EMS Report Template with Examples

EMS Report Template

This EMS report template helps EMTs efficiently document information in a systematic and organized way. It’s split into seven sections, each with detailed prompts, including patient information, dispatch details, arrival, health status, vital signs, physical examination, and additional notes.

• Comprehensive structure ensures all relevant information from an ambulance callout is captured
• Includes space to record narrative observations as well as objective data (e.g., vital signs and physical examination) 
• Ambient AI provides a true “hands-free” documentation experience, allowing EMTs to deliver care while documentation is being completed 

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What is an EMS Report Template?

An EMS report template is a document that supports emergency medicine technicians (EMTs) and paramedics in recording detailed pre-hospital care information, such as patient demographics, vital signs, assessments, and any interventions performed during an ambulance callout.

EMS reports are typically completed in short timeframes under high-pressure situations. Using a template helps clinicians to efficiently organize vital information and facilitates efficient and thorough handover to hospital teams. The completed EMS report template (sometimes called a prehospital care report) also serves as legal protection for the clinician in the case of reviews or investigations.

In this article, we’ll explore the purpose of EMS report templates and documentation best practices for EMTs and paramedics. We also cover how to complete an EMS report and explain how AI-enabled templates enable hands-free documentation for emergency services clinicians.   

The Purpose of an EMS Report Template

An EMS report serves several vital functions: It facilitates effective handover to hospital teams, provides accurate information for billing, contains data that can be utilized for quality improvement, and establishes a record of care for medicolegal purposes. 

However, as important as the functions of an EMR report are, EMTs and paramedics often struggle to balance documentation requirements with the urgent clinical demands of their role. In particular, reports are often completed retrospectively after the patient is handed over, which can cause difficulties with information recall and delayed handover to hospital teams.

By providing a ready-made outline with relevant headings and prompts, an EMS report template aims to minimize the administrative burden of documentation for clinicians. To illustrate how this may occur, we've outlined the key purposes of EMS reports below, with examples of how templates streamline the documentation process.

Handover to Hospital Teams

A primary purpose of an EMS report is to facilitate a smooth transition of care between EMS providers and hospital staff. This handover typically happens in two forms: verbal and written.

Verbal handover may occur via radio before arrival and/or in-person at the emergency department. Even though the reporting clinician may not have completed an EMS report template yet, the structure and sequence of the document help organize and present verbal reports in a familiar format that the recipient can easily follow.

A written handover documenting the episode of care must be provided for every patient transported to hospital by ambulance. An EMS report template supports clinicians with this process via prompts that aid in memory recall, potentially improving the accuracy and completeness of clinical notes.

Billing

EMS reports are the primary source of evidence used to bill for care delivered by EMTs and paramedics. Inadequate or inaccurate details in these reports can result in denied claims, lower reimbursement rates, and time-consuming audits.

With their standardized structure and pre-defined reporting fields, EMS report templates ensure that clinicians include the required information for organizations to be properly reimbursed for care delivered. The best templates achieve this via a combination of checkboxes, narrative case notes, and sections to collect information for medical coding.

Data Tracking & Quality Improvement

High-quality EMS report writing is vital for gathering data for research and quality improvement activities. In the US, the collection of nationwide EMS data is coordinated by the National EMS Information System (NEMSIS), with similar systems existing in other countries and regions.

A well-designed EMS report template improves the quality of data collection via standardized prompts to capture specific data. These prompts make it easier for EMTs and paramedics to list relevant information in the preferred format for monitoring and reporting bodies like NEMSIS.

Medicolegal Protection

EMS reports (along with other documentation like admission notes, treatment plans, and progress notes) are scrutinized after adverse outcomes or during litigation. Therefore, accurate and thorough documentation provides essential medicolegal protection for EMS clinicians and organizations. The adage, “If it wasn’t written down, it didn’t happen,” is especially relevant for all areas of emergency medicine practice.

A high-quality EMS report template supports EMTs and paramedics in adequately recording all legally required clinical information. Good templates also cover specific risk and liability issues, such as refusal and substance use. 

Research suggests that 5-10% of patients refuse treatment and/or transport, and around 9% of EMS calls with patient contact involve substance use. Therefore, administrators and clinicians often prefer using an EMS report template with dedicated sections covering high-liability areas of practice.

Best Practices for EMS Report Templates

An EMS report template makes it easier for clinicians to produce high-quality documentation. However, there are still some best practices to observe alongside using a template.

Below are strategies EMTs and paramedics can use to improve the quality of all types of documentation, regardless of the templates and tools that are utilized.

Be Accurate & Objective

When completing an EMS patient care report template, clinicians should focus on accurately recording what is observed, assessed, and performed during the callout and delivery of patient care. The report should primarily include objective information, including a clear rationale for any interventions undertaken, with special attention given to areas that may support treatment when the patient arrives at the hospital. 

Complete Notes in a Timely Fashion

It’s always preferable to complete contemporaneous notes as care is delivered. However, most ambulance callouts require one EMT to drive while the other attends to the patient. Where possible, try to write an EMS report immediately after verbally handing over to the receiving hospital clinician. Doing so minimizes the risk of information gaps due to memory recall and ensures the entire treating team can promptly access the handover. 

Write Clearly & Coherently

EMS reports often include information in narrative form, either in a dedicated EMT narrative template or specified narrative sections in the document. When using a narrative format, it’s crucial to ensure information presented coherently in a way that’s easy to follow. In particular, EMTs and paramedics should minimize the use of acronyms and jargon, especially those on the “do not use” lists published by organizations like The Joint Commission. 

Follow a Proven Format

Outside of organizational protocols, there’s no formal requirement for EMS reports to follow a specific format. However, due to their ease of use and clinical utility, several documentation frameworks like SOAP, CHART, and DACHARTE have become popular among EMS clinicians.

When choosing an EMS report template, we recommend first starting with an established framework. You can find EMS report example templates in various formats in Heidi’s Template Community. Once you’re confident with an established framework, you can adjust a template to precisely suit your needs and preferences.

Utilize Technology

Electronic health records (EHRs), smart sensors, and speech recognition technology are the primary sources of technology with the potential to reduce administrative burden for EMTs and paramedics. These technologies can be combined, but AI-powered speech recognition technology like an AI medical scribe is arguably the most effective and well-developed solution.

Emergency medicine clinicians like Dr. Nicholas Lelos are already utilizing Heidi’s AI medical scribe to reduce documentation time by as much as 40%. A seasoned emergency doctor, Nick shares the following anecdote about how Heidi’s hands-free scribing helps him deliver care while keeping up with documentation in high-pressure situations:

“There was this one day when we had a major accident with multiple casualties. With Heidi, I didn’t have to worry about being buried in paperwork. My notes were ready in a fraction of the time. I could keep an eye on the patients, make decisions faster, and collaborate with my team.”

Heidi offers similar benefits for EMTs and paramedics. With the AI scribe taking notes in the background, clinicians can focus 100% on patient care and transport, safe knowing that a thorough EMS report will be available almost immediately upon arrival for handover to hospital teams.  

How to Complete an EMS Report Template

EMS reports can follow several different formats. Each uses a different structure to organize the key information required for all ambulance callouts, including:

• Patient demographics
• History of present illness (or chief complaint)
• Vital signs
• Clinical assessments
• Details of any interventions performed

Below are examples of three types of EMS report templates, several of which include customized prompts covering details beyond the list above.  

EMT SOAP Report Example

SOAP (Subjective, Objective, Assessment, Plan) is a widely used format for clinical documentation familiar to most practitioners. The EMT SOAP report example below demonstrates how the framework can be used to produce an EMS report.

SUBJECTIVE

Chief Complaint: 72-year-old male patient states, "I have crushing chest pain that started about 30 minutes ago while I was walking up the stairs."

History of Present Illness: Pain is 8/10, radiating to the left arm and jaw. Patient reports associated shortness of breath and nausea. Denies vomiting or syncope.

Past Medical History: Hypertension, Type 2 diabetes, previous MI in 2021 with stent placement.

Medications: Metformin 1000mg BID, Lisinopril 20mg daily, ASA 81mg daily, Atorvastatin 40mg daily.

Allergies: Penicillin (hives), Contrast dye (rash).

Last meal: Breakfast at 0700, 3 hours prior to onset of symptoms.

OBJECTIVE

General Appearance: Patient appears anxious, diaphoretic, and in acute distress.

Vital Signs:

• BP: 168/92 mmHg
• HR: 96 bpm, irregular
• RR: 24/min, labored
• SpO2: 94% on room air
• Temp: 98.6°F
• Pain: 8/10
• GCS: 15 (E4 V5 M6)

Skin: Pale, diaphoretic, cool to touch

Cardiovascular: Irregular rhythm, no murmurs or gallops noted

Respiratory: Bilateral breath sounds, no wheezes or crackles

Neurological: Alert and oriented x4, no focal deficits

12-Lead ECG: ST elevation in leads II, III, aVF; reciprocal changes in I, aVL

ASSESSMENT

Primary Impression: Acute Inferior Myocardial Infarction

Secondary Considerations: Unstable Angina, Aortic Dissection

Severity: Moderate to severe, patient hemodynamically stable but at risk for decompensation

PLAN

Treatment Provided:

• Oxygen therapy via nasal cannula at 4 L/min, improving SpO2 to 98%
• Aspirin 325mg PO administered at 1025 hours
• Nitroglycerin 0.4mg SL administered at 1027 hours with reduction in pain to 6/10
• IV access established, 18g in right AC
• Morphine 4mg IV administered at 1032 hours with further reduction in pain to 4/10

Transport Decision: 

• Priority 1 transport to Memorial Hospital (STEMI receiving center)
• Pre-notification: STEMI alert called to ED at 1040 hours, estimated arrival time 1055 hours
• Ongoing Management: Continuous cardiac monitoring, reassessment of vital signs q5 minutes, ready to initiate CPR and defibrillation if needed

EMS PCR Template

Some clinicians and organizations use the term prehospital care report (PCR) to describe an EMS report. 

The EMS PCR template example below includes sections for dispatch information (call location, nature, and response times), patient demographics, scene assessment, head to toe assessment, interventions performed, vital sign monitoring, patient response to treatment, and handover information.

DISPATCH INFORMATION

Date: 05/06/2025

Incident #: EMS-2025-4721

Dispatch Time: 1410 hours En Route Time: 1412 hours At Scene Time: 1419 hours

Transport Begin Time: 1442 hours At Destination Time: 1455 hours

Call Nature: Difficulty Breathing

Location: 1423 Pinewood Lane, Apt 302

Dispatch Priority: Priority 2

PATIENT DEMOGRAPHICS

Name: Maria Rodriguez

DOB: 09/14/1954 Gender: Female

Address: 1423 Pinewood Lane, Apt 302 Phone: (555) 123-4567

Insurance: Medicare #123456789A

Emergency Contact: Carlos Rodriguez (son), (555) 987-6543

Primary Care Physician: Dr. Sarah Johnson

SCENE ASSESSMENT

Scene Safety: Secure, no hazards identified

Number of Patients: 1

Mechanism of Injury/Nature of Illness: Medical

Additional Resources Required: None

Location of Patient: Living room, sitting on couch

PATIENT ASSESSMENT

Chief Complaint: "I can't catch my breath"

History (SAMPLE):

• Signs/Symptoms - Progressive dyspnea over 3 days, worse today, productive cough with yellow sputum
• Allergies - Penicillin, sulfa drugs
• Medications - Albuterol inhaler, Fluticasone/Salmeterol inhaler, Lisinopril, Furosemide
• Past Medical History - COPD, Hypertension, CHF
• Last Oral Intake - Small breakfast at 0800 hours
• Events Leading - Increased shortness of breath while doing light housework

PHYSICAL EXAMINATION

General Appearance: Elderly female in moderate respiratory distress, sitting upright, using accessory muscles

Mental Status: Alert and oriented x3, anxious

HEENT: No signs of trauma, jugular venous distention noted

Respiratory: Bilateral wheezes and crackles, prolonged expiratory phase

Cardiovascular: Tachycardic, regular rhythm, no murmurs

Abdomen: Soft, non-tender, non-distended

Extremities: 2+ pitting edema bilateral lower extremities to mid-calf

Skin: Warm, pink, clammy

Neurological: No focal deficits, grip strength equal bilaterally, moves all extremities

Vital signs:

INTERVENTIONS

Oxygen therapy: 4L/min via nasal cannula at 1423 hours

Position: Sitting upright

Medication: Albuterol 2.5mg/Ipratropium 0.5mg nebulizer treatment at 1425 hours

IV Access: 20G right forearm at 1428 hours

Medication: Methylprednisolone 125mg IV at 1432 hours

Continuous cardiac monitoring: Normal sinus tachycardia, no ectopy

TREATMENT RESPONSE

• Improved breathing following nebulizer treatment
• Respiratory rate decreased from 28 to 18 over transport
• SpO2 improved from 86% on room air to 96% on 4L oxygen

TRANSPORT/HANDOFF INFORMATION

Transport Decision: Non-emergency transport to Community Hospital

Transport Position: Semi-Fowler's position

Report Given To: Susan Williams, RN

Care Transferred: 1458 hours

Additional Notes: Daughter will meet patient at hospital

SIGNATURES

EMS Provider: [Signature] Sarah Thompson, Paramedic #P12345

Patient Consent: [Signature] Maria Rodriguez

Date/Time Completed: 05/06/2025 1515 hours

EMS Narrative Template

Narrative portions of an EMS report template allow providers to document the episode of care in a flowing, chronological manner. Some templates, like the example below, focus on narrative style documentation, using headings to give structure to the report.

Dispatch & Arrival

At 0235 hours on 05/07/2025, EMS Unit 47 was dispatched to 285 Oakwood Drive for a reported fall. Upon arrival at 0242 hours, crew found a 78-year-old female patient lying supine on the bathroom floor. Patient's daughter states she heard a loud thud approximately 10 minutes prior to calling 911. Patient was conscious and oriented upon arrival. Scene was secured, no hazards identified.

Patient History

Patient identified as Eleanor Thompson, DOB 11/28/1946. Patient states she got up to use the bathroom and felt dizzy before falling. Denies loss of consciousness but reports hitting her head on the bathtub during the fall. Medical history includes hypertension, atrial fibrillation, and osteoporosis. Current medications include warfarin 2mg daily, metoprolol 25mg BID, and alendronate weekly. Patient reports compliance with medication regimen. No known drug allergies. Last oral intake was dinner at 1900 hours.

Assessment Findings

Initial assessment revealed a 3cm laceration to the right occipital region with moderate bleeding. Patient alert and oriented x4 with GCS 15. Pupils equal and reactive to light. No obvious deformities to extremities. Patient complained of pain to right hip and right wrist. Limited range of motion in right hip with pain upon palpation of greater trochanter. Right wrist tender to palpation with minor swelling but no obvious deformity. Patient denies loss of sensation or motor function in extremities. Vital signs: BP 158/92, HR 84 irregular, RR 18, SpO2 96% on room air, BGL 112 mg/dL, pain 7/10 in hip region.

Interventions & Treatment

Cervical spine precautions initiated due to mechanism and location of injury. Bleeding controlled with direct pressure and wound bandaged. Patient placed on cardiac monitor showing atrial fibrillation with controlled ventricular response. IV access established with 20G in left antecubital. ECG obtained showing no acute changes from patient's baseline irregular rhythm. Patient given fentanyl 50mcg IV at 0252 hours with reduction in pain to 4/10. Patient carefully moved to vacuum mattress and secured for transport.

Transport & Monitoring

Transport initiated at 0301 hours with patient in position of comfort. Continuous monitoring revealed stable vital signs throughout transport: BP range 152-160/88-94, HR 80-88 irregular, RR 16-18, SpO2 95-97% on room air. Second set of vital signs at 0310 hours: BP 154/90, HR 82 irregular, RR 16, SpO2 96% on room air, pain 3/10. Patient remained alert and oriented, denied development of new symptoms during transport.

Hospital Handover

Arrived at Memorial Hospital at 0318 hours. Full report given to receiving nurse Jessica Martin, RN. Patient care transferred at 0324 hours. Report faxed to ED. All equipment retrieved. Unit back in service at 0335 hours.

Additional Notes

Patient was calm and cooperative throughout care. Patient's home was secured prior to departure. Mechanism suggests possible hip fracture and head injury requiring further evaluation. Fall risk assessment completed and risk factors identified include nighttime bathroom use, prescribed anticoagulation therapy, and prior history of dizziness when changing positions.

Sample EMS Report Template PDF

A well-designed EMS report template streamlines documentation processes for EMTs and paramedics. However, clinicians still usually must complete notes after the patent encounter, which increases cognitive load and risks information gaps.

Fortunately, thanks to Heidi’s AI medical scribe, a solution now exists for true hands-free documentation in emergency medicine settings.

Hands-Free EMS Reports with Heidi

Producing a perfect hands-free EMS report is as simple as starting Heidi at the beginning of the encounter and letting ambient AI process everything that takes place. Then, within seconds of arriving at the hospital, Heidi generates detailed handover documentation formatted to your exact specifications.

Benefits of using Heidi for EMS reports include:

• Enables contemporaneous notes without diverting a clinician from delivering care
• Full transcript of events reduces cognitive load on clinicians and minimizes information gaps
• EMTs and paramedics have less documentation-related downtime between callouts 

Heidi’s AI medical scribe is trusted for over one million patient interactions each week. Used by clinicians worldwide, Heidi meets or exceeds regional privacy and security standards, such as HIPAA, PIPEDA, GDPR, and Australian Privacy Principles (APP). Heidi is the AI scribe of choice for clinicians who want to save time on documentation while delivering warmer, more attentive care.

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Free EMS Report Templates

EMS Run Report Template

This EMS run report template follows the DACHARTE format, a popular framework for documenting ambulance callouts. The acronym stands for: Discharge, Arrival, Chief Complaint, History, Assessment, Treatment (Rx), Transport, and Exceptions. Prompts under each section help keep notes organized and concise.

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EMS PCR Narrative Template

This EMS PCR narrative template is perfect for clinicians who prefer a more free-form structure. It includes seven sections covering the entire ambulance callout sequence (Dispatch & Arrival, Patient History, Assessment Findings, Interventions & Treatment, Transport & Monitoring, Hospital Handover, and Additional Notes).

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EMS Handoff Report Template

Designed to provide a comprehensive handover to hospital teams, this EMS handoff report template guides clinicians through documenting an entire episode of care. It begins with callout details before detailing an assessment of the scene and a full physical examination. The final parts of the template cover interventions, treatment response, and handoff details.

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FAQs About EMS Report Templates

What is an EMS run report template?

An EMS run report template is a standardized form used by emergency medical service providers to document all aspects of a patient encounter. It typically includes sections for patient demographics, incident details, review of systems, treatments administered, vital signs, and transport information. The terms EMS report and EMS run report can be used interchangeably.

How do I write an EMS report?

To write an effective EMS report, start by documenting dispatch information and patient demographics. Then, record your initial impression and assessment findings, including vital signs and the patient's chief complaint. Document each intervention performed and its rationale, using objective language and avoiding abbreviations or jargon that might confuse other healthcare providers.

Can I create my own EMS report template?

Creating your own EMS report template with Heidi is easy. You can: 1) Choose an existing template from the community and modify it with our intuitive template editor; 2) Provide Heidi with an example EMS report and ask her to turn it into a template; 3) Create your own template from scratch using our guide to creating templates in Heidi.