Chapter 17: Communication and Documentation
Topics
● Communication Systems and Radio Communication
● The Verbal Report
● Interpersonal Communication
● Prehospital Care Report
● Special Documentation Issues
Communication Systems and Radio Communication
Communication Systems
● EMS radio systems consist of:
○ Base stations
○ Mobile radios
○ Portable radios
○ Repeaters
○ Cell phones
○ Telemetry
● New technology developing almost constantly
○ Computers and tablets
● Backup radios in many systems
● Radio systems require preventative maintenance and repair
Radio Communication
● Regulated by the Federal Communications Commission (FCC)
○ Assigns and licenses designated radio frequencies
○ Prevents interference with emergency radio traffic
○ Prohibits profanities and offensive language
Box 17-1 Principles of Radio Communication
Follow These Principles When Using the EMS Radio System:
Make sure that your radio is on and the volume is adjusted properly.
Reduce background noise by closing the vehicle window when possible.
Listen to the frequency and ensure that it is clear before beginning a transmission.
Press the “press to talk” (PTT) button on the radio, then wait one second before speaking. This
prevents cutting off the first few words of your transmission.
Speak with your lips about two to three inches from the microphone.
When calling another unit or base station, use their unit number or name, followed by yours.
“Dispatcher, this is Ambulance 2.”
If the unit you are calling tells you to “Stand by,” wait until they tell you they are ready to take
your transmission.
Speak slowly and clearly.
Keep the transmissions brief. If it takes longer than 30 seconds, stop at that point and pause for
a few seconds so emergency traffic can use the frequency if necessary.
Use plain English. Avoid codes.
, Do not use phrases such as “be advised.” These are implied and serve no purpose.
Courtesy is assumed, so there is no ned to say “Please,” “Thank you,” and “You’re welcome.”
When transmitting a number that might be unclear (15 may sound like 16 or 50), give the
number and then repeat the individual digits. Say “Fifteen, one-five.”
Anything said over the radio can be heard by the public on a scanner. Do not use the patient’s
name over the radio. For the same reason, do not use profanities or statements that tend to
slander any person. Use objective, impartial statements.
Use “we” instead of “I.” As an EMT, you will rarely be acting alone.
“Affirmative” and “Negative” are preferred over “Yes” and “No” because the latter are difficult to
hear.
Give assessment information about your patient, but avoid offering a field diagnosis of the
patient’s problem. For example, say, “Patient complains of abdominal pain” rather than “Patient
probably has appendicitis.”
Avoid slang or abbreviations that are not authorized.
Use EMS frequencies for only authorized EMS communication.
Radio Transmissions Throughout the Call
● Initial call often comes via telephone but may be radioed from another agency
● Without prompt and efficient dispatch and receipt of information, ambulances can be
sent to the wrong location
● Dispatch records all times according to 24-hour clock
○ Time of Original Call
○ Time ambulance was dispatched
○ Time ambulance reached staging area
○ Time ambulance arrived at scene
● Dispatcher gives times after most transmissions
● Many transmissions are between the mobile radio within the ambulance and the
dispatcher at a base station
● In some EMS systems, simple standard communications are transmitted by pushing a
button on a mobile data terminal (MDT) mounted in the ambulance
● Carry portable radio whenever you leave unit
Radio Medical Reports
● Report must be given to distination hospital so it can prepare for arrival
○ Reports may be by radio, verbally (in person), in writing, or in all three ways
○ Radio report is specifically structured to present only most important information
○ “Paint a picture” of the patient in words
Medical Radio Reports
1. Unit identification and level of provider
2. Estimated time of arrival (ETA)
3. Patient’s age and sex
4. Chief complaint
5. Brief, pertinent history of present illness/injury
Topics
● Communication Systems and Radio Communication
● The Verbal Report
● Interpersonal Communication
● Prehospital Care Report
● Special Documentation Issues
Communication Systems and Radio Communication
Communication Systems
● EMS radio systems consist of:
○ Base stations
○ Mobile radios
○ Portable radios
○ Repeaters
○ Cell phones
○ Telemetry
● New technology developing almost constantly
○ Computers and tablets
● Backup radios in many systems
● Radio systems require preventative maintenance and repair
Radio Communication
● Regulated by the Federal Communications Commission (FCC)
○ Assigns and licenses designated radio frequencies
○ Prevents interference with emergency radio traffic
○ Prohibits profanities and offensive language
Box 17-1 Principles of Radio Communication
Follow These Principles When Using the EMS Radio System:
Make sure that your radio is on and the volume is adjusted properly.
Reduce background noise by closing the vehicle window when possible.
Listen to the frequency and ensure that it is clear before beginning a transmission.
Press the “press to talk” (PTT) button on the radio, then wait one second before speaking. This
prevents cutting off the first few words of your transmission.
Speak with your lips about two to three inches from the microphone.
When calling another unit or base station, use their unit number or name, followed by yours.
“Dispatcher, this is Ambulance 2.”
If the unit you are calling tells you to “Stand by,” wait until they tell you they are ready to take
your transmission.
Speak slowly and clearly.
Keep the transmissions brief. If it takes longer than 30 seconds, stop at that point and pause for
a few seconds so emergency traffic can use the frequency if necessary.
Use plain English. Avoid codes.
, Do not use phrases such as “be advised.” These are implied and serve no purpose.
Courtesy is assumed, so there is no ned to say “Please,” “Thank you,” and “You’re welcome.”
When transmitting a number that might be unclear (15 may sound like 16 or 50), give the
number and then repeat the individual digits. Say “Fifteen, one-five.”
Anything said over the radio can be heard by the public on a scanner. Do not use the patient’s
name over the radio. For the same reason, do not use profanities or statements that tend to
slander any person. Use objective, impartial statements.
Use “we” instead of “I.” As an EMT, you will rarely be acting alone.
“Affirmative” and “Negative” are preferred over “Yes” and “No” because the latter are difficult to
hear.
Give assessment information about your patient, but avoid offering a field diagnosis of the
patient’s problem. For example, say, “Patient complains of abdominal pain” rather than “Patient
probably has appendicitis.”
Avoid slang or abbreviations that are not authorized.
Use EMS frequencies for only authorized EMS communication.
Radio Transmissions Throughout the Call
● Initial call often comes via telephone but may be radioed from another agency
● Without prompt and efficient dispatch and receipt of information, ambulances can be
sent to the wrong location
● Dispatch records all times according to 24-hour clock
○ Time of Original Call
○ Time ambulance was dispatched
○ Time ambulance reached staging area
○ Time ambulance arrived at scene
● Dispatcher gives times after most transmissions
● Many transmissions are between the mobile radio within the ambulance and the
dispatcher at a base station
● In some EMS systems, simple standard communications are transmitted by pushing a
button on a mobile data terminal (MDT) mounted in the ambulance
● Carry portable radio whenever you leave unit
Radio Medical Reports
● Report must be given to distination hospital so it can prepare for arrival
○ Reports may be by radio, verbally (in person), in writing, or in all three ways
○ Radio report is specifically structured to present only most important information
○ “Paint a picture” of the patient in words
Medical Radio Reports
1. Unit identification and level of provider
2. Estimated time of arrival (ETA)
3. Patient’s age and sex
4. Chief complaint
5. Brief, pertinent history of present illness/injury
