Operations
This page contains information on EMS operations including System approved abbreviations, sharps and medication info, ambulance inspections, patient care reporting, and commonly used operations FORMS with links to the IDPH website.
SYSTEM APPROVED LIST OF ABBREVIATIONS:
Per the request of our EMS Personnel, we have a list of System approved ABBREVIATIONS. Please feel free to view or print for training.
PATIENT MEDICATION DROP-OFF:
Fire Departments should not accept unused/unwanted medications for disposal, but instead direct families to the following websites to locate appropriate facilities that will take unwanted prescriptions.
https://www.deadiversion.usdoj.gov/drug_disposal/takeback/index.html Then click on the link “Find a collection site near you” they can type in their zip code and find a nearby location that accepts medications. Some local pharmacies and police stations take unused medications but call first to ask if they do and how.
I have included here another web site with information on where people can drop-off medication and other medicated products except DEA listed narcotics. http://www.willcountygreen.com/greenguide/pharm.aspx
Pharmacies recommend disposing of DEA narcotics by emptying capsules or disposing of tablets and liquids into damp kitty litter or coffee grounds, then discarding in the trash, if you are unable to find a drop-off location.
PATIENT SHARPS/NEEDLE DISPOSAL:
Please direct families looking to drop off “sharps” (used needles) to a nearby Walgreens for a sharps disposal kit or visit https://safeneedledisposal.org/states/illinois/. Local hospitals will not take outside sharps for return/waste.
DESIGNATED INFECTION CONTROL OFFICER: Infection Control Emerging Concepts Inc. offers online Designated Infection Control Officer classes.
PATIENT CARE REPORTING:
All SCEMSS agencies are required to be fully electronic in their data collection and submission. PCRs are required by law to be left at the receiving facility on every EMS run.
SILVER CROSS HOSPITAL PCR PRINTING:
Silver Cross Hospital EMS System requires that PCRs (patient care reports) be left with the receiving hospital. Agencies may review the contact us page for the Silver Cross PCR fax number and/or email. For PCR print information at other hospitals, please contact them direct.
IDPH NEMSIS COMPLIANCE:
Agencies, it is up to you to ensure your software vendors are compliant with the State’s current NEMSIS data set. Visit the IDPH website for current information.
ZOLL SOFTWARE USERS:
Agencies using Zoll have an established user group with Will County 9-1-1, and meet regularly. The Will County 9-1-1 user group and its entities shall ensure all runs are submitted to the State.
IMAGE TREND SOFTWARE USERS:
Agencies using Image Trend have a user group and meet regularly. Image Trend and its users shall ensure all runs are submitted to the State.
OTHER SOFTWARE USERS:
Agencies using ESO, MEDZ, and other software vendors shall ensure NEMSIS compliance and that all runs are submitted to the State.
VEHICLE INSPECTIONS:
IDPH performs in-person inspections for all new vehicles and vehicles returning to service after lengthy out-of-service periods. Agencies are required to notify the System Operations Coordinator of all inspection dates prior to the inspection in case the State inspectors fail to make notification to the System.
IDPH INSPECTION FORMS AND FEE PAYMENT WEBSITE
ANNUAL TRANSPORT INSPECTIONS: IDPH inspectors typically contact Agency Coordinators direct to schedule annual transport vehicle inspections about 2 months prior to the annual license expiration date. If you have not heard anything 3 weeks prior to your vehicle license expiration, send an email to the System’s Operations Coordinator requesting assistance. Once the inspection is scheduled, it’s required that the Agency EMS Coordinator send an email to the Operations Coordinator with the inspection date and time prior to the inspection. The System will try to attend inspections as schedules allow. PLEASE REMEMBER TO PAY YOUR TRANSPORT AMBULANCE RENEWAL FEES PRIOR TO THE INSPECTION WHEN POSSIBLE using the IDPH PAY VEHICLE FEE(s) link. Enter your 4-digit provider number then click enter. A list of vehicles in need of payment will present. If you need your agency PIN or if something looks incorrect, contact the System Operations Coordinator. Pay your vehicle renewal fees early so that your licenses will renew and print once the inspectors enter your inspections into the IDPH database. Pay online at the IDPH WEBSITE. Type your 4-digit provider number then hit enter. A list of vehicles due for payment will present. If you need your PIN, contact the System Operations Coordinator.
ANNUAL NON-TRANSPORT INSPECTIONS: IDPH typically allows agencies to self-inspect their own non-transport vehicles for annual renewals. ALL NEW VEHICLES MUST BE INSPECTED BY A STATE INSPECTOR REGARDLESS OF TRANSPORT OR NON-TRANSPORT. All Silver Cross non-transport vehicles expire July 31st every year. You will need to use the IDPH Non-Transport Self Inspection form directly from the IDPH website link below. Fill out/type in all information into the PDF fillable document prior to printing. Do not leave any fields blank as all info is required. IDPH does not allow handwritten forms and only forms from their website will be accepted. Make sure your NT number is correct by looking at your actual printed license. Your non-transport provider number is your 4-digit transport license number with the letters NT after it (example 7123NT). Sign only in the space that states “Pre-Hospital Care Provider/Owner or Representative”. Please DO NOT sign on the “EMS System Coordinator” line. Send completed forms to the System BEFORE July 1st to allow time for processing.
NEW VEHICLE INSPECTIONS: When putting a new vehicle into service remember to allow enough notice for scheduling the inspection prior to the new rig’s arrival. Fill out the PDF fillable Sys-Mod Form (from above IDPH website), taking the old vehicle OOS (if applicable) and adding the new vehicle. Do not leave any of the drop-downs blank as all info is required. If you are ever unsure which drop-down is appropriate, list OTHER than type into the notes section. IDPH does not allow handwritten forms and only forms from their website will be accepted. Email the completed Sys-Mod to the Operations Coordinator once the vehicle is ready for inspection. The System will sign and forward the form to IDPH for processing. Prior to IDPH coming out, print the appropriate Inspection form from the IDPH website above (to ensure the most recent form is used for reference). PRE-INSPECT YOUR VEHICLE to ensure all required equipment (including MERCI) is present and operational.
VERY IMPORTANT INFORMATION REGARDING IDPH FORMS:
The IDPH EMS WEBSITE is the ONLY location where IDPH forms shall be printed. Using saved/stored forms from anywhere else may cause processing delays. Visit the IDPH website to find commonly used forms for Inspections, Vehicle changes “Sys-Mod” forms, EMS Personnel Renewal Notices and Vehicle Licensing forms. IDPH updates these forms without notice and will not accept old/outdated forms.
Most forms used in daily EMS operations are located on the POLICY PAGE, however some of the more frequently used/requested forms may be found below:
PRINT THESE IDPH FORMS DIRECTLY AND ONLY FROM THE IDPH WEBSITE THEN SCROLL DOWN TO THE DESIRED FORM.
REFRESH YOUR BROWSER TO ENSURE YOU HAVE THE MOST CURRENT FORM.
If you have trouble printing the form, try downloading it first.
Some browsers hold onto prior data links which may cause you to pull an old form. IDPH will NOT accept outdated forms.
Here is a list of some of the most commonly accessed forms:
IDPH Ambulance Inspection Form
IDPH Non-transport Vehicle Inspection Form
IDPH EMS System Plan Modification Form AKA: “Sys-Mod”
IDPH Equipment/Vehicle Waiver Request Form
IDPH Special Events Request Application
SCROLL DOWN TO “EMS Testing & Education” for this form:
IDPH TRAINING PROGRAM APPLICATION (a.k.a. Site Code App)
Send completed Site Code Apps to both the System Manager and Operations Coordinator.
All other forms above should be sent to the Operations Coordinator.
COMMONLY ACCESSED SYSTEM POLICIES LINKED TO POLICY PAGE:
Ambulance Requirements Policy 300-39 Revised 12/16/22
BLS Required Equipment Policy 300-04 Revised 9/15/22
ALS Required Equipment Policy 300-06 Revised 9/15/22
Non-Transport Policy 300-09 Revised 02/03/23
Pharmacy Policy 300-37 Revised 01/09/24
CURRENT Pharmacy Order Form REVISED 12/29/2022 PLEASE DO NOT alter this pharmacy form and only email one form per email.
NEW Monthly Controlled Substance Inventory Log Revised 1/4/23
PYXIS Policy & Instructions 300-69
DNR/POLST Policy 300-50 Revised 12/2/2022 and link to Illinois Instructions and DNR/POLST FORM
IDPH POLST TRAINING FOR EMS
Multiple Patient Refusal/Release Policy 300-65
Refusal Policy 300-55 with Release Form
Out-of-Service Reporting Form Policy 300-13 Revised 01/04/24
Link to Illinois ADULT petition:
http://www.dhs.state.il.us/onenetlibrary/12/documents/Forms/IL462-2005.pdf
Link to Illinois MINOR petition:
http://www.dhs.state.il.us/onenetlibrary/12/documents/Forms/IL462-2206m.pdf
Contact mzanelli@silvercross.org Operations Coordinator for questions regarding SCEMSS Operations not answered here.
