General Information:
Each EMS agency operating in Virginia must comply with the specifications of section 32.1–116.1 of the Code of Virginia. This section requires all licensed emergency medical services agencies to participate in the pre-hospital patient care reporting procedure by making available the minimum data set on forms prescribed by the Board or locally developed forms which contain equivalent information. The minimum data set shall include, but not be limited to, type of medical emergency or nature of the call, the response time, the treatment provided and other items as prescribed by the Board. This data will be collected by the Virginia Department of Health, and once compiled will be available to EMS agencies. Implementation of this data collection system will allow the Department of Health and the Office of Emergency Medical Services (Office of EMS) to better analyze EMS related issues, and more directly target programs needed by EMS providers and agencies across the Commonwealth.
The State EMS Advisory Board directed its Evaluation Committee and the Office of EMS to develop a mechanism that allows for collection of information regarding Virginia’s EMS system. Additionally, the Office of EMS has been directed to discontinue the "administrative suspension" of data submission (issued in 1994) and resume enforcement of the reporting requirements of the Code of Virginia.
Adoption of the revised Virginia EMS data set will assist in the creation of an information system that will be capable of describing the types of EMS incidents occurring in the State. Efforts were taken to link multiple databases currently in use (i.e. trauma registry). The new Virginia minimum data set established a commonality in data elements that will assist in facilitating comprehensive evaluations and joint research among the various entities involved with health care, public safety and community resources.
Pre-hospital Patient Care Report (PPCR) Frequently Asked Questions
PPCR vs. PPDR: What is the difference?
PPCR is the Pre-hospital Patient Care Report form that is completed by EMS technicians on every EMS call. A PPCR form documents the care or services provided for every patient. The Attendant-In-Charge and vehicle operator, at a minimum, and the receiving physician at a medical facility must sign it if any medications or IV therapy has been performed. EMS agencies are required to maintain PPCRs completed by their personnel for five (5) years.
PPDR is the Pre-hospital Patient Data Record that is based on every PPCR form completed on every patient. The PPDR form is available as a "bubble" sheet or in an electronic software version available (free) from the Office of EMS. The electronic version is available in two forms: computer CD or via electronic download from the Office of EMS Webpage. The PPDR documents the required data elements for submission to the Office of EMS. If done manually, the PPDR bubble forms are submitted to the Office of EMS by mail on a monthly or quarterly basis. If done electronically using the free software provided by the Office of EMS, the information is stored on a computer and downloaded on a monthly or quarterly basis to a disk and mailed to the Office of EMS.
The Office of EMS is developing the capability of receiving the PPDR electronic submissions via the Internet or through e-mail attachments. When this is possible, every EMS agency will be notified and encouraged to submit data electronically.
PPCR stands for Pre-hospital Patient Care Report System. The PPCR system is a pre-hospital electronic medical records system for Virginia. It is a database of EMS information and is designed to be a critical link to the future of EMS in Virginia. The PPCR system will provide a method for each EMS agency in Virginia to enter patient care data into a central database. The initial primary method of data entry will be with the PPDR (Pre-hospital Patient Data Record) bubble forms or software provided free by the Office of EMS. The PPDR forms will be completed after each run, collected by the agency and mailed to the Office of EMS for scanning on a routine basis. If an agency uses the PPDR software, the data will be electronically recorded after each call and on a routine basis, the data will be downloaded and saved onto a computer disk for submission to the Office of EMS by mail. In the future, data will be electronically sent to the Office of EMS via the Internet.
Is the use of the PPCR form mandated?
No. Virginia’s free PPCR form contains all of the required information that must be submitted by licensed EMS agencies. However, local forms may be used provided all of the required information is collected by the agency and reported to the Office of EMS. It is necessary and required by the Code of Virginia for each individual EMS agency to participate in the PPCR system. It is critical that each agency and technician have an understanding of PPCR and an active role in its use. Justification of the services and resources of the EMS system is a challenge facing the EMS system. The PPCR system will provide the tools required to document and solve the challenges ahead in patient care, training, regulating and funding the state's EMS system.
Whom is the PPCR form designed for?
The PPCR form is designed for use by all EMS providers in Virginia when attending to all patients.
What is the timetable for the PPCR system?
All EMS agencies are required to submit data quarterly starting October 31, 2000. The first reporting period requires that all responses from 12:01 a.m. on July 1, 2000 through 11:59 p.m. September 30, 2000 be submitted.
When are the PPDR data submission deadlines?
At a minimum, data submission is required quarterly each calendar year. Agencies have the option to submit data more frequently. Agencies have until the last day of the month following the end of a quarter, to compile and submit that period's data. If the last day of the month falls on a weekend or a state holiday, data will be due by the next business day.
Calendar Year Quarter |
Submission Deadline |
January - March |
April 30 |
April - June |
July 31 |
July - September |
October 31 |
October - December |
January 31 |
Are there required PPDR data elements?
Yes. The PPDR was designed with current data standards that have implications to pre-hospital patient care. The required data elements were chosen from the National Highway Traffic Safety Administration Report, the Virginia Trauma Registry, and the Utstein Conference Suggested Data Points for Pre-hospital Data Sets.
Are all collected data elements required to be reported to the Office of EMS?
No, there are only sixty-two (62) required data elements to be reported through the PPDR. The PPCR forms collect many more data elements that are needed by medical professionals to correctly identify and treat all patients in the EMS system.
Will PPDR reporting actions interface with other EMS data collection packages?
Yes. Contact has been made with all known commercial EMS data packages being used in Virginia. The goal of PPCR system is to establish a means of data exchange for each of the commercial packages in use so that the required minimum data elements can be imported into the PPDR system. Click here for the vendor apporval process.
Will the PPDR have billing capabilities?
No. The system has been established to receive data elements from EMS agencies that collect the required elements. However, the PPCR form does allow for the collection of most required billing information.
How does an agency know its current data system will work with the PPDR system?
Each EMS agency currently using an electronic data collection or billing system is asked to contact the Office of EMS and arrange trial data transfers so that errors may be identified and corrected before the next reporting deadline.
Will PPCR provide for First Responder documentation?
Yes, the PPCR was designed for all EMS providers to report response and patient contact. Only their dispatch information and direct patient contact provided before turning the patient over to a transport EMS agency must be documented and submitted to the Office of EMS. First Responder agencies should not simply submit a copy of the transporting agency's PPDR. Only the data elements directly involving the First Responder agency need to be submitted. First Responder agencies not transporting a patient should document on the PPDR that the patient was turned over to a transporting EMS agency and not the medical facility the patient was eventually transported to.
Will the PPCR collect and provide hospital data?
No. The PPCR collects only information about the pre-hospital call and the medical facility the patient was transported to or the transporting EMS agency that the patient was turned over to by a First Responding agency. Information pertaining to the treatment of a patient in the hospital setting is not captured on the PPCR.
Will the PPDR cost anything to use?
No. The PPDR software is available from the Office of EMS free. EMS agencies that use the PPDR software will be required to provide and maintain computers (and an Internet connection in the future) at the local agency's expense. The Computer Initiative, under the Rescue Squad Assistance Fund, and the EMS Development Block Grant program have funded requests for computers for several years. All grants awarded under these programs have included a condition requiring EMS agencies to electronically submit PPDR and RSAF forms when the option is available. PPDR Forms will be provided free of charge from the Office of EMS to those EMS agencies that do not have computers. However, the postage to submit the forms must be paid by the EMS agency.
Will the Virginia Office of EMS continue to provide PPCR and PPDR forms?
Yes, unless financial resources are reduced, the Office of EMS will continue to provide PPCR and PPDR forms free to EMS agencies requesting them. Any future budget reductions may force the Office of EMS to look at other methods of providing these forms in a more cost-effective way.
What are the hardware and software requirements for PPDR?
The electronic PPDR will require a computer with Windows 95 or higher, a 3.5" disk drive, modem, eventual Internet access and a web browser. A 3.5" disk, Zip Disk or CD may be used for submission of data to the Office of EMS. In the future submission of the PPDR will be accomplished through a web browser or e-mail transfer with no other software required.
Yes, the use of PPCR will be incorporated into the existing structure of initial and continuing education programs for Virginia certification levels. The PPCR system will also directly impact continuing education based on the quality management reports provided. An example might be increased focus on continuing education involving recognition of stroke patients based on the identification of poor patient outcomes.
Will the PPDR software offer standardized reports for an agency?
Yes, the PPDR software will have a list of standardized reports that provide a means for quality management, agency monitoring, and benchmarking capabilities. Initially, the PPDR will provide each agency with a copy of its data to perform its own reports. The Office of EMS will post some reports on its website for use by EMS researchers, state and federal government agencies.
Where will the ownership of the data reside?
Each local EMS agency will retain ownership of all data that is entered by that agency. The Office of EMS will act only as a central storehouse for the required data elements. Local EMS agencies will have complete access and ownership of their data stored on their computers or in their files. The Office of EMS will release no identifiable patient data. The release of identifiable patient information can be done only through the EMS agency and only to authorized recipients.
Will PPCR allow for data entry from 911 communications or dispatch centers?
No. The long-term goal of the PPCR system is to be a total EMS information system. This includes the capture or entry of data from all aspects of EMS. This component of the PPCR system will not be included in the initial implementation. Dispatch data needed to satisfy the reporting requirements are incorporated on the PPCR form.
Will the PPCR system and PPDR allow for advanced technology with respect to data entry?
Yes, the PPCR system and PPDR are designed to use advanced technology, as it becomes available. Any technology that can access the Internet can potentially interact with the PPCR system. Wireless terminals, PDA use, mobile networks, or future medical device connections will be possible. The Office of EMS is currently investigating alternative methods of electronic data gathering for use in the system.
What will happen if an agency fails to submit the data or refuses to submit the data?
The Code of Virginia mandates that agencies submit PPCR data to the Department of Health. If an agency either fails to submit the data or refuses to submit the data, they will fail to comply with the law. Failure to comply may result in penalties including, but not limited to, ineligibility for state grants and/or suspension or revocation of an EMS agency license or any other actions as determined by the law, the Department of Health or the Office of EMS.
Whom do I call when I have trouble with PPCR?
The Office of EMS will continue to provide support. For hardware or programming support, please contact Deborah Edwards, Senior Programmer Analyst. For questions on when and how to document patient care information or concerns about reporting requirements, contact Paul Sharpe, Trauma/Critical Care and PPCR Coordinator. Extensive online documentation, initial training and continuing education remain important parts of the Virginia PPCR system.