SECTION 310:641-17-18. Stretcher van service records and files

(a)   All required records for licensure will be maintained for a minimum of three years.

(b)   Each licensed stretcher van service shall maintain electronic or paper records about the operation, maintenance, and such other required documents at the business office. These files shall be available for review by the Department during normal work hours. Files which shall be maintained include the following:

(1)   a record of each passenger transport to include, but not be limited to:

(A)   personal information such as name, date of birth and address;

(B)   contact information;

(C)   originating location;

(D)   destination;

(E)   reason for the transport; and

(F)    if oxygen was continued.

(2)   Records shall be submitted to the Department as required.

(c)   All passenger transport reports and information shall be considered as confidential.

(d)   All stretcher van agencies shall maintain electronic or paper records on the maintenance and regular inspections of each vehicle. Each vehicle must be inspected and a checklist completed after each call or on a daily basis, whichever is less frequent.

(e)   All stretcher van agencies shall maintain a licensure or credential file for licensed and certified emergency medical personnel employed by or associated with the service to include:

(1)   Oklahoma license and certification,

(2)   Basic Life Support certification that meets or exceeds American Heart Association standards,

(3)   Incident Command System or National Incident Management Systems training at the 100, 200, and 700 levels or their equivalent,

(4)   verification of an Emergency Vehicle Operations Course or other agency approved defensive driving course,

(f)   The electronic or paper copies of the licenses and credentials described in this section shall be kept separate from other personnel records to ensure confidentiality of records that do not pertain to the documents relating to the passenger.

(g)   Copies of staffing patterns, schedules, or staffing reports.

(h)   Copies of in-service training and continuing education records.

(i)   Copies of the stretcher van service's:

(1)   operational policies, guidelines, or employee handbook;

(2)   OSHA and/or Department of Labor exposure plan, policies, or guidelines.

(j)   A log of each request for service call received and/or initiated, to include the:

(1)   disposition of the request and the reason for declining the request, if applicable;

(2)   passenger care report number;

(3)   date of request;

(4)   location of the incident;

(5)   where the ambulance originated;

(6)   nature of the call;

(7)   time requested;

(8)   time arrived;

(9)   time departed;

(10)   time at destination;

(11)   time transport complete;

(12)   unit number;

(13)   staff member on transport; and

(14)   medical screening documentation.

(k)   Documentation that verifies an ongoing quality assurance program.

(l)   Such other documents which may be determined necessary by the Department. Such documents can only be required after a thorough, reasonable, and appropriate notification by the Department to the services and agencies.

(m)   The standardized data set and an electronic submission standard for EMS data as developed by the Department shall be mandatory for each licensed service as defined in the Act. Reports of the data standard shall be forwarded to the Department by the last business day of the following month. Exceptions to the monthly reporting requirements shall be granted only by the Department, in writing.

(n)   Review and the disclosure of information contained in the stretcher van service files shall be confidential, except for information which pertains to the requirements for license, certification, or investigation issued by the Department.

(o)   Department representatives shall have prompt access to files, records, and property as necessary to appropriately survey the provider. Refusal to allow access by representatives of Department to records, equipment, or property may result in summary suspension of licensure by the Commissioner of Health.

(p)   All information submitted and/or maintained in files for review shall be accurate and consistent with Department requirements.

(q)   A representative of the agency will be present during the record review.

[Source: Added at 33 Ok Reg 1529, eff 9-11-16; Amended at 37 Ok Reg 1423, eff 9-11-20]