Effective: 10-23-24
Supersedes:
Purpose:
To ensure all Advanced Life Support (ALS), Basic Life Support (BLS), and Single EMT events are coordinated efficiently, and necessary details are communicated promptly to key personnel, enabling seamless scheduling and dispatching.
Policy Overview:
All ALS, BLS, and Single EMT event details, including potential cancellations, must be communicated to both the Dispatch Supervisor and the Scheduling Department, with the Dispatch Manager CC’d on all correspondence. This ensures all events are accurately recorded, resources are appropriately scheduled, and communication is clear across the team.
Procedure:
Event Notification:
All ALS, BLS, and Single EMT events must be communicated via email to the Dispatch Supervisor and Scheduling Manager, with the Dispatch Manager CC’d.
The notification should include the following event details:
Date: The date of the event.
Time: The start and end time of the event.
Location: Exact address or venue for the event.
Caller/Coordinator Name: Full name of the person coordinating the event or requesting service, along with their callback number.
Rates: Any pre-determined rates for the service provided.
Report Time: The time when personnel need to report for the event.
Report Location: Where personnel should report upon arrival at the event.
Event Duration: Estimated or confirmed duration of the event.
Resources Needed: The number and type of vehicles (ALS/BLS/Single EMT) required.
Level of Service: Specific service levels required, including ALS, BLS, or Single EMT coverage.
Cancellation Contingencies: Any potential cancellation reasons, such as weather conditions or other unforeseen circumstances. These details must be clearly communicated, including what conditions would trigger a cancellation and the timeline for notifying Brewster Ambulance.
Dispatch Supervisor Responsibility:
Upon receiving the event details, the Dispatch Supervisor is responsible for:
Booking the Event in the CAD System: All events must be accurately entered into the Computer-Aided Dispatch (CAD) system.
Monitoring Potential Cancellations: Ensure all potential cancellation conditions are noted, including weather or other contingencies.
Email Acknowledgment: Once the event is booked, the Dispatch Supervisor will reply to the original email, confirming the event has been entered into the system, CC’ing the Dispatch Manager.
Scheduling Department Responsibility:
Upon receiving the event details, the Scheduling Department is responsible for:
Booking the Event in the Scheduling Software: All events must be entered into the scheduling software.
Shift Bidding: The Scheduling Manager will place the event shifts out to bid for appropriate personnel to cover, including Single EMT roles where applicable.
Monitoring Potential Cancellations: Keep track of any potential cancellations communicated, including weather, and ensure that personnel are notified of any schedule changes or cancellations as early as possible.
Email Acknowledgment: Once the event has been scheduled and the shifts posted for bidding, the Scheduling Manager will reply to the original email, confirming the event has been booked, CC’ing the Dispatch Manager.
Timeliness:
All event details must be communicated as soon as possible, preferably with ample notice prior to the event, to avoid last-minute scheduling issues.
If a cancellation is anticipated due to weather or other circumstances, it must be communicated promptly to both the Dispatch Supervisor and Scheduling Department, with the Dispatch Manager CC’d.
Both the Dispatch Supervisor and Scheduling Department are expected to confirm booking, scheduling, and any potential cancellations promptly, ensuring timely coordination.
Compliance:
Failure to follow this policy may result in scheduling delays, miscommunication, or service disruptions. All employees involved in the event coordination process are expected to adhere to these procedures to maintain operational efficiency and service quality.