and duble-checking that all data is present and cmplete, t ensure timely reimbursement during the next phase, Billing. The key t a successful QA/QI prcess is finding the mst efficient ways t cmmunicate deficiencies and prmte quality. Best practices fr this phase include: Reviewing patient demgraphics Assessing prcedures and medicatins Evaluating the narrative Making sure the epcr data des nt cnflict with ther supprting dcuments like a Physician Certificatin Frm (PCS) r hspital recrd Examining fr any state exprt rejectins and identifying/reslving issues Alerting crew t missing, incmplete r invalid infrmatin Interacting with billing staff and crews t understand data entry needs and unnecessary/duplicate data entry Tracking QA/QI results and practicing cntinuing educatin based n results Phase IV: QA/QI t EMS Billing

5 The furth phase in an EMS wrkflw, is the transfer f data frm QA/QI t the Billing department. Critical t this phase is QA/QI ensuring that all supprting dcumentatin is present. Fllwing are suggested steps fr this phase in the EMS wrkflw: Pre-billing verificatin steps Review patient care reprting and supprting dcuments fr accuracy, cmpleteness, and cmpliance Ensure timely cmmunicatins between billers and QA-QI/Crews shuld additinal infrmatin be needed befre billing Review PCR fr apprpriate payment categrizatin and payment eligibility Verify patient demgraphic infrmatin and insurance eligibility Billing steps Data entry/cde bill, include supprting infrmatin based n payer guidelines Review ntices/alerts related t a specific patient and/r payer t minimize denials Phase V: Billing t Reimbursement The fifth and final phase, is billing t reimbursement, perhaps the mst imprtant t the financial health f yur EMS peratin. The bjective here is a strng cash flw. Quite simply, this means keeping enugh mney cming in the dr each mnth, t supprt yur EMS emergency services business. Accuracy and cmpliance are the key best practices t fllw during this phase: Submit electrnic claims whenever pssible, submitting paper claims (1500s) nly when electrnic means are nt available Print patient invices, statements, and warning letters n a scheduled, rutine basis Manage denials and appeals n a timely schedule Pst payments

6 Manage reprts, including pending bills and bills with n payers, n a rutine basis Update accunt details and clse bills, electrnically scanning paper EOBS and ther claim dcuments t accunts and/r bills when pssible Select a sample f bills each mnth t ensure quality is maintained and educatin is prvided if/when needed. QA/QI is just as imprtant fr EMS billers as it is fr dispatchers and crew. Hw AIM Can Help AIM Online Sftware and Services ffers an end-t-end integrated Sftware as a Service, r SaaS, slutin that addresses each f these five phases f the nline EMS ambulance wrkflw. It des this by prviding an integrated nline EMS Dispatch, epcr/qa-qi and Billing Sftware platfrm, which can als be supplemented by using ur EMS Billing Services. T discver what the AIM System Online EMS Sftware can d fr yur business we urge yu t call , r us at sales@ramsftware.cm.