Knowledgebase : Virginia Elite (V3)
 
The spreadsheet attached contains a list of all invalid values submitted by agencies during July 2019.  Invalid values (also known as non-standard items) are values defined as items not part of the minimum data set requirements outlined in the Virginia Data Dictionary or are not part of the NEMSIS 3 standard.    Agencies need to download this spreadsheet and filter it by the agency number or name to see if your agency is listed.  If your agency is listed, appropriate action needs to be taken (w...
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...
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...
To assist agencies with their efforts to become compliant regarding Demographic data reporting, OEMS has compiled a list of missing items by agency.  The attached spreadsheets contain the following information: Missing Vehicle Data – This spreadsheet contains every vehicle entry by agency that is missing one or more of the required items General Demographics Data (Missing Items) – This spreadsheet contains all other missing items per agency. Agencies that are marked as No regarding Demographi...
Attached below is a spreadsheet containing a list of the current validation rules including the logical layout for each.  For questions, please contact support via email: support@oemssupport.kayako.com
For those agencies that EXCLUSIVELY USE the Virginia Elite system for pre-hospital care reporting, this document is intended to assist users with setting up computers to access the Virginia Elite Field program.  The Virginia Elite Field program is used to create Electronic Medical Records (pre-hospital) in the field when access to the Internet is either limited or not available.  (This document does not apply to agencies that utilize their own pre-hospital care reporting system.) If you have a...
There are 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. * Agency Validation Report – Individual Record Scores: This report provides a list of ...
This article is in reference to issues identified by OEMS that were caused when a Demographics Data File was uploaded by your agency/EMS software vendor.  Those issues are: * Duplicate and invalid Vehicle entries * Duplicate Personnel entries ** * NPI entries which do not correspond with how this information needs to be reported * FDID entries which do not correspond with how this information needs to be reported * EMD Vendor entries which may be duplicated due to sight naming issues ...
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 ...
To assist agencies in identifying issues regarding how providers document Virginia County/Independent City names, OEMS has developed a report that is available in the Virginia Elite system.  The attached document provides information and directions on how this report works and how to run it. All agencies doing direct entry in the Virginia Elite system should download this document and run the report to see if they have any errors in documentation that need to be addressed.  For questions on ...
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 ...
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...
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...
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 attached PDF is a list of the agencies submitting data to Virginia using the NEMSIS v3.3.4 format as of 11/31/2017.
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 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.
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 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.
OEMS welcomes enhancement requests, but cannot individually respond to each agency's requests. So what occurs with your enhancement requests? An enhancement request submitted into the VPHIB Support Suite is reviewed to ensure it is not a "bug." If the request is solely an enhancement request users can expect an acknolwdgement and that the request is stored in the system. OEMS periodically reviews enhancement requests and considers if the request is desired statewide and for its implications on s...
The VAv3 FAQ will be a living document designed to capture questions submitted to OEMS durig VAv3 Forum, via VAv3 Support Suite Tickets, from EMS agencies, and common questions occurring nationally. Check back occassionally to look for updates or when directed by VPHIB staffs affter posing a question to the OEMS.
To EMS Agency Leadership: The attached letter is a reminder that all demographics data for 2018 needs to be reviewed and updated as required per state regulations by the deadline stated in the letter.  We are sending this notice to all identified leadership email addresses listed on the agency’s EMS license on file with OEMS.      Part of the requirement stipulates all agencies to establish “Primary Contacts” in the Virginia Elite system.  Once all agencies have done this, we will use the Pr...
The attached document (PDF) explains how to setup and change Vehicles and Call Signs in the Virginia Elite system.  For questions on this, please contact support via email at support@oemssupport.kayako.com
The spreadsheet attached below contains a list of all invalid values submitted by agencies during June 2019.  Invalid values (also known as non-standard items) are values defined as items not part of the minimum data set requirements outlined in the Virginia Data Dictionary or are not part of the NEMSIS 3 standard.    Agencies need to download this spreadsheet and filter it by the agency number or name to see if your agency is listed.  If your agency is listed, appropriate action needs to be ta...
The spreadsheet attached contains a list of all invalid values submitted by agencies during August 2019.  Invalid values (also known as non-standard items) are values defined as items not part of the minimum data set requirements outlined in the Virginia Data Dictionary or are not part of the NEMSIS 3 standard.    Agencies need to download this spreadsheet and filter it by the agency number or name to see if your agency is listed.  If your agency is listed, appropriate action needs to be taken ...