Operations

This page contains information on EMS operations including commonly used Forms and contact information for our IDPH Regional EMS Coordinator.

SYSTEM APPROVED LIST OF ABBREVIATIONS:
Per the request of our EMS Personnel, we have a list of System approved ABBREVIATIONS. Please feel free to view or print for training.

PATIENT MEDICATION DROP-OFF:
Fire Departments should not accept unused/unwanted medications for disposal, but instead direct families to the following websites to locate appropriate facilities that will take unwanted prescriptions.
https://www.deadiversion.usdoj.gov/drug_disposal/takeback/index.html Then click on the link “Find a collection site near you ” they can type in their zip code and find a nearby location that accepts medications. Some local pharmacies and police stations take unused medications, but call first to ask if they do and how.
I have included here another web site with information on where people can drop-off medication and other medicated products except DEA listed narcotics. http://www.willcountygreen.com/greenguide/pharm.aspx
Pharmacies recommend to dispose of DEA narcotics by emptying capsules or disposing of tablets and liquids into damp kitty litter or coffee grounds, then discarding in the trash, if you are unable to find a drop-off location.

PATIENT SHARPS/NEEDLE DISPOSAL:
Please direct families looking to drop off “sharps” (used needles) to a nearby Walgreens for a sharps disposal kit or perhaps visit www.sharpsdisposal.com (or other sharps disposal site of their choice) for a medical waste return kit. Local hospitals will not take outside sharps for return/waste.

PATIENT CARE REPORTING:
SCEMSS transitioned to only electronic data collection 12/31/15. All SCEMSS agencies are now required to be fully electronic in their data collection and submission.

Agencies, it is up to you to ensure your software vendors are compliant with the State’s current data set, which is currently NEMSIS 3.  
http://www.emsdata-2.com/ILNEMSIS/index.htm  /  http://www.nemsis.org/v3/resources.html

KEY-DATA WEB SOFTWARE USERS:
Anyone using the IDPH created web based system called KeyData Web will receive software updates directly from IDPH. This software is free to users. KeyData Web does NOT have the same capabilities as a third party software vendor such as Zoll, ESO, or ImageTrend for QA purposes, but is the free alternative for electronic data collection compliance. All KeyData Web users shall ensure all runs are submitted to the State.
KeyData Web Administrator Manual
KeyData Web User Manual
KeyData Web Start-Up Instructions

ZOLL SOFTWARE USERS:
Agencies using Zoll are NEMSIS 3 compliant, have an established user group with Will County 9-1-1, and meet regularly. The Will County 9-1-1 user group and its entities shall ensure all runs are submitted to the State.

FIREHOUSE SOFTWARE USERS:
Agencies using ESO/Firehouse shall ensure NEMSIS 3 compliance including all runs are submitted to the State.

IMAGE TREND AND OTHER SOFTWARE USERS:
Agencies using Image Trend shall ensure NEMSIS 3 compliance including all runs are submitted to the State.

INSPECTIONS:
NOTE: Agencies are required to notify the System Operations Coordinator of all inspection dates prior to the inspection in case the State inspectors fail to make notification to the System. 

Click here for the IDPH INSPECTION FORMS AND FEE PAYMENT WEBSITE.

ANNUAL TRANSPORT INSPECTIONS: IDPH inspectors typically contact Agency Coordinators direct to schedule annual transport vehicle inspections 2-3 months prior to the annual license expiration date. If you have not heard anything 3 weeks prior to your vehicle license expiration send an email to the System’s Operations Coordinator requesting assistance. Once the inspection is scheduled, it’s required that the Agency EMS Coordinator send an email to the Operations Coordinator with the inspection date and time prior to the inspection.

ANNUAL NON-TRANSPORT INSPECTIONS: IDPH typically allows agencies to self-inspect their own non-transport vehicles vehicles for annual renewals. ALL NEW VEHICLES MUST BE INSPECTED BY A STATE INSPECTOR REGARDLESS OF TRANSPORT OR NON-TRANSPORT. All Silver Cross non-transport vehicles expire July 31st every year. You will need to use the IDPH Non-Transport Self Inspection form directly from the IDPH website link below. Fill out/type in all information into the PDF fillable document prior to printing. Do not leave any fields blank as all info is required. IDPH does not allow hand written forms and only forms from their website will be accepted. Make sure your NT number is correct by looking at your actual license that was printed the year prior. The number is your transport license number with the letters NT after it (example 7123NT). Sign only in the space that states “Pre-Hospital Care Provider/Owner or Representative”. Please DO NOT sign on the “EMS System Coordinator” line. Send completed forms to the System BEFORE July 1st. The System has to have time to review and approve these and submit to IDPH for processing prior to the license expiring.

NEW VEHICLE INSPECTIONS: When putting a new vehicle into service remember to allow enough notice for scheduling the inspection prior to the new rig’s arrival. Fill out the PDF fillable Sys-Mod Form (from above IDPH website), taking the old vehicle OOS (if applicable) and adding the new vehicle. Do not leave any of the drop-downs blank as all info is required. IDPH does not allow hand written forms and only forms from their website will be accepted. Email the completed Sys-Mod to the Operations Coordinator with the assumed date the vehicle will be ready for inspection. The System will sign and forward the form to IDPH with the ready dates you list.  Prior to IDPH coming out, print the appropriate Inspection form from the IDPH website above (to ensure the most recent form is used for reference) and pre-inspect your vehicle to make sure it is ready. Review the System policies below to ensure all System required equipment is present as well.

Pay your vehicle renewal fees early so once the inspections are logged in the IDPH database your licenses will renew and print. You may pay your vehicle renewal fees online at the IDPH WEBSITE.

ROUTINE SYSTEM OPERATIONS:
The Operations Coordinator handles the daily routine operations in the System such as ambulance inspections, supplies, pyxis, system entry, licensure, events, website maintenance, and data collection.

VERY IMPORTANT INFO REGARDING IDPH FORMS:
The IDPH EMS WEBSITE is the ONLY location where IDPH forms will be printed. Using saved/stored forms from anywhere else will cause delays. Visit the website to find commonly used forms for Inspections, Vehicle changes “Sys-Mod” forms, EMS Personnel Renewal Notices and Vehicle Licensing forms. IDPH updates these forms without notice and will not accept old/outdated forms.

Most forms used in daily EMS operations are located on the POLICY PAGE, however some of the more frequently requested forms may be found below:

PRINT THESE IDPH FORMS FROM THE IDPH WEBSITE:
http://dph.illinois.gov/topics-services/emergency-preparedness-response/ems/prov-vehLic 
SCROLL DOWN TO THE DESIRED FORM:
IDPH Ambulance Inspection Form
IDPH Non-transport Vehicle Inspection Form
IDPH EMS System Plan Modification Form Commonly referred to as “Sys-Mod”
IDPH Equipment/Vehicle Waiver Request Form
IDPH Special Events Request Application
SCROLL DOWN TO “EMS Testing & Education” for this form:
IDPH SITE CODE APPLICATION FORM

COMMONLY ACCESSED SYSTEM POLICIES LINKED TO POLICY PAGE:
Ambulance Requirements Policy 300-39
BLS Required Equipment Policy 300-4
ALS Required Equipment Policy 300-6
Non-Transport Policy 300-9
Medication Policy 300-37
NEW Pharmacy Order Form REVISED AUGUST 14, 2018
Monthly Controlled Substance Inventory Log
PYXIS Policy & Instructions Policy 300-69
DNR/POLST Policy 300-50 Link to Instructions and DNR/POLST FORM
Multiple Patient Refusal/Release Policy 300-65
Refusal Policy 300-55 with Release Form
Out-of-Service Ambulance Form Policy 300-13
Link to Illinois ADULT petition:
http://www.dhs.state.il.us/onenetlibrary/12/documents/Forms/IL462-2005.pdf
Link to Illinois MINOR petition:
http://www.dhs.state.il.us/onenetlibrary/12/documents/Forms/IL462-2206m.pdf

Contact mzanelli@silvercross.org Operations Coordinator for questions regarding SCEMSS Operations.