Key Concepts

A dashboard is comprised of groupings of data, called gadgets.

There are five types of gadgets to choose from: Incidents - Region, Incidents - Division, Client List, Client Summary, and Regional Client Summary. Each type is designed to communicate specific information.

Search features allow you to find and display information that accommodates diverse roles—from incident commanders to hospital users to EMS administrators. Use these search filters in a client list or a client summary gadget. When you build a dashboard, or as a regional administrator, you build dashboards for other users, keep in mind the information each role needs to see.

The Filters tab includes powerful search criteria that allow you to pinpoint the clients and details you need.

You can perform a one-time search to locate patient and client records. You can also save a search, making it a reusable filter. Filters are the building blocks for creating gadgets to use in designing and building your dashboards.

The filters you can use are available to you from the Filters tab, including the filters you created (personal), your division owns, and administrators shared with you. You can apply shared filters to gadgets in your dashboard, but you cannot edit them.

The Patient tab allows you to add patients, clients, and evacuees as records in your EMTrack solution. Depending on your region, as well as your particular role and rights, you should have access to default and/or custom forms that allow you to add and edit patient records.

Patient status is determined by a number of factors, including their location, transportation situation, and more.

Patient-related statuses are:

• Record: active, archived, or deleted

• Tracking

• Location: current location or transportation status

There are also patient transfer statuses, used in combination with the tracking status to determine their current situation: Acknowledge, Holding for Destination, and Holding for Transportation.

Forms are sets of questions that guide users through collecting and entering data to create records in EMTrack. There are several standard forms, including MCI Triage, Add Evacuee, Add Daily Patient, Vaccination, STEMI Assessment, Stroke Assessment - CPSS, Stroke Assessment - LAMS, Trauma Assessment, and Sepsis Assessment that are ready to use. However, these forms can also be copied and used as templates to create new forms or you can create completely new forms.

Administrators can upload patient data in bulk using a Microsoft Excel^® or comma-separated values (CSV) file on the Import tab. This feature is useful in situations such as hospital evacuations, medical surge events, loading patients for an exercise, and processing patients that are inbound from regions that do not use EMTrack.

Within EMTrack, "Incidents" refers to both planned and unplanned events. Planned events include exercises, drills, and scheduled gatherings, such as sporting events and concerts. Meanwhile, unplanned incidents include mass casualty incidents (MCIs), hospital evacuations, and severe weather.

You can find information about incidents in the following areas of EMTrack: Dashboards, Summary information, and Details.

Labels can be used to categorize patients in numerous ways, but in general, they are meant to help you classify and locate specific types of patients.

When available, labels can be assigned when adding or editing patients. Labels can then be used to filter patients on dashboard gadgets or searches. Labels are managed by administrators.

Providers are the organizations, networks, and/or agencies that provide care for a patient. Providers are categorized as provider facilities or mobile providers.

A provider facility is a standing facility, which can be a hospital, long-term care facility, or shelter. Provider facilities can be entered to help direct the delivery of patients to the most appropriate and available care.

A mobile provider is a transporting agency, such as EMS organizations and fire departments. Authorized administrators can create and manage transport units. Administrators have access to this feature as follows:

• Regional Administrators can manage all mobile providers and units in their region.

• Division Administrators in emergency management can manage units for their mobile providers.

• Division Administrators in provider facilities cannot manage mobile providers or their units.

The administration page shows each existing provider's name and provides access to editing and deleting features.

You can use preferred providers lists to filter specific menus so the listed providers appear at the top of the menu. This makes it easier to find relevant provider facilities or mobile providers in those menus. You can create personal lists for yourself, or admins can create admin lists that affect other people in the region or division.

The terms "location," "site," and "sublocation" refer to specific EMTrack elements.

In EMTrack, "location" generally refers to the region or to a division, such as a provider facility or mobile provider. Every user is granted access to at least one location. Some users and administrators may be able to access multiple locations in their region in order to view client and incident information related to each provider.

The term "location" can also refer to an incident site, which is a specific location at the scene of an incident or that is associated with the incident. For example, a client can be transported to the triage or treatment site of a particular incident.

You can also add sublocations to both provider facilities and incident sites. Sublocations are designed to improve tracking so you can pinpoint patients’ exact locations. This is especially useful when patients, clients, and evacuees are located within a large facility or incident site.

Your region may have set up one or more Summary Views. These settings aid you in report generation. Your region may also use these in conjunction with interfaces with external entities.

These views summarize patient information by incident, provider facilities, mobile providers, and division labels. Individual incidents, providers, and labels occupy rows in their respective tables.

Regional Administrators can manage their region's Data Elements (or fields and values) in EMTrack. Modifying these elements not only changes the values as they appear within EMTrack Web, but also the values that are available on EMTrack Lite for Windows and EMTrack Mobile.

The controls that appear in the data element configuration page depend on the type of field/data element you are viewing. On each configuration page, you may be able to add, edit, or delete values that appear in that field/element and change the order of values.