Reviewing and Editing Timestamps Jon Kelley Trinity EMS Lowell, Ma

Topics  Our Evolution  Dispatcher Deposition  Process for Finding Call to Review  Process and Documentation for Changing Times

Evolution  No documented process  No documented proof  Others today still doing this  Why an evolution?

Dispatcher Deposition  8 Hours  4 Hours One 7 second phone call  Every line of data from Tab-8-History was questioned

Evolution continues

DIRT REPORT  Dispatch Insight into Response Times  Custom report in Crystal  Each city has their own Taken to Arrival Assigned to Arrival  Each city has their requirements in the report

Lowell  We must be on arrival within 8 minutes 90% of the time  Every response time over 8 minutes must be investigated and categorized Weather Volume 6 others  Report Quarterly

Tools  RescueNet  Playback 10 second AVL updates  Radio/Phone recorder  

Why time stamps missed?  Dispatchers busy  Crew forgets  Navigator problem  Patient condition

 We use this process for any time stamp Dispatched En route Arrival And so on For this presentation I will use a missed arrival time

Process  DIRT report  Customized Crystal report Each city has their own Export to Excel Sort by response times

Additional Benefits in this Process  Out of Chute Times  Dispatcher Following Posting Requirements  Magellan Files

Magellan  In 1500’s Ferdinand Magellan was a Spanish explorer  In 2000’s Magellan is a tool we use to educate our “EMS explorers”

Process of finding the real time  Process will work with AVL Radio recordings Shown in the procedure are the end  Over 8 minute response times Or what ever time you have as a requirment

 Open call in Call taking Time Stamp, Odometer,& Crew Members  Open Playback Select unit and date  Open up approved explanations document Ours is available for you

 Start Playback at the time of the call being dispatched

 Chute time problem  Response time problem We will deal with response time We go to the last 4 AVL updates Get the screencapturer software active

 Select Movie type. We use WMV  5 Seconds per frame  Select region where Playback is  Save as YEAR LOGNUMBER We use this methodology because you may need to fix log number 75 in both 2012 and 2013 This data will be saved in the Data base long term  Click Play in Playback then stop screencapturer

 The ambulance stopped moving at 21:24:42 in front of the home for this call

 I will also record 1 or 2 AVL updates after the on seen time.  Our response time when from  8:26 to 5:40

Documentation  Tab 6 Notes we make a notation Arrival time for this trip changed to time of last AVL (Automatic Vehicle Location) update from the ambulance at the location of this call.  Tab 8 History we “Attach File”

 In the notes of the “Add Attachment” box we add “The attachment is a.wmv from RescueNet Playback tool. This wmv shows the time the ambulance arrived at the address of this call. The time for the AVL (Automatic Vehicle Location) update is from Verizon Wireless”

 The history looks like this To play double click [attachment]

 If you need to justify why you changed the time, you have explained the reason twice and have a video show the ambulance arriving with times we cant control  If you follow a set standard you can recreate this process and prove its validity

 We use this process to document Out of Chute, and Magellans  After changing time to be correct we Rerun the DIRT reports Export to Excel This Template does the math and figures out our % over 8 minutes Categorize each over 8 minute response

Time  Once you get good at this it takes about 2 minutes to adjust each call  One of our cities we do 19, calls a year, we average adjusting 7 a day  DIRT report time is not include above

Questions?

Last thought…  Time management I'm not talking about brushing your teeth in the shower  Do you know what your STRATUM ZERO is?

Our Reasons  The attachment is a.wmv from RescueNet Playback tool. This wmv shows the time the ambulance arrived at the address of this call. The time for the AVL (Automatic Vehicle Location) update is from Verizon Wireless.  Arrival time for this trip changed to time of last AVL (Automatic Vehicle Location) update from the ambulance at the location of this call.  Arrival time changed to time of radio transition from the crew in this ambulance to the Haverhill Fire Department (HFD) over the HFD main radio channel stating they were on arrival. The time stamp used for this adjustment was from the Trinity EMS's Nice Scenario Replay system  Arrival time changed to time of radio transition from the crew in this unit to the Trinity EMD Communication Center. The time stamp used for this adjustment was from the Trinity EMS's Nice Scenario Replay system  The following is a.wav recording saved via the Trinity EMS Nice Scenario Replay system