Knowledgebase
OEMS has revised and is publishing an updated EMS Virginia Data Dictionary (version 3.4.1) along with a version change document.  The version change document attached to this article (Version Updates from 3.4.0 to 3.4.1) documents the changes made from the previous data dictionary.   The Data Dictionary changes will not go into effect until 09/17/2018.  It is being released early so agencies and vendors can review the documents and make any adjustments needed. As in the past, agencies may su...
The Division of Trauma and Critical Care within the Virginia Department of Health, Office of Emergency Medical Services (OEMS) has just released the EMS DATA SUBMISSION AND VALIDITY SCORE REPORT for JULY 2018.  The reports are 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. Note: The reports include only data from the Elite VAv3 system.  Any reports from the V2 system are out of co...
Attached to this article is the list of validation rule updates that will be implemented on September 18th.  The PDF document is a visual representation of how the new rules and updated rules appear in the Virginia Elite system.  It is hoped this additional document will answer any questions and help users prepare for the upcoming changes. A new Schematron file is ready and has been posted to the NEMSIS website.  Your vendor should be able to obtain this file at any time from NEMSIS.  For agen...
The validity rules allow agencies and OEMS to monitor the quality of data being submitted into the VPHIB system.  These rules can be seen in the attached documents to allow agencies to better understand their validity scores.  Validity rules may be updated without notice as issues are identified since they do not block records from being submitted.
VPHIB V3 OPEN FORUM WEDNESDAY. AUGUST,19TH @ 3:00 EST. As a reminder this month’s VPHIB v3 open forum will be held on Wednesday, August 19th at 3:00 p.m.  Below are the topics we are planning on discussing; primarily focusing on PMH and our approach to ICD10 for PMH.   If you are new to receiving e-mails from VPHIB OEMS periodically adds agency leaders from our licensure database into VPHIB.  As our first group of agencies v2 closing is just a couple weeks away we do not want agency leadersh...
Below is the new updated data request form to be used when requesting data from the Office of Emergency Medical Services (OEMS) from the Virginia Pre-Hospital Information Bridge (VPHIB) or the Virginia Statewide Trauma Registry (VSTR).  Complete all the fields in the form and email as an attachment to support@OEMSsupport.kayako.com.  If you need additional space for describing the details with your request, please include additional attachments with your email. After submitting your completed ...
On Monday, December 12th around 10:00 am Virginia's VPHIB program (State Bridge and Field Bridge) will be upgraded from version 4.6 to version 5. We are not expecting any downtime, but it is likely that active sessions will be disrupted and require users to sign off of VPHIB and sign back on. Version 5 addresses many issues that users and states have passed on to ImageTrend. If you are interested in the details of the version 5 upgrade you can sign into VPHIB, click on "Help," and click o...
As part of our continuing effort to improve data quality, OEMS has been reviewing agency demographic information.  During this review, we have discovered multiple issues with missing and or incomplete information.  At this time, we need all agencies to do a complete review of the demographics data stored in the Virginia Elite system and either add or update all required information accordingly.  The attached document (PDF file) describes what data is required, where in the Virginia Elite system...
Attached is the current list of hospitals within the Virginia Elite system and their corresponding codes. (For agencies that have their own ImageTrend Elite system - the ImageTrend Library was updated with the most current Hospital information after 3:00 pm on 08/14/2018)  SPECIAL NOTE FOR AGENCIES USING 3RD PARTY SYSTEMS AND IMPORTING DATA INTO THE VIRGINIA ELITE SYSTEM:  As has been stated on several notices as well as documented in the version 3.4.0 and now the new version 3.4.1 Virginia ...
OEMS has been receiving a lot of request to unlock accounts in the Virginia Elite system.  This task must be done by Agency Administrators.  To assist administrators with this, we have created a "How To" document (PDF attached below) which details all of the steps required for Agency Administrators to unlock user (or other administrator) accounts in the Virginia Elite system.   For questions, please contact support via email: support@oemssupport.kayako.com
Attached to this article is the list of new validation rules and validation rule updates that will be implemented on July, 17th.  The PDF document is a visual representation of how the new rules and updated rules appear in the Virginia Elite system.  Please note that the PDF is just over 4MB due to the number of screenshots included.  It is hoped this additional document will answer any questions and help users prepare for the upcoming changes. A new Schematron file will be created and made ava...
OEMS has revised and is publishing an updated EMS Virginia Data Dictionary (version 3.4.0) along with a version change document.  The version change document attached to this article (Version changes from 3.3.0 to 3.4.0) documents the changes made from the previous data dictionary.   The timeline for Data Dictionary changes to be implemented will be as follows: * Data Dictionary Release Date: 06-16-2017 * Start Implementation on: 07-17-2017 * Target date of completion: 07-21-2017 The ...
As previously communicated, the “Set From Postal Code” option is being replaced with the “Location Lookup” option on the Virginia EMR form on 07.17.2018 .  When used, the Location Lookup option returns more valid choices than the Set from Postal Code option.  This change is being made because of the large volume of issues being discovered regarding how users are documenting the names of counties, independent cities, and states.  To illustrate our challenge, during the first half of 2018, agenc...
This article is primarily for those agencies that exclusively use the Virginia Elite system as their only means of creating and retaining EMS records.  For those agencies that utilize a 3rd party system and import records into the Virginia Elite system this article, while still interesting, may not apply. OEMS is finding more and more issues with the documentation of both incident and patient address information.  This is specifically in regards to the Town, County/City, State, & Zip code fiel...
The Virginia EMR form is being updated on 07.17.2018 and the Set From Postal Code option is being replaced with the Location Lookup option.  This is used to lookup town, county/independent city, and state information by entering in the zip code and selecting the option.  The Location Lookup option provides more valid choices for users to select from eliminating 99% of the need for users to manually enter in this type of information. The 2 page PDF attached to this article describes the differe...
Attached to this article is the list of new validation rules and validation rule updates that will be implemented on April 30, 2018. The PDF document attached is a visual representation of how the new rules and updated rules appear in the Virginia Elite system. It is hoped this document will answer any questions and help users prepare for the upcoming changes. (For agencies that have their own ImageTrend Elite system - the library was updated prior to Noon on 03/30/2018 in regards to validation...
The following changes to the Virginia EMR will be going into effect the morning of 01/03/2018 at 8:00 AM.  These changes will not have any impact on functionality.  The adjustments are being made to enhance the ability to collect information and to improve accuracy.  * Adjustment to the “Destination/Transferred to, Code:” field located under the Transport -> Transport Info panel. * This field is being changed to “Read Only”. The code automatically fills in when the “Destination/Transferre...
The Division of Trauma and Critical Care within the Virginia Department of Health, Office of Emergency Medical Services (OEMS) has just released the EMS DATA SUBMISSION COMPLIANCE REPORTS for JUL-OCT 2017.  See the attachments at the bottom of this page.  The reports are 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. New this month: we have validation reports available for agency ...
The attached PDF is a list of the agencies submitting data to Virginia using the NEMSIS v3.3.4 format as of 11/31/2017.
The Division of Trauma and Critical Care within the Virginia Department of Health, Office of Emergency Medical Services (OEMS) has just released the EMS DATA SUBMISSION COMPLIANCE REPORTS for JUN-SEPT 2017.  See the attachments at the bottom of this page.  The reports are 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. New this month: we have validation reports available for agency...
This article covers the signatures currently available in VAv3, a tip on why a signature paragraph may not appear, and a process for requesting additional selections. Currently (as of 11-16-2017), there are 13 signature reasons available with 21 associated “Type of Person Signing” choices to select from.  The PDF document attached at the bottom of this article provides a list detailing out the following: *      Signature Reason – The reason the signature is being requested *           “T...
Attached to this article is the list of new validation rules and validation rule updates that will be implemented on January 03, 2018.  The PDF document attached is a visual representation of how the new rules and updated rules appear in the Virginia Elite system.  It is hoped this additional document will answer any questions and help users prepare for the upcoming changes. All new/updated rules have an effective date of on or after 01/03/2018 based on the “Unit Notified by Dispatch Date/Time...
The Division of Trauma and Critical Care within the Virginia Department of Health, Office of Emergency Medical Services (OEMS) has just released the EMS DATA SUBMISSION COMPLIANCE REPORTS for MAY-AUG 2017.  See the attachments at the bottom of this page.  The reports are 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. Note: The reports include only data from the Elite VAv3 system. ...
There are now validation reports available that can be used by Agency Administrators to help with understanding what sort of validation issues are occurring with posted/submitted records.  These reports (there are 3) that can be used in combination to help identify overall validity scores per record, the frequency issues that are occurring, and which records are affected.  Below is a description of each report. * Validation Report – Individual Record Scores: This report provides a list of al...
The Division of Trauma and Critical Care within the Virginia Department of Health, Office of Emergency Medical Services (OEMS) has just released the EMS DATA SUBMISSION COMPLIANCE REPORTS for APR-JUL 2017.  See the attachments at the bottom of this page.  The reports are 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. Note: The reports include only data from the Elite VAv3 system. ...
The Division of Trauma and Critical Care within the Virginia Department of Health, Office of Emergency Medical Services (OEMS) has just released the VAV3 COMPLIANCE REPORT and DATA QUALITY REPORT for JULY 2017.  See the attachments at the bottom of this page.  The reports are 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. NOTE: THE REPORTS ARE BASED ON THE LAST 4 REPORTED MONTHS, ...
The newest Schematron files (effective 07-17/2017) are attached to this article.  Virginia is currently supporting versions 3.3.4 and 3.4.   We have been informed by NEMSIS that they will be dropping version 3.3.4 by the end of this year (December 31, 2017).  So that Virginia can remain compliant, all agencies currently submitting data via a 3rd party system (including agencies that have their own ImageTrend system) will need to ensure their system can support version 3.4 prior to this date.
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 10/2...
On September 22, 2016, the U.S. Drug Enforcement Administration (DEA) issued a public warning to the public and law enforcement nationwide about the health and safety risks of carfentanil. Carfentanil is a synthetic opioid that is 10,000 times more potent than morphine and 100 times more potent than fentanyl, which itself is 50 times more potent than heroin.  DEA, local law enforcement and first responders have recently seen the presence of carfentanil, which has been linked to a significant num...
This 4 page document contains a brief fact sheet on the new features activated on 11-28-2016 in the Virginia Elite System.  Those items are: Form Manager, Print Report Manager, Visibility Rules, and Library This fact sheet is not meant to replace and information that can be obtained using the ImageTrend online help or webinars.  We encourage agency administrators to begin with those resources.  This simply goes over a few things OEMS has learned over the past year as we have worked with the ...
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 AUGUST 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, July 2015 - June 2016, as of 8/30/2016. ...
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 June 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, May 2015 to April 2016, as of 7/11/2016. T...
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 May 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, April 2015-March 2016, as of 6/7/2016. The ...
The following article contains 2 PFD files. One file provides a list of the descriptions for each disposition that will be updated on June 9, 2016 (before and after) and the 2nd file provides a list of the definitions of each disposition.
For agencies that need to record "No Incidents to Report" in VAv3(Elite), that function is now active. This option is only available to EMS Agency Administrators. The attached document explains in detail how this works.
JANUARY 2016 VPHIB DATA QUALITY DASHBOARD & COMPLIANCE REPORT Each month OEMS provides two reports: A Data Quality Dashboard (DQD) and a Compliance Report (CR). The reports are generated from VPHIB for the Director of EMS. The report is also provided to the Division of Compliance and Regulation, RSAF program, and posted in the VPHIB Support Suite for the EMS system. * The DQD includes data from 11/1/2015 thru 11/30/2015 * The CR includes data from 12/1/2014 thru 11/30/2015 The scoring r...
If the provider is not able to make the correction him or herself, it would be permissable for the agency's designated PI staff member to make the corrections for him or her in the medical record (obviously, with their permission - verbal is okay in this situation). However, the fact that the correction was made should be acknowledged in an addendum. For example, if an incorrect GCS value of 4 was recorded, but 14 was the intended response and the provider agrees with this assessment but is not ...
Attached are the instructions to access the support site to download Field Bridge. You will note that you have to obtain a support account with ImageTrend in order to be able to download Field Bridge. If you already know your agency's download support account information you can go to the following website directly: http://www.imagetrend.com/support/eds-application-downloads [http://www.imagetrend.com/support/eds-application-downloads] After you download Field Bridge you will need to enter y...
Firehouse has shared that their support techs are available to assist users by contacting Daniel.Sherman2@acs-inc.com [1] or James.Trammel@acs-inc.com [2]. Documentation can be found at http://www.firehousesoftware.com/sup/sup7.php [3] Links: ------ [1] mailto:Daniel.Sherman2@acs-inc.com [2] mailto:James.Trammel@acs-inc.com [3] http://www.firehousesoftware.com/sup/sup7.php
For a list of VPHIB (State Bridge & Field Bridge) enhancements and fixes with the Tuesday 6/21/11 update see the attached document.
To add or delete the medication short cut buttons on the Medication Accountability (Waste) Panel that is on the Signature tab in Field Bridge.  The system may automatically set non-narcotic/benzodiazepine medications on this tab and they can only be changed on the agency level.  To add/delete/change this list   Sign into State Bridge (must be an administrator) Click on:”Service Setup” In the I want to box choose:  “View Run Options and Resources” In t...
This article contains an FAQ created by OEMS that outlines all of the Demographics Data agencies are required to report.  Required Demographics Data falls within the minimum data set requirements as outlined in the Virginia Data Dictionary which all licensed agencies in Virginia are required to comply with per § 32.1-116.1. Section B in the code of Virginia. The attached FAQ provides guidance on where and how (when appropriate) to enter the required information in the Virginia Elite system as ...
State Bridge User Guide - Intro to State Bridge is attached
Receiving an error when trying to upload data: Element - E02_05 Field, -5, -10, -15, -20, 75, 411007... This error was received because you were not submitting valid data as defined in Virginia. The best resource for knowing what data elements are required and what fields within those elements are accepted is by accessing the "Data Dictionary" in the knowledge base here in the support suite, in the VPHIB knowledge base, or the OEMS VPHIB web page. These requirements were originally distributed...
How to Report No Runs Submitted to VPHIB  Low volume agencies that do not have any EMS responses to report for any given month should sign on to VPHIB and report that there are “No Responses to Submit (NSR).”  Without reporting NSR your agency will show “0” calls and could be mistaken for being non-compliant.  NSR’s will be manually validated. Step 1:  Sign into VPHIB.  If you have forgotten your pass word click on “Forgot your passw...
Thank you for contacting VPHIB support.  For this request we are going to refer you to contact ImageTrend support staff directly at the following: http://support.imagetrend.com/ Toll-Free: 1.888.469.7789 Phone: 952.469.1589 Fax: 952.985.5671 ImageTrend support typically handles VPHIB support request related to Field Bridge or State Bridge application errors, establishing or assisting with uploading data using a 3rd party EMS software program, and billing interfaces.  While we have the...
The attached document is the presentation the NEMSIS staff have utilized to introduce the version 3 roll out to various organizations
Ms. White: To access the VPHIB instructional videos and user manuals: 1) Go to HTTPS://vphib.vdh.virginia.gov 2) In the upper right hand corner click on "Login" 3) Enter your user name and password. (if you do not have a username contact your agency's VPHIB coordinator.) 4) Click "Yes" on the HIPAA agreement page 5) On the VPHIB Home Page in the upper left corner click on "More" 6) Then click on "Help" 7) Then click on "EMS Service Bridge Version 5" or EMS Field Bridge Version 5" (vers...
QUESTION: If we have an ALS provider ride on our truck (not affiliated with our agency) and they perform ALS procedures (IV, 12 Lead, etc) what crew member do we put in for those ALS procedures performed? ANSWER: Assuming the original crew on the EMS unit is BLS and the ALS provider is from an area agency then the correct way to document this would be that the ALS provider should be documenting the response and her patient care from the time they assumed patient care. I would advise the BLS cr...
Sorry for the run around, but this site is for EMS and trauma data collection. For Provider Portal support there is a support website at http://www.vdh.virginia.gov/OEMS/Training/LogInProblems.htm. At this site you can reset your password or e-mail the VDH help desk for other questions. If you prefer the help desk number is (804) 864-7200 option 2.
Occassionally, we are asked if there is a way to print the run forms without the HIPAA related items showing up on the report. Most often the agency or provider wants to use the run form for teaching or performance improvement efforts while protected from disclosure of patiet information. There is a way to "sanitize" the report that has always existed. As an agency administrator If you sign onto VPHIB do the following steps: * Click on staff * Select your own account * Click edit ...
The validation rule is correct. Submission requirements have always required that in the scenario you described that the first arriving unit would document their response and the care they provided, including the procedure in question, up to the time the ALS unit assumed care of the patient. We do not find it medically legally correct for a certified provider to document the care provided by another certified provider unless they were present and observed the procedure and are willing to assume ...
I just wanted to give you an update what we have found so far with this issue. There is a bug occurring when a zip code is entered first and then save is entered. Below is the message from our vendor. I have asked for an update of when this will be fixed. Sorry for the inconvenience. "It looks like this issue occurs when a zip code is entered and then the 'Save' or 'Save and continue' button is selected on the page before the City, County, and State fields are actually populated. This is why t...
The submission timeline for hospitals that are not designated as trauma centers is to report each patient within 30 days from discharge from the hospital.
Injury location is a vital element and therefore scored accordingly. Location information such as geographic location and type of location along with where the patient was transported are one of the most important elements that meet the core requirements stated in the Code of Virginia related to mandated reporting to the trauma registry. One of the core functions of the trauma registry was to assure compliance with trauma triage. Trauma triage assures that trauma patients reach definitive trau...
A survey is currently being conducted with EMS Software Development Companies to determine plans to transition their EMS products to the NEMSIS TAC for v3 Compliance Testing. The results of the survey are available below and will be updated as more responses are received. * RESPONSES TO THE NEMSIS TAC EMS SOFTWARE COMPANY - V3 PRODCUT COMPLIANCE TESTING SURVEY: * Reseults of the survey are attached (pdf) docucment which were developed, April 3, 2014. The document is ordered alphabetically...
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