Documentation

Quick Start Guide

Get up and running with Rapid Reports in just a few minutes.

1. Log In to Your Account

Access your Rapid Reports dashboard using the credentials provided by your administrator. If you don't have an account, contact your hospital's Rapid Reports administrator.

2. Navigate the Dashboard

The main dashboard shows all incoming EMS reports with their current status. You can filter by date, status, or search for specific reports.

3. Review Reports

Click on any report to view its full details. You can validate patient information, add notes, and track the report's journey through your workflow.

4. Send to EMR

Once a report is reviewed, you can send it directly to your EMR system. The integration happens automatically based on your hospital's configuration.

System Requirements

Ensure your system meets these requirements for optimal performance.

Supported Browsers

• Google Chrome (version 90 or later) - Recommended
• Mozilla Firefox (version 88 or later)
• Microsoft Edge (version 90 or later)
• Safari (version 14 or later)

Device Requirements

• Desktop, laptop, or tablet with internet connection
• Minimum screen resolution: 1024 x 768
• JavaScript must be enabled
• Cookies must be enabled for session management

Network Requirements

• Stable internet connection (minimum 1 Mbps)
• HTTPS access to rapidreports.com domain
• WebSocket support for real-time updates

Account Setup

Learn how to set up and configure your Rapid Reports account.

Receiving Your Invitation

Your hospital administrator will send you an email invitation to join Rapid Reports. Click the link in the email to activate your account.

Setting Your Password

Create a strong password that includes:

• At least 8 characters
• One uppercase letter
• One lowercase letter
• One number
• One special character

Profile Configuration

After logging in, complete your profile by adding:

• Your full name and title
• Department or unit
• Contact phone number (optional)
• Notification preferences

Your First Report

Walk through processing your first EMS patient care report.

Step 1: Locate the Report

New reports appear in your dashboard with a "New" status badge. Click on any report to open it.

Step 2: Review Patient Information

Verify the patient details extracted by our AI system. Check for:

• Patient name and date of birth
• Date and time of service
• EMS agency information
• Chief complaint and vital signs

Step 3: Validate and Approve

If all information is correct, click "Approve" to move the report to the next stage. If corrections are needed, add notes for your team.

Step 4: Send to EMR

Click "Send to EMR" to transfer the report to your hospital's electronic medical record system. You'll receive confirmation once the transfer is complete.

Dashboard Overview

Understand the main dashboard and its features.

Report Queue

The main area displays all incoming reports with key information at a glance:

• Status indicators: New, In Review, Approved, Sent to EMR
• Priority flags: Urgent reports are highlighted in red
• SLA timers: Track time remaining to meet processing goals

Filters and Search

Use the filter bar to narrow down reports by:

• Date range
• Status
• EMS agency
• Patient name or MRN

Real-Time Updates

The dashboard updates automatically when new reports arrive or statuses change. No need to refresh the page.

Statistics Panel

View key metrics including reports processed today, average processing time, and pending items.

Report Management

Learn how to view, organize, and process EMS reports.

Viewing Reports

Click any report in the queue to open the detailed view. You'll see:

• Original scanned document (PDF viewer)
• AI-extracted data fields
• Activity history and notes
• Action buttons for workflow steps

Adding Notes

Add internal notes to any report for your team. Notes are timestamped and attributed to your user account.

Bulk Actions

Select multiple reports using checkboxes to perform bulk actions:

• Bulk approve
• Assign to team member
• Export to CSV
• Print batch

Report History

Access historical reports through the Archive section. All reports are retained according to your organization's retention policy.

EMR Integration

Connect Rapid Reports to your hospital's electronic medical record system.

Supported EMR Systems

• Epic - HL7 v2.5.1, FHIR R4, CCD
• Cerner - HL7 v2.5.1, FHIR R4
• MEDITECH - HL7 v2.3, PDF
• Allscripts - HL7, FHIR, Direct
• Athenahealth - FHIR API, Direct
• CPSI/TruBridge - HL7 v2.x, PDF

Integration Methods

Choose the integration method that works best for your infrastructure:

• Direct API: Real-time bidirectional data exchange
• HL7 Interface: Standard healthcare messaging
• FHIR: Modern REST-based integration
• PDF/Print: For systems without electronic interfaces

Testing Your Connection

Use the EMR Connection Test feature in Settings to verify your integration is working correctly before going live.

User Management

Add, manage, and configure user accounts (Admin only).

User Roles

• Admin: Full system access, user management, settings
• Staff: View and process reports, limited settings access
• Viewer: Read-only access to reports and dashboards

Inviting New Users

To add a new user:

1. Go to Settings > User Management
2. Click "Invite User"
3. Enter their email address and select a role
4. Click "Send Invitation"

Deactivating Users

When a staff member leaves, deactivate their account immediately. Deactivated accounts cannot log in but their activity history is preserved for audit purposes.

Settings

Configure system settings and preferences.

General Settings

• Organization Name: Your hospital or health system name
• Time Zone: Set your local time zone for accurate timestamps
• Date Format: Choose MM/DD/YYYY or DD/MM/YYYY

Notification Settings

Configure how and when you receive alerts:

• Email notifications for new reports
• SLA breach warnings
• Daily summary emails
• Browser push notifications

SLA Configuration

Set target processing times for reports. The system will alert you when reports approach their deadlines.

Branding

Customize the interface with your organization's logo and colors (Enterprise plans only).

Security

Understand our security measures and HIPAA compliance.

Data Encryption

• In Transit: All data encrypted with TLS 1.3
• At Rest: AES-256 encryption for stored data
• Backups: Encrypted daily backups with geographic redundancy

Access Controls

• Role-based access control (RBAC)
• Session timeout after 15 minutes of inactivity
• Failed login attempt monitoring
• IP-based access restrictions (optional)

HIPAA Compliance

Rapid Reports is fully HIPAA compliant. We provide:

• Business Associate Agreement (BAA)
• Regular security audits
• Employee HIPAA training
• Incident response procedures

Audit Logs

Track all activity for compliance and accountability.

What's Logged

Every action in Rapid Reports is recorded:

• User logins and logouts
• Report views and downloads
• Status changes and approvals
• EMR submissions
• Settings changes
• User account modifications

Viewing Audit Logs

Administrators can access audit logs through Settings > Audit Logs. Filter by:

• Date range
• User
• Action type
• Specific report

Exporting Logs

Export audit logs to CSV for external analysis or compliance reporting. Logs can be exported for any date range up to 7 years.

Retention

Audit logs are retained for 7 years in compliance with healthcare record retention requirements.

Need More Help?

Our support team is here to assist you.