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[EMS USERS] – New features available in the Virginia Elite system
Posted by Bryan Hodges on 28 November 2016 05:00 PM

EMS Agency Administrators now have access to the following features:

Form Manager (under Tools) – This will allow an agency to configure the Electronic Medical Record form to be more agency friendly.  For example, if your agency does not bill for service, you will now have the ability to copy the existing Virginia EMR form and adjust that copy so that the billing section no longer shows up.  Another example is the default answers that current populate on the Virginia EMR form.  If your agency needs those defaults to be changed, agency administrators (working with a copy) will now be able to accomplish this using Form Manager. 

Visibility Rules (within Form Manager) – This will allow an agency to make certain items on the Electronic Medical Record form to either appear or disappear depending on how specific questions are answered.  For example and working from a copy of the Virginia EMR form, an agency could create a visibility rule so that the Cardiac panel disappears when NO is selected for the Cardiac Arrest Indicator on the Assessment panel.

Print Report Manager (under Tools) – This will allow an agency to configure the Prehospital Care Report or create additional choices if needed.  For example, if your agency does bill for service, perhaps you need to create a “Billing Company Only” choice.  The agency administrator will now be able to create a new report template selecting only those items that the billing company would need to see.

Library (under Community) – This will allow agency administrators to either Import or Export items created using Form Manager or Print Report Manager.  This can be of benefit for those agencies that work together (in the same county or jurisdiction).  For example, if several agencies in the same area use the same billing company, it might be to your advantage to have your form and Pre-hospital care report to look the same.  Instead of each agency creating each one, the agencies could work together to create these under a single agency.  Then that agency admin can Export those items to the Library.  Once Exported, the other agency Admins could Import those items into their respective agencies.

We do understand this is a lot of functionality to add at one time.  However, due to how these different items interact, it was best to release all 4 together.  It didn’t make sense to allow an agency to modify a form yet not allow the agency the ability to create a print out that reflected the changes made to that form.

ImageTrend has quite a few webinars in the Help/University section to help users get a better understanding of how these features work.  Once you access the University section, select the “Learn” Tab.  Under the Learn tab, select Webinars.  On the right side, you will see a section labeled “Webinars by Topic”.  Just select the topic to see the available videos listed under each.  Be sure to watch these before attempting to access any of these new functions.

Here are some notes concerning these webinars.  Under the Form Manager Webinar selections, users should only view the Form Manager video.  The Form Manager with a Focus on Fire selection does not apply to users of the Virginia Elite system as OEMS does not utilize any Fire functionality.  Also, the Visibility Rules overview is included as part of the Dynamic Power Tools video.  Please note that agency administrators will be getting access to Dynamic Power Tools in the near future.

OEMS has also created a brief fact sheet in regards to this notice.  These are based on the work we have done in the Virginia Elite system this past year.  This fact sheet can be found at the following link:

Here is one final note on these new features.  Agencies are NOT being mandated to use these.  The Virginia default forms will always be maintained and available for any agency to use.  These new features are being made available to give agencies the opportunity to improve their ability to collect patient medical data as mandated by state regulation.  It is our hope that, by giving agencies access to features like these, the ease of creating electronic medical records will be greatly improved.   

If you have any questions, please contact support (  


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[EMS Users] – VPHIB (version 2) upgrade (Tuesday 11-8-2016)
Posted by Bryan Hodges on 07 November 2016 05:00 PM

On Tuesday, November 8th between the hours of 11:00 am and 12:00 pm, ImageTrend will be updating the VPHIB (version 2) system to version 


Even though we do not expect down-time during this event, individual users may experience session loss. If this occurs, users should be able to login and continue from the point where the session was dropped.

If you encounter issues that go beyond the completion time of this event, please contact support at

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[EMS Users] October 2016 VPHIB Compliance Report Posted
Posted by Dwight Crews on 28 October 2016 05:00 PM

The Division of Trauma and Critical Care within the Virginia Department of Health, Office of Emergency Medical Services (OEMS) has just released the VPHIB Compliance Report for October 2016.  The report is generated each month and provided to the Director of OEMS, the Division of Regulations and Compliance, and the Rescue Squad Assistance Fund (RSAF) Grants program.  The data in the report is compiled from both VPHIB (v2, v3) systems for the time period, October 2015 - September 2016, as of 10/20/2016.  See the following link in the Knowledgebase for the report.

The compliance status reasons on the report are shown below.  The bottom of the report also contains a key to help interpret the report.

Note: Compliant and Non-Compliant agencies are both listed on the report.

  • BR - Behind Reporting (Yellow)
  • NR - Not Reporting (Red)
  • FR - Full Reporting (Green)

Also, remember that OEMS is in the process of migrating our VPHIB dataset from NEMSIS Version 2 to Version 3 standards.  See the below link for more details.

If you have any questions or concerns with your agency's status, please contact us by either submitting a ticket at our VPHIB support suite,, or by sending us an email to

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Beginning at 9:00 PM on Saturday, October 8th, the Virginia IT group will be conducting additional upgrades at the Virginia Data Center.  This process should be completed by 12:00 PM on Sunday, October 9th.

As with the last event,


While this is the case, potential interruptions are always possible which is why this notice is being sent out in advance.  If issues do occur when accessing VPHIB (V2), Hospital Dashboard, or the Trauma Registry systems during this time, those issues should be very minimal and corrected very quickly.  However, if you do encounter any issues with access, our recommendation is to log out of the system and attempt to access it again after 20 to 30 minutes.

This event will not affect users of the Virginia Elite system (V3) or the Hospital Hub System.

If you encounter issues that go beyond the completion time of the event, please contact support via email at

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[EMS Users] Virginia Elite System – CQI Module
Posted by Bryan Hodges on 04 October 2016 05:00 PM

For those agencies that exclusively use the Virginia Elite system, the Continuous Quality Improvement or CQI module is now available.  Individuals with EMS Agency Administrator level access now have access to all CQI functions. 

To better understand how to utilize the CQI Module, ImageTrend had updated their online Help/University program with a CQI section.  This section covers all of the topics related to CQI.  ImageTrend has also created a video covering, in detail, CQI setup and functionality.  To access the video as well as all other CQI topics, go to the Help/University section under the Community menu after logging in to the Virginia Elite system.  Once the ImageTrend University screen comes up, select CQI from the Contents tab.  Once selected, the screen on the right side will be titled “CQI in Elite: An Overview”.  Right below this title, there is a section labeled “Watch the Movie” with a link labeled “CQI Overview Webinar”.  Select this link to go to the page where you can watch the video. 

It is important to note that the use of the CQI module is optional and is not being mandated by OEMS.  It is simply being made available so that agencies can take advantage of this feature if they choose to do so.

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