Announcement to Agencies currently utilizing a Patient Care Record (PCR) with costs covered by Virginia’s Office of EMS

I wanted to share that the Office of Emergency Medical Services (OEMS) and leadership at the Virginia Department of Health (VDH) are in the process of creating a formal plan to offer support to our non-profit and municipal based EMS agencies that rely on our covered PCR for an additional 12 months, until July 31, 2026. This support will look different than it has in the past, but it will offer a much-needed financial lifeline to those agencies most impacted.

This is surely a significant time of change as we continue to work through the financial challenges at the Office of EMS. Last week we disclosed findings of the VDH internal audit as well as the external FITCH consultant report. It is clear from those reports that there will need to be changes. We acknowledge that commitments made by this Office in the past have had and continue to have a negative effect on your ability to provide the care to your citizens and your patients. It is our intent to soften any impact to you, as EMS agency leaders and clinical providers, as much as we can.

Last week we shared an update with you in regard to the Patient Care Record (PCR) agreement. Beginning in 2020, OEMS committed to contracting on your behalf to provide a PCR system to any Agency in Virginia that would like to participate with all of the costs of that program free of charge to the Agency. This was unfortunately a commitment that was not realistic as it came with no projection on cost increases and no commitment from a dedicated funding source; the funds used to pay for this service previously were moved from other code-mandated funding sources. Though this model is not sustainable, we know that it would be a significant burden to many EMS agencies to take on this cost yourselves at this time. So, this past August OEMS was able to use funding that was allocated from VDH General Fund carry-over to secure a contract on your behalf to continue to provide services to you free of charge through July 2025.

To assist you in funding a PCR for your agency beginning in July 2025, OEMS intends to allocate a portion of Special Revenue from the Four-for-Life program that typically reverts to the General Fund, granted by the Legislature and Governor’s office in this past year’s budget, towards the Rescue Squad Assistance Fund (RSAF). This will be a Special Grant Initiative specifically for PCR awards. We are working on the specific details of how the grants will be administered in collaboration with the Financial Assistance Review Committee (FARC) of the EMS Advisory Board, and intend to share full details of the plan, including relevant funding caps, with all EMS Agencies on November 1st. This is two weeks prior to us formally requesting permission to use RSAF funds to support this initiative from the EMS Advisory Board at the regularly scheduled meeting on November 15th. We intend to open the grant portal to requests on December 1st, with a goal of having a Special FARC Review meeting in early January 2025 with funding notices sent out by February 14, 2025. This comes with no commitment to fund this type of project after 2026.

Our goal is to ensure that those of you that will need to seek financial support will have ample time to work with the many Patient Care Record providers across the state to find a product that meets your agency’s needs in plenty of time for the transition in July 2025.

I thank you all for your dedication and commitment to our Commonwealth and to your communities, and I hope to continue open and transparent dialogue as we navigate the many challenges ahead, as we work towards having a modernized and sustainable Office of EMS.

Rachel

Rachel Stradling JD, BS, REHS

Assistant Deputy Commissioner Public Health and Preparedness

Interim Director of the Office of Emergency Medical Services

Office of the Commissioner

Phone:  (804) 864-7011

Cell:       (804) 690-8624

Fax:        (804) 864-7022

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Virginia Department of Health

109 Governor Street

Richmond, VA 23219