Patient Care Report
(1)A licensed ambulance service must complete an electronic PCR in each instance where patient contact is initiated. The PCR shall include the data elements identified in section (5) of this rule.
(a)A complete PCR shall be submitted to:
(A)OREMSIS within 24 hours of patient contact; and
(B)A hospital or facility receiving the patient within 24 hours of the patient being transported.
(b)Only one PCR is required per patient contact. The licensed ambulance service agency or the non-transporting EMS agency providing patient care shall complete the PCR.
(2)A non-transporting EMS agency that submits PCR data to OREMSIS must comply with OAR 333-250-0315 (Electronic Transfer and Access of Patient Encounter and Outcome Data) and section (1), subsection (5)(a), sections (7) through (9) and section (11) of this rule.
(3)At the time a patient is transferred to a hospital or a receiving facility, the licensed ambulance service shall ensure that personnel relay pertinent patient care information to the hospital or receiving facility staff prior to leaving the hospital or receiving facility. Pertinent patient care information may be shared orally or in paper form. The hospital or receiving facility may request additional information.
(4)A licensed ambulance service that has received a waiver from the Authority in accordance with OAR 333-250-0340 (Waiver or Variance from Standards) for electronic PCR reporting shall ensure that a complete, paper PCR is prepared by ambulance personnel and delivered to appropriate hospital staff at the time patient care is transferred. If the ambulance service is unable to complete the paper PCR at the time patient care is transferred, it shall ensure that personnel relay pertinent patient care information in accordance with section (3) of this rule.
(5)A licensed ambulance service must ensure that a PCR contains:
(a)Data points as defined in the National Highway Transportation Safety Administration NEMSIS data dictionary, using a version determined by the Authority; and
(b)For any patient meeting the criteria for trauma patient as defined in OAR 333-200-0010 (Definitions):
(A)The trauma band number; and
(B)Triage criteria as defined in OAR chapter 333, division 200, Exhibit 2.
(6)Notwithstanding the requirements in this rule, a completed PCR is not required when:
(a)There is a disaster or a multiple patient incident consisting of more than five patients or the number of patients prescribed in the county’s ASA plan, and which results in a single ambulance transporting two stretcher patients at the same time or when an ambulance is required to make more than one trip to and from the incident site.
(b)In the situation described in subsection (6)(a) of this rule, the following information is acceptable patient care documentation as allowed by the triage tag used by the licensed ambulance service:
(A)The trauma system identification bracelet number or other identifier if not a trauma;
(B)A record of the times and results of vital signs and list of injuries; and
(C)A record of the times and types of treatment given.
(c)Every reasonable attempt must be made by the ambulance personnel or ambulance based clinicians to complete an approved PCR for each patient at the conclusion of the incident. The following minimum information is required:
(A)The time the crew assumed care;
(B)The time the patient was dropped off at the hospital; and
(C)The triage tag number or other identifier.
(7)The licensed ambulance service is responsible for:
(a)Storing PCRs in a secure manner, with limited access to the PCRs by office and ambulance personnel;
(b)Organizing the PCRs in a manner that will allow an authorized ambulance service representative to locate a PCR within a reasonable amount of time, given a patient’s name and the date and time of the ambulance call;
(c)Establishing a procedure for releasing a PCR;
(d)Protecting the confidentiality of patient information including during quality improvement sessions by limiting access to the PCR. All persons having access to PCRs must sign a confidentiality statement; and
(e)Establishing a procedure for the method and verification of the destruction of a PCR which includes at a minimum:
(A)A medical record or report about a patient may not be destroyed for 10 years after the record or report is made, or longer if so required by law or regulation unless the patient is notified; and
(B)In the case of a minor patient, a medical record or report may not be destroyed until the patient attains the age of majority plus three years or for 10 years after the record or report is made, whichever is later, unless the parent or guardian of the minor patient is notified.
(8)In accordance with paragraph (7)(e)(B), the notification of a minor patient or the parent or guardian of the minor patient of the potential destruction of a prehospital care report must:
(a)Be made by first class mail to the last known address of the patient;
(b)Include the date on which the record of the patient shall be destroyed; and
(c)Include a statement that the record or synopsis of the record, if wanted, must be retrieved at a designated location within 30 days of the proposed date of destruction.
(9)A PCR is considered protected health information and may only be used or disclosed in accordance with state and federal privacy regulations.
(10)A PCR must be made available for review and duplication when requested by the Authority as authorized by ORS 41.675 (Inadmissibility of certain data provided to peer review body of health care providers and health care groups) and 41.685 (Inadmissibility of certain data relating to emergency medical services system).
(11)In accordance with policies adopted by the Authority, PCR data may be made available upon approval by the Authority for the purposes of:
(c)Public health activities; or
(d)Research, if an institutional review board has approved the research in accordance with 45 CFR 46.
(12)The Authority will provide information and technical assistance to licensed ambulance service agencies in reporting patient encounter data and interoperability.
(13)A licensed ambulance service as of January 1, 2018, shall comply with the electronic patient care reporting requirements prescribed in section (1) of this rule or request a waiver no later than January 1, 2019.
Rule 333-250-0310 — Patient Care Report,