EMS Data Reporting System

The Vendor is required to provide emergency medical services (EMS) data reporting system to track, process, and store all data related to department statutory responsibilities.
- Contractor requirements
• System that contains an internet-based, software-as-a-service (SaaS) EMS information system, which collects data on each electronic patient care record (EPCR) made within the state using the latest national EMS information system (NEMSIS) standard utilized by the bureau.
• Submitted in one of two ways: a) through a web-based data entry tool; or b) through a file import process.
• Capability for the evaluation of EMS patient care, system performance, and monitoring of EMS core performance measures as determined by the bureau.
• This system must have dynamic reporting capability, which must be available to EMS administrators.
• Perform the initial system setup to include agency setup, agency rosters, personnel records, facilities, geographical information using federal information processing standards (FIPS) codes for states, and variable tables using variables approved and supplied in Microsoft excel format by the state or the state’s current vendor.
• Host system hardware, software, and securely store all data, including meeting federal HIPAA security standards for protected health information (phi).
• Access to the (NEMSIS) data dictionary and use the most current version throughout the contract period.
• Provide a data analytics and situational awareness platform capable of ingesting, processing, and visualizing statewide EMS data and other relevant public health or emergency response datasets.
• Biospatial® or an equivalent system that meets or exceeds the following capabilities:
o Real‑time EMS data analytics: ability to ingest near–real time EMS patient care reports (PCRS) and provide rapid analytics, alerting, and anomaly detection.
o Syndromic surveillance and trend detection: tools to identify emerging patterns, clusters, outbreaks and anomalies relevant to public health and emergency response.
o Geospatial visualization: interactive, map‑based dashboards showing incident locations, density, temporal trends, and configurable overlays.
o Interoperability: integration with state ems databases (e.g., NEMSIS-compliant), hospital data sources, and other emergency preparedness systems.
o Role‑based access and security: support for secure, auditable access appropriate for state agencies and healthcare partners, compliant with HIPAA and applicable state data security requirements.
o Automated reporting and custom alerts: configurable notifications and email/SMS alerts for predefined triggers or data thresholds.
- Emergency medical services electronic data reporting system electronic patient care reporting system requirements
• Disaster recovery site for the contractor’s production environment.
• 24/7/365 days per year support and maintenance plan for host system maintenance and support service, upgrades, consultation, training and technical support to include but is not limited to the ability to reset passwords, assist in issues inputting run sheets, and for emergency system help and instruction.
• The following items with the system:
o System user manuals.
o System administrator manuals
• Basic reporting system free of charge for agencies choosing to enter state minimum required data.
• This system is not required to link to outside systems for ancillary services (such as billing), must be searchable, and include all required NEMSIS and state custom elements.