Hospitals and health systems are being asked to run more efficiently and do more with less resources, while ED volumes and throughput pressure keep climbing. At the same time, critical information about arriving patients too often lives in disconnected workflows: paper “leave‑behind” reports, PDFs that need to be scanned, portals someone has to remember to check, and follow‑up calls that pull staff away from higher‑value work.
When prehospital documentation is delayed or isn’t linked to the correct encounter, staff time gets pulled into chasing down the EMS record, reconciling it to the right chart, and cleaning up downstream gaps—making the episode of care harder to document consistently. And without a consistent way to send outcomes and confirmed demographics back to EMS, both sides lose the chance to reduce administrative burden, support quality improvement, and complete the full episode-of-care story.
Carelytics is ImageTrend’s solution to improving EMS–hospital interoperability and closing those gaps with a reliable, automated EMS–hospital connection, so prehospital data is timely, matched to the right encounter, and usable at scale.
What Carelytics Is: Seamless EMS–Hospital Data Sharing
Carelytics supports near real-time, two‑way data exchange between EMS and health systems. It’s designed to streamline how ePCRs, demographics/insurance updates, and outcomes move between EMS and hospital environments, reducing manual handoffs and one‑off interface sprawl.
In practice, Carelytics helps hospitals:
- Bring prehospital documentation into the hospital workflow through flexible, standards‑based integration options (such as HL7 and Direct Secure Messaging, among others).
- Automatically match incoming EMS records to the correct hospital encounter once the patient is registered, without requiring staff to scan wristbands or type in encounter numbers.
- Return key updates (like confirmed demographics/insurance) and outcomes back to EMS in an automated, closed‑loop workflow.
- Turn current EMS transport activity into market intelligence, so leadership can see patterns in demand, referrals, and leakage.
When those pieces work together, leaders get a more complete, connected view of the patient journey—from the field to the ED to discharge—without relying on manual workarounds. Clinically, care teams have more consistent access to prehospital context within the patient record, which supports documentation, coordination, and continuity of care. Operationally, fewer handoffs and cleaner record linkage reduce friction at the front door and downstream rework. Strategically, market-level transport visibility adds clearer signals for service-line planning, network strategy, and outreach—so decisions are driven by timely, connected data instead of guesswork.
ePCR Integration: Getting EMS Reports into the EHR Workflow
Through near real-time electronic delivery of ePCRs into the hospital system, and automatic integration of each report as discrete fields, Carelytics reduces reliance on paper drop‑offs, faxing, and scanning backlogs. The goal is simple: make the prehospital story available in time to support ED readiness and care decisions, without creating extra steps for clinical teams.
And because Carelytics uses ImageTrend’s broader EMS connectivity, hospitals can standardize how they receive EMS documentation—even when they work with multiple agencies and multiple ePCR vendors—without relying on a patchwork of one-off connections and manual workarounds.
ImageTrend’s EMS incident data footprint spans 47 of 50 states, covering 90% of the U.S. population.
The result is a more consistent way to make prehospital documentation available within hospital workflows, at scale.
Patient Encounter Matching: Linking the ePCR to the Right Chart
Receiving an ePCR electronically is only part of the equation. The real value comes when the EMS record is reliably connected to the correct hospital encounter, without adding steps for ED staff, registrars, or Health Information Management (HIM).
Carelytics supports automated patient/encounter matching driven by hospital registration data. In other words: once the patient is registered, Carelytics can match the incoming EMS record behind the scenes and deliver it to the correct place in the EHR.
This means:
- Fewer “floating” EMS reports that need manual reconciliation.
- Less cleanup work for registrars, HIM, and clinical staff.
- A more complete episode of care by linking prehospital documentation to the hospital encounter.
- A stronger foundation for closed‑loop workflows—like returning confirmed demographics/insurance and outcomes back to EMS.
When encounter matching is automated and reliable, the ePCR stops being “another document to track down” and becomes part of the patient’s actual record, where downstream teams can find it, trust it, and use it. That reduces the day-to-day friction of chasing, reattaching, and reconciling EMS reports, and it creates a dependable backbone for closed-loop exchange—so updates can flow back to EMS without manual follow-up.
Closed‑Loop Data Exchange: Returning Demographics, Insurance, and Outcomes Back to EMS
Hospitals and EMS both feel the pain of manual follow‑up, especially when patient identity is unclear at arrival. EMS often needs a hospital “face sheet” (confirmed demographics and insurance) for proof of delivery and billing. Without automation, that can trigger repeated calls and paperwork that land on hospital teams.
Carelytics supports automated, bidirectional data sharing that can return updated demographics/insurance and outcomes back to EMS, reducing the need for phone calls and manual document requests.
It also supports sending updates back to the hospital when the EMS record changes—for example, if an addendum is made—so the hospital can have the most current version of the EMS medical record.
Did you know? The manual process of providing EMS with an updated face sheet costs roughly $4–$6 in hospital staff time (at minimum).
For hospitals, closed-loop exchange is a way to reduce the constant stream of one-off requests that consume front-end, HIM, and ED bandwidth. When demographics/insurance updates and outcomes can flow back to EMS automatically, it means fewer follow-up calls and document chasing for hospital teams.
EMS Market Intelligence: Visualizing Near Real-Time Transport Patterns, Market Share, and Leakage
Carelytics doesn’t just help you receive and match EMS records; it also provides up-to-date market visibility through Market Intelligence, helping leaders understand EMS‑driven demand patterns behind the ED and across the community.
With that visibility, hospitals and health systems can better understand:
- EMS market share by service line (e.g., trauma, stroke, STEMI)
- Transport and referral patterns (which agencies and facilities are bringing patients to you—and where patients are going instead)
- Leakage and destination trends by geography and population
- Throughput signals from transport and time‑based patterns that support demand planning and ED capacity decisions
- Interfacility transfer visibility to inform network strategy and transitions of care
For hospital leaders, this turns EMS activity into a clearer, shared picture of how patients move across the community, so market and network conversations can be grounded in current transport patterns instead of assumptions. By putting service-line share, destination/leakage trends, and time-based demand signals in one view, Market Intelligence supports more informed planning around capacity, access strategy, and where to focus outreach and partnerships.
At one of the largest health systems in the U.S., Market Intelligence revealed high‑acuity leakage trends that prompted relocation of a medical helicopter—driving a reported 650% same month impact and 76% year‑over‑year flight volume growth.
How Hospitals Measure Success with Carelytics
Because Carelytics is built to make EMS–hospital data exchange reliable and measurable, the clearest way to define success is to track whether prehospital documentation is arriving consistently, connecting to the right encounter, and showing up when teams need it, without extra manual cleanup. Those fundamentals also support smoother EMS offload and ambulance turnaround by reducing delays and friction at the front door.
Key metrics include:
- Share of EMS arrivals with an ePCR received
- Automated match accuracy
- Ambulance turnaround time
As these measures improve, it’s a strong signal that interoperability is doing what it’s supposed to do: reducing manual work, minimizing documentation delays, and making the prehospital story available when hospital teams need it to support care, operations, and follow-up workflows.
Just as important, these metrics are repeatable across facilities and markets, so leaders can track progress over time, spot gaps quickly, and scale what’s working across the system.
Why this matters now
As reimbursement tightens and workforce constraints continue, the hidden costs of disconnected EMS–hospital workflows continue to grow: delayed documentation, more manual reconciliation, and less reliable data for quality, compliance, and billing.
Carelytics is built to reduce that operational friction and help ensure EMS documentation is consistently included in the medical record across sites—supporting Joint Commission and specialty program requirements without adding overhead.
Carelytics brings together what many hospital leaders need most from EMS data:
- Get the ePCR electronically delivered and integrated into the hospital system so it’s usable in hospital workflows at the moment it’s needed.
- Match it to the correct encounter with minimal manual effort.
- Close the loop with outcomes and confirmed demographics/insurance to support quality improvement and reduce administrative friction.
- Use EMS transport activity to inform operational planning and market strategy.
- The ability to analyze EMS transport performance with Clinical Insights dashboards—tracking operational and clinical measures for EMS transports to your facilities and comparing results to state and national benchmarks.
If you want a clearer, more complete view of the episode of care—from the field to the ED to discharge—Carelytics is already connecting the dots for one of the largest health systems in the U.S. through reliable EMS–hospital data exchange, patient/encounter matching, analytics, and market intelligence.
Interested in learning more? Schedule a demo to see how Carelytics can strengthen interoperability and performance at your organization.
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