Here are some tips for completing reports in ESO that will help you complete your report quicker and more accurately.
Once you have completed and locked your report in ESO, the report is sent to the Virginia ELITE program for inclusion in the State’s database. ELITE then runs its own validity checks, and many reports receive a less than 100% rating. These reports must be modified to bring them up to 100%. If our average rating drops below 95%, we may be ineligible for grants and other services. So it is very important that our reports be completed fully and accurately.
The tips listed below will help to reduce the number of reports that need to be updated in the ELITE program, and ensure our reports are completed fully, accurately, and consistently.
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Each night, ESO emails a report to select folks that lists any CAD reports it found that do not have a matching run report. If the CAD report is for a valid call, and no run report is found, Lewis will create a run report, import the CAD information, update the call times, and assign the report to the appropriate medics or squad sergeants to be completed. If you have one these reports, please do the following:
- Determine who the actual crew members were for the call, and add them to the crew list so they can access the report
- Notify the crew members that they have a missing report to complete
- If you are the squad sergeant or squad line officer, please follow up to ensure the report is completed.
- Remove any crew members listed that were not on the call. The sergeant, officer, and others may be included initially in order to be able to make corrections if the report was assigned to the wrong squad/crew.
Common Errors and Omissions, and Questions
- Chest Pain Paitents. All patients who are complaining of Chest Pains are required by PEMS Protocol to have a 12 Lead ECG within 5 mins of patient contact. If you can not do to extenuating circumstances, then this must be noted in the narrative. Presumed Cardiac patients should have ASA within 5 mins and Nitro within 10 mins of patient contact. There must be documentation in the narrative on why you do not give these medications to a presumed cardiac patient in this time period or withhold the medication.
- Vital Signs. A full set of vitals are required on all patients. When you are unable to obtain it, you must document why. When you transport a patient, you must have 2 sets of vitals. Having 1 set of vitals does nothing for patient care, you can not notice a trend with 1 set. Stating you were 2 minutes from the hospital or next door to the hospital does not justify 1 set of vitals, especially since from the time of patient contact to arrival at the hospital for these calls average 15 minutes.
- Stroke Scale. The Virginia ELITE Program expects to find a stroke scale completed for almost every Medical call. This is the most frequent correction needed when reports are sent to ELITE. UPDATE: even when completing the RACE scale form, ELITE still does not always receive the information. A request has been submitted to ESO to correct this.
- Public Assist. This applies only to calls where there is no complaint of any injury or illness. If the individual slipped from their chair to the floor and has no complaints,we can assist them back in the chair and list the call as a public assist. If the patient is injured or ill, then this would be a patient refusal. If the call is logged as a public assist, you do not need to enter their name, history, or any assessment information.
- Who performed/completed a skill or procedure. Each procedure/skill listed (such as 12 lead, IV, medications, etc) must include the name of the person who performed the procedure. ESO does not always require this field, but ELITE will fail a report if this is missing.
- Pt’s condition Improved/Unchanged/Worsened after a skill or procedure. Along with including the person who completed a skill, the result of the skill much also be selected. Always check one of three choices: Improved, Unchanged, Worsened.Report needs to be deleted. If you have a report that needs to be deleted (created by accident or a duplicate), just enter DELETE THIS in the patient’s name. An Administrator will see this and delete the report.
- CAD Import. Please use the CAD import button for all calls. This will insert the incident number, address, and some of the times into the report for you. Using the import links your report to the CAD reports, which helps us identify missing reports. It also save you time entering information. When using the CAD import:
- Make sure you select the CAD record for the medic unit you responded in. The CAD reports include other units that may have responded, as well as the station the call was assigned to.
- Do not edit the incident number once it has been imported. incident numbers should be in the format 2019-00006583
- CAD reports are removed from the list once they are used.
- Unused CAD reports are removed from the list after 14 days
Once you’ve entered the patient’s first name, last name, and date of birth, try clicking the Patient Import button to see if the patient’s information is already in the system. This could save you some time.
If the patient’s history, allergy, or medication is not in the list, insert “Other”. Then click on the comments link and enter the missing information.
- GCS Score. For all patients, there must be at least one GCS score. Don’t forget to include the qualifier
- Respirations. Each respirations entry must include a quality and rhythm. This is often overlooked when vitals are imported from the LifePak.
- Unable to Obtain. If you are unable to obtain a vital sign, such as blood pressure, click the UTO button at the top of the Vitals page. This will bring up a window where you can select the vitals you were not able to obtain and the reason why. This should also be documented in your narrative.
- Monitor Import. Importing your vitals from the monitor is a great and easy way to fill in your report. Please go through each line of vitals and add in the qualifiers and additional information necessary to fully document your vitals.
- Monitor Import. When importing vitals and events from the monitor, many items will automatically populate in this section. Be sure to open and complete each one, as the import often misses important information such as the crew member performing the event and the patient’s response.
- Patient Response to Procedures. Most of the Flowchart items include a Patient Response question. Ensure this is completed for every flowchart item, otherwise the Virginia ELITE program will flag it as an error. Do not select Not Applicable, ELITE does not consider this to be a valid option.
- Quick Assessment. Have a routine patient with minor illness/injury? Click the “Quick AX” button for a quick and easy way to complete most of the assessment.
- Multiple Injuries. Click on the Anatomical button to drag and drop injuries onto a drawing of your patient
- This page contains a lot of information used in collection of statistics. Please select the most appropriate response to each question and fill in as many signs and symptoms as possible.
- If you have issues with completing any other part of the report (for example, unable to obtain vital signs), you should include an explanation in your narrative.
- C-Spine clearance. Any time you “clear” c-spine and determine that c-collar and backboard are not required, you must complete the C-Spine clearance form to validate your findings.
- RACE scale. The RACE Scale form should be completed for all medical and any altered mental status calls. If there are no indications of stroke, or you feel that a stroke scale does not apply, simply fill in the time of assessment, skip the section on last know normal, and check the Normal boxes toward the bottom of the form.
- Look over the remaining forms and complete any that may be applicable to your call.
- Lead medic must sign.
- If you treat/assess a patient (obtain vitals, bandage an injury, etc) and they do not wish to go to the hospital, they must sign a refusal