Why It’s Time for Fire EMS to Ditch Pen and Paper

Firefighters and paramedics spend much of their time operating in intense, high-stress environments. Meanwhile, these crews must also keep thorough records and maintain compliance with any number of local, state and federal regulations. Yet, in the digital age, many fire and EMS responders still rely on paper forms and manual processes to manage everything from equipment inspections to incident reports. 

These methods worked in the past, leaving many department leaders to take a “good enough” approach to their processes. But when it comes to first responder technology, "good enough" isn't acceptable. In the world of emergency response, the shift to digital systems is no longer a luxury, but a necessity. Fortunately, with the right technology partner, even agencies with limited or shared IT resources can make the leap to better tools.

The Pen and Paper Problem in Emergency Fire Response

Paper-based workflows are prone to errors, dramatically increase processing times, and can be difficult to track over time. Here are some common pain points found in fire and EMS operations:

• Duplicate data entry: Crews wind up spending valuable time entering handwritten notes and reports into a computer instead of resting or preparing for the next call. 
• Missed inspections: Paper logs can’t trigger an alert when equipment updates or repairs are overdue, which makes it easy for maintenance tasks to slip between the cracks.
• Scheduling issues: Relying on manually-filled spreadsheets or paper calendars for shift scheduling makes it challenging to fill coverage gaps, coordinate shift assignments and manage overtime.
• Inventory inaccuracy: When inventory happens on a clipboard, medical or firefighter gear and supplies can go missing without anyone noticing until the next physical inventory.
• Compliance hurdles: Compliance audits can quickly become stressful when equipment records, training documentation and incident reports are spread across filing cabinets.
• Situational awareness: When all documentation is on pen & paper, you are working with limited incident information like, location, terrain, call or patient history, building maps, construction, or road closures. With digital records, you can work on more up-to-date information which is accessible en route to a call.

These inefficiencies accumulate over time, increasing the risk to personnel in the field when they lack key information or equipment. 

How Better Tech Improves Fire EMS Operations

Replacing manual and paper-based processes with digital tools does far more for a department than simply streamlining recordkeeping. The right technology and equipment can drive significant improvements in the ways fire departments and EMS agencies operate. Upgrading to rugged mobile laptops, 2-in-1s, and cloud-based systems enables organizations to capture, process, and share information instantly, from virtually anywhere. 

Some of the key benefits of better EMS and firefighter technology include:

• Real-time data: Running apps in the field on rugged laptops lets EMS record details about details on scene while everything is still fresh, ensuring faster, more accurate reports.
• Automated equipment tracking: Digital systems can monitor usage and status for medical inventory and rig checks, sending alerts when maintenance, replacement or reordering is needed. 
• Easier compliance: Digitally stored data can be entered quickly and searched, making compliance audits faster and easier to handle. Plus, you can capture patient consent via e-signature.
• Centralized scheduling: Moving scheduling activities into a digital platform enables easier coordination of shifts, time-off request management, and more, helping department leaders avoid unexpected staffing shortages.
• Secure access from anywhere: Cloud-based storage enables crews to access records from any authorized device, while the endpoints themselves can be easily secured with smart card readers or biometric access devices.
• Removal of data silos: Rugged tech in the field seamlessly integrates with computer-aided dispatch (CAD) and records management system (RMS) solutions, creating a seamless flow of information.
• Video conferencing: Emergency responders can video conference with doctors to better treat patients on the way to the emergency department and provide advance notice to hospitals regarding incoming patients.
• Collaboration: Computers enable better collaboration among public sector agencies in the area, which is especially helpful when responding to large-scale incidents.

Rugged physical devices are also a key component of a tech-savvy department. For example, rugged TOUGHBOOK® laptops and 2-in-1s are purpose-built for operation in harsh environments like those faced by firefighters. They can withstand water, heat, dirt, smoke, dust, drops, impacts, and more. All TOUGHBOOK devices also feature glove-friendly touchscreens and long battery life, ensuring reliable operation even during long-lasting emergencies.

Why Fire EMS Struggle With Digital Transformation 

Though the benefits of a digital transformation are abundantly clear, many departments still rely on pen and paper. It isn’t necessarily about resistance to change, however — the problem often comes down to resources.

In the city and county governments that are usually responsible for Fire & EMS operations, resource constraints are extremely common. For example, many fire departments share an IT department with police or other local agencies, which can make bandwidth extremely limited. Oftentimes, some departments have no IT department at all. 

Similarly, finding the budget for rugged laptops and cloud solutions can be challenging. Even if the funding is available, key decision-makers may not be inclined to pay more upfront for enterprise-grade technology that will last longer, versus a cheaper consumer device that is lower cost in the short run.

And, of course, change management is difficult to manage without proper training resources. Some personnel may be unfamiliar with digital tools and resist the implementation of something new that they fear will slow them down. They may also have difficulty making time to learn how to use anything new.

Bridging the Fire EMS Technology Gap with Panasonic TOUGHBOOK 

Digital transformation doesn’t have to be an overwhelming experience. At Panasonic Connect, our Professional Services team specializes in helping emergency response agencies modernize operations without overburdening their staff or budget.

Here’s how we can help departments leave pen and paper behind:

• Technology assessments. Our expert consultants will examine your current setup and identify the solutions that would be most impactful to your operational workflows and processes.
• Streamlined deployment. We handle device imaging, configuration and installation to provide your emergency response teams with a turnkey solution on day one.
• Grants support programs. Panasonic Connect offers expert guidance, from identifying funding opportunities to application support—so you can focus on your mission. Our program can help fund new project ideas or even expand initiatives that are already in the works.
• Long-term support. We can provide warranty coverage, maintenance, and tech support to help you maximize the service life of your new systems.
• Software and services. We certify and test software from our partner ecosystem so you have options that are verified with your devices.

Our goal is to help fire departments and EMS agencies feel confident in their transition to digital solutions, even when a dedicated IT team isn’t available. 

At Panasonic TOUGHBOOK, we understand that every second counts in emergency response. Pen-and-paper workflows create process and information bottlenecks, wasting time your organization doesn’t have. By adopting rugged technology and digital solutions backed by our expert support services, fire departments and EMS organizations can improve efficiency and readiness while better serving their communities. Learn more about how TOUGHBOOK firefighting solutions are helping fire departments modernize.