Patient Transport Sheets

Module Overview

Purpose

The Patient Transport Sheets module is designed for healthcare organizations involved in patient transport. It enables efficient organization of patient transfers between healthcare facilities or to patients and comprehensive recording of all important data. The system helps dispatchers coordinate crews, communicate with teams, and track the status of individual transports in real time.

Key Features

Electronic recording of all transport sheets with complete patient data
Entry and management of new transport sheets with mandatory validation of important data
Crew assignment by service type (BLS, ALS, ICU, NEPT, HEMS, Incubator)
Transport status tracking (Recorded, Assigned, Today, Completed, Cancelled)
Automatic SMS and email notifications for assigned crew members
Diagnosis recording using ICD (International Classification of Diseases) codes
Transport organization by departments
Data export to Excel format for further processing
Change history for each transport sheet
Filtering by crew type and transport status

Target Group

Dispatchers - Comprehensive management of all transports, crew assignment, communication
Transport Coordinators - Monitoring and organizing transports, creating new sheets
Healthcare Workers - Recording and managing patient data
Vehicle Crews - Overview of assigned transports, important patient information
Supervisors - Control, reporting, and performance analysis

Setup and Configuration

Module Settings

For proper module function, the following settings need to be configured:

Access module settings by clicking Settings in the page header (if you have permission)
Department configuration is done in company settings in the Patient Transport Sheets module section
Health insurance company list is part of system code lists
Diagnoses (ICD codes) must be imported in system code lists
SMS gateway must be configured for sending SMS notifications
Users must have email addresses filled in for receiving email notifications

User Rights

The module uses a tiered permission system that determines which functions a user can access:

No access - User cannot use or view the module
Read my assigned - User sees only transports where they are assigned as a crew member
Read all - User can view all transport sheets in the system
Write - In addition to reading, user can add new transport sheets
Edit and delete - Full management including editing, deleting, and status changes

Recommended Settings for Different Roles

Dispatcher - Edit and delete (level 4)
Coordinator - Write (level 3)
Crew - Read my assigned (level 1)
Management - Read all (level 2)

User Interface

Main Screen

After opening the Patient Transport Sheets module, a clear screen displays with the following elements:

Top Panel - Crew Type Filter

Buttons for quick filtering by crew type:

All - Shows all crew types
BLS - Basic Life Support only
ALS - Advanced Life Support only
BLS+ALS - Combination of both types
NEPT - Non-Emergency Patient Transport only

Middle Panel - Status Filter

Buttons for filtering by transport status with current record count:

Recorded - Newly created sheets without assigned crew
Assigned - Sheets with assigned specific crew
Assigned to me - Only sheets where I am personally assigned
Today - All today's transports including already completed
Today mine - My today's uncompleted transports
Completed - Finished and closed transports
Cancelled - Cancelled transports
All - Complete overview of all transports without filter

Each button displays the number of records in that status in a blue badge.

Add Sheet Button

In the top right corner is the green Add sheet button for creating a new transport sheet (displayed only to users with write permission).

Date Filter

For Completed, Cancelled, and All statuses, a time period can be set:

Only between field allows selecting from and to dates
System automatically sets filter to current year when there are more than 10,000 records
Clear only between button removes time restriction (only when record count is below 10,000)

Overview Table

The main table contains the following columns:

ID - Unique transport sheet number
Date - Transport date
Time - Transport time
Est. duration - Estimated duration
On scene - Arrival time on scene
Handover - Patient handover time
Transport type - Type of transport with color coding
Crew - Crew type and assigned members
Department - Organizational department
Name - Patient's last and first name
Birth year/ID - Birth year or personal ID number
HI - Health insurance code
Diagnosis - Diagnosis codes according to ICD
From - Patient pickup location
To - Transport destination
Contact - Phone contact
Instructions - Special instructions
Mobility - Patient mobility
Status - Current sheet status
Actions - Icons for quick actions (edit, cancel, complete)

Table Controls

Search - Field in top right corner of table for quick searching
Record count - Choose to display 10, 25, 50, 100, or all records per page
Excel - Export visible records to XLSX format
Print - Print window for the table
Columns - Choose visibility of individual columns

Clicking on transport sheet ID opens the detail page
Clicking on patient name also opens detail
Icons in the last column enable quick actions without opening detail

Basic Operations

Creating a New Transport Sheet

Procedure for entering a new transport:

Click the green Add sheet button in the top right corner
A dialog window with data entry form opens
Fill in the Basic data section (marked with car icon):
- Transport type (required field marked with asterisk) - Select from dropdown:
  - Primary dispatch
  - Secondary transport - urgent
  - Secondary transport - scheduled
  - NEPT - scheduled
  - NEPT - urgent
  - NEPT - primary
  - Repatriation
- Date (required) - Transport date, default value is today
- Time (required) - Transport start time in HH:MM format
- Estimated duration - Estimated transport duration (default 00:30)
- On scene - Arrival time on scene, can be left as "To be specified later"
- Handover - Patient handover time, can be left as "To be specified later"
- Crew (required) - Select crew type:
  - BLS (Basic Life Support)
  - ALS (Advanced Life Support)
  - ICU (Intensive Care Unit)
  - NEPT (Non-Emergency Patient Transport)
  - HEMS (Helicopter Emergency Medical Service)
  - Incubator
- Crew number - For BLS, ALS, and ICU, selection of numbers 1-10 automatically appears
- Department - Select organizational department from list
- Last name, first name (required) - Patient's full name
- Birth year / ID (required) - Birth year or full personal ID number
- Insurance code (required) - Select health insurance company from list
- Diagnosis (required) - Start typing diagnosis code or name (minimum 2 characters), system will offer matching items. You can select multiple diagnoses
- From (required) - Enter or select patient pickup location. System offers locations used in last 12 months
- Contact - Phone number for contact
- To (required) - Enter or select transport destination. You can choose "to be specified later"
- Instructions - Special instructions or notes for crew
- Mobility (required) - Select patient mobility:
  - Walks
  - Walks with assistance
  - Walks - lies down
  - Chair to vehicle
  - Chair
  - Stretcher
Use Swap from<->to button if you need to exchange locations
Click the blue Save button at the bottom of the form
System saves the transport sheet with "Recorded" status

Important notes:

Fields marked with asterisk are required and must be filled in
When selecting "Primary dispatch" type, the To field is automatically set to "to be specified later"
Location history contains data from last 12 months for quick selection
System displays red warning if required field is not filled

Assigning Crew to Transport Sheet

After creating the sheet, specific persons need to be assigned to the crew:

In the table, click on ID or patient name of the transport sheet
Transport sheet detail page opens
Go to Crew section (marked with multiple users icon)
In Selected persons field, expand the list and select crew members
You can select multiple persons at once using checkboxes
You have two save options:
- Save - Only saves crew change without notification
- Save && send SMS and Email to selected - Saves change and sends SMS and email to all selected crew members with transport information
After saving, sheet status automatically changes from "Recorded" to "Assigned"

Notification content:

Basic transport information (date, time, type)
Patient information
Pickup location and destination
Instructions for crew

Editing Existing Transport Sheet

How to edit data in an already created sheet:

Open transport sheet detail by clicking on its ID or patient name
In detail header, click Edit button (pencil icon)
Form opens with all sheet data
Edit required field or fields
Click Save
System records the change in history and displays it in Changes section

Editing restrictions:

Completed and cancelled sheets can only be edited by users with highest permission
Some changes are automatically recorded in sheet history

Copying Transport Sheet

Copy function makes it easy to create a new sheet based on an existing one:

Open detail of transport sheet you want to copy
In detail header, click Copy button (two files icon)
Form opens with title "Copying - will save as new"
All data from original sheet is pre-filled
Edit data that should differ (e.g., date, time, patient name)
Click Save as new (copy)
System creates a completely new transport sheet with entered data

Typical copy usage:

Regular transports of the same patient
Transports on the same route with different patients
Repeated transports with same parameters

Completing Transport Sheet

How to mark sheet as finished:

You have two options:
- In sheet detail, click green Completed button (checkmark icon)
- In table, click green checkmark icon in last column
System displays confirmation dialog "Move this sheet to completed?"
Click Yes to confirm
Sheet moves to "Completed" section
Change is recorded in sheet history

Cancelling Transport Sheet

Procedure for cancelling a transport:

You have two options:
- In sheet detail, click red Cancel button (cross icon)
- In table, click red cross icon in last column
System displays confirmation dialog "Do you really want to delete this record?"
Click Yes to confirm
Sheet moves to "Cancelled" section
Cancelled sheets remain in system for record purposes and cannot be permanently deleted (except by administrators)

Searching and Filtering

Quick Search

Search field in top right corner of table allows searching in currently displayed records by any text (patient name, location, notes, etc.).

Filtering by Crew Type

Use buttons in top panel (All, BLS, ALS, BLS+ALS, NEPT) to display only selected crew types.

Filtering by Status

Buttons in middle panel provide quick access to sheets in specific status. Record count is displayed next to each button.

Time Filtering

For Completed, Cancelled, and All statuses, you can set time period using "Only between" fields. Select from and to dates using calendar.

Advanced Features

Excel Data Export

The module allows exporting displayed records for further processing:

Set required filters (crew type, status, time period)
Click Excel button above the table
System generates XLSX file containing all visible records
File automatically downloads to your computer
Export includes all columns displayed in the table

Export usage:

Monthly reports for management
Statistics for health insurance companies
Crew performance analysis
Record archiving

SMS and Email Notifications

Automatic notifications ensure all crew members are informed in time:

When Notifications Are Sent

When assigning crew to a new transport sheet
Only when using Save && send SMS and Email to selected button
Not sent automatically, always on request

Who Receives Notifications

All persons selected in Crew field
SMS is sent to user's phone number
Email is sent to user's email address

Notification Content

Notification contains all important information needed by the crew:

Transport date and time
Transport type
Patient name and birth year
Diagnosis
Pickup location (from)
Destination (to)
Patient mobility
Special instructions
Contact phone

Change Tracking and History

Each transport sheet automatically records all important changes:

What Is Recorded

Sheet creation
Crew assignment
Status change (completed, cancelled)
Data modifications
Notification sending

Where to Find History

Open transport sheet detail
Go to bottom of page to Changes section
History is sorted from newest to oldest records

History Information

Each record contains:

Date - Exact time of change
Recorded by - Name of user who made the change
Text - Description of change made

Transport Statuses and Their Meaning

Recorded (status at creation)

Newly created transport sheet
Does not yet have assigned specific crew
Waiting for assignment
Dispatcher should assign crew as soon as possible

Assigned

Sheet has specific crew members assigned
Crew is informed about the transport
Transport waiting to be carried out
Subcategory "Assigned to me" shows only sheets where I am assigned

Today

All transports scheduled for today
Includes already completed today's transports
Useful for overview of today's workload
Subcategory "Today mine" shows my today's uncompleted transports

Completed

Finished and closed transports
Patient was successfully transported
Used for archiving and statistics
Crew can no longer be changed, notifications cannot be sent

Cancelled

Cancelled transports that did not take place
Remain in system for record purposes
Important for statistics and billing
Only administrators can permanently delete cancelled sheets

All

Complete overview without any status filter
Shows recorded, assigned, completed, and cancelled sheets
Suitable for comprehensive overview or export

Transport Types and Color Coding

Each transport type has a specific color assigned for quick orientation:

Primary dispatch (dark red) - First dispatch to patient, destination often specified later
Secondary transport - urgent (light red) - Urgent transport between facilities
Secondary transport - scheduled (pink) - Scheduled transport between facilities
NEPT - scheduled (blue) - Non-Emergency Patient Transport, scheduled
NEPT - urgent (light blue) - Non-Emergency Patient Transport, urgent
NEPT - primary (green) - First dispatch in NEPT mode
Repatriation - Patient transport to home country

Crew Types and Their Use

BLS - Basic Life Support (numbers 1-10)

Basic medical service
Crew composed of emergency medical technicians
Designation BLS1 to BLS10

ALS - Advanced Life Support (numbers 1-10)

Advanced medical service with physician
For more serious cases
Designation ALS1 to ALS10

ICU - Intensive Care Unit (numbers 1-10)

For critically ill patients
Vehicle with advanced equipment
Designation ICU1 to ICU10

NEPT - Non-Emergency Patient Transport

For scheduled transports of more mobile patients
Has no numerical designation

HEMS - Helicopter Emergency Medical Service

Rescue service helicopter
For cases requiring air transport

Incubator

Specialized transport of newborns
Equipment for transport in incubator

Patient Mobility

Mobility selection determines what equipment and aids will be needed:

Walks - Patient is fully mobile and walks alone
Walks with assistance - Patient needs help walking
Walks - lies down - Patient must be in lying position but can get into vehicle with help
Chair to vehicle - Chair needed for transport to vehicle
Chair - Patient transported in chair
Stretcher - Patient must be transported on stretcher

Integration with Other Modules

Connected Modules

Users Module

Selection of crew members from list of active users
Display of user's full name and position
Access to phone numbers and emails for notifications

System Code Lists

Health Insurance Companies - Sys_zdravotni_pojistovny table contains complete list of insurance companies with codes
Diagnoses - Sys_diagnozy table contains ICD codes with local names

SMS Gateway

Sending SMS notifications to crew members
Integration with configured SMS gateway

Email System

Sending email notifications
Using company email system

Data Flows

Standard Transport Sheet Flow

Sheet creation - Dispatcher creates new transport sheet with all patient and transport data
Crew assignment - Dispatcher selects specific crew members
Notification - System sends SMS and email to selected crew members
Execution - Crew carries out patient transport
Completion - After finishing, sheet is marked as completed

Location History

System automatically saves all used locations (from and to)
History covers period of last 12 months
When entering new sheet, system offers locations from history
Speeds up entry of frequently used addresses

Departments

Department list is configured in company settings
Each transport sheet can be assigned to a department
Enables organization and reporting by departments

Dependencies and Requirements

For Full Module Functionality, These Must Be Met:

SMS notifications - Configured and active SMS gateway in system
Email notifications - All users must have valid email addresses filled in
Diagnoses - Imported diagnosis code list with ICD codes and local names
Health Insurance Companies - Current list of health insurance companies in system code list
Users - Active user accounts for all crew members
Departments - Configured department list in company settings

Tips for Efficient Work

For Dispatchers

Use "Recorded" filter for quick overview of newly entered sheets without crew
Regularly check "Today" filter for overview of current workload
Use copy function for regular transports of same patients
Always send notifications immediately after assigning crew
Fill in Instructions field for important information for crew

For Coordinators

Use Excel export for monthly reports
Monitor change history for data correctness verification
Use time filter for past period analysis
Check that all sheets are completed or cancelled in time

For Crew Members

Use "Assigned to me" or "Today mine" filter for overview of your tasks
Check sheet detail before dispatch for important information
Pay attention to Mobility field for preparing correct aids
Always read Instructions field before dispatch

Common Mistakes and How to Avoid Them

Unfilled required fields - System alerts you in red, always fill all fields marked with asterisk
Forgotten notification - After assigning crew, don't forget to click button with SMS and email sending
Wrong diagnosis - Search diagnoses by code and name, select correct item from list
Old uncompleted sheets - Regularly check and complete or cancel old sheets
Missing contact - Fill in contact phone for possible communication with pickup location

Troubleshooting

Cannot Create New Transport Sheet

Check that you have at least "Write" level permission
Add sheet button is displayed only to users with sufficient rights
Contact administrator for permission increase

Cannot See All Transport Sheets

Check set crew type filter - maybe only certain type is active
Check status filter - some statuses show only part of sheets
If you have "Read my assigned" permission, you only see sheets where you are assigned
For Completed and Cancelled statuses, check "Only between" time filter

Cannot Edit Transport Sheet

Completed and cancelled sheets can only be edited with highest permission
Check sheet status - it may already be completed or cancelled
Make sure you have at least "Edit and delete" permission

Notifications Are Not Being Sent

Check that you are using "Save && send SMS and Email to selected" button
Verify that selected users have phone number and email filled in
Make sure SMS gateway is configured
Notifications are not sent for completed or cancelled sheets

Cannot Find Diagnosis

Enter at least 2 characters of diagnosis code or name
Wait a moment for results to load
Try searching by different keyword
If diagnosis is not in list, contact administrator for current code list import

Table Is Loading Slowly

Use "Only between" time filter to limit number of displayed records
System automatically sets filter to current year when there are more than 10,000 records
Use status filters to display only relevant sheets

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Last update date: 2025-11-11

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