Due to limitations within the ImageTrend Elite system, agencies that use a 3^rd party system (these are agencies that own an EMS software system) will not be required to submit the following demographic items:

• Any personnel data covering elements dPersonnel.01, dPersonnel.02, dPersonnel.22, dPersonnel.23, dPersonnel.24, and dPersonnel.31 as listed in the Virginia Data Dictionary.
• Any vehicle data covering elements dVehicle.01, dVehicle.02, dVehicle.03, dVehicle.04, dVehicle.05, and dVehicle.10 as listed in the Virginia Data Dictionary.

Even though personnel information is not being required, these agencies shall maintain a minimum of one individual in the Virginia Elite system with EMS Agency Administrator level access.  This individual will serve as the Primary Contact regarding any issues with EMS data submitted to the state.       

All other demographics information covered in the 12/13/17 notice is still required. 

For questions, please contact support via email: support@oemssupport.kayako.com

On 12/01/2017, OEMS sent out a reminder to all agencies that the deadline to be submitting NEMSIS v3.4.0 formatted data to the Virginia Elite system was 12/31/2017.  A review of the system taken on 01/16/2018 shows the following agencies missed that deadline and are still submitting the older v3.3.4 formatted data to the Virginia Elite system:

AMBULANCE SERVICE OF BRISTOL

American Medical Response Mid-Atlantic, Inc.

BASSETT RESCUE SQUAD

BLACKSBURG RESCUE SQUAD

Bristol Life Saving Crew

BROSVILLE COMMUNITY VOLUNTEER FIRE DEPARTMENT

CALLAO RESCUE SQUAD

CAMPBELL COUNTY RESCUE SQUAD

CARROLL COUNTY FIRE & RESCUE

CASTLEWOOD FIRE AND RESCUE

CITIZENS EMERGENCY CREW

CITY OF BRISTOL FIRE DEPARTMENT

CITY OF RICHMOND DEPARTMENT OF FIRE & EMERGENCY SERVICES

DANVILLE LIFE SAVING & FIRST AID CREW

FIELDALE-COLLINSVILLE RESCUE SQUAD

Floyd County EMS, Inc.

Floyd County Life Saving and First Aid Squad Inc

Forrest Ambulance Service

FRANKLIN FIRE & RESCUE

FRIES VOLUNTEER FIRE DEPARTMENT & RESCUE SQUAD

GALAX-GRAYSON EMERGENCY MEDICAL SERVICES

GLOUCESTER FIRE & RESCUE

GREENSVILLE VOLUNTEER RESCUE SQUAD

HENRY COUNTY DEPARTMENT OF PUBLIC SAFETY

KILMARNOCK-LANCASTER CO. VOL. RESCUE SQUAD

LANCASTER COUNTY EMERGENCY SERVICES

LAUREL FORK RESCUE SQUAD

LAUREL RESCUE SQUAD

Longshop McCoy Volunteer Fire Dept/Rescue Squad

LYNCHBURG FIRE DEPARTMENT

MARTINSVILLE FIRE & EMS

MID-COUNTY VOLUNTEER RESCUE SQUAD

NANSEMOND-SUFFOLK VOLUNTEER RESCUE SQUAD

NORTHUMBERLAND COUNTY RESCUE SQUAD

NORTHUMBERLAND DEPARTMENT OF EMERGENCY SERVICES

Orange County Department of Fire & EMS

PATIENT CARE TRANSPORTATION

PIPERS GAP RESCUE SQUAD

Richmond Ambulance Authority

RIDGEWAY DISTRICT RESCUE SQUAD

RINER VOLUNTEER RESCUE SQUAD

Shawsville Volunteer Rescue Squad

TIDEWATER MEDICAL TRANSPORT

TOWN OF CHILHOWIE FIRE DEPARTMENT

UPPER LANCASTER VOLUNTEER RESCUE SQUAD

Washington County Fire/Rescue

These agencies need to work with their EMS system vendor as soon as possible to switch from v3.3.4 to v3.4.0 and avoid any future compliance issues.

For questions, please contact support via email: support@oemssupport.kayako.com

On Tuesday, January 9^th, the Virginia Elite system will be down as ImageTrend performs a system upgrade.  The upgrade process is scheduled to begin at 11:00 AM and should be completed by or before 2:00 PM. 

During this time:

EMS users – No agency will be able to access the online version of the Virginia Elite system during this time.  For those EMS agencies using the Virginia Elite system exclusively, the Elite Field version will still work in the offline mode and all records created can be posted once the maintenance cycle has been completed.  For those agencies using a 3rd party vendor, any records submitted via Web Services will process into the Virginia Elite system once the upgrade process has been completed.

Hospital Hub users – Hospital Hub users will not have access to any records in the Virginia Elite system during this time.  Hospital Hub will still work but the information available will be limited until the upgrade process has been completed.

For Virginia Elite users, once the upgrade has been completed, the newest release notes will be available under the Help/Community section.  As a reminder, all features/modules covered in ImageTrend’s general release notes may not be available in the Virginia Elite system.  Should users have any questions on new features/modules, those questions need to be directed to support (support@oemssupport.kayako.com). 

As with past updates, all general upgrades to the Virginia Elite system will be scheduled for the 1st Tuesday of each month.  For the remainder of 2018, the exception to this schedule will be July and September due to holiday’s that occur during this time.  In those cases, the upgrade will be done on the 2nd Tuesday in July and the 2nd Tuesday in September. 

For questions, please notify support via email at support@oemssupport.kayako.com.

Changes are going to be made to the Virginia EMR form the morning of 01/03/2018.  Information concerning those changes can be found on the knowledgebase at the following site:

http://oemssupport.kayako.com/Knowledgebase/Article/View/255/60/changes-to-the-virginia-emr-incident-form-effective-01032018

While these changes will not impact functionality and are being made to enhance data collection and improve accuracy, please be sure to review the knowledgebase article prior to 01/03/2018 so that your agency will be aware of these upcoming changes.  For question, contact support via email at: support@oemssupport.kayako.com

The State Stoke Triage Plan has been updated and can be found by clicking on the below selection:

Virginia Stroke System – Emergency Medical Services

Or by using the below link:

http://www.vdh.virginia.gov/emergency-medical-services/trauma-critical-care/virginia-stroke-system/

As part of our continuing effort to improve quality, OEMS has been reviewing agency demographic information.  Demographic information refers to items such as Agency Information, User Information, Vehicle information, etc.  At this time, we need all agencies to review the required demographics information in the Virginia Elite system and ensure everything is complete and up to date. 

For more information on what is required as well as deadlines for completing this, please refer to the following knowledgebase article:

http://oemssupport.kayako.com/Knowledgebase/Article/View/253/60/required-agency-demographics-information

For question, please contact support via email at support@oemssupport.kayako.com