Features to Look for When Buying Automated Incident Reporting Software

When an incident occurs within your EMS agency you need to respond swiftly, capture important responder and event details, maintain accurate historical records and generate reports for risk assessment and liability protection.

While excel sheets and pen and paper methods used to be the most common used practice for incident reporting, creates costly administrative time and can cause disruptions in the information flow between management teams.  Automated incident reporting is an advanced real-time online reporting solution that goes way beyond eliminating the obvious downsides of paper incident reporting. The use of automated incident tracking software is becoming more of a necessity among EMS agencies.

Incident Tracking software can be used for tracking reports relating to things such as vehicle accidents, personnel injuries, and attendance issues. Depending on the specific way an agency decided to use the software, there will be different features that the software will need to have. Below are the most requested features of an EMS incident tracking tool.


Custom Form Creation

Each incident that an organization handles is unique and should be treated as such. Having an incident tracking software that allows management to create a form based on the specific questions needed answered to resolve the incident, helps to ensure that you can account for all variables that might occur, even in unusual accidents. When creating these forms, user friendliness is important for most operations. Features like drag and drop functionality, creating templates and saved sections, and even color coding forms can save organizations, time and money. In addition, the ability for employees to create, edit, save and submit forms for internal use gives an emergency medical services agency a sense of security.


Incident Assignment

From HR. insurance, and leadership, there are multiple people who are involved when situations occur outside of the specific people who were in the incident. A popular feature of incident tracking software is the ability for management to  assign pertinent people to each incident. These people can have access to all the forms and documents relating to the incident, as well as permissions enabled to reach out to employees, directly from the software, to inquire about their knowledge of the situation.


Transaction Logs and Filing

All organizations will at some point need to go back into records and look up the forms and data that was logged. Although automation is an upgrade from paper records, searching through disorganized, uncategorized digital files can be just as inefficient. To avoid these inefficiencies, EMS incident tracking software’s need to have a way to file groups of similar forms together that will be simple to retrieve in the future. In addition,each file needs to belogged with the data and time of each submission so that if anything is ever in question about about when certain information was brought to light, your agency can rest assured it will be accurate data.


Notification and Communication

Strong Communication is the key to any organization running well. Every Incident Tracking tool for EMS should have features designed specifically for the agency to have a line of communication about the incidents. Supervisors can be notified and reminded to review and submit reports, so they stay on track. As reports are submitted, the right managers are notified so they can add notes, upload files, ask additional questions of the submitting employee, and even start a case file to tie reports together if needed. Ensuring that messaging and notification features are in your next incident tracking tool, will make future incidents less difficult to manage.



No two incidents are the same, and you need an incident tracking software that can report on unique situations and incidents.  Rather than only allowing default fields and form types, an EMS incident reporting tool should allow organizations to report on any field or group any custom form together. Being able to report on unique fields helps to understand where the most common incidents are originating from and prevent similar incidents in the future. Generating reports on historical data also help protect your agency against liability.


 ePro Tracker is Everything Needed for EMS agencies to Manage Incident Tracking

eCore Software Inc. has over 15 years of proven success with EMS agencies around the world using the ePro Tracker solution alongside our scheduling software platform, ePro Scheduler. Our product has everything an EMS operation needs to document incidents accurately and securely from custom report form building to report management.

ePro Tracker saves you time and allows for seamless communication between management teams by giving your employees 24/7/365 access to all your report forms from any location. Create an unlimited number of custom report forms that best fit your specific organization’s needs, from vehicle accidents to equipment failures, to crew conflicts and commendations. Equip your team with the ability to efficiently collect the right information right when something happens and to share that information with the right people.

ePro Tracker works best with ePro Scheduler, our platform EMS scheduling software. ePro Scheduler is an extremely flexible and scalable web-based employee scheduling software solution that makes scheduling easy, intuitive and cost-effective.  With a wide range of options and settings, ePro Scheduler alongside ePro Tracker becomes fine-tuned EMS software addressing your specific needs.  It is ideal for public service organizations like EMS operations, and hospitals.

If you are in the EMS industry and need a scheduling software that works for you, contact us today to find out how to request a free demo.