Smart Template Configuration
LiveTemplate Builder
Configure EMS-specific requirements and validation rules
Required Rules
Chief Complaint
All PayersPrimary patient complaint requiring emergency transport
Medical Necessity Statement
All PayersJustification for ambulance transport vs alternative
SMART DOCUMENTATION TEMPLATES
Your Protocols. Your Requirements.
Every Report, Every Time.
Configure documentation templates that enforce your exact standards—from billing requirements to regional protocols. Ensure 100% compliance with customizable smart templates that adapt to every call type.
Documentation That Works the Way You Do
Every agency is different. Your documentation should be too.
Traditional ePCR systems force you into rigid workflows that don't match your operations. CareSwift's Smart Templates put you in control, allowing you to define exactly how reports should be structured, what information is required, and which compliance checks must be met—all customized by call type, service level, and payer requirements.
Unlike systems that generate narratives or make assumptions, CareSwift compiles the information your providers input and intelligently prompts for missing data based on your specific requirements. This ensures accuracy, maintains provider autonomy, and guarantees that every report meets your exact standards for billing, compliance, and quality assurance.
Transform Documentation with Agency-Specific Intelligence
Template Builder
Auto-saveValidation Rules• Chief Complaint Required• Transport Code Match• Medical Necessity Check• Vital Signs ValidationRegional ProtocolsNYC REMSCO ALS/BLS RequirementsPayer RulesDefine Your Standards
Build templates that match your exact workflows. Configure validation rules by call type. Set requirements for Medicare, Medicaid, and commercial payers. Embed regional protocols directly into documentation flow.
Dictating Narrative
BLS - Emergency Transport
!To Finish report - Fill in Missing Data
BGL missing for AMS Patient.
Medical NecessityBilling Elements!Protocol ComplianceReport Completion85%Ensure Complete Capture
Never miss critical information again. Smart prompts guide providers to document medical necessity. Automatic checks for missing billing elements. Real-time validation against your requirements.
Smart Template Selection
Auto-selected based on call type
ActiveEmergency Transport
Critical care requirements
NEMT
Mobility documentation
Refusal
Liability protection
Active Requirements:
Trauma activation documentedMedical control contact requiredTransport decision justificationAdapt to Every Scenario
Different requirements for different calls. NEMT templates focus on mobility documentation. Emergency transports check for protocol issues. Refusals require specific liability fields. Each template optimized for its purpose.
Complete Control Over Your Documentation Standards
Configure every aspect to match your agency's unique requirements
Call Type Templates
- Emergency response with trauma protocols
- Non-emergency transport documentation
- Refusal forms with liability protection
- Inter-facility transfer requirements
- Custom templates can be created based on certification level
Payer-Specific Rules
- Medicare medical necessity criteria
- Medicaid documentation requirements
- Commercial insurance data points
- Workers' comp specific fields
- VA and military insurance needs
- Auto-adjust based on coverage
Compliance Checks
- NEMSIS 3.5 validation in real-time
- State-specific reporting requirements
- Regional protocol compliance
- Signature and timing verification
- Medication documentation rules
- Treatment protocol adherence
Billing Requirements
- Mileage documentation enforcement
- Supply usage capture
- Procedure code validation
- Transport necessity justification
- Level of service documentation
- Denial prevention checks
Quality Metrics
- Clinical performance indicators
- Response time documentation
- Patient outcome tracking fields
- Protocol deviation flagging
- Peer review requirements
- Continuous improvement data
Workflow Control
- Multi-agency template deployment
- Version control and rollback
- Role-based template access
- Approval workflow configuration
- Automatic routing rules
- Integration touchpoints
Build Documentation That Enforces Your Standards
From template creation to compliant reports in four strategic steps
1.Configure Your Requirements
Start by defining what matters to your agency. Configure validation rules the AI looks for in each call type, embed your protocols, and establish compliance checks. Upload payer-specific requirements and create conditional logic that adapts to different scenarios. Your clinical team maintains full control over standards.
Template Configuration
Template: Emergency TransportAI Validation Rules
Check for patient demographicsActiveVerify transport destination documentedActiveLook for protocol deviations or missing treatmentsActiveFlag missing assessment findingsActivePayer-Specific Requirements
• Check for medical necessity
• Verify transport reason exists
• Validate destination reasoning• Look for member ID
• Check diagnosis documentation
• Verify service level reasoningEmbedded Protocols (NYC REMSCO)
ALSActiveBLSActiveRescue ParamedicAdd +Provider Level Access
2.Intelligent Information Prompting
EMTs dictate or type what happened, and we only prompt for missing information to make a complete, accurate and compliant report. We never generate content—only compile what providers input while ensuring nothing critical is missed.
Documentation Assistant
Call Type: Emergency - Chest PainProvider Narrative CapturedChest Pain Protocol Active - Additional Documentation RequiredComplete the Following:
Auto-Populated from Narrative:
• Patient Age: 45 years• Chief Complaint: Chest Pain• Vital Signs: Documented• Interventions: 12-lead ECG, Aspirin administered3.Real-Time Compliance Validation
As providers document, the system validates against your configured rules. Missing medical necessity? Flagged immediately. Incomplete billing information? Highlighted before submission. Protocol deviations? Identified in real-time. Every check customized to your standards.
Compliance Validation
Provider Level: EMT2 Required Items Missing for Submission1Lift and Transfer Method
Document how patient was moved to stretcher
2Transport Destination Justification
Explain choice of receiving facility
4.Automated Quality Assurance
Completed reports automatically route through your QA workflow. Supervisors see reports flagged based on your criteria. Track compliance rates by provider, call type, or payer. Identify training opportunities and continuously improve documentation quality.
QA Dashboard
Period: Last 30 Days94%Overall Compliance287Reports Reviewed18Flagged for Review3Training NeededReports Flagged for Review
Run #2024-1847High PriorityMissing medical necessity • Incomplete billing fieldsProvider: Smith, J. • 2 hours agoRun #2024-1845MediumProtocol deviation • Medication documentationProvider: Johnson, M. • 3 hours agoTop Compliance Issues This Month
Medical Necessity Documentation32 occurrencesIncomplete Vital Signs18 occurrencesMissing Time Stamps12 occurrencesTraining Opportunities Identified
3 providers flagged for medical necessity documentation training
Template Configuration
Template: Emergency TransportAI Validation Rules
Payer-Specific Requirements
• Verify transport reason exists
• Validate destination reasoning
• Check diagnosis documentation
• Verify service level reasoning
Embedded Protocols (NYC REMSCO)
Provider Level Access
Documentation Assistant
Call Type: Emergency - Chest PainComplete the Following:
Auto-Populated from Narrative:
Compliance Validation
Provider Level: EMTLift and Transfer Method
Document how patient was moved to stretcher
Transport Destination Justification
Explain choice of receiving facility
QA Dashboard
Period: Last 30 DaysReports Flagged for Review
Top Compliance Issues This Month
Training Opportunities Identified
3 providers flagged for medical necessity documentation training
Proven Results Across Every Agency Type
From rural volunteer squads to metropolitan systems, smart templates deliver measurable improvements
95%
First-Pass Compliance
Reports meet all requirements without rework or amendments
67%
Fewer Denials
Reduction in documentation-related claim rejections
<5
Minute Setup
Average time to configure a new template or requirement
100%
Protocol Adherence
Embedded protocols ensure consistent care documentation
TEMPLATE LIBRARY & RESOURCES
Start with Proven Templates, Then Make Them Yours
Access our library of field-tested templates and best practices from successful agencies
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CareSwift Unveils V3 Platform with Real-Time QA/QI
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Take Control of Your
Documentation Standards
Starting Today.
See how CareSwift Smart Templates can transform your documentation compliance while reducing provider burden. Get a personalized demo showing templates configured for your specific needs.
Request Your Custom Demo
Experience how CareSwift can transform your EMS documentation and revenue recovery with our AI-powered platform.