Archive Patient Records

You can archive records for patients who no longer need to be tracked in your system. The system retains the record, but the patient no longer appears in your dashboards. Records can be archived one at a time or as a group (when all records are associated with an ended incident).

You cannot archive a patient who is associated with an active incident.

Use the Filters or Locate tabs to search for specific archived records.

In addition, EMTrack automatically archives patient records under the following circumstances:

  • Seven days after the end of an actual incident with which the client is associated.

  • Immediately (within 24 hours) after the end of an exercise, drill, or test incident with which the client is associated.

  • If the client or patient is not associated to any incidents, the record will be automatically archived after 90 days of inactivity.

To archive the record

  1. Search for the record, on the:

    1. Filters tab

    2. Locate tab

  2. In the search results, locate the record and on that row click the view icon . The Detailed Patient Information window opens.

  3. On the upper right, click More, point to Actions and in the list, click Archive. The Archive window opens.

  4. For Comment, enter the reason you are archiving the record.

  5. Click Archive.

  6. If you are done with the record, click Done. The Detailed Patient Information window closes.

After ending an incident, you can archive all patients associated with the incident. A window appears that indicates the number of records to be archived, and depending on the number, the process may take a few moments. As a result, you are asked to provide an email address if you want to be notified when the process is complete. However, you do not need to enter an email address if you do not want to be notified.

Mobile devices store client records when connectivity is lost and it is not possible to upload them immediately to your EMTrack system. Keep this in mind when you archive all client records for an incident. These stored records might be uploaded after you complete the archival process.

To archive all records for an ended incident

  1. Click the Incidents tab.

  2. On the upper left, click Showing and in the list, click Complete.

  3. Locate the incident and on that row, click the archive icon. The Archive all clients in Incident window opens.

  4. If you want to be notified when the archival process is done, enter your Email address.

  5. Click Archive.

Related Concepts

Patients