The State of Virginia Office of Emergency Medical Services (OEMS) is ending its free ePCR services as of July 1, 2025. This means Virginia EMS agencies and fire departments must find the time and budget to implement a new solution before next summer.

While unexpected, this situation does present agencies with an opportunity to explore the best-in-class ePCR solutions that can ultimately help clinicians operate more efficiently and collaborate more effectively with billing departments.

Making this transition can be easier than you may think. By taking the proper steps now, EMS agencies and fire departments can smoothly implement the right ePCR software and have the best tools to run their business.

3 Steps To Ensure a Successful ePCR Transition

1. Do Your Homework

Virginia’s ePCR services were beneficial because they were free, but EMS providers didn't have the opportunity to choose the best solution for their organization. Being compelled to select new ePCR software now means a chance to take more control and align software functionality with agency operations and strategic objectives.

Do your due diligence before making any decisions. There are only a handful of vendors in the market that offer comprehensive ePCR solutions, so take the time to assess what each can offer your agency.

Look for a charting solution that:

• Guides crews efficiently through compliant data collection to create complete, accurate patient documentation.
• Allows online and offline charting, on any device (iOS, Android, Windows, or via web browser).
• Integrates with cardiac defibrillator/monitors.
• Offers custom configurations to align with your organization’s workflows and priority data fields.
• Integrates with EMS dispatch and billing software and ePCR fire solutions.

2. Build a Reasonable Timeline for Transition

Waiting until next spring doesn’t give any agency enough runway to make a thoughtful decision about which ePCR software will be the best replacement. Create a timeline, working backward from July 1, to research and vet options, onboard a new software, and train crews. Allow approximately one to two months to explore and compare ePCR solutions, plus at least another month or two for implementation and training.

Be sure to find a vendor that works alongside you to implement and train following your timeline. This will ensure that the transition process goes smoothly and causes minimal disruption to operations when the new ePCR software launches.

3. Work With Your Vendor to Optimize Your Software

Your new ePCR software should be backed by a vendor who is invested in helping you succeed. Your vendor should make it easy to implement your new solution and configure it for maximum efficiency and effectiveness. Look for on-site implementation, 24/7/365 support, and free online resources to help you learn how to best use your software.

Best-in-class ePCR software like ZOLL emsCharts provides flexibility to recommend or require certain data fields, which helps agencies meet compliance requirements and internal standards, as well as ensure revenue integrity. Custom configurations optimize software for your agency workflows and compliance needs. They can make charting faster and easier for clinicians, while helping your billing department submit clean claims the first time and capture maximum reimbursement for services.

An Opportunity in Disguise

The right ePCR software can deliver so much more than a replacement for the discontinued free services. As your agency begins its search for a new solution, you likely will uncover game-changing features and benefits that were missing from the free services. Best-in-class ePCR softwares can create more streamlined workflows for clinicians that save time and effort, while facilitating robust data collection that’s needed for clinical quality assurance and stronger financial performance.

If you'd like to learn more about making a change to an ePCR solution that can provide long-term performance advantages, visit our website or contact us to discuss your unique needs.