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Reviewing and Editing Timestamps

Reviewing and Editing Timestamps. Jon Kelley Trinity EMS Lowell, Ma jkelley@trinityems.com. Topics. Our Evolution Dispatcher Deposition Process for Finding Call to Review Process and Documentation for Changing Times. Evolution. No documented process No documented proof

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Reviewing and Editing Timestamps

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  1. Reviewing and Editing Timestamps Jon Kelley Trinity EMS Lowell, Ma jkelley@trinityems.com

  2. Topics • Our Evolution • Dispatcher Deposition • Process for Finding Call to Review • Process and Documentation for Changing Times

  3. Evolution • No documented process • No documented proof • Others today still doing this • Why an evolution?

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

  5. Evolution continues

  6. 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

  7. 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

  8. Tools • RescueNet • Playback • 10 second AVL updates • Radio/Phone recorder • http://audacity.surseforge.net • http://screencapturer.com/

  9. Why time stamps missed? • Dispatchers busy • Crew forgets • Navigator problem • Patient condition

  10. 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

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

  12. Additional Benefits in this Process • Out of Chute Times • Dispatcher Following Posting Requirements • Magellan Files

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

  14. 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

  15. 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

  16. Start Playback at the time of the call being dispatched

  17. 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

  18. 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

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

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

  21. 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”

  22. 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”

  23. The history looks like this • To play double click [attachment]

  24. 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

  25. 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

  26. Time • Once you get good at this it takes about 2 minutes to adjust each call • One of our cities we do 19,000 911 calls a year, we average adjusting 7 a day • DIRT report time is not include above

  27. Questions?

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

  29. 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

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