Current through Vol. 42, No. 1, September 16, 2024
(a) All required records for licensure will
be maintained for a minimum of three years.
(b) Each licensed air ambulance service shall
maintain electronic or paper records about the operation, maintenance, and such
other required documents at the business office. These files shall be available
for review by the Department during normal work hours. Files which shall be
maintained include the following:
(1) At the
time a patient is transported to a receiving facility, the following patient
care records will be, at a minimum, provided to the facility staff members at
the time the patient(s) are accepted:
(A)
personal information such as name, date of birth, and address,
(B) patient assessment with medical
history,
(C) medical interventions
and patient responses to interventions,
(D) any known allergies,
(E) other information from the medical
history that would impact the patient outcomes if not immediately
provided.
(2) A signature
of the receiving facility health care staff member will be obtained to show the
above information and the patient were received.
(3) A complete copy of the patient care
report shall be sent to the receiving facility within twenty-four (24) hours of
the hospital receiving the patient.
(4) Completed patient care reports shall
contain demographic, administrative, legal, medical, community health, and
patient care information required by the Department through the OKEMSIS Data
Dictionary.
(5) All run reports and
patient care information shall be considered confidential.
(c) All licensed air ambulance agencies shall
maintain electronic or paper records on the maintenance and regular inspections
of each vehicle. Each vehicle must be inspected and a checklist completed after
each call or on a daily basis, whichever is less frequent.
(d) All licensed air ambulance agencies shall
maintain a licensure or credential file for licensed and certified emergency
medical personnel employed by or associated with the service to include:
(1) Oklahoma license and
certification,
(2) Basic Life
Support certification, or documentation of BLS cognitive objectives and
psychomotor skills that meets or exceeds American Heart Association standards
and approved by the medical director,
(3) Advanced Cardiac Life Support
certification, or documentation of BLS cognitive objectives and psychomotor
skills that meets or exceeds American Heart Association Standards and approved
by the medical director, as applicable for advanced licensure levels,
(4) Incident Command System or National
Incident Management Systems training at the 100, 200, and 700 levels or their
equivalent,
(5) contain a list or
other credentialing document that defines or describes the medical director
authorized procedures, equipment, and medications for each certified or
licensed member employed or associated with the agency,
(6) a copy of the medical director
credentials will be maintained at the agency.
(e) The electronic or paper copies of the
licenses and credentials described in this section shall be kept separate from
other personnel records to ensure confidentiality of records that do not
pertain to the documents relating to patient care.
(f) All licensed air ambulance agencies shall
maintain:
(1) copies of staffing patterns,
schedules, or staffing reports which indicate the ambulance service is
maintaining twenty four (24) hour coverage, at the highest level of
license;
(2) copies of in-service
training and continuing education records;
(3) copies of the air ambulance services:
(A) operational policies, guidelines, or
employee handbook. The standard operating procedure or guideline manual will
include list of the patient care equipment that is carried on any "Class E"
unit(s);
(B) medical protocols; and
(C) OSHA and/or Department of
Labor exposure plan, policies, or guidelines.
(4) A log of each request for service
received and/or initiated, to include the following:
(A) disposition of the request and the reason
for declining the request, if applicable,
(B) the patient care report number,
(C) date of request,
(D) patient care report times as defined in
the OKEMSIS Data Dictionary,
(E)
location of the incident,
(F)
nature of the call;
(5)
Documentation that verifies an ongoing, physician-involved quality assurance
program.
(6) Such other documents
which may be determined necessary by the Department. Such documents can only be
required after a thorough, reasonable, and appropriate notification by the
Department to the services and agencies.
(g) The standardized data set and an
electronic submission standard for EMS data as developed by the Department
shall be mandatory for each licensed ambulance service. Reports of the EMS data
standard shall be forwarded to the Department by the last business day of the
following month. Exceptions to the monthly reporting requirements shall be
granted only by the Department in writing.
(h) Review and the disclosure of information
contained in the ambulance service files shall be confidential except for
information which pertains to the requirements for license, certification, or
investigation issued by the Department.
(i) Department representatives shall have
prompt access to files, records, and property as necessary to appropriately
survey the provider. Refusal to allow access by representatives of Department
to records, equipment, or property may result in summary suspension of
licensure by the Commissioner of Health.
(j) All information submitted and/or
maintained in files for review shall be accurate and consistent with Department
requirements.
(k) A representative
of the agency will be present during the record review.
