Validate and lock a patient record

For every patient record, you need to record a basic set of required data, such as the patient disposition, the incident run type, the unit and its response mode to the scene, the scene location type, the actions taken, mutual aid given or received, and more.

While entering data for a patient record, the EHR module keeps track of what fields are required for a valid PCR patient care report, based on the data you have currently entered. Required fields that do not have data entered yet will not validate.

At any time in a patient record, you can access a validation summary to see what data you still need to enter to validate and lock the record. If validation errors appear in the summary, you can click a button for the error to go to the exact field in the EHR module to resolve the error.

1. (If you have not done so already) Access the EHR module in the ESO Suite.

   1. Do one of the following.

      • (If you are already working in the ESO Suite) Click the Home icon in the upper left corner of the screen.

        

      • (If you have not yet logged in) Log in to the ESO Suite.

        1. In a web browser, go to https://www.esosuite.net/EsoSuite.

           The ESO Suite login screen appears.

        2. Enter your user name, password, and agency name, then click Let's Go.

           If MFA multi-factor authentication is enabled, the Multi-factor authentication dialog box appears, displaying one or more methods you can use to verify your login credentials. The number of methods that appear in the dialog box depends on what MFA methods your ESO Suite administrators enabled in the Admin module.

           Click graphics to open them.

           Information on enabling MFA and specific MFA methods is available in the Admin module online help, in Configure multiple-factor authentication.

           Note: If your ESO Suite administrators have disabled MFA ("opted-out"), this dialog does not appear.

        3. (If the Multi-factor authentication dialog box appears) Depending on which buttons appear in the dialog box, verify your login in one of the following ways.

           With an authenticator application.

           1. Click MFA verification via authenticator app.

              The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to the authenticator application installed on your device.

              

           2. Open your authenticator application and note the authentication code currently displayed.

           3. Enter the authentication code displayed in the authenticator application.

           4. Click Log In.

           With a text message (SMS short message service).

           1. Click MFA verification via SMS.

              The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to the phone number recorded in your PM records and identified with MFA codes.

              

           2. Enter the authentication code sent to your MFA-registered phone number.

           3. Click Log In.

           With an email message.

           1. Click MFA verification via email.

              The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to your agency or department email address, recorded in your PM records.

              

           2. Enter the authentication code sent to your agency or department email address.

           3. Click Log In.

      The ESO Suite landing screen appears.

      Click graphics to open them.

      Note: If MFA multi-factor authentication is enabled, you can access and manage your MFA options through the PM module, on the Settings > Account page, as described in Manage a user account. If your agency or department has enabled MFA but has not purchased the full-featured version of the PM module, you can access your own MFA settings by clicking Change my Multi-Factor Authentication settings on the landing screen, then using the Settings > Account page that appears. If your agency has not enabled MFA, the Change my Multi-Factor Authentication settings link does not appear on the landing screen.

   2. On the top side of the home screen, click EHR.

      Tip: If your screen or browser window is too narrow to display all your agency's ESO Suite module icons, an options icon appears on the right side of the icon bar. If you click the options icon, a menu appears containing additional module icons.

      The EHR screen appears, displaying a list of patient records in the EHR module. The most-recent records appear at the top of the list.

      

      Different record status icons can appear in the list.

      Icon	Status
      	Unlocked/Draft The patient record exists in the ESO Suite database, and all crew members listed in the patient record may edit all fields in the record. ESO Suite administrators and personnel with security roles of either EHR Supervisor or EHR Manager can edit non-clinical fields.
      	Mobile The patient record exists on the mobile device, and has not been synchronized with the ESO Suite database. ESO Suite administrators, personnel with security roles of either EHR Supervisor or EHR Manager, and all crew members listed in the patient record can only access a print view of the record. Once the Mobile record synchronizes with the ESO Suite database. the record reflects its current status.
      	Locked The patient record exists in the ESO Suite database, and is locked. Only non-clinical fields can be edited by crew members listed in the patient record, ESO Suite administrators and personnel with security roles of either EHR Supervisor or EHR Manager.

2. In the upper right corner of the screen, click the icon of a check mark inside a circle.

   

   The Validation Summary dialog box appears, listing the current issues in your data. The list is sorted by critical issues first, then by what tab the field with the issue appears on, and which field has the issue.

   

3. Click the entry for the field with a data issue.

   The EHR module opens the tab containing that field, then either opens the menu for that field, or identifies the required field with a red arrow icon.

        

4. Make the correction needed to the field.

   Note: A correction to one field may reduce or increase the number of errors in the validation summary, depending on what additional requirements are associated with the correction.

5. Repeat the previous steps as many times as needed to resolve all validation issues.

   When you successfully resolve all the issues, a green circle and check mark appear in the Validation Summary dialog box, and you can lock the PCR patient care report if you want.

   

6. At the bottom of the dialog box, click Lock Record.

   In the upper right corner of the screen, a lock icon replaces the icon of a check mark in a circle.

   

   When you return to the patient record list, a black locked icon appears to the left of the patient's listing. Locked records appear at the bottom of the list.

   

   Tip: By default, only draft and mobile records appear in the patient list. To view locked records in the list, you need to edit the list filters to add locked records to it.

   Information unlocking a patient record is available in Unlock a patient record.