1. proudly serving theFRMS Fire Records Management System

2. History  2001 - Telecom and Emergency Services began process of upgrading the existing dispatch system.  2002 - new programs purchased –CAD (Computer Aided Dispatch) –FRMS (Fire Records Management System) –LRMS (Law Records Management System)  2002/2003 - training began on the new programs

3. Access & Security  Each computer connects to FRMS through the Gateway and must have the Citrix ICA client.  Any computer with an internet connection can access FRMS.  Telecom is responsible for the protection and integrity of the network for the entire county.  Attempts to circumvent computer security (using someone else’s token or log-in) will lead to prosecution by Warren County.

4. WORKING WITH FRMS entering FIRE and EMS data

5. Opening the program  To gain access to the Warren County network, follow these instructions: 1.Open your internet browser & navigate to https://gateway.wcpsn.net 2.Enter your User Name 3.PASSCODE: Enter your unique 4-6 digit number followed by the 6-digit number displayed on your RSA Token. 4.Press the Log On button or hit your key

6. Opening the program  A screen similar to this will appear. Icons vary by agency and access level.  Double-click the FRMS folder then select “FireRMS”

7. Opening the program The next screen to appear is the FRMS Login screen Enter your User Name & Password (set by your agency)

8. Working in the Program  The next screen to appear is usually the Incident Log but it can be configured to open any of the 4 tabs.  Incident Log lists runs created from CAD on the screen based on the filters applied.  They show: Run Number Exposures Alarm Date and Time NFIRS Run Type Mutual Aid Location Completed Reviewed

9. CREATES A NEW REPORTOPENS A SELECTED ENTRYDELETES A REPORTSEARCHES FOR A REPORTREFRESHES THE LISTPRINTS THE PAGEHELPCLOSES THE FORM OR PROGRAM DO NOT USE THIS “X” TO CLOSE THE PROGRAM. ALWAYS USE THE CLOSING DOOR BUTTON!

10. Displays the Current Day Displays the Previous 7 daysDisplays the Previous 31 daysAllows the selection of a Specific Day, Month or Range

11. WORKING IN THE PROGRAM Let’s Complete a Report from the Incident List

14.  4 Primary tabs at top of form –Basic –Resources –Narrative –Authorization Primary Tabs

15. Primary Tab: Basic Under the BASIC tab are 6 secondary tabs  Response  Location  Persons Involved  Highway  Supplemental  Attachments

16. Primary Tab: Basic Secondary Tab: Response  White fields  Red fields –required by NFIRS (National Fire Incident Reporting System)  Yellow Fields –Not shown, but agency-specific. –Can select other color than yellow, as well as multiples.

17. Primary Tab: Basic Secondary Tab: Response  Date and times from CAD are displayed in the fields.  Type is taken directly from the NFIRS codes, translated from the bottom right Initial Dispatch Code box (example 321 is an EMS call, 111 is a building fire.)

18.  Priority – checked if response was a priority - almost all responses are.  EMS Provided – if checked this will cause another Primary tab to appear called ADVANCED EMS. Primary Tab: Basic Secondary Tab: Response

19.  Casualties – Select if injuries occurred to fire staff or civilians. –Casualties tab appears when this option is selected. –Casualties tab can also be activated from the Persons Involved tab.

20. Primary Tab: Basic Secondary Tab: Response  Alarms – number of alarms for the call.  Shift can be based on roster assignment. –A = Unit 1 –B = Unit 2 –C = Unit 3  Station can be based on roster assignment.

21. Primary Tab: Basic Secondary Tab: Response Actions Taken  corresponds to NFIRS codes  can have up to 3 Hazardous Materials Released  Used when hazardous materials are involved.  If selected, the HAZMAT tab will appear in primary row.

22. Primary Tab: Basic Secondary Tab: Response 1.Select Mutual Aid type from drop down list: 1 Mutual Aid received – Requested 2 Automatic Aid received – AMARS 3 Mutual Aid given – Requested 4 Automatic Aid given – AMARS 5 Other Aid given 2.Add and Delete buttons will activate; select Add. 3.Select the department from the drop down list. 1.If Mutual Aid was given, only 1 department may be selected. 2.If requested, multiple departments may be selected. 4.If NO mutual aid used, check the None box.

23. Incident No. - If mutual aid department’s Incident number is known. Detector – select whether detector functioned, did not function, etc. Initial Dispatch Code - displays the CAD dispatch code. Once completed, select the Location tab. Primary Tab: Basic Secondary Tab: Response

25. Primary Tab: Basic Secondary Tab: Location Location – Not Validated  Most address information will auto populate from the CAD system, however you may need to add information.  Check the Directions as all ST RT or US RT information does not auto populate.

27. Primary Tab: Basic Secondary Tab: Location You can type the name of the street to bring up just the street… or the first series of letters to bring up a list that closely matches the possibilities. Street Finder database is maintained by your agency. If a location isn’t coming up, it’s most likely because your agency didn’t enter it as a street.

28. Primary Tab: Basic Secondary Tab: Location  Select the magnifying glass next to City to search within the agency-created database of cities (if you maintain this on the administration side of FRMS).  Note: Cities entered directly into the City line shown here are not automatically added to the database.  Selecting a city from the agency-created database will auto- populate the State, Zip, Fire District, Census Tract, County, FDID number, and Other information associated to it.

29.  Cities  Zip Code  Fire Districts  Census Tracts  Counties  Agencies FDID  Other  You can change individual cells

30. Primary Tab: Basic Secondary Tab: Location  If location is an Occupancy (Mason Christian Village), press the Occupancy button.  Another screen appears with the exact location information, or a list of locations that closely match the possible address.  Occupancy Finder database is maintained by your agency. If a location isn’t appearing, it’s most likely because your agency didn’t enter it as an occupancy.

31. Primary Tab: Basic Secondary Tab: Location  Enter the Property Use & Mixed Use information, taken directly from the NFIRS codes.  If the property was listed in the Occupancies, this may already be filled in.

32.  Enter Estimated Dollar Loss values.  Enter Estimated Pre-Incident Value Now select the Persons Involved tab. Primary Tab: Basic Secondary Tab: Location

33.  If the dispatcher captured the caller’s name, it will appear here.  Click the Add button to add another person involved, such as the Owner, Occupant, EMS Patient or Fire Causality.  Complete the remaining fields. Primary Tab: Basic Secondary Tab: Persons Involved

34.  It’s not necessary to complete the Supplemental tab. This is for Special Studies.  Attachments tab could be used to attach Excel Spreadsheets and or drawings from the computer. Primary Tab: Basic Secondary Tabs: Supplemental & Attachments

35. Select the Resources tab to add apparatus and personnel. Primary Tab: Basic Secondary Tab: Persons Involved

36. Apparatus Tab  Units dispatched by CAD appear here IF they are entered in your agency- created database, named the same as in CAD.  When Unit is highlighted, the information for the unit appears in the associated boxes.  Additional information such as From Quarters, Canceled Enroute, etc. should be checked here. Primary Tab: Resources Secondary Tab: Apparatus

37.  Example: to enter Personnel for M52, ensure the unit is highlighted then select the Personnel tab.  Note: Personnel will auto populate if you utilize rosters, making the above step unnecessary. Otherwise, you must manually select the personnel using the following steps. Primary Tab: Resources Secondary Tab: Apparatus

38. Selecting Personnel 1.Press Add. 2.Once Add is selected the Personnel Explorer window appears. 3.Departments may be broken into sections or stations. Primary Tab: Resources Secondary Tab: Personnel

39. Press the + to expand the header & reveal people that fall into that category. Primary Tab: Resources Secondary Tab: Personnel

40.  To select personnel 1.Click the person’s name 2.Press >> or double-click the name.  Name appears in the Selected Personnel field. Primary Tab: Resources Secondary Tab: Personnel

41.  An easier method is to use the Quick Select field.  Depending on your agency, you may enter the Employee ID number or first few letters of a name in the field and press enter.  The employee’s name appears in the Selected Personnel field. Primary Tab: Resources Secondary Tab: Personnel

42. Primary Tab: Resources Secondary Tab: Equipment

43. Summary tab is a brief overview of the Apparatus & Personnel Tabs. It does NOT auto populate.  Lists number of apparatus for  department  mutual aid  Lists number of personnel selected for  department  mutual aid  3 categories 1.Suppression 2.EMS 3.Other Primary Tab: Resources Secondary Tab: Summary

44. 1.Return to the Apparatus tab 2.Select the next unit 3.Repeat the procedure to enter all personnel. 4.Once complete, select the next Primary Tab.  Should the call have been a FIRE, the Fire and Structure tabs appear. Primary Tab: Resources Secondary Tab: Summary

46. Ignition If the situation involves FIRE, you must complete the FIRE tab.  Ignition  First Ignited  Factors Contributing to Ignition fields are all required by the State Fire Marshals office. Continue to the Involved tab. Primary Tab: Fire Secondary Tab: Property & Ignition

47.  If Equipment is involved in the Ignition, the State of Ohio requires the Brand, Model and Serial No. fields to be completed. If the FIRE involved a structure  the Structure tab will appear.  Select the Structure tab and complete the information. Primary Tab: Fire Secondary Tab: Involved

48.  For Structure Fires all RED fields must be completed for the State Fire Marshal’s office.  Once the Description tab is completed, select the Systems tab. Primary Tab: Structure Secondary Tab: Description

49. Detectors  a required entry for the State Fire Marshals Office.  If detectors were not present, select that box and all fields will gray out. Automatic Extinguishment System  same procedure as for Detectors. Primary Tab: Structure Secondary Tab: Systems

50.  When completed, all required RED fields and tabs will turn black.  If ignition cause was marked as 1 – intentional on the Fire/Property tab, the Arson tab appears and all fields will need to be completed. Primary Tab: Structure Secondary Tab: Systems

55.  This is the Narrative page just for the arson portion of the incident.  The Narrative tab on the top row is a higher level Narrative for the entire report. Primary Tab: Arson Secondary Tab: Narrative

56.  This is the Narrative Tab for the entire report.  Any comments made in CAD for the incident will automatically transfer to FRMS.  You can create multiple narratives per incident.  To Add a narrative, press the Add button. Primary Tab: Narrative

57.  Enter the title for the narrative. e.g. if narrative is from Chief 52, enter Chief 52 in the Title field  Chief 52 appears in the narrative box.  Type your narrative in the text field or for consistency select the Auto narrative button. Primary Tab: Narrative

58.  The Auto button populates the narrative field with information you previously entered in FRMS.  Narrative is written in the same format every time.  Review the narrative. If accurate, proceed to the Authorization tab. Primary Tab: Narrative

59.  If you need to edit the narrative before moving on, place the cursor where you’d like to edit, and type.  To ensure correctness, press the Spell button and complete a spell check.  The spell checker will offer suggestions to the found errors. Primary Tab: Narrative

60.  Once the narrative is complete, push the SAVE button (disc icon).  If you have edited the narrative, DO NOT PUSH THE AUTO BUTTON AGAIN – it will erase the edited narrative and replace it with the original version. X Primary Tab: Narrative

61.  Now that your narrative is saved, you may select the Authorization tab. Primary Tab: Narrative

63.  Once all run information is complete, the report Authorization screen must be completed.  If you are the Member Making Report you may press the Set To Current User button.  Each department does this differently so consult with your FRMS administrator. Primary Tab: Authorization

64.  If you enter the report and another employee was the Member Making Report you have options: 1.Select the magnifying glass for a listing of personnel 2.Enter the Employee ID number and tab to the date field. Primary Tab: Authorization

65.  Complete the remaining fields  Date  Position  Assignment  Now check the Complete button.  This removes the report from the Incident Log’s today view which normally shows incomplete reports from days past.  This step must be completed before the report can be sent to the state.  Check the Release To Public box if a copy of the report is released for public use (media, news, etc). Primary Tab: Authorization

66.  Enter Officer in Charge.  Same options and process as Member Making Report section.  Once report is complete, click the Save button (disc icon) Primary Tab: Authorization

67. proudly serving the Additional Forms windows that appear depending on selected information

68. proudly serving the EMS

69.  We saw this Basic form window earlier.  EMS Scenario  Type of call is 321 – EMS call.  EMS Provided is checked.  These two selections have activated the Advanced EMS tab. Primary Tab: Basic Secondary Tab: Response

70. Complete  Response tab  Location tab  Persons Involved tab  In this tab you will indicate the person involved is an EMS Patient Primary Tab: Basic Secondary Tab: Persons Involved

71. Scene Tab  Complete the number of patients field.  If an MCI (mass casualty incident), select the drop down list and complete.  If no MCI select 99 (N/A)  Location Type - Home, School, etc.  Service Type - Scene, Standby, etc.  Area – suburban, rural, etc. Primary Tab: Advanced EMS Secondary Tab: Scene

72. Scene Tab  First Arriving Unit – use magnifying glass to look up units or enter unit directly. Ex: Squad 51 is S51  Paramedic Response – if paramedic responded  Response Mode – most often 04-Emergency. Primary Tab: Advanced EMS Secondary Tab: Scene

73. Scene Tab Primary Tab: Advanced EMS Secondary Tab: Scene

74. Scene Tab  Special Factors – reports anything that affects response such as Adverse Weather, Unsafe Scene, etc.  If any of the listed EMS situations are included, check its box and its page will appear. Primary Tab: Advanced EMS Secondary Tab: Scene

75. Patient Info  Press Add to input patient info. Chief Complaint  Enter code from the drop down list.  If the Chief Complaint code is not found or different, enter it in the below Text field.  Enter Onset date and time Primary Tab: Advanced EMS Secondary Tab: Patient Info

76.  ID Number – if call is an MCI use the MCI Triage Tag number  DNR Order – do not resuscitate.  Release Signed – if the patient refuses and a refusal form is used.  Move on to the History tab. Primary Tab: Advanced EMS Secondary Tab: Patient Info

77.  Patient - should appear since you entered them in the Patient Info tab, but if not, select from the drop down.  Signs and Symptoms – press the button to select then it will appear in the box. you can select more than one.  Past Medical History – press the button to select then it will appear in the box. you can select more than one. Primary Tab: Advanced EMS Secondary Tab: History

78.  Provider Impression / Assessment - Enter your impression of the patient from the drop down list.  Cause of Illness / Injury - choose from the drop down list.  Severity  01-Non Urgent  02-Urgent  03-Life Threatening  04-Full Arrest  Enter last name of patient’s physician  List allergies  List medications Primary Tab: Advanced EMS Secondary Tab: History

79.  Human Factors - Check any that have influenced the call.  Pregnancy – select from drop down list if involved.  Now go to the Assessment tab Primary Tab: Advanced EMS Secondary Tab: History

80.  Patient - Select the previously entered patient from the drop down.  All Relevant Systems Normal - If all systems are normal press this button  1 thru 11 - Each button has a drop down list of selection criteria and should be completed. Primary Tab: Advanced EMS Secondary Tab: Assessment

81.  Patient – should automatically populate from previous tabs.  Press the Add button to insert an event.  Event Time – defaults to arrival (on scene) time but you should change to accurate time the procedure was given.  Event Provider - Who performed the procedure? Enter the Employee ID number (case sensitive).  Event Details – select Aid Given from drop down then complete the related fields.  Events may share times or have different times.  Press the Add button to complete another event Primary Tab: Advanced EMS Secondary Tab: Flow Chart

82.  When all Events are completed, continue to the Other Tab. Primary Tab: Advanced EMS Secondary Tab: Flow Chart

83.  Patient – auto fills from the previous tabs.  Transporting Unit – Enter or look up using the magnifying glass. Note: unit must already be entered in your agency-created database.  Treatment Authorization – select from drop down.  Medical Consult - if contacted, enter information.  Transport mode – select from drop down Primary Tab: Advanced EMS Secondary Tab: Other

84.  Level of Care  Initial – first type given upon arrival  Highest – highest level given at any point in the incident.  Receiving Facility  Facility to which patient was transported  Type usually 06-Hospital  Hospital Chosen By – select from drop down list. Primary Tab: Advanced EMS Secondary Tab: Other

85.  Patient Disposition – select from drop down.  To read the full list, right-click and the drop down list becomes a selection list.  Right-click works on most drop down lists.  Select the item you need. Primary Tab: Advanced EMS Secondary Tab: Other

86. proudly serving the OTHER FIRE

87.  The appearance of additional tabs (report forms) are dependent on the information entered in the Incident Type field.  421-Chemical hazard (no spill or leak) prompted the HAZMAT tab to appear. Let’s go there. Primary Tab: Basic Secondary Tab: Response

88.  Red fields must be completed.  Once all completed, go to the Involved tab. Primary Tab: Hazmat Secondary Tab: Release

89.  Complete the fields in this tab.  Continue to the Identification tab. Primary Tab: Hazmat Secondary Tab: Involved

90.  Press Add and enter from the list.  Complete all fields in the form.  Proceed to the remainder of the report as we walked through before. Primary Tab: Hazmat Secondary Tab: Identification

91. proudly serving the DAYBOOK list details, pub ed events, assignments

92. Daybook  Can be viewed by each company (station).  To Do Items Tab –Start time –Entry –Details of the event –Other Info

93. Daybook  Log Tab –Start Time –End Time –Entry –Details –Other Info

94. Daybook FYI/Request Tab

95. Daybook  To Add an entry, pres the NEW button (paper with folded corner).  You may select: –New Incident –New Training Session –New Other Entry.  To add to the Daybook choose Other Entry.

96.  Select the Type of entry from the drop down list. Daybook

97.  Enter Start date and time.  Enter End date and time.  Use drop down arrow to reveal calendar. Daybook

98. 1.Enter the Location of the event. 2.Hours if necessary. 3.The Amount & Default Results can be left blank. 4.Enter comments pertaining to the event.  Select the Participants tab. Daybook

99. 1.Select the Shift. 2.Select the responsible Station. 3.Select the responsible apparatus. 4.Choose personnel from the Add From Personnel button 5.Select the personnel as previously reviewed. 6.Click OK

100.  Once the participants are entered, go to Authorization. Daybook

101.  Complete this form as previously reviewed.  Save, then Close. Daybook

102. proudly serving the TRAINING

103.  Training classes held at your station may be entered in this section.  Training classes may also be requested in this section.  To begin, choose New. Training Form Primary Tab: Definition

104.  Select the class from the magnifying glass look-up list.  A pop-up Class Explorer window appears with a Training Catalog organized by Training Category.  Each Category has a + box that expands to reveal all training.  Click the + next to EMS- EMERGENCY MEDICAL Training Form Primary Tab: Definition

105.  Next, expand the PHTLS – Pre-Hosp Trauma Life Support folder  Various training are revealed.  Select EM31- Patient Assessment.  The data automatically enters in the following fields.  Complete the fields in the Defaults tab then move on to the Results tab Training Form Primary Tab: Definition

106.  Enter Credit Hours  Continue to the Notes tab. Training Form Primary Tab: Definition

107.  Enter any class notes in the field provided.  You can date stamp the field prior to or after the entry by pressing the Date Stamp button.  If prerequisites are required select that tab, otherwise continue to Obj/Skills. Training Form Primary Tab: Definition

108.  Objectives and skills can be entered here.  Press New icon  Select the topic category  Fields will automatically fill in  Click OK  Go to Attach tab if attachments are needed. Training

109.  All information is complete – click OK. Training

110. FRMS Reporting  Crews are expected to complete their run reports upon return to the Station.  Fire crews should use the Fire Report Worksheet at the scene then complete the report on the FRMS computer.  Once completed on the computer, print a copy from FRMS and attach to the back of the Fire Report Worksheet and turn into the Battalion as normal.

111. FRMS Reporting  EMS crews shall continue to complete their written EMS report. The following copies shall be distributed as follows: –White – Return to your agency. –Yellow – Return to the agency. –Pink – Leave at Hospital (EMS Coordinator Copy) –Gold – Leave at Hospital (Medical Record Copy)

112. FRMS Reporting  EMS crews are expected to enter the EMS report information on the FRMS computer upon their return to the Station.  Once completed on the computer, print a copy from FRMS and attach to the back of the EMS Report and turn into the Battalion as normal.