TRAUMASOFT V3.1 DISPATCH USER GUIDE

Browser/System Requirements

Supported Browsers

Microsoft XP, with Internet Explorer (IE) 8*Microsoft Vista, with IE 8 or higher*Microsoft Windows 7, with IE 8 or higher*

Firefox 4.0 or higherChrome 11 or HigherSafari 5 or higher

Flash 10.0 or higher for TripViewer Chat Module for those using IE & FirefoxFlash is not required for those using Chrome or Safari

* Internet Explorer Users, please refer to the pages 24-26 to enable additional security options.

Dispatch• Traumasoft’s CAD is a visual representation of your systems capacity that provides an easy way to

see shift profile availability. At a high level, here are some of its distinguishing features:

• Easy to update “drag & drop” technology

• Manual or automatic GPS trip status updating

• CAD connections to Crew Scheduling/Fleet Maintenance/Virtual Classroom and other Traumasoft modules

• CAD-Dispatch visual grid

• Vehicle Longitude/Latitude connected to CAD grid

• v3.1 now includes:

• Trip Summary Window now displays: "Created By, PCS Requested, PCS Received, Can Sign PCS“

• Short cut keys -- Ctrl I (Call Taking), Ctrl W (Unassigned Work), Ctrl E (Emergency Call)

• Labels in trip summary window are now bold

• Dispatch times now display on trip summary window

• Trip type letter in the grid now (ALS = A / BLS = B / Wheelchair = W / CCT = C)

Dispatch – Daily WorksheetScreenshot on page 51. Schedule Filtering by template name2. Date selector3. Refresh page rate in seconds4. Create new shifts on the fly5. Daly Punch In log6. Daily Time off: Sick/Vacation/LWOP log7. Daily Open/Absent/Assigned Schedule8. Vehicle assign dialog link9. Shift profile dialog link10. PTO hover information

• Daily Worksheet – Vehicle assignment, listed vehicles display vehicles without a cost center assigned

• Daily Dispatch – Dispatcher can Punch In/Out employees based on the time they push the button

Dispatch – Daily Worksheet

Dispatch Screenshot on page 7

1. Emergency Calls are highlighted in Red within “open work” (short cut key CTRL+E). Emergency calls override trips if assigned to a Shift Profile and are given the statues of “Assigned” or “Acknowledged.”

2. On “Trips” tab when you left-click the row on that grid, it takes you to that zone’s tab, highlights that trip and flashes it 5 times.

3. Change date, time and display range parameters.

4. Set time format to 24 hour or am/pm.

5. Laterally shift a trip in the same time row (Hold “Shift Key down”, left click colored box and move to another shift profile).

6. Trip Status legend is at bottom of dispatch grid.

7. Call Type Legend is at bottom of dispatch grid.

8. Right click menu only displays “Unassigned Trip” when a trip is in either "Assigned" or "Acknowledged" status. “Advanced Timestamp/Previous Timestamp” only display when a vehicle has been assigned to a Shift Profile.

9. Zone name

10. Sub-Zone name

11. Facility name *optional

12. Shift Profile name

13. Custom View menu

14. Unassigned work sorts by pickup date/time in descending order

Dispatch

Dispatch – Trip Summary

Screenshot on page 9

1. Dialog box displays "Created By, PCS Requested, PCS Received, Can Sign PCS“

2. Dialog box displays Call Type and PCS Questions

3. Dialog box displays the last known timestamps for each trip status

4. Pickup ETA, Drop-off ETA and trip mileage pull from GPS

5. Driving Directions are a clickable link that display map and step-by-step directions to your location

6. Run Number and Patient information

7. Pickup information

8. Drop-off information

9. Appointment information

10.Billing information

In v3.1, labels in trip summary window are now bold.

Dispatch – Trip Summary

Trips List• Complete list of all trips, including those requested and assigned.• Create new legs directly from the trip list.• Create multiply trips at the push of a button.• Print trips in custom forms (complete history & detail of each trip, Access 2 Care and

Logisticare templates also available). • Multiple sort, filter, and search options.• Daily emails notifications listing the previous day’s work.• Trips – Approval Status allows you to select approved/standby/cancelled and add notes to

each trip.

Emergency Call Trips•Complete list of emergency trips.•Send multiple vehicles to one e-call.•Multiple sort, filter, and search options.•Track e-call entry times.•Notifications sent automatically to managers when thresholds are exceeded.•Auto send daily emails with previous day’s work.

Call Taking - Dispatch• Dispatch Intake form complete with Patient, Pickup and Drop-off information.• Capture billing info, nature, level of service, call type, priorities, and transport status.• Custom Comments/Alerts per patient.• Connected to GPS to give you real-time vehicle location information.• Added estimated time on trip creation.• Date of Birth on CAD intake form.• CAD-Call Taking – Added Medicare, Medicaid, Private Insurance to “Billing Tab,” added admitted date

to “Dispatch Tab.”• Schedule Reoccurring Trips.• CAD-Intake – Ability to create patients/facilities on the fly (Config ON/OFF).

Call Taking - Emergency Calls• Capture Caller, Incident, and Trip Information.• Elapse time counter with color coded visuals.• Notifications sent automatically to management when thresholds are exceeded.• Notifications sent to authorized personnel of previous day’s work.• City, State required.• Zip code not required.

Call Taking - TripViewer• Approve Status viewable by TripViewer users.• Add Patients and Facilities on the fly (Config On/Off).• PCS Questions to determine call type and medical necessity.

Patients• Manage your all your patients’ demographics from this page.• Linked to the “Call Taking” page.• Note: Patients can also be added manually on the Schedule a Trip page.• Reoccurring trips show on patients edit popup, dates are colored coded by status -- red

= cancelled, orange = standby, green = scheduled.

Facilities• Manage all of your facilities’ information from this page.• Linked to the “Call Taking” page.• Note: Facilities can also be added manually on the Schedule a Trip page.

Paging• Auto page call and/or trip information to crew members.

GPS GeoFences• Create custom GeoFences that match your actual coverage area, in addition to circles, squares and

rectangles.

• Notification/alerts when vehicles enter/leave Geofences.

• Notification/alerts when Geofence is below minimum vehicle thresholds (Post Planning).

GPS Regions• Create GeoRegions by combining GeoFences.• Create Minimum Vehicles per GeoRegion.

• Notification/alerts by color shading for visual display.

• Notification/alerts when Geofence is below minimum vehicle thresholds (Post Planning).

GPS Groups• Create Groups with descriptions• Associate colored icons per group

GPS Settings• Set up Un-Safe Speeds• Set up Caution Speeds• Set default search City and State

GPS History• View history of one vehicle or compare multiply vehicles, and show each route with a unique color

on the map.

TripViewer

• Custom TripViewer Login page with custom messages• Logisticare trigger on facility scheduled trip intake. If Medicaid number

present, an email is sent to “Email Config Value.“• Added IP Whitelist.• Facility Chat direct to a dispatcher (added Chat flash check for IE users).• Patients list now filtered by ordering facility (if only 1 facility, facility list is

hidden).• Patient edit page includes room number.• Room number now auto-populates on intake screen.

Internet Explorer Security SettingsMicrosoft Internet Explorer users must enable the “Display mixed content” setting within the Security tab in Internet Options. To enable this setting, follow these steps:

1. Launch Internet Explorer and click on the Tools or Gear icon found in the upper right hand corner.2. Click on the Internet Options from the drop-down menu.

Internet Explorer -- Security Settings

From the Internet Options pop-up, click on the security tab, then the Internet globe, and finally the Custom level button.

Internet Explorer – Security SettingsFrom the Security Setting – Internet Zone, use the scroll bar to find the “Display mixed content” section and make sure the radio button next to Enable is checked.

Once this button is checked, click Save.

TripViewer Grid

TripViewer is a visual display of your service provider’s availability.

To schedule transportation, left click on a white box next to the time you would like the patient picked up at your facility. Once you left click, you will be taken to the “schedule a trip” page.

Trip status updates in real-time and is color coded (see legend at bottom of Trip Viewer page).

Trips List•The Trip List page is a complete list of trips scheduled by your facility.•Filter by pick-up date, patient name and trip status.•Sort by run #, trip #, shift profile, patient, pick-up and drop-off date and location. •Real-time trip status is displayed on the right hand side of the page.

Schedule Trip•Schedule transportation for your patients in less than 60 seconds with real-time confirmation.•To begin, fill out the required information. •Add new patients/facilities on the fly.•Answer PCS questions to determine medical necessity and call type.•Schedule patient transports in the future.

PatientsManage all patients’ demographics from the Patients page.Note: Patients can also be added manually on the Schedule a Trip page.

FacilitiesManage all facility information from the Facilities page.Note: Facilities can also be added manually on the Schedule a Trip page.

ChatClick on the Chat feature to connect with the Service Provider.

The Chat feature allows for real-time communication with your ambulance service dispatch center.