EMS in a Box
AngelTrack is “EMS in a box”, ready to run every aspect of your BLS/ALS medical transport, wheelchair van, on-scene labs, and telemedicine services.
Any place, any time, any device
Any mobile device, and any internet-connected computer, can access AngelTrack. All web browsers are supported, so your crews can use personal smartphones in addition to company-issued tablets or laptops.
There are no servers to buy, no IT people to hire, and nothing to install.
Every role in your organization — call-taking, dispatching, crew, QA, billing, invoicing, supervision, mechanics — can be performed from anywhere. You can dispatch from your car, you can QA from your couch, you can book calls from a restaurant… You and your employees are no longer tied to a physical location.
Your organization’s data, meanwhile, lives in a SQL Server deployment inside a secure offsite facility, where it is protected from power failures, burglary, rogue employees, the usual hazards. From that secure facility your data is automatically backed-up and offsited. You don’t have to deal with it, ever.
Software in the cloud is the way software should be.
Foolproof dispatch system that anyone can master
AngelTrack’s dispatch system tames the complexity of EMS call-taking and dispatch. It is easy to learn, prevents mistakes, and is fast enough to book a complete round-trip call in the space of the 60-second phone conversation.
All EMS organizations — small and large, emergent and transport — are supported. There can be any number of simultaneous dispatchers, divided into zones (or not) as you see fit. There are no limits on anything.
Click to see the remarkable features of AngelTrack’s EMS dispatch system.
Paperless reports and documents
Get. Off. Paper.
Every sheet of paper that passes through your organization wastes the time of every person it touches. Each person must spend time figuring out what’s on the paper, deciding where it belongs (and hopefully making the correct decision), and then passing it on. By the time a sheet of paper has passed through your organization and ended up in its permanent file, it has wasted an average of 7 full minutes of labor. And then you pay to store it.
AngelTrack cuts that down to less than 1 minute per sheet, by vacuuming up all the papers handed to your crews and by never generating paper of its own. All of AngelTrack’s records are electronic, and all are organized for quick retrieval, even years later.
Crews and back-office personnel can digitize paper documents by either scanning or photographing. Crews can use their smartphones and tablets to photograph documents right on-scene, or in the ambulance. This keeps digitization time below 20 seconds per page. Once a document is digitized, AngelTrack keeps it forever, and automatically includes it in all relevant run reports.
Electronic signatures on any touchscreen device
Crews can use any touchscreen mobile device to collect electronic signatures on a variety of built-in legal documents. They can even use their personal smartphones to do so — just hold it in front of the patient, who signs with a fingertip.
Because AngelTrack’s dispatch, PCR, and billing systems are integrated, it always knows exactly which signatures are required, and it prompts the crews to collect them. Collected signatures are stored and organized electronically, eliminating the labor cost of collecting, sorting, and filing old-fashioned paper signatures.
That includes PCS forms, which 2015 Medicare regulations now allow to be captured electronically. Crews can collect both one-shot and multi-day PCS forms using any mobile device that has GPS and touchscreen. They can use their mobile device to open the form while on-scene, and then just hand the device to the LVN, RN, or physician to quickly fill out and sign.
The electronic PCS then automatically appears in all relevant run reports across its date range.
GPS maps, tracks, and logs
No crew will ever get lost again, because AngelTrack makes use of the map/GPS in every crew member’s mobile device. A single button click pulls up the streetmap, pre-loaded with all necessary driving directions, completely eliminating the need to ask Dispatch for driving directions. AngelTrack guides the crew to the pick-up location, then to the drop-off location, and then back to their posting station, each at the appropriate time.
Dispatchers also have use of a live map overlaid with call information and traffic status, to guide their choice of units and routes as they assign calls.
Later, supervisors can review each dispatch on a map showing the pick-up and drop-off points, as well as the time and GPS position of the crew when the three critical events occurred: when they went enroute, when they arrived at the pick-up, and when they arrived at the drop-off. It’s all permanently logged, a powerful enforcement mechanism that demolishes forever the temptation to cheat — to call in on-scene while still at a nearby restaurant.
The killer advantage of a built-in PCR
AngelTrack forever dispenses with the hassle of separate CAD and PCR systems. AngelTrack’s PCR is one of its core components, not an afterthought held on with duct tape. As a result, relevant patient data informs every other aspect of the system: dispatchers see a patient’s warnings, restrictions, and history; crews instantly see patient data input by other crews (and by dispatchers and billers); and billers have access to the patient’s complete medical and insurance history.
Crews on their way to pick up a patient can review the patient’s prior transports… while on the road. When they walk into the patient’s room they will already know what to expect.
AngelTrack’s PCR is secure and HIPAA-compliant. It supports BLS and ALS/MICU, transport and 911, as well as telemedicine calls and on-scene labs. It has a smart snapshotting system that stores a patient’s entire history; the series of automatic snapshots can then be scanned to see how a patient is changing over time.
Click to see the remarkable features of AngelTrack’s EMS PCR.
End-to-end automated workflow
After call completion, AngelTrack’s automated workflow follows the dispatch every step of the way until all monies are collected:
Every member of your organization — call takers, dispatchers, crew members, QA reviewers, and billers — has their own area in AngelTrack, showing them all tasks currently waiting on them. No task — that is, no receivable — can ever get lost in the space between these roles. At every point in this workflow:
Meanwhile there are robust statistics analyzing the workload and performance of each role, so that you can identify bottlenecks and low-performers.
Integrated outsourceable billing system
AngelTrack’s billing system is seamlessly integrated with its dispatch and PCR systems, using information from both to automate the workflow of dispatches moving towards payment. This includes built-in systems for PAN filing, prompting, and recording, as well as PCS document collection (both before and after the call) and coverage analysis.
A document librarian manages all documents collected for all patients, including the relevant documents in every run report. Invoice generators completely automate the assembly of invoices for facilities, for affiliates, and for patients… and every facility can have a custom pricing schedule, in addition to the retail pricing schedule.
The billing system divides the many tasks into queues. Each queue automatically fills with all dispatches awaiting that particular task. Individual queues can be assigned to specific employees, who can work from home or at the office. And any queue — even QA — can be seamlessly outsourced. If you have an outside billing agent you wish to keep, they can integrate themselves into AngelTrack, or you can continue to ship run reports to them as you do now.
Click to see more of the remarkable features of AngelTrack’s integrated billing system.
Data-rich QA review system
AngelTrack’s QA review system takes full advantage of the vast amounts of data available to it. The QA reviewer has full access to the patient’s medical history, in addition to the dispatch directions / times / mileage information, and can use that to pass judgment not only on the crew’s actions, but also on their recordkeeping.
QA reviewers record their objections as a list, and each objection is then tracked separately; crews performing corrections can read the list of objections still outstanding, and then QA reviewers can check items off that list as corrections are approved. When the objection list is completely checked-off, the dispatch moves to Billing.
Over time, AngelTrack accumulates a QA performance profile for every crew member, like the one shown at right.
Companywide incident/response system
In EMS there are a lot of things that can go wrong… and when an incident does occur, it is important to record what happened and what was done about it… even if it involves multiple departments. Consequently, every organization needs a unified incident management system to ensure that every incident is communicated to, and addressed by, the correct person.
AngelTrack’s incident system integrates with all of its other data, so that incidents can be correllated with employees, supervisors, vehicles, patients, and facilities. Blame is recorded separately from responsibility, so that even though person A caused a problem, person B is reminded to respond to it. You can even attach additional documentation — photos, phone records, etc.
If there is a subsequent disciplinary conversation, AngelTrack logs the time it occurred, who administered it, and how the recipient responded.
As your incident database grows over time, AngelTrack’s analytics identify the hotspots — be they vehicles, employees, supervisors, facilities, affiliates, or patients — in need of attention or replacement.
Built-in smart time-clock
AngelTrack has a complete timeclock system built right in, fully integrated with its other features. With one mouseclick, dispatchers and supervisors can see who is on the clock, how much it’s costing, and who is in overtime.
Employees can clock-in using their tablet, laptop, smartphone, or workstation… but only when they are connected to a company-run wifi or wired network, or when they sit down at a workstation connected to a company-owned LAN. Of course members of HR can clock employees in or out without restriction, and supervisors can clock employees out as necessary.
Both hourly and exempt employees can use the timeclock. Every work period can be paid at the employee’s regular pay rate, or at the configurable on-call pay rate. Absences are logged and tracked too, for each employee — both the number of absence events and the number of absence hours.
Click to see more of the remarkable features of AngelTrack’s smart time-clock.
Built-in smart checklists, fully customizable
No more paper checklists. AngelTrack’s smart checklist system allows you to create and customize checklists containing any items you wish. You can even specify minimum values, so that when an item is depleted you will be notified (via the “Checklists with problems” report).
Each checklist can have as many or as few items as you wish, divided up into any number of sections, sorted and named however you like. Each section can then choose to permit “group checkoff” if the section represents a compartment or bag that is sealed and tagged. With group checkoffs, a full 300+ item BLS checkoff can be completed in four minutes if all the compartments are still sealed.
Checklists can be targeted at vehicles or stations. Typically, morning crews run checklists on their trucks while evening crews run checklists on their stations (cleanliness, restocking, chores). Later, supervisory reports show the day’s shortfalls, and checklists which have identified problems. Auditing reports and charts show employees’ rates of checklist completion over time.
Click to see more of the remarkable features of AngelTrack’s checklist system.
Configurable on-scene lab tests
If your vehicles carry on-scene lab test equipment onboard, AngelTrack can record the result data. You tell AngelTrack what lab tests the equipment can run, and what the min, low, high, and max data values can be, and then AngelTrack does the rest. Crews performing a lab test are presented with a clean electronic data sheet to record the results, and abnormal results are automatically highlighted.
All the result data is automatically saved inside AngelTrack’s built-in PCR, and can be reviewed and edited later before inclusion in the final run report.
Fleet and fuel management
Because AngelTrack constantly collects odometer readings from crews as they run calls, it can monitor the many aspects of your fleet, providing live reports of fuel levels, maintenance intervals, fuel economy, and mileage efficiency.
All vehicle maintenance is tracked by vehicle, service, date, odometer, and provider. Each vehicle’s maintenance status report (see screenshot at right) shows the last time each service was done, and the mileage since. Another report shows the most common maintenance items (such as oil changes) due across the whole fleet. All of it is updated continuously, using the stream of odometer readings AngelTrack receives from crews as they run calls.
Every vehicle also has a photographic damage log. You can photograph and upload a damage report with your smartphone, right from the parking lot.
Fuel purchases are logged too. Crews and back-office staff alike can input fuel purchases (including a scan or a smartphone photo of the receipt), which AngelTrack collates into neatly organized logs and charts. Analytics are provided to identify problems, waste, and diversion. AngelTrack can also bulk import a fuel purchase log from your fleet software or your fuel card account.
Tame the refueling dragon
AngelTrack tames the dragon of vehicle refueling, by providing continuous estimates of all vehicles’ fuel levels. The estimates are constantly revised as vehicles report their current odometer readings, as happens at the start and end of a shift, and at the start and end of a patient transport. From this stream of odometer readings, and the fuel purchase log, AngelTrack estimates how much fuel is in each vehicle’s tank.
Dispatchers can check fuel levels before assigning a distant call. And the supervisor in charge of fueling can see the whole fleet’s fuel status in a single color-coded chart, shown at right. Just bookmark the chart on your smartphone, and pull it up each evening to see who needs refueling.
Compliance tracking for crews, vehicles, and stations
AngelTrack stores all of the certificates, licenses, and inspections for each vehicle, each crew member, and each station… including effective date and expiration date. AngelTrack therefore knows what each vehicle’s and each crew member’s qualification level was at any point in time. And you can define your own certificate types too, such as for licenses for local cities in your service area.
The task of keeping track of all of those expiration dates, once onerous, is now easy: just click to view a report of crew, vehicle, or station certificates that are nearing expiration.
Crew members manage their own certificate lists, and members of HR can do it too. Crew members are reminded when their certificates are nearing expiration or expired.
Targeted announcement system
AngelTrack’s integrated announcement system allows you to create rich HTML announcements, complete with attached images, and target them at specific roles: crew members, dispatchers, billers, QA reviewers, etc. Announcements can expire or be permanent.
When employees login to AngelTrack, they are shown any relevant announcements that they have not yet seen… and they must acknowledge having seen them before continuing with other tasks in AngelTrack. These acknowledgements are tracked, and each announcement has its own report showing who acknowledged it and when they did so, as well as who has not yet seen it.
Announcements accumulate over time (if not marked to expire), so that new hires will be shown all accumulated announcements relevant to them. In this way, you can immediately disseminate policy changes, and then once a year update your employee handbook with all announced policy changes for the past year.
You can also require an electronic signature when an announcement is acknowledged. By collecting signatures, the announcement system can serve as the “new hire” document repository, guaranteeing that all employees have signed the latest versions of the standard employment agreements… totally paperless and automatic.
Manage your EMS operation by the numbers
AngelTrack gathers mountains of data, and offers a variety of useful reports showing different aspects of your organization’s performance. All reports are instantly available and all make use of live data. Available reports include:
Employee punctuality (tardies, absences, etc.) by date range
Dispatch runtimes and late pickups by date range
Scheduled vs actual arrival time by facility, service level, and date range
Checklists with items below minimums
Checklist shortfalls by vehicle and date
Crew QA status (reports and corrections due, and how long waiting)
Crew QA performance (failure rate, objection rate, days to pass QA, etc.) by date range
Crew utilization (crew member free time versus time assigned to calls) by date range
Call volume by zone, service level, and date range, segmented by any interval: daily, weekly, biweekly, monthly, quarterly, biquarterly, yearly
Call volume day/night split by zone, service level, and date range (shows need for night shifts)
Call volume heatmap, by zone, service level, and date range
Facility booking behavior by date range (day-of and last-minute bookings)
Scramble time by zone/facility, service level, and date range
Pickup delays by zone/facility, service level, and date range
Call consummation rate by facility and date range (shows rate of cancellations and delegations)
Mileage efficiency (transport miles versus total miles) by zone, date range, and vehicle
MPG by vehicle and date range
Fuel purchase analysis (finds aberrations indicating diversions and missing receipts)
Vehicle maintenance costs by zone and date range, with cost/mile
Vehicle repair costs by zone and date range, with cost/mile
Vehicle total costs (maintenance, repairs, and fuel) by zone and date range, with cost/mile
Crew average times versus company average times, by service level and date range:
scramble minutes, time spent enroute, time spent on-scene, effective transport MPH, time spent at destination, total time on task [TOT]
Postprocess delays (QA, billing, collections)
Crew checklist performance (complete, finished incomplete, unfinished) by date range
Payables broken down by facility and by insurance type
Revenues by zone and payor type, segmented by any interval
Payor mix (percent Medicare, Medicaid, private, etc.) by facility
Medicare CARC and RARC incidence rates
Crew medication usage by date range and by crew member
Certificates expiring / expired for crews, for vehicles, and for stations
Call lists by city and date range (used for license renewals)
PCS document coverage by date range and by responsible facility
Labor hours by employee type, zone, and date range, segmented by any interval
Labor costs by employee type, zone, and date range, segmented by any interval, with or without salaries
Labor costs versus call volume by employee type, service type, zone, and date range, segmented by any interval, with or without salaries
Write-offs by facility and date range
Incident blame share by vehicle, crew member, supervisor, vehicle, facility, affiliate, or patient
Bill-to rates (insurance, facility, affiliate, and/or patient) by facility, service level and date range
Non-billable call rates by zone, facility, and date range
Affiliate rolled call volume by zone, service level, date range, segmented by any interval
Ages of open invoices
Pricing combinations explorer (adjust cost per pickup, cost per mile, and first miles free) for any facility’s billing history
Crew utilization rate is the single most important measure of your EMS operation… and it is notoriously difficult to measure, on account of the enormous amount of data that must be gathered and collated.
AngelTrack does it for you, instantly.
It calculates utilization rates over any date range, divided out by the patch level each crew member held at the time. And the data can be further subdivided by zone, so that you can compare utilization rates across different stations / regions / divisions / franchises. You can view utilization rates week by week, month by month, quarter by quarter, whatever granularity suits you.
Customer Portal shows your facilities what’s booked
Your crews will access AngelTrack using a secure (https:) connection. At the same web address, but accessible by normal (http:) connection, is your Customer Portal. The Customer Portal shows each facility what calls are booked and/or running for it, drawing from the same database but in a safe read-only manner.
The Customer Portal looks just like an airline departures/arrivals board, listing all calls booked for that facility. (HIPAA compliance is maintained by showing room numbers rather than patient names.) Staff at the facility can use the Customer Portal to easily verify that their patients’ transport needs have been scheduled… and they can access it with any internet-connected device, from the iPhone in a nurse’s pocket to the touchscreen display panel on the wall in the D.O.N.’s office.
It even shows which transports have a PAN on file, versus which are still waiting for one.
The Customer Portal is a powerful sales tool, showing your customers a unique and intriguing advantage that only your EMS service provides. It is also usable by your affiliated hospital emergency rooms, to see what pickups are scheduled and what dropoffs are imminent.
Role-based security means everyone’s invited
Unlike traditional EMS software, AngelTrack uses role-based security to grant differing levels of access to different employees and departments. This allows every employee to use AngelTrack, each seeing only the data and controls needed to perform their own job. Even if all they are doing is clocking in and out every day.
The roles are easy to assign, and can be changed at any time. Roles include:
- Crew Member
- Captain (upper management)
- Lieutenant (field manager)
- QA Reviewer
- Human Resources
- Doctor (for telemedicine calls)
Absolutely everything is tracked
Everything anybody does in AngelTrack is tracked and timestamped. Every record in AngelTrack — be it dispatches, patients, vehicles, stations, employees, timeclock punches, QA objections, or anything else — remembers who created it, when it was created, who last modified it, and when it was last modified.
Dispatch records and invoice records are tracked in even finer detail. Each record is fully journalled, showing a detailed log of every change, along with who changed it and when they changed it. If there is a mistake, you will always know who needs retraining.
HR records are journalled too, showing the complete history of each employee’s salary, active/inactive and hourly/exempt status, and pay rate.
Would You Like to Learn More?
Once you’ve used AngelTrack, you’ll wonder why you ever put up with old-fashioned software applications. Click to get started now.