Oversight of the distribution and tracking of Patient Care Reports (PCRs) to and from EMS agencies comprises a large part of the deliverables required of all the Regional Program Agencies in New York State. The New York State Department of Health (NYSDOH) Bureau of Emergency Medical Services and Trauma Systems ( BEMSATS) requires that the Regional EMS Office inform them when certified ambulance or ALS First Response (ALSFR) agencies do not submit PCRs on a monthly basis.
Agencies considering migration to an electronc patient care reporting system (ePCR) must make notification to the Westchester Regional EMS Office and review the requirements regarding transitioning to an ePCR platform found in: NYSDOH Policy 12-03:Electronic PCR Data Submission (http://www.health.ny.gov/professionals/ems/policy/12-03.htm) Official correspondence outlined in the policies should be directed to the NYSDOH Bureau of EMS and Trauma Services (c/o Michael Tayler, 875 Central Avenue, Albany, NY 12206-1388 ) and the REMSCO (c/o Richard Blackley, 4 Dana Rd, Valhalla, NY 10595), respectively. All correspondence referencing this matter should also provide the specific name of the vendor(s) being considered. Verification of vendor comliance with National EMS Information Systems (NEMSIS) standards can be done by visiting: http://www.nemsis.org A useful checklist for deciding on ePCR Software can be found from the National Association of EMS Officials at: Deciding on ePCR Software: A Checklist for EMS Agencies
Please note: it is highly recommended that you call the Regional EMS Office at 231-1616 to check on availability of PCR supplies. Prehospital Care Reports and Continuation Forms can be picked up 8:00 am to 4:00 pm at: Westchester Regional EMS Office 4 Dana Road Valhalla, NY. 10595 If alternative pick-up times are needed, Agency Officers must call the Regional EMS Office at 914-231-1616 to make other arrangements. DID YOU KNOW...? Par values per package: PCRs - 250 Continuation Forms - 250
If using paper PCRs, the NYS DOH Bureau of Emergency Medical Services and Trauma Systems (BEMSATS) requires the use of the Version-5 New York State Prehospital Care Report (PCR) (DOH 3283). Any services still in possession of earlier forms should contact the Regional Office as soon as possible to make arrangements to return these PCRs. NYS DOH has a policy providing instructions for the completion of the Version-5 PCRs: NYS DOH EMS Bureau Policy No. 03-03 : Instructions for completing a Version-5, NYS PCR Attachment DOH 3283 - Sample Copy of Version 5
The New York State Department of Health (NYS DOH) EMS Bureau has policies that affect the use and storage of PCRs: NYS DOH EMS Bureau Policy No. 12-02: Re: Prehospital Care Reports (Supercedes Policy No.s 85-01, 96-01, 02-05)
Ambulance & ALS First Response (ALSFR) Completed PCRs and Continuation forms are to be submitted by the 20th of the month following the month of the call to the Regional EMS Office. Agencies with larger call volumes may forward PCRs more frequently throughout the month. The EMS Office receives on average a few thousand PCRs per month. The staff asks that the agencies follow the requested submission format outlined in the Regional PCR Tracking and Distribution Guide. PCRs should be mailed in an envelope, appropriately sized to a PCR form, unfolded. The package should be marked "Medical Records" and include a completed Monthly PCR Submission Report. Basic Life Support First Response (BLSFR) BLSFR agencies are responsible for the storage and security of their completed NYS PCR forms. NOTE: The use of the National Fire Incident Report (NFIR) or any other fire reporting system DOES NOT replace the necessity to complete a NYS BLSFR PCR form on medical aid calls.
All PCRs should be screened by the agency prior to submission to the Regional EMS Office for Quality Assurance/ Quality Improvement (QA/QI) purposes. When PCRs are received by the Regional EMS Office, the PCRs are screened again for completion of data points designated by NYSDOH BEMS. PCRs missing the following information will be returned to the agency for correction and resubmission: Date of Call Agency Code Geo-Location Code Presenting Problem Patient Name *Patient Social Security # *NOTE: Patients' SS#'s are being requested on the version 5 PCRs in order to capture pre-hospital data and link it to the Statewide Planning and Research Cooperative System (SPARCS), a comprehensive patient data system that is already populated with hospital based care information. If a SS# is not available, or does not exist, please enter all zeros (0) in this field. Per NYS DOH EMS Bureau, any corrections made to a PCR after it's submission should be in a different color ink, dated and marked with the initials of the person who supplied the information.