Tenn. Comp. R. & Regs. 1200-12-01-.15 - AMBULANCE SERVICE RECORDS
Each ambulance service and invalid vehicle operator, licensed
or permitted by the Tennessee
(1) Each ambulance
service shall maintain the following records and provide information to the
Division office at the request of any authorized representative of the Division
relative to ambulance service personnel, including, but not limited to the
following:
(a) Records indicating the
individual's driver's license type and number, emergency medical technician
license number, training or expiration date of CPR courses, the date of the
individual's last physical examination, and the status of the individual's EMS
telecommunication training, defensive driving courses, emergency vehicle
operation courses, and other in-service training.
(b) Time cards, time sheets, call rosters, or
shift schedules accurately indicating the availability of ambulance service
personnel and the crews assigned on each date for each staffed ambulance within
a specified county or jurisdiction.
(2) Dispatch and Run Records shall be
provided for every call to which an ambulance responds or when a patient is
evaluated, treated, or transported; including information in accordance with
the following requirements:
(a) A dispatch
log shall be maintained to record the assignment of all units, including the
date, the time the call is received, time and unit dispatched, time of arrival
on scene, time of arrival at the destination, and time available for return to
service. The dispatch log will specify responding or attending personnel by
name and level of licensure, and cross-reference any ambulance run report
number. Calls will be logged to reflect immediate emergency or non-emergency
response or scheduled transfers. Compliance may be demonstrated by a single
log, or such combination of records that can confirm the required information.
Ambulance dispatch logs will be retained for a period of at least ten (10)
years.
(b) Ambulance service run
reports shall be filed with the Division of Emergency Medical Services to
include all information in required data fields and such other information as
may be detailed in the Board approved prehospital care data set. This
information shall be transmitted in an approved format using Tennessee subset
schema definitions (XSD) in Extensible Markup Language (XML) in compliance with
information systems procedures adopted by the State of Tennessee. Each service
shall submit reports, either web based or via compiled form, to the Division of
Emergency Medical Services within sixty (60) days. Notices shall be sent to the
service within fifteen (15) days for non-compliance or citing deficiencies in
the reported data elements or required information.
(c) For each patient transported to a
hospital emergency department or transferred between medical facilities,
emergency medical services personnel shall submit a report to the emergency
department or hospital personnel in a written or electronic format or method
approved by the Division or the Board . This report shall provide brief
information identifying the patient by name (if known), age, and gender; the
location from which the patient was transported; the approximate times of the
medical incident, initiation of transport, and arrival at the hospital; the
chief complaint or description of the illness or injuries, with appropriate
notation of vital signs and patient condition; and shall describe the care and
treatment provided at the scene or during transport. This report shall identify
the name(s) and professional license level of the attending personnel ,
ambulance unit, and ambulance service. The receiving facility should receive
any records or copies of physicians' orders for scope of treatment (POST) that
may accompany the patient. Should circumstances or other emergencies preclude
the submission of the report at the time of arrival at the emergency
department, the report shall be submitted in not less than twenty-four hours
from time of transport. If circumstances or other emergencies preclude the
submission of the report at the time of arrival at the emergency department,
the attending personnel must give a verbal report of above information to
receiving personnel at health care facility with that individual signing for
receipt of verbal report before attending personnel leave the health care
facility. This report, while classified as confidential, shall be deemed as an
essential element for continuity of care.
(d) Each licensed service shall file a
written report with the Division within five (5) business days from the
discovery by the service of any incident that results in serious injury to a
patient that could not reasonably be expected as a result of the patient's
condition. A serious injury is one that results in exacerbation, complication
or other deterioration of a patient's condition. Such reportable incidents
include, but are not limited to, the following:
1. Medication errors resulting in serious
injury;
2. The failure to provide
treatment in accordance with the service treatment protocols resulting in
serious injury; or
3. A major
medical or communications device failure or other equipment failure or user
error resulting in serious injury or delay in response or treatment.
(3) Vehicle and
Equipment Records - Records regarding the acquisition and maintenance of all
vehicles and equipment shall be retained by each service, which shall include
the following:
(a) Registration and title
certificates or notarized copies of such documents for each vehicle.
(b) Maintenance records shall be maintained
on each vehicle, detailing all mechanical work.
(c) Copies of orders, invoices or other
documents asserting title or ownership of medical equipment , including
contracts or agreements pertaining to state-issued equipment consigned to the
service.
(4) Ambulance
equipment inventory - An ambulance equipment inventory shall be recorded not
less than every three (3) days for each vehicle reflecting an accurate status
of patient care equipment , safety devices, and supplies. Each service shall
adopt forms or procedures appropriate to this purpose which shall be available
for inspection reflecting status of a period of at least three (3)
months.
(5) Each ambulance service
shall maintain a file of FCC-related records in accordance with 47 C.F.R., Part
90.443. Such records shall include that of any transmitter maintenance, base or
mobile, which affects frequency, modulation or power output tolerance of the
transmitter, and those periodic reports of inspection of antenna support
structures which are required to be illuminated.
(6) All records detailed herein shall be made
available when requested for inspection by a duly authorized representative of
the department.
Notes
Authority: T.C.A. §§ 4-5-202, 4-5-203, 4-5-204, 68-140-502, 68-140-304, 68-140-306, 68-140-307, 68-140-504, 68-140-505, 68-140-507, 68-140-508, 68-140-509, and 68-140-519.
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