SPEMS Communications Manual - 2013
Contents
1. open each component needed to establish radio communications It is the responsibility of the user initiating contact to turn off or close each component used EMS Operations The following instructions should be used when initiating radio contact from a mobile vehicle or portable handheld radio To contact another ambulance or other personnel in the same county 1 Open the local repeater by depressing the Push to Talk PTT button and entering the 3 digit On Code for the local repeater see Appendix 1 2 Wait for the transmit and or busy light to go off 3 Pick up the microphone amp depress the PTT button 4 Identify the ambulance unit being called and your unit number 5 Release the PTT button and wait for acknowledgment 6 When you are finished with your conversation depress the PTT button and enter the 3 digit Off Code for the local repeater It is the responsibility of the unit initiating the call to turn off or close the repeater SPEMS Communications Manual 2013 Page 4 TOC To contact a local hospital 1 Open the local repeater by depressing the PTT button and entering the 3 digit Code for the local repeater see Appendix l Wait for the transmit and or busy light to go off Alert the local hospital by depressing the PTT button and entering the 3 digit alert code for the hospital see Appendix l Pick up the microphone amp depress the PTT button Identify t2. Crosby Dickens King MED 3 MED 5 Regional MED 5 MED 3 MED 3 On 18 On 46 0001 On 12 On 63 On 63 Off 134 Off 46 wgD13 5 7 Off 124 Off 634 63 Yoakum Terry Lynn Garza MED 7 MED MED 3 MED 7 On 98 On 42 On 98 On 87 Off 98 Off 42 Off 98 Off 87 Gaines Dawson Borden Scurry MED 3 MED 5 MED 1 MED 1 On N A On 25 On 47 On 47 Off N A Off 25 Off 47 Off 471 SPEMS Communications Manual 2013 Page 15 APPENDIX III Reqional Unit Numbers SPEMS Mobile Radio ID Numbers All radio communications equipment on the South Plains Regional Communication System must be assigned a unit number by the SPEMS Communications Committee to be considered a provider legally operating under FCC rules and regulations Anyone on the current system or entering for the first time must comply with these rules and regulations Anyone who has not received a unit number should contact the South Plains EMS office Radio System Unit Numbering Scheme For mobile radio equipment all unit numbers used in the SPEMS system are four digits and are assigned by the SPEMS Communications Committee The unit number is designed to not only identify the unit but to inform all parties of the unit s Home channel and backup channel As an example Muleshoe unit 1701 The one indicates the unit s home channel to be MED 1 and the seven indicates that the next clos
3. e Appendix Il Regional Unit Numbers Page 16 e Appendix Ill SPEMS Categories amp Signals Page 17 e Appendix IV Maintenance amp Emergency Repair Procedures Page 18 o Request for Radio Repair Additional Equipment or Change in Equipment Page 19 SPEMS Communications Manual 2013 Page 1 INTRODUCTION This manual is provided for the use of all agencies in the South Plains EMS Regional Communications System and other agencies that may travel into the region or use the system The intended purpose of this manual is to provide a basic understanding of the capabilities proper utilization and maintenance policies of the SPEMS Communications System This manual may be printed in whole as needed for the use of SPEMS member agencies and other public safety agencies as needed Appendix DTMF Access Codes amp Telephone Numbers and the Quick Reference Map may be printed as a single page for a handy reference but the entire Communications Manual should be readily available for users to access The SPEMS Communications System provides a region wide radio system allowing two way voice communications between ambulances amp first responders and local healthcare facilities The major functions of the SPEMS Communications System are to provide 1 communications between Ambulance amp Rescue un
4. 5 Avoid on going radio transmissions If your report will take longer than one minute stop transmitting and confirm the receiving party has copied all information Remember the receiving party will not be able to interrupt your transmission if there are any questions or problems 6 If you are uncomfortable in presenting this information a good practice is to write down all the information in the order you want to present it before you start transmitting 7 When transmitting numbers such as vital signs repeat the numbers to ensure there are no mistakes Use the phonetic alphabet when spelling words or names of medications 8 Discretion should be used when transmitting sensitive information such as rape victim or attempted suicide 9 Patient names or initials should NEVER be transmitted either by radio or telephone SPEMS Communications Manual 2013 Page 13 TOC APPENDIX I DTMF Access Codes amp Telephone Numbers County Tue zm hd bid Hospital pls Telephone Number Bailey 1 74 741 Muleshoe Area Medical Center 524 806 272 4524 x113 Borden Fluvanna 1 3 Edd Cochran 3 13 134 Cochran Memorial Hospital Morton 565 806 266 5565 x204 Crosby 5 12 124 Crosbyton Clinic Hospital 382 806 675 8717 2 i 806 872 5727 x3021 Dawson 5 25 25 Medical Arts Hospital 727 or 1 800 658 6746 Dickens 3 63 63 Floyd 1 45 45 W J Mangold Memorial Hospital Lockney 373 806 652 3373 x144 Gaines 3 50
5. Do not become excited or try to transmit while someone else is transmitting The Stuck Microphone 1 Beware of the stuck PTT button 2 f your microphone is stuck on the air no one will be able to transmit or receive on that frequency 3 Everything you say will be picked up by the microphone and transmitted for all to hear 4 The PTT button could accidentally be depressed if a heavy object such as a book is placed on the desktop microphone or if a mobile microphone is placed on the seat of a vehicle SPEMS Communications Manual 2013 Page 10 TOC 5 Check the transmit light on the radio occasionally to see if your radio is accidentally on the air 6 Personnel should place desktop microphones in a safe place and should place mobile radio microphones in the microphone clip Radio Message Codes amp Pro Words Appendix II contains a list of the Categories amp Signals used by SPEMS While their use is not required by SPEMS agencies they may be adopted as needed Remember the use of language common to all parties will always be the quickest and most reliable Certain words can be confusing or misunderstood when used over the radio Radio pro words should be used to make sure everyone understands the meaning of the message Pro Word Meaning Affirmative Yes Contact Establish communications Clear The message is understood All radio transmissions complete
6. coordinated by SPEMS Any agency requesting additional equipment should send a written Request for Radio Repair Additional Equipment or Change in Equipment form to the Communications Committee through the SPEMS office The form may be downloaded from the SPEMS website www spems org You may also call the SPEMS office to have the form faxed to you The SPEMS Communications Committee will coordinate frequency assignment If an agency is experiencing problems with the Regional Communications System at ANY level a written Request for Radio Repair Additional Equipment or Change in Equipment form should be sent to the Communications Committee through the SPEMS office The form may be faxed to 806 791 5260 For immediate assistance call the SPEMS office at 806 791 2582 The Communications Committee will investigate the problem and recommend appropriate action All base stations control stations and remote consoles along with mobile and portable radios being utilized on the SPEMS Communications System will be maintained by the local provider repeaters and other major components will be maintained by SPEMS Maintenance or alterations MUST have prior approval from SPEMS to insure there will be no adverse effects to the system No repairs will be made without authorization of SPEMS Payment for all unauthorized repairs or changes and any repairs to return the system to its original state will be the responsibility of the agency or individual requesting
7. plain English 6 Avoid dropping the sound level of voice SPEMS Communications Manual 2013 Page 9 7 Do not use the phrases over and out is Received or your call sign roger okay or wilco The proper response 8 Long messages should be broken into short phrases to give the receiver time to copy the message 9 Be specific with time use 24 hour time preferred or a m amp p m 10 You should transmit numbers twice with the word repeating between transmissions The number 0 is always pronounced ZERO 11 Use the International Phonetic Alphabet when spelling difficult words or names These should be spoken as A Alpha B Bravo C Charlie etc or A as in Alpha B as in Bravo etc Microphone Techniques 1 Speak directly into the microphone 2 In case of loud background noise you should shield the microphone by turning the face of the microphone away from the noise or cupping the hand around it 3 Shouting and yelling into the microphone may cause a distorted signal and must be avoided even in the presence of a great deal of background noise 4 lt is essential that you maintain a constant volume that does not trail off at the end of sentences 5 To avoid clipping words depress the PTT button for a moment before speaking and do not release it for a moment after completion of your last word otherwise a portion of your message may be lost 6 Do not mumble or speak too fast 7
8. radio range of Lubbock hospitals approximately a 25 mile radius use the primary channel of the hospital or agency being called The Lubbock hospitals monitor all radio traffic on their primary MED Channel therefore no alert code is needed Telephone numbers directly to the Emergency Departments and Dispatch Centers have been included in the event that radio contact cannot be made L MED Telephone Hospital Channel PL Tone Number UMC 229 MED 2 806 775 8490 CMC 624 MED 4 806 725 2289 CMC Children s 672 MED 6 806 725 0030 1 ore EU Comet MEDS 173 8Hz 806 788 4001 Heart Hospital 373 MED 8 806 472 5373 EMS Dispatch 660 MED 10 806 775 9925 AeroCare Dispatch MED 10 1 800 627 2376 SPEMS Communications Manual 2013 Page 6 Lubbock EMS Dispatch requests that all units from outside Lubbock County use MED 10 to advise when they enter or near the city limits of Lubbock The information needed includes the unit number destination transport code Code 1 or Code 3 and ETA The City of Lubbock Police Department requires that all ambulances notify Lubbock Police Department Dispatch when responding or transporting Code 3 in the city limits of Lubbock In order to facilitate this requirement Lubbock EMS Dispatch will notify LPD when EMS units advise they are transporting Code 3 inside Lubbock In addition Lubbock EMS Dispatch receives requests from local hospitals or other di
9. understood by personnel within the agency The Communications Committee is available to assist agencies with information or training regarding these systems SPEMS Communications Manual 2013 Page 3 TOC SPEMS SYSTEM OPERATIONS Each radio used in the system will have different features amp operating instructions Therefore each user should read the user s manual for each radio they may be required to use to become familiar with the specific operating instructions The Communications Committee is available to assist agencies hospitals amp others in training personnel to use the radio equipment Radio Licensing SPEMS will coordinate the F C C licensing process and maintain an F C C license for each member agency in the system All mobile amp portable radios throughout the region are maintained under one license Each base station or control station along with each repeater will have a license for each radio or group of radios The operator of a base station or control station should maintain a radio log for agency records as required by the F C C A standard radio log similar to the one used by most hospitals is available from the Communications Committee Repeaters Each repeater in the system should remain OFF until needed to ensure that unwanted transmissions from neighboring radio systems do not cause interference This will also help extend the life of the repeater The user initiating radio contact should turn on or
10. 0 500 Memorial Hospital Seminole N A 432 758 4801 Garza 7 87 871 Hockley 5 46 461 Covenant Medical Center Levelland 963 806 894 4963 x240 King 3 63 63s Dickens County repeater Lamb 7 56 56 Lamb Healthcare Center Littlefield 411 806 385 6411 x206 Lynn 3 58 58 Lynn County Hospital Tahoka 533 806 998 4533 x3 Motley NO REPEATER Scurry 1 47 ATE D M Cogdell Memorial Hospital N A 325 574 7230 Fluvanna Terry 1 42 421 Brownfield Regional Medical Center 551 806 637 3551 x361 Yoakum 7 98 98 Yoakum County Hospital Denver City 121 806 592 5148 1 12 12 3 34 34 Regional 5 56 56 Control 7 78 78 Station University Medical Center 229 806 775 8490 Lubbock Covenant Medical Center 624 806 725 2289 Lubbock EMS Dispatch 600 660 806 775 9925 Dispatch N A 1 800 627 2376 The repeater for Borden amp Scurry counties is located near Fluvanna D M Cogdell Memorial Hospital in Snyder may be contacted from both counties The Dickens County repeater is accessible from King County SPEMS Communications Manual 2013 Page 14 Use this map as a quick reference for the On Code amp Off Code for each repeater Quick Reference Map Bailey Lamb Hale Floyd Motley MED 1 MED 7 MED 3 MED 1 74 56 32 45 No Off 74 Off 56 Off 32 Off 45 Repeater Cochran Hockley Lubbock
11. 775 8490 CMC 624 806 725 2289 EMS Dispatch 660 660 806 775 9925 AeroCare Dispatch N A 1 800 627 2376 6 Pick up the microphone amp depress the Push to Talk PTT button 7 Identify the hospital being called your unit number and the MED Channel being used 8 Release the PTT button to receive acknowledgment Remember that the Lubbock hospital facility may have radio traffic on other channels and may also have to change channels to answer 9 When you are finished with your conversation depress the PTT button and enter the 3 digit Off Code for both the Regional Control Station and local repeater It is the responsibility of the unit initiating the call to turn off or close the Regional Control Station and local repeater 10 Hospital staff should be sure to reset the control station alert signal when the radio contact is concluded NOTE The Regional Control Station receives on all four MED Channels simultaneously but can transmit on only one MED Channel at a time Lubbock EMS Dispatch will monitor and record all radio traffic of simultaneous contacts and will put calls through on a priority basis If you call and are advised to standby do not deactivate the Regional Control Station or your local repeater by punching in their respective Off Codes Release the PTT button to listen and wait for permission to transmit To contact Lubbock hospitals Lubbock EMS Dispatch or AeroCare Dispatch directly When within direct
12. 806 725 2289 EMS Dispatch 660 660 806 775 9925 AeroCare Dispatch N A 1 800 627 2376 Pick up the microphone amp depress the Push to Talk PTT button Identify the hospital being called your hospital and the MED Channel being used Release the PTT button to receive acknowledgment When you are finished with your conversation depress the PTT button and enter the 3 digit Off Code for both the Regional Control Station and local repeater It is the responsibility of the user initiating the call to turn off or close the Regional Control Station and local repeater Be sure to reset the control station alert signal when radio contact is concluded The Regional Control Station receives on all four MED Channels simultaneously but can transmit on only one MED Channel at a time Lubbock EMS Dispatch will monitor and record all radio traffic of simultaneous contacts and will put calls through on a priority basis If you advised to standby do not deactivate the Regional Control Station or your local repeater by punching in their respective Off Codes Release PTT button to listen and wait for permission to transmit SPEMS Communications Manual 2013 Page 8 TOC TOC To contact a regional EMS unit or hospital from a Lubbock hospital Lubbock EMS Dispatch or AeroCare Dispatch 1 Select the appropriate MED Channel and open the Regional Control Station by depressing the PTT button and entering the 3 digit On Code for
13. Available for reassignment Disregard Do not take action on last transmission En Route Traveling to a specified destination Incorrect Wrong Monitoring Listening to all traffic on radio frequency Negative NO Obtain Get Priority First order traffic requiring immediate attention Relay Pass the radio traffic or information to another person or location Received The message is understood Routine Third order traffic dealt with after priority and urgent category traffic Repeat Repeat last message Standby Do not transmit again until called upon Traffic Radio message between stations Urgent Second order traffic in importance Patient Information Presentation Guidelines One of the main purposes of the SPEMS Communications System is to provide a mechanism for EMS providers in the field to communicate vital patient information directly to the physician and nursing staff in the Emergency Department The field EMS provider must remember that national training standards in both BLS and ALS all address the importance of initial assessment of the scene patient s condition diagnostic signs gathering pertinent medical history and relaying this information to the receiving healthcare facility The EMS provider should consider this a major responsibility to ensure that established patient care standards are maintained The following format for patient information presentation is widely accepted throughout the region however EMS providers are encouraged t
14. Crew Out For A Meal SPEMS Communications Manual 2013 6 EMS Crew Busy Not Subject To Call 7 EMS Crew Away From Radio Available By Phone Or Pager 8 EMS Crew Going Off Duty 9 EMS Crew En Route To Refuel 0 EMS Crew En Route For Maintenance 1 EMS Crew En Route To Call 2 EMS Crew Out At Hospital 3 Potential Dangerous Situation 14 Request For Shift Chief On Duty 5 Request For Service Number 6 Intoxicated Patient 7 Non EMS Rider Observer 18 Public Service EMS Dispatch Non Urgent 9 Public Service EMS Dispatch Urgent 0 Police Needed Non Urgent 1 Police Needed Urgent 22 Justice Of The Peace Needed 3 EMS Crew On Scene 4 Cancel 211 5 Private Ambulance Needed For Dead Body 6 Mental Patient 7 Possible Dead Body 8 Confirmed Dead Body 9 Patient Injury Code Minor 30 Patient Injury Code Moderate 1 Patient Injury Code Serious 2 Patient Injury Code Critical 3 Patient Injury Code Cardiac Respiratory Arrest 70 Fire Department Needed 71 Jaws Needed For Extrication 211 One Additional Unit Needed 311 Two Additional Units Needed 411 Three Additional Units Needed N1 Unfounded Call Duplicate Call N3 Patient Refused Treatment Transport Patient Accepted Treatment Refused Transport EMS Refuses To Transport No Injuries N7 Transported By Other Means Dead Body Page 17 TOC APPENDIX IV Maintenance amp Emergency Repair Procedures Any new repeaters or control stations to be added to the system will be
15. TOC SOUTH PLAINS EMERGENCY MEDICAL SERVICES INC TSA B REGIONAL COMMUNICATIONS MANUAL Updated February 1 2013 1995 2007 de 2013 Eo dab pue Toa All rights reserved No Ru di E iie ume S aybeu roduc ed in whole or part in any m cept as described within without the expre n per of South Plai s EMS Inc PO Lu 53597 Lu bbo Ck T 79453 3597 806 791 2582 TOC TABLE OF CONTENTS e Table of pete rd NR RED ed RD cesarean Page 1 e Introduction n Page 2 e System Design d edente ipae enc eaae Page 3 SPEMS System Operations sss Page 4 s u I E u aaa Page 4 SUE 4 o EMS Operations ca a 4 o Hospital Control Station Operations Page 7 o Radio Etiquette deti dr ner rin ei rebas Page 9 o Microphone Techniques seen Page 10 o The St ck Microphone Page 10 o Radio Message Codes amp Pro Words Page 11 o Patient Information Presentation Guidelines Page 11 e Appendix DTMF Access Codes Page 14 o Quick Reference sse Page 15
16. cooperation in their daily use of the system A copy of this manual should be kept near each control point and in each ambulance or other vehicle with a mobile radio so that users may access it easily The SPEMS Communications Committee is available to assist member agencies hospitals and others in all aspects of communications development and training including operational training Emergency Medical Dispatch development amp training and multi agency interoperability Agencies that travel through or utilize other communications systems should also be familiar with those systems The Communications Committee is available to assist agencies in this process If information contained within this manual requires revision or to request the assistance of the Communications Committee please contact the SPEMS office at 806 791 2582 voice or 806 791 5260 fax SPEMS Communications Manual 2013 Page 2 TOC SPEMS SYSTEM DESIGN The SPEMS Communications System is an Ultra High Frequency UHF FM system licensed to operate under the rules and regulations of the Federal Communications Commission F C C in the Public Safety Radio Service Within this radio band the F C C has identified ten paired sets of frequencies that are reserved specifically for Emergency Medical Service communication These frequencies are standard throughout the country and are designated MED 1 through MED 10 The first eight medical frequencies MED 1 8 are to be
17. est repeater is MED 7 The last 2 digits are the number of the particular ambulance 1 7 01 MED 1 Repeater MED 7 Repeater Ambulance Unit Primary MED Channel Secondary MED Channel Number This number would quickly relate to the receiving centers that this ambulance is from a specific part of the region SPEMS Communications Manual 2013 Page 16 TOC 1 2 3 4 5 APPENDIX III SPEMS Categories amp Signals CATEGORIES Abdominal Pain Problem Allergic Reaction Hives Medication Reaction Insect Sting Animal Bite Assault Rape Back Pain Breathing Problems Burn Carbon Monoxide Inhalation Injury Hazardous Materials Cardiac Respiratory Arrest 10 Chest Pain 11 Choking 12 Convulsions Seizure 13 Diabetic Problem 14 Drowning Near Diving Accident 15 Electrocution 16 Eye Problem 17 Fall 18 Headache 19 Heart Problem 20 Heat Cold Exposure 21 Hemorrhage 22 Industrial Machinery Accident 23 Overdose Poisoning Ingestion 24 Pregnancy 25 Psychiatric Behavioral Problem 26 Sick Person Specific Diagnosis 27 Stab Gunshot Wound 28 Stroke CVA 29 Traffic Accident Injury 30 Traumatic Injury Specific 31 Unconscious Fainting 32 Unknown Problem Man Down 33 Emergency Transfer 34 Emergency Infant Transfer 35 Non Emergency Transfer 36 Standby Special Event SIGNALS Radio Transmission Unreadable Radio Transmission Loud amp Clear Fire Department Needed Jaws Needed For Extrication EMS
18. he hospital being called and your unit number Release the PTT button and wait for acknowledgment When you are finished with your conversation depress the PTT button and enter the 3 digit Off Code for the local repeater It is the responsibility of the unit initiating the call to turn off or close the repeater Hospital staff should be sure to reset the control station alert signal when radio contact is concluded Telephone numbers directly to the Emergency Departments and Dispatch Centers have been included in the event that radio contact cannot be made or telephone contact is preferred To contact a Lubbock hospital Lubbock EMS Dispatch or AeroCare Dispatch 1 Open the local repeater by depressing the PTT button and entering the 3 digit On Code for the local repeater see Appendix l Wait for the transmit and or busy light to go off Open the Regional Control Station by depressing the PTT button and entering the 3 digit On Code for the MED Channel you are using MED Channel On Code Off Code MED 1 12 124 MED 3 34 344 MED 5 56 561 MED 7 78 78 Wait for transmit and or light to go off SPEMS Communications Manual 2013 Page 5 TOC 5 Alert the Lubbock hospital facility by depressing the PTT button and entering the 4 digit alert code for the facility being called Alert Telephopne Hospital Code Number UMC 229 806
19. its and Hospital Emergency Departments to allow gt notification of incoming seriously or injured patients to permit healthcare facilities to mobilize specialized resources prior to patient arrival on line medical control and consultation from emergency healthcare physicians ambulance diversion to specialized healthcare facilities when the original facility does not have the necessary care capabilities available gt continuous communication of vital patient information from field units to emergency healthcare facilities to enhance overall patient care and allow initiation of further field treatment 2 dispatch center functions for ambulances to provide assistance when mechanical navigational or other problems arise immediate assistance or information from Law Enforcement Fire Departments Highway Department or other agencies road and weather conditions etc gt aCentral Coordination point in cases of regional or statewide disaster response dispatching of EMS personnel and vehicles 3 hospital to hospital communications to provide direct communication for medical resources and patient transfers provide a back up communications link if telephone service is lost The success of the communications system will be determined by how it is used Users should familiarize themselves with its proper use by reading this manual and attending training sessions Users are encouraged to exercise good judgment courtesy and
20. o contact their local medical control SPEMS Communications Manual 2013 Page 11 TOC physician s or hospital staff to discuss possible changes in this format to meet specific needs of the local EMS system 1 8 9 Establish contact with appropriate facility If radio contact cannot be established the EMS provider should choose an alternate method such as using a cell phone or contacting the Regional Medical Control Facility to relay information to the receiving facility Identify yourself unit number name of service MED channel and personal ID number Identify your patient age gender weight Briefly describe situation causes mechanism of injury complications amp identify chief complaint or injuries Provide vital signs pulse respirations blood pressure pupils skin neurological amp vascular signs Provide pertinent information about medical history medications amp allergies Describe treatment given amp significant changes in patient condition Give name of patient s physician Give mode of transport Code 1 or Code 3 and estimated time of arrival E T A Several points should be made concerning the radio transmission of this information 1 Not each patient transport will require this amount of detailed information The EMS provider must use judgment as to the amount of pertinent information to be given The ultimate goal is to provide the quickest most accurate desc
21. r hospital alert the other hospital by depressing the PTT button and entering the 3 digit alert code for the hospital see Appendix 5 Identify the ambulance unit or hospital being called and your hospital ID 6 Release the PTT button and wait for acknowledgment 7 When you are finished with your conversation depress the PTT button and enter the 3 digit Off Code for the local repeater It is the responsibility of the unit initiating the call to turn off or close the repeater Be sure to reset the control station alert signal when radio contact is concluded SPEMS Communications Manual 2013 Page 7 TOC To contact a Lubbock hospital Lubbock EMS Dispatch or AeroCare Dispatch from a regional hospital 1 Open the local repeater by depressing the PTT button and entering the 3 digit On Code for the local repeater see Appendix Wait for the transmit and or busy light to go off Open the Regional Control Station by depressing the PTT button and entering the 3 digit On Code for the MED Channel you are using MED Channel On Code Off Code MED 1 2 12 MED 3 34 34 MED 5 56 56 MED 7 78 78 Wait for the transmit and or busy light to go off Alert the Lubbock hospital by depressing the PTT button and entering the 4 digit code for the hospital being called Alert Telephopne Hospital Code Number UMC 229 806 775 8490 CMC 624
22. repairs The SPEMS office should be notified immediately when any station is out of service to initiate notification of Regional coordination points SPEMS Communications Manual 2013 Page 18 TOC TOC South Plains EMS Communications Committee Request for Radio Repair Additional Equipment or Change in Equipment Please complete all information Submit this form to SPEMS by mail fax or email All repairs MUST have prior authorization from SPEMS All unauthorized repairs additions or changes will be the responsibility of the requesting agency or individual Contact Agency Contact Name Title Address City State Zip Phone X Cell Email Fax County Primary MED Channel Description of Problem or Request please be as detailed as possible Include additional documentation if necessary Office Use Only Received by Date Time Forwarded to Date Time Repairs Authorized by Date Time Bill to Estimate Forwarded to Vendor Date Time Invoice Total Repairs Completed Comments
23. ription of the patient s overall condition Remember the hospital staff needs only enough information to prepare equipment amp personnel for the patient s arrival Further detailed information may be given directly to the physician and nursing staff upon the patient s arrival at the hospital If the EMS provider is requesting on line medical control for medical orders or deviation from protocol the provider should request the physician when initial radio or telephone contact is made so that the physician can be summoned A Registered Nurse may relay orders from a physician but ONLY if the physician is physically present in the Emergency Department to hear the report first hand Once the report has been given any orders or questions from the physician should be communicated by the physician after identifying himself or by the nurse making sure to advise the name of the physician who gives the order Dr Smith advises If reporting on multiple patients identify each patient with a letter or number and present complete information on each patient before continuing to the next Start with the most serious patient Give the hospital as much advance notice as possible when transporting a serious or critical patient to allow for notification of personnel amp preparation of resources Give the available information as soon as possible and then update the hospital as time permits SPEMS Communications Manual 2013 Page 12 TOC TOC
24. spatch centers requesting the location of EMS units Notifying Lubbock EMS Dispatch will ensure that any unit s location is available when needed and that EMS units are advised of road closures hazards or other important information Medical aircraft should contact AeroCare Dispatch on MED 10 to receive information on other aircraft in the area This will allow all aircraft in the area to be notified of other aircraft the status of the various helipads and other information that may affect flight operations Additionally local hospitals can be updated on the ETA of patients being transported to their facilities Aircraft should contact Lubbock EMS Dispatch on MED 10 to coordinate with responding EMS units for scene calls in Lubbock County Outside of Lubbock County aircraft should use the appropriate MED Channel for that county Lubbock EMS Dispatch and AeroCare Dispatch monitor these channels to assist as needed Hospital Control Station Operations The following instructions should be used when initiating radio contact from a regional hospital control station radio To contact an ambulance service another hospital or other personnel within the same county 1 Open the local repeater by depressing the Push to Talk PTT button and entering the 3 digit On Code for the local repeater see Appendix l 2 Wait for the transmit and or busy light to go off 3 Pick up the microphone amp depress the PTT button 4 f contacting anothe
25. the MED Channel you are using MED Channel On Code Off Code MED 1 12 123 MED 3 34 34 MED 5 56 56 MED 7 78 78 2 Wait for the transmit and or busy light to go off 3 Open the local repeater by depressing the PTT button and entering the 3 digit On Code for the local repeater see Appendix l 4 Wait for the transmit and or busy light to go off 5 f you are contacting a regional hospital alert the regional hospital by depressing the PTT button and entering the 3 digit code for the hospital being called see Appendix l 6 Pick up the microphone amp depress the Push to Talk PTT button 7 Identify the regional hospital or EMS unit being called your hospital and the MED Channel being used 8 Release the PTT button to receive acknowledgment 9 When you are finished with your conversation depress the PTT button and enter the 3 digit Off Code for both the local repeater and Regional Control Station It is the responsibility of the user initiating the call to turn off or close the local repeater and Regional Control Station Be sure to reset the control station alert signal when radio contact is concluded Radio Etiquette 1 Pleasantries such as please and thank you are understood and should not be used 2 Be calm and reassuring Speak a normal tone of voice 4 Use clear speech 5 All conversations need to be clear neat brief easily understood and in
26. used only for Medical Control radio traffic the transmission of medical information between hospitals and field providers The last two medical frequencies MED 9 amp 10 are available for dispatch operations MED Base Station or Control Station or Channel Repeater Transmitter Mobile Transmitter MED 1 463 000 MHz 468 000 MHz MED 2 463 025 MHz 468 025 MHz MED 3 463 050 MHz 468 050 MHz MED 4 463 075 MHz 468 075 MHz MED 5 463 100 MHz 468 100 MHz MED 6 463 125 MHz 468 125 MHz MED 7 463 150 MHz 468 150 MHz MED 8 463 175 MHz 468 175 MHz MED 9 462 950 MHz 467 950 MHz MED 10 462 975 MHz 467 975 MHz Some general characteristics of UHF radio signals should be mentioned in order to understand some of the advantages and limitations of the system UHF radio signals require line of sight which means that UHF transmissions do not skip over obstructions such as mountain ranges or out of canyons These signals tend to be absorbed by these obstructions This characteristic decreases the radio range but it also decreases the interference caused by atmospheric conditions associated with lower radio bands UHF signals are particularly well suited for long range transmission since signals will tend to be precise and received with clarity Although the SPEMS Communications System is a UHF system some agencies may also use a VHF 800 MHz or other type of radio system These other systems should also be fully
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