policy 100 7 data release draft by 20cUTw9

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                                 County of Chester
                          Department of Emergency Services

Director Division

                                                   EMS (Emergency Medical Services)
                                                              And 911 Data Release

                                                                         DES Policy #100-2

                                                                          1 December 1999

Policy
It is the policy of the Department of Emergency Services to release information to the extent
permitted by Pennsylvania Act 45, Pennsylvania Act 78, Pennsylvania Right to Know Act and
the Pennsylvania Department of Health Regulations.

Procedure - Release of EMS (Emergency Medical Services) Data
1. All requests for data that relate to EMS (Emergency Medical Services) incidents must be in
   writing and forwarded to the Department Director or designee.

2. Trip Ticket Data shall be released as specified in Section 5(b)(3) of the Emergency
   Medical Services Act and Pennsylvania Department of Health memorandum 25 August 1999
   “Release of Data from Ambulance Trip Reports.” The data provided shall be limited to the
   following reports:
   2.1 Unit Utilization:
            Call frequency for a 24-hour period with average time per call (Dispatch to        Formatted: Indent: Left: 0.75", Bulleted +
                                                                                                Level: 1 + Aligned at: 0" + Tab after: 0.25" +
              Available).                                                                       Indent at: 0.25", Tab stops: 0.75", List tab +
            Calls by response outcome.                                                         Not at 0.25"
            Calls by hour by day of week.
            Response and transport modes.
            Median elapsed times for all time fields, as well as median time per call.
            Elapsed time percentiles.
   2.2 Incident Location/Type Report
            Incident location / type frequency and percentage.                                 Formatted: Indent: Left: 0.75", Bulleted +
                                                                                                Level: 1 + Aligned at: 0" + Tab after: 0.25" +
            Type of call frequency and percentage.                                             Indent at: 0.25", Tab stops: 0.75", List tab +
   2.3 Trauma Report                                                                            Not at 0.25"
            Injury site and type frequency and percentage.                                     Formatted: Indent: Left: 0.75", Bulleted +
                                                                                                Level: 1 + Aligned at: 0" + Tab after: 0.25" +
            Glasgow coma scale frequency and percentage.                                       Indent at: 0.25", Tab stops: 0.75", List tab +
            Revised coma scale frequency and percentage.                                       Not at 0.25"
   2.4 Medical Report
            Illness/Emergency frequency and percentage.                                        Formatted: Indent: Left: 0.75", Bulleted +
                                                                                                Level: 1 + Aligned at: 0" + Tab after: 0.25" +
            EKG frequency and percentage.                                                      Indent at: 0.25", Tab stops: 0.75", List tab +
                                                                                                Not at 0.25"


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    2.5 Treatment Report
            BLS (Basic Life Support) treatment frequency and percentage.                         Formatted: Indent: Left: 0.75", Bulleted +
                                                                                                  Level: 1 + Aligned at: 0" + Tab after: 0.25" +
            ALS (Advanced Life Support) treatment and percentage.                                Indent at: 0.25", Tab stops: 0.75", List tab +
            ALS (Advanced Life Support) treatment attempts/success frequency and                 Not at 0.25"
                percentage.
            Medication administration frequency and percentage.
            IV (Intravenous) solution and rate frequency and percentage.
    2.6 Admission Report
           6 Receiving facility frequency and percentage.                                        Formatted: Indent: Left: 0.75", Bulleted +
                                                                                                  Level: 1 + Aligned at: 0" + Tab after: 0.25" +
    2.7 EMT (Emergency Medical Technician) Skills Report                                          Indent at: 0.25", Tab stops: 0.75", List tab +
            Listing of individual skills sorted by agency and certification number.              Not at 0.25"

    2.8 Vitals Demographics                                                                       Formatted: Indent: Left: 0.75", Bulleted +
                                                                                                  Level: 1 + Aligned at: 0" + Tab after: 0.25" +
            Age, gender, vitals, MCD (Minor Civil Division) code location                        Indent at: 0.25", Tab stops: 1", List tab + Not
                                                                                                  at 0.25"
3. The Department of Emergency Services may at its discretion forward such data as is             Formatted: Indent: Left: 0.75", Bulleted +
   consistent with this procedure to municipal agencies or their designees.                       Level: 1 + Aligned at: 0" + Tab after: 0.25" +
                                                                                                  Indent at: 0.25", Tab stops: 1", List tab + Not
                                                                                                  at 0.25"
4. The request will be forwarded to and tracked by the Field UserExternal Liaison.

Procedure - Release of 911 Data
5. All requests for release of data that relates to incidents handled by in the Communications
   Center must be in writing and forwarded to the Department Director or designee.
   5.1Copies of phone recordings:
         Law enforcement agencies shall contact District Attorney’s Office for approval.         Formatted: Indent: Left: 0.5", Bulleted +
                                                                                                  Level: 1 + Aligned at: 0" + Tab after: 0.25" +
         Any other person or agency request shall be forwarded to Solicitor’s Office for         Indent at: 0.25", Tab stops: 0.75", List tab +
           approval.                                                                              Not at 0.25"
         Law enforcement agencies within Chester County may have immediate access for
           listening to radio or voice recordings for the purpose of properly handling an
           emergency situation.
            The request will be forwarded to the Shift Supervisor who has the authority to
                process the request.
            If the supervisor has any questions concerning the request the On-Call ADA
                (Assistant District Attorney) should be paged.
   5.2 Copies of radio recordings are public knowledge and may be released to requestor.
   5.3 Copies of CAD (Computer Aided Dispatch) Incident Histories:
         Agency handling incident may obtain one additional copy.                                Formatted: Indent: Left: 0.5", Bulleted +
                                                                                                  Level: 1 + Aligned at: 0" + Tab after: 0.25" +
         Any other person or agency request should be forwarded to the Solicitor’s Office for    Indent at: 0.25", Tab stops: 0.75", List tab +
           approval.                                                                              Not at 0.25"


6. Informational requests only. (No copies of data being released.)
   6.1 Events arise which pose a public interest or newsworthy event. If a news agency requests
   informationrequests information on a particular event the following information may be
   provided or confirmed for that event.
        Date and originating time of incident                                                    Formatted: Indent: Left: 0.5", Bulleted +
                                                                                                  Level: 1 + Aligned at: 0" + Tab after: 0.25" +
        Location of incident                                                                     Indent at: 0.25", Tab stops: 0.75", List tab +
                                                                                                  Not at 0.25"

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         Nature of incident
         Status of incident – (still on scene or cleared)
         Responsible Agency
    6.2 Any additional informational requested should be forwarded to the agency that has the
        primary responsibility for handling the incident.
    6.3 The Department of Emergency Services may at its discretion forward such data as is           Formatted: Bullets and Numbering
        consistent with this procedure to the requestor.
    6.4 Subpoenas or court orders requiring release of data will be forwarded to the Solicitor’s
        office for approval.

7. The Department of Emergency Services may at its discretion forward such data as is
  consistent with this procedure to the requestor.

8. Subpoenas or court orders requiring release of data will be forwarded to the Solicitor’s office
   for approval.

9. Response agencies can request CAD (Computer Aided Dispatch) reports for your responder
agency only. If reports are requested of other response agencies notification will be made to the
response agencies involved in the request by the External Liasion. Processing fees will be
untilzied when requests are made of other response agencies data. CAD (Computer Aided
Dispatch)-related data being released will be limited to the following
   reports currently available in CAD:
    9.1 Incident Count Reports
        a. Number of Incidents by Area by Day of Week
        b. Number of Incidents by Type by Day of Week
        c. Number of Incidents for Area by Type by Day of Week
        d. Number of Incidents by Date by Hour                                                       Formatted: Numbered + Level: 1 +
                                                                                                     Numbering Style: a, b, c, … + Start at: 1 +
        d.e. Number of Incidents for Type by Date by Hour                                            Alignment: Left + Aligned at: 0.5" + Tab after:
        e.f. Number of Incidents by Disposition by Day of Week                                        0.75" + Indent at: 0.75"
        f.g. Number of Incidents by Source by Day of Week
        g.h.Incident Queuing Analysis by Dispatch Group
    9.2 Response Time Reports
         a. Response for Area by Priority by Day of Week
         b. Response by Hour by Priority by Day of Week
         c. Response for Priority by Hour of Day by Day of Week
         d. Response by Response Time RANGE by Priority
         e. Response by Type
         f. Response Time for Units by Priority by Day of Week
    9.3 Activity Reports
         a. Dispatcher/Terminal Activity
         b. Officer Activity
         c. Unit Activity
    9.4 Other Reports
         a. Incident History
         b. Unit History



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        c. Incident Report for BLS (Basic Life Support) and ALS (Advanced Life Support)
           Units by Month
        d. Incident Report EMS (Emergency Medical Services) Agencies – No Response (By
           Month)

Processing Fees
10. Unless otherwise approved by the Director of Emergency Services, cost incurred during the
    processing of data release requests are recouped through a processing fee schedule.

11. The processing fee schedule applies to any person, agency or organization outside Chester
    County Government with the exception of law enforcement for use in investigative or
    prosecution purposes and response agencies for incident critique or quality assurance.

12. The processing fee schedule is as follows:
     CAD (Computer Aided Dispatch)                                                             Formatted: Indent: Left: 0.25", Bulleted +
                                                                                                Level: 1 + Aligned at: 0" + Tab after: 0.25" +
       Incident History Copies                       $25.00         (Per Incident History)      Indent at: 0.25", Tab stops: 0.5", List tab +
     Other documents                                $25.00         (Per Document)              Not at 0.25"
     Bulk documents (over 5 pages)                  $25.00 plus 1.00 per page                  Formatted: Indent: Left: 0.25", Bulleted +
                                                                                                Level: 1 + Aligned at: 0" + Tab after: 0.25" +
     Maps                                           $25.00                                     Indent at: 0.25", Tab stops: 0.5", List tab +
       (Each agency is entitled to 1 set of maps a year                                         Not at 0.25"
       if needed and when box area changes are completed)
     Cassette recordings                            $40.0060.00                                Formatted: Indent: Left: 0.25", Bulleted +
                                                                                                Level: 1 + Aligned at: 0" + Tab after: 0.25" +
     Compact disc recordings                        $40.00                                     Indent at: 0.25", Tab stops: 0.5", List tab +
     DVD recorder disk replacement                   $Current replacement cost                  Not at 0.25"
       (Preservation of disk for over 6 months – Any agency including Police, Fire and          Formatted: Bullets and Numbering
       Emergency Medical Services)
     Preserve Master Recording Media (2 Years) $100.00                                         Formatted: Bullets and Numbering


13. Payment is made to “Treasurer, County of Chester.”




signature on file
_______________________________
Edward J. Atkins
Director




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