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Certificate Tracking

AngelTrack can track all of the certificates (e.g. licenses, inspections, tags, annual fees) that your organization is legally required to maintain. Crew members, vehicles, and stations can each have a list of certificates, and AngelTrack will remind you when any certificates are nearing expiration or expired.

AngelTrack also tracks crew members' immunizations, but in a separate system.

Built-in and Custom Certificate Types

Visit the Certificate Types List to view the certificate types currently defined, and to define your own. Each certificate type can apply to crew members, to vehicles, to stations, or to all three.

You should define new certificate types to represent all of the city and state licenses, inspections, and tests that are required of your tests that your crews, vehicles, and stations... but before you do, check to make sure that a relevant certificate name is not already defined. AngelTrack has built-in certificate names that represent most state and national requirements already; you will probably need to define additional certificate names only for city requirements.

Of the certificate types already defined, you can deactivate them if you no longer wish to keep track of them. The records of a deactivated certificate type are still maintained inside AngelTrack in case you wish to reactivate or review them later; data is never actually deleted from AngelTrack, it is merely hidden.

The "City Sticker" certificate class

Each certificate type has a class: normal or city sticker.

Both classes are treated equally by AngelTrack's various certificate tracking and reporting features. City stickers are used to help dispatchers remember which vehicles are stickered for pickups in which cities. This is discussed in detail below, in the section on Vehicle Certificates.

When creating a city sticker class certificate, the name must match the city's name exactly. Upper/lower case does not matter, but spaces and dashes do. Do not prepend the phrase "City of" to the certificate name, unless that is actually the city's legal name -- as in "City of Industry".

To learn how city stickers are used to aid the dispatchers, see the "Vehicle Certificates" section below.

Crew Member Certificates

Every employee also has a report, in their Employee Self-Edit page as well as the Employee HR Edit page, showing their certificates registered and how long each one has until expiration. And likewise there is a tab on the same page for registering more. The Crew Certificates Expiring report shows -- for all employees -- which certificates are expired or nearly so.

In order to guarantee that all dispatch assignments are fully compliant with applicable law, AngelTrack requires that all ALS/BLS crew members input their ALS/BLS certificates before a dispatcher can assign an ALS/BLS call to them. It is also a good idea to require employees to also register their state driver's license, and all special certifications like ACLS, PALS, AED, HIPAA, and so forth. That way, AngelTrack can ensure that nobody overlooks an expiration date.

When an employee has certificates nearing expiration or expired, he or she will be prompted by a bright yellow warning on the Crew Home page, which can be clicked to show their certificate status.

Editing certificates already on file

Crew members can input their own certificates but are not permitted to edit them afterward; HR or a supervisor must do that for them. This restriction prevents crews from unwittingly changing the expiration date on an older certificate rather than inputting a new one, thereby causing a loss of certificate history.

If you train your crews to carefully honor this aspect of HR bookkeeping, then you can enable the AngelTrack preference setting to allow crews to self-edit their own certificates.

Custom certificate types

You can create any number of custom certificate types to capture all of the licensing, training, and testing requirements of your region. AngelTrack's expiration-tracking features and reports treat your custom certificate types just like the built-in certificate types.

However, your custom crew certificate types are not checked by AngelTrack's dispatch and PCR systems. The dispatch and PCR systems check only the following built-in crew certificate types:

Therefore all other enforcement of crew certificates must be performed by your supervisors and HR, using AngelTrack's certificate reports.

CPR card requirements

AngelTrack automatically enforces the requirement for BLS/ALS crew members to have active CPR certificates; if they do not have them, then a dispatcher cannot assign a BLS/ALS call to their shift (though this safety barrier can be overridden when necessary). Wheelchair drivers, by contrast, normally do not require a CPR certificate.

If the laws in your state differ, such that you wish to cease requiring BLS/ALS crews to have CPR certificates, or you wish to begin requiring wheelchair drivers to have them, visit "Preferences" under the Settings page and adjust the "CPR certificates" settings meet your needs.

Wheelchair van certificates

Most states do not yet issue licenses for wheelchair transport drivers. However, AngelTrack has a built-in "Wheelchair transport" certificate name, representing the training, testing, and signoff process that your wheelchair drivers must achieve before handling patients. AngelTrack does not allow a wheelchair transport call to be assigned to a shift unless at least one of its crew members possesses a "Wheelchair transport" certificate (or a higher EMS patch).

This safety barrier can be overridden by the dispatcher when necessary... but best practice is to take advantage of AngelTrack's system. Use it to keep track of which employees have been trained in proper use of lifts, straps, manual lift operation, and so forth. Once they've demonstrated proficiency, add the "Wheelchair transport" certificate to their employee account in AngelTrack. Set an expiration date of two years (or so) in order to be reminded when it's time for refresher training.

In AngelTrack, a higher patch (EMT-B, EMT-I, EMT-P, etc.) qualifies as a wheelchair transport certificate, since that is how the law is usually written in those states with wheelchair transport licensing. The law in your state may vary.

Gurney van certificates

If your AngelTrack preferences are configured to show that you offer gurney van service (i.e. non-medical transport), then you can enable the corresponding certificate type in order to track who is checked-off to run a gurney transport. It works just like wheelchair van certificates.

To learn more about using AngelTrack for gurney transport, read the gurney service guide.

Intermediate EMTs

For the sake of crew service level calculations, ALS - AEMT (2215009) is equivalent to ALS - Intermediate (2215011); likewise, BLS - AEMT (2215005) is equivalent to BLS - Intermediate (2215007).

Enable whichever intermediate certificate types best reflect those issued by your state.

MICU service, aka SCT aka CCT

If your state issues MICU / SCT / CCT certifications, then enable the "MICU / Special Critical Care" certificate (it is off by default). You can do this from the Certificate Types List.

Once that's done, AngelTrack will begin checking crews for MICU certificates. An ALS crew onboard an MICU ambulance will not be declared as an MICU crew unless at least one crew member has a current MICU certificate issued by the state in which the shift is posted.

Whereas in states that do not issue MICU / SCT / CCT certifications, make sure to disable the "MICU / Special Critical Care" certificate type in AngelTrack. Once that's done, an ALS crew onboard an MICU ambulance will be automatically declared as an MICU crew.

Non-EMS professional certifications

AngelTrack will track and report the following non-EMS professional certifications, which are pre-installed as certificate type IDs:

These types are reportable (in eCrew.02, eProcedures.10, eMedications.10, and dPersonnel.24) to your state trauma registry, and AngelTrack will do so automatically. None of these, however, contribute to the effective service level of a shift, as that requires EMS certifications like BLS and ALS, and CPR cards.

State requirements for the second member of the crew

If the second member of a BLS crew does not also need to hold a full EMT-basic certificate, then visit AngelTrack's Preferences page (under Settings) and specify what certificate level -- if any -- is required for the second crew member. If no certificate is required, such as allowed by a COVID emergency rule, then choose Car service as the necessary certificate level.

Likewise, if the second member of an ALS crew does not need to hold at least a full EMT-basic certificate, then specify what certificate level is required.

Annual TB test requirements

If your state requires annual TB tests, use the built-in "Tuberculosis Annual Test" certificate type to keep track of which employees have taken the test.

The TB test certificate is one of the columns in the very handy Crew Certificates Overview report under HR home and Supervisor home.

Out-of-state certificates

The following crew certificate types depend on the issuing state:

Consequently, a crew member's legal patch level depends on which state he or she is posted in. Likewise the total patch level of a vehicle and its crew depends on which state they are picking up from. Therefore, if you post crews or pick up patients in an adjacent state, you may notice a change in the effective patch levels of your crews.

Most EMS companies are confined to a single state, and AngelTrack was designed with this in mind. Hence, AngelTrack allows you to record a certificate without specifying the issuing state (i.e. a "National" certificate). Certificates that do not specify an issuing state will apply to any state where the crew is posted.

Vehicle Certificates

The first tab of the Edit Vehicle page shows the expiration status of each of the vehicle's certificates. To add or edit the vehicle's certifies, use the "Certificates" tab.

Two reports are available under Supervisor home to monitor your vehicle certificates:

When an existing certificate is renewed, you should add it as an additional certificate, rather than modifying the existing record. This ensures that the certificate's complete history is recorded for later reference. AngelTrack analyzes all entries (expired, present, and future) for each certificate name and automatically figures out whether the certificate is still in force.

Your vehicles' city stickers are checked during call-taking

When a call-taker is booking a call, your vehicles' city stickers (if any) are checked, to indicate whether you can legally pick up a patient in the specified city. As soon as the call-taker types in the origin city, all vehicles are checked for matching city stickers, and the answer is displayed. The answer is calculated like this:

The call-taker is therefore able to immediately decide whether the company can legally pick up the patient at the requested address.

Your vehicles' city stickers are also checked during dispatch assignment

The vehicles' City Sticker certificates are checked again during dispatch assignment, when a dispatcher is selecting an available shift to run a call.

As before, if the dispatch's origin address is defined as a City Sticker certificate type in AngelTrack, then all active shifts are checked to see whether their vehicle has that sticker on file:

City certificate check during call assignment

If the dispatch's origin address is not defined as a City Sticker certificate type in AngelTrack, then the "City Cert" column shown above will not be displayed.

In this system only the origin address is checked, never the destination, because cities require stickers only for pickups, never for dropoffs. Of course this doesn't apply to round trips, where the destination later becomes the origin.

Station Certificates

The first tab of the Edit Station page shows the expiration status of each of the station's certificates. To add or edit the station's certifies, use the "Certificates" tab.

Two reports are available under Supervisor home to monitor your station certificates:

When an existing certificate is renewed, you should add it as a new certificate, rather than modifying the record of the old certificate. This ensures that the certificate's complete history is recorded for later reference. AngelTrack analyzes all entries (expired, present, and future) for each certificate type and automatically figures out whether the certificate is still in force.

There are a few built-in certificate types for stations, and of course you can add more types as you see fit.

Uses for station certificates

Station certificates are not reportable to your state trauma registry. However, they are useful for tracking the following sorts of things:

Station certificates are not checked by dispatch or the PCR

Your station certificates should be recorded so that AngelTrack can warn you of upcoming expirations. However, station certificates are not checked or used by AngelTrack's dispatch and PCR systems.

Certificate Status Reports

AngelTrack provides three different ways of looking at certificate status across the company:

Certificates Overview report shows all crew members, and gives the status of each of the common certificates: driver's license, CPR, wheelchair, EMT-B, EMT-I, EMT-P, ACLS, PALS, etc. It provides a quick overview of the staff and shows who needs a renewal.

Certificates Expiring reports show registered certificates that are expired or nearing expiration. There is a report for crew members, for vehicles, and for stations.

Certificate Holders reports, by contrast, show who holds a given certificate name, versus who does not (or has forgotten to input it).

Using these reports, supervisors and HR can quickly verify that everyone at the company holds the appropriate certs and that renewals are taken care of.

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