The Pre-Hospital Emergency Care (PHEM) Form is used to document patient management from the time a call is received until handover at the hospital.
The form is divided into three main sections:
1. Call Taker
This section captures details during the initial emergency call, including caller information, chief complaint, location, and call priority. It helps determine the urgency and guides ambulance dispatch.
2. Pre-Hospital Team
Completed by the ambulance team, this section includes response times, patient details, clinical assessment (history/physical/findings), vital signs, and all treatments or interventions provided at the scene and during transport.
3. Passover Team (Handover)
This section records the handover process at the receiving facility, including patient outcome, triage category, and acceptance by the receiving doctor, ensuring continuity of care, and declaration for refusal of treatment/ transport and lodge police report.
Other than that, we also need overall ambulance management system/ fleet management system in the module and this needs to be treated as an operational layer that integrates with PHEM workflow.
Here are the core components for a structured ambulance fleet management system:
1. Real-Time Fleet Tracking & Visibility
GPS tracking of all ambulances (live location, status: available, enroute, at scene, transporting, out-of-service)
Central dashboard for dispatch center
Geofencing for coverage zones (important for Kota Kinabalu distribution)
2. Dispatch & Resource Allocation System
Computer-Aided Dispatch (CAD) integration with call taker workflow
Automated ambulance assignment based on:
Proximity
Case priority
Backup escalation logic if no unit available
3. Vehicle Utilization & Workload Management
Track:
Number of cases per ambulance
Idle vs active time
Mileage per shift/day
Support redistribution of fleet, eg unit ongoing service, or unit enroute responding PHC case
4. Preventive Maintenance & Asset Management
Scheduled servicing (based on mileage or time)
Maintenance logs and downtime tracking
Alerts for:
Service due
Equipment expiry (e.g. oxygen, defib pads)
Reduce unexpected breakdowns during calls
5. Integration with Clinical Documentation (PHEM Form)
Auto-populate:
Vehicle number
Crew details
Timestamps
Reduce duplication between operational and clinical data
Enable end-to-end case tracking (call → transport → handover)
6. Incident & Case Audit System
Playback of case timeline
Review delays (dispatch delay, scene delay, transport delay)
Support:
Clinical audit
Medico-legal review
Quality improvement
7. Surge & Disaster Management Capability
Mass casualty incident (MCI) mode
Fleet redistribution during peak load
Integration with external agencies (JPAM, BOMBA, private EMS)
8. Reporting & Decision Support Dashboard
Daily / monthly reports:
Case volume trends
Peak hours
High-demand locations
Data-driven planning:
Add ambulance posts
Adjust staffing
Improve response coverage