ZOLL emsCharts RescueNet Billing Interface

The following configurations are typically only done once and rarely, if ever, changed.

1. IMPORTANT! Contact ZOLL Support to request the billing web service be setup for your ZOLL emsCharts service. The billing web service configurations are not accessible by customers. This is typically done by ZOLL during the implementation of your system, but if you are switching billing companies, migrating your on premise servers, changing web security certifications, changing domains, or modifying anything else in your environment that changes the Import Web Service hosted on your RN ePCR web server, you will need to provide ZOLL Support with the new Import Web Service endpoint address so they can update your ZOLL emsCharts billing web service configuration.

2. Attachment categories: Choose which attachment categories you want to send to RNDB in the Chart Attachment Categories code table.

   Notes: 

   • Skip this step if you are using the Remote Downloader's Trip Attachment Transfer option to transfer attachments to RNDB. If you use both options, you will receive duplicate trip attachments in RNDB.

   • Click here for full instructions and field descriptions when adding/editing chart attachment categories.

   1. In Service Configuration > Code Tables > Chart Attachment Categories, select the categories for attachments you wish to send to RNDB and set at minimum, the following configurations:

   • Send to: Billing: Set to 'Yes'.

   • NEMSIS3 Document Type: Choose the NEMSIS v3 attachment type.

   • NEMSIS Billing V3: Set to 'Yes'.

   2. Make sure to click SAVE for each category before moving on to the next one.

3. Billing export settings: In Service Configuration > Export, use the State-Specific Configuration > Select State drop-down to see if there is a "BILL" option. If there is, you may already be exporting to a billing company and these settings will affect all billing exports.

   

   • If the "BILL" option does not exist, proceed to step 3.a below.

   • If the "BILL" option already exists but you are not exporting to another billing company, proceed to step 3.b below.

   • If the "BILL" option already exists and you are exporting to another billing company, review the configurations for steps 3.b, 3.c, and 3.d below. If any of the configurations are different from your current BILL export settings, STOP! Contact ZOLL Support. Changing settings for an existing live billing export will impact your billing.

1. Under the Add NEW Export > Select drop-down, choose the 'Billing' option and click ADD. This will add the "Bill" option to the Select State drop-down.

   Note: For more information on configuring your exports, review the Setting Up Your State and Billing Exports topic.

   

2. Select BILL under State-Specific Configuration > Select State.

   Note: If you just added the Billing (BILL) export to your service, make sure to review and configure each applicable setting for all configuration categories: General Configuration, Unit Configuration, Tail/Reg Configuration, Base Configuration, and County Configuration.

3. Click General Configuration and under NEMSIS v3 Specific Settings, set 'Export PDF in NEMSISv3 eOther' to 'Yes' or 'Yes, plus Signature Forms' then click SAVE.

   Important! If your service is already using Remote Downloader to send a copy of your charts as a PDF attachment, enabling this option will cause duplicate trip attachments in RNDB.

   

4. Click Attachment/Image Configuration and set each attachment option and category you want to send to RNDB to 'Yes', then click SAVE.

   Important! If your service is already using Remote Downloader to send attachments to RNDB, enabling attachments for billing exports will cause duplicate trip attachments in RNDB.

   

4. Procedures for NEMSIS export: Go to Service Configuration > Chart and under the Page 8 section, set NEMSIS 3 Procedure Select Box to 'Yes' and click SAVE.

   

5. Billing export settings: Go to Service Configuration > Code Tables > Billing NEMSIS Setup to configure the fields below. Click SAVE when finished.

   • Use for NEMSIS Facility IDs: Set to 'emsCharts Internal ID'.

   • NEMSIS v3 Export Chart PDF in eOther: Set to 'Yes' or 'Yes, plus Signature Forms' if your service is not using Remote Downloader to send a PDF copy of your charts to RNDB.

   • NEMSIS v3 Export QA Level: Choose the QA level at which your charts should send to RNDB. This should be the same or after the QA level set for the Generation QA Level field in step 6 below.

   • NEMSIS v3 Export Lab Attachments: Set to 'Yes' to send lab attachments to RNDB if your service is not using Remote Downloader to send them. This setting is optional for the ZOLL emsCharts RescueNet Billing Interface.

   • NEMSIS v3 Export Signatures: Set to 'Yes' to send signatures to RNDB. This setting is optional for the ZOLL emsCharts RescueNet Billing Interface.

     

6. Chart summary generation: Go to Service Configuration > Code Tables > Chart Summary Setup and configure the fields below. Click SAVE when finished.

• Chart Summary Generation Method: Set to 'Automatic, plus NEMSIS-based'.

• NEMSIS Version: Set to 'NEMSIS v3.4'.

• Generation QA Level: Choose the QA level at which your charts should generate the NEMSIS file that will be sent to RNDB. This should be the same or before the QA level set for the NEMSIS v3 Export QA Level field in step 5 above.

• Export to Billing Package: Set to 'Sanitas'.

  

7. Transport dispositions to send to billing: Go to Service Configuration > Code Tables > Transport Disposition Options to review and confirm your billable transport dispositions. For each transport disposition that should be sent to RNDB, set the 'Create Summary / NEMSIS BILL' drop-down to 'Yes' and click SAVE.

   Note: Changing this setting will not affect any existing charts that have already passed the QA level configured for your billing exports in step 5. Any existing charts that need to be sent to RNDB but had a transport disposition not configured to send to billing, need to be manually demoted and then re-advanced through QA to the level set for exports once the 'Create Summary / NEMSIS Bill' setting is changed to 'Yes'.

   

8. NEMSIS v3 reports: Go to Service Configuration > Code Tables > Global/System Reports, check the box for 'Global: NEMSISv3' and click SAVE.

   

9. State ID: Make sure your service's state ID matches between ZOLL emsCharts and RNDB.

   1. In ZOLL emsCharts go to Service Configuration > Export > Select State drop-down and choose the headquarter state of your agency. This will be the state listed in Service Configuration > General. With your state selected, click General Configuration and note the value in the State ID field.

      

   2. On a RN admin workstation in your RescueNet system, launch ZOLL Data Management Console (ZDMC) and go to Demographics > Demographic Wizard and choose the state of your agency's headquarters. On the General tab, compare the value in the 'Agency number' field with that from the State ID field in ZOLL emsCharts. The values should match.

      Note: If the ZOLL emsCharts state ID and RN ePCR agency number do not match, data will still be imported into RNDB but will not be associated with a company and will not be viewable.

      

10. RNDB signature type mappings: Although the RN ePCR system has a set of default signatures out of the box, we recommend reviewing them to ensure they are setup properly for your service since they will affect how your NEMSIS signature data is imported into RescueNet Billing.

    1. On a RN admin workstation, launch RescueNet Administration and go to Field Data > Field Data Configuration > [click OK on the warning] > Data Entry Wizards > Signatures > Signature Types and Disclaimers.

    2. For each signature type, select it and click Edit then click Signature Reasons.

    3. Each signature reason must be mapped to one, and only one, signature reason so the interface can import signature reasons sent from ZOLL emsCharts to the correct signature type in RNDB. Select the signature reason and use the arrow buttons to move it to either the Include or Exclude column. Signature reasons that are not mapped to a signature type will be ignored during the import into RNDB.

       Notes: 

       • The disclaimer text from RN ePCR will not be used since the actual disclaimers are configured and displayed in ZOLL emsCharts.

       • While editing the signature types, you can use the boxes for 'HIPAA Signature Type' and 'HCFA (Box 12 & 13) Signature Type' to designate a signature type for those purposes, if applicable.

    4. Click OK > OK to save the configurations.

    5. Click Done once you have finished reviewing each signature type.

    6. Click Update then click Yes.

    7. Check the Outcome > Signatures box.

    8. Click Distribute packages.

       

    9. Click Done.

    10. You can now close Field Data Administration and RescueNet Administration.

The following configurations are for items that change on a more regular basis and require their ZOLL emsCharts selection lists be updated. These items are your agency's crew members, units (vehicles), and facilities (common addresses and hospitals).

Since these configuration selection lists must match between ZOLL emsCharts and RescueNet, there is a demographic sync feature that allows crew members, units, and common addresses and hospitals from ZOLL emsCharts to be sent to RescueNet in the form of a demographic file so that the information is either automatically created in RescueNet, or updated if it already exists. While the ZOLL emsCharts demographic information can automatically update RNDB on a scheduled basis (work with your ZOLL representative to enable this feature), you can still manually send the data at any time. Instructions to manually send the demographic file can be found at the end of the maintenance configurations section.

Crew members

Go here for instructions on adding or updating your ZOLL emsCharts crew members.

When new crew members are added to your service or existing crew members are updated, the data will be transferred to RNDB via the demographic file sent from ZOLL emsCharts. When the demographic file is sent to RNDB, the interface will try to match the crew member data in the demographic file with the existing crew member records in the RNDB system. A new record will be created for the crew member in RNDB if a match is not found.

There are three pieces of information used, in order, to try to match to an existing record:

1. ZOLL emsCharts unique crew member ID (UUID): A unique, internal ZOLL emsCharts ID automatically generated for each crew member. Only RescueNet crew member records that have already been matched to a ZOLL emsCharts crew member will have a UUID.

   Note: This hidden UUID matching option is different than #2 below and will be the first matching criteria used even if using UUID for #2.

2. Crew member state license ID: The license ID provided to the crew members from the state of your Service's headquarters.

   • You can use the crew member UUID in place of the state license ID. This is a good alternative for Service's who have a lot of crew members who do not have a state license or have a license in a state other than the Service's home state.

     • Work with your ZOLL representative to enable UUID in place of state license ID.

     • When using UUID, it will be sent to RescueNet Billing as the crew member's state license. Click the image below to see a RescueNet crew member record using UUID.

       

3. Crew member first + last name: Matching based on name is not case sensitive. If duplicates exist, middle initial and date of birth will be used if they are included in the NEMSIS file sent from ZOLL emsCharts to RNDB.

Notes:

• Best practice is to configure the crew member state license ID (or use UUID) for matching purposes rather than rely on name matching.

• Crew member records in RNDB that have been disabled or deleted are included in the match search.

• If a match is made on a disabled or deleted crew member, the record will be re-enabled in RNDB.

• If a match is found, all information in RNDB will be overwritten with the information coming from ZOLL emsCharts.

• If no matches are found in RNDB, a new crew member will be created and assigned to the company in the NEMSIS file sent from ZOLL emsCharts.

Units/vehicles

Unit information from ZOLL emsCharts ('Units' code table and 'Unit Tail / Registration' code table) is transferred to RNDB as vehicles. When the demographic file is sent to RNDB, the interface will try to match the unit data from the ZOLL emsCharts demographic file with the existing vehicle records in the RNDB system. The Sanitas/RescueNet Vehicle ID field in ZOLL emsCharts is used as the unique vehicle ID (vehicle name) to search for in RNDB. This field has a maximum limit of six characters to match the RNDB vehicle ID limitation of six characters.

Values from both the ZOLL emsCharts 'Units' code table and the 'Unit Tail / Registration' code table will be used to search for a matching record in RNDB. If no match is found, a new vehicle record will be created in RescueNet.

Important! For Services using a call sign or unit name that is different from the physical vehicle, enter your call sign in the 'Units' code table and then enter your physical unit in the 'Unit Tail / Registration' code table. Make sure to select a 'Corresponding Unit' to associate the 'Unit Tail / Registration' value with a 'Unit' value to prevent duplicate vehicles from being created in RescueNet.

Go here for instructions on adding or updating your ZOLL emsCharts Units.

Notes:

• The Sanitas/RescueNet Vehicle ID field will only display in the Units code table if the Export Billing Package field is set to 'Sanitas' in the Chart Summary Setup code table. This is covered in step 6 of the initial configurations section.

• If an existing vehicle is found in RNDB during the import, the details will be updated, but the status will remain the same, regardless if it is enabled or disabled.

• If no matching vehicle is found in RNDB during the import, a new vehicle will be created in RNDB for the company associated with the import.

• The 'Local ID' field in the ZOLL emsCharts 'Units' code table is populated into the vehicle's Description field in RNDB.

  • Similarly, the 'Tail / Reg#' field in the ZOLL emsCharts 'Unit Tail / Registration' code table is populated into the vehicle's Description field in RNDB if it is exactly 17 characters long (length of valid VIN). If it is not exactly 17 characters, it will be left out of the demographic file and the vehicle's Description field in RNDB will be blank.

• If you use RescueNet Dispatch as your integrated CAD solution and the Copy CAD Mappings feature is enabled, under Configuration > CAD Mappings > Units and Unit Tail / Registration you can click the COPY TO BILLING button to copy the CAD ID values into the corresponding RescueNet Billing ID field.

  • The field in the 'Units' code table that the CAD ID will be copied to is labeled "RescueNet Billing/Sanitas Vehicle ID".

  • The field in the 'Unit Tail / Registration' code table that the CAD ID will be copied to is labeled "RescueNet Billing ID".

  • Work with your ZOLL representative to enable the Copy CAD Mappings feature.

Facilities

ZOLL emsCharts divides facilities into two separate categories each with their own master list: facilities that offer health care services and are typically issued state IDs (like hospitals), and all other types of locations that may be used for pick-up or drop-off (like personal residences, gas stations, and stores). ZOLL emsCharts facilities that offer health care services are part of the hospitals master list, and facilities that do not offer health care are part of the common addresses master list. RNDB has only one facilities master list for all facility types, including those without state IDs.

Because of the differences with how the two systems store facility lists, there are some additional steps for setting up facilities to import from ZOLL emsCharts into RNDB. We will split these steps up into two sections: common addresses and hospitals.

Common addresses

1. Add the facility to RNDB.

2. Add the facility to the common addresses list in ZOLL emsCharts.

   Note: If you use RescueNet Dispatch as your integrated CAD solution and the Copy CAD Mappings feature is enabled, under Configuration > CAD Mappings > Common Addresses you can click the COPY TO BILLING button to copy the CAD ID values into the 'RescueNet Billing ID' field. If you use this option, you will only have to complete steps a-c for addresses that do not have a CAD ID in CAD Mappings. Work with your ZOLL representative to enable this option.

   1. Go to Service Configuration > Code Tables > Common Addresses.

   2. Click ADD for a blank set of fields.

      Note: Facilities already saved to your Common Addresses list will show up on the left. You can select them to review and update their information.

   3. Enter the name, RescueNet Billing ID, and any other desired information. Click SAVE.

      Instructions for finding the RescueNet Billing ID.

      

Hospitals

Although many of the steps are very similar, configuring hospitals uses a different ZOLL emsCharts code table and there are some additional steps for setting up hospitals that are not done for common addresses.

1. Add the facility to RNDB.

2. Add the RescueNet Billing ID for your hospitals in ZOLL emsCharts.

   Note: If you use RescueNet Dispatch as your integrated CAD solution and the Copy CAD Mappings feature is enabled, under Configuration > CAD Mappings > Common Addresses you can click the COPY TO BILLING button to copy the CAD ID values into the 'RescueNet Billing ID' field. If you use this option, you will only have to complete steps a-c for addresses that do not have a CAD ID in CAD Mappings. Work with your ZOLL representative to enable this option.

   1. Go to Service Configuration > Hospitals.

   2. Click SEARCH FOR HOSPITAL.

   3. Enter the name of the hospital and select the state where it's located then click SEARCH

      Note: The % symbol can be used as a wildcard for searching.

   4. Select the appropriate hospital from the results and click SAVE.

   5. On the General tab of the hospital in the Service Specific Info section, enter the RescueNet Billing ID and click SAVE .

      Instructions for finding the RescueNet Billing ID.

      

3. Add each hospital to the default referring or default receiving hospitals list in ZOLL emsCharts. You don't have to add each hospital to both lists, but each hospital must be part of at least one of the lists to be sent to RNDB during the import.

   • Default Referring Hospitals

     1. Go to Service Configuration > Code Tables > Default Referring Hospitals.

     2. Click the magnifying glass icon to open a window where you can search for hospitals using the name and state.

        

     3. After searching and finding the hospital, click the radial button next to the hospital to select it and click SAVE.

     4. Click ADD to finish adding it to the default referring hospitals list.

   • Default Receiving Hospitals

     1. Go to Service Configuration > Code Tables > Default Receiving Hospitals.

     2. Click the magnifying glass icon to open a window where you can search for hospitals using the name and state.

        

     3. After searching and finding the hospital, click the radial button next to the hospital to select it and click SAVE.

     4. Click ADD to finish adding it to the default referring hospitals list.

Demographic transfer

Go here for information on setting up your demographics in ZOLL emsCharts.

Your system can be configured to automatically check for demographic updates and send them to RNDB on a scheduled basis. Please work with your ZOLL representative to enable this feature for your Service. Important! You must still manually send an eDistribution update in RescueNet after your demographic changes have been sent, regardless whether the demographic data is sent automatically or manually.

To send your demographic data manually:

1. In ZOLL emsCharts, go to Service Configuration > General and under the System Settings section, click Export next to NEMSIS Demographics.

   

2. Find the BILL export and click GENERATE BILL NEMSIS V3 DEMOGRAPHICS. A status will be returned to indicate whether it was successful or if there were any errors. XSD errors are the only type that will prevent the demographic file from generating successfully, but it is still good to review and address any schematron errors or warnings to ensure all your data is sent to RNDB.

   Note: The RescueNet Import Web Service will save detailed logging for import results of the data received by ZOLL emsCharts. You can find the log file on the web server hosting the RescueNet Import Web Service under C:\ProgramData\ZOLL Data Systems\Logs\NEMSISDemographicImportResult[current date/time].txt.

   

3. Once you have successfully sent the demographics information to RNDB, you need to send out one more eDistribution update in RescueNet. This can be done on a RN admin workstation using either ZOLL Data Management Console (ZDMC) or Field Data Administration (FD Admin). You only have to use one of the two methods below to update the data in RNDB.

   ZDMC

   1. On your RN admin workstation, launch ZDMC.

   2. In the top toolbar, go to Tools > Distribute Packages.

   3. Check the following boxes:

      Agency Crew Members Dispatch Information

      Interventions > Interventions Subjective

      

   4. Click Distribute packages.

   5. Click Done.

   6. You can now close ZDMC.

   FD Admin

   1. On your RN admin workstation, launch RescueNet Administration.

   2. Go to Field Data > Field Data Configuration.

   3. Click OK on the warning.

   4. Click Update then click Yes.

   5. Complete steps 3.c, 3.d, and 3.e in the ZDMC section above and then you can close FD Admin and RN Admin.