“TAG”
(Transport Arrangement Group)
System and Screen Guidelines
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System Requirements
Traumasoft supports Windows XP and newer operating systems
NOTE: Earlier operating system versions have reached their product life-cycle end and are no longer being
supported by the manufacturer. Regularly check that you have installed the most recent Service Packs
available from Microsoft.
Approved Browsers:
* Note – Internet Explorer upgrades are free on the internet as long as the base system is Microsoft XP or
newer. Firefox is also a free application to install.
1. Microsoft Internet Explorer 8.0 or later.
2. Firefox 4.0 or later (Recommended for speed of transmission)
3. Chrome 11 or later
4. Safari 5 or later
Any questions regarding browser/compatibility issues can be directed towards the Hart to Heart IT staff. They can
be reached at 443-573-2037 ext. 264 and 245.
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Gaining Access!
Registration: To register for your access to Traumasoft please go to http://h2h.traumasoft.com/tripviewer/.
Beneath the login section there is a “Register for TripViewer” link. Please click on it.
Register for Trip
Viewer link!
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This will bring you to the registration screen. Please fill out all the information completely, and click on the
“Submit” button in the bottom right-hand corner of the screen. Be sure to use your company affiliated e-mail
address. In the next 24-48 hours you will be approved by a system administrator on the Hart to Heart/ITS staff.
You will receive an e-mail notification at the address you used during registration indicating the approval. Once
you are approved you will be able to login to Traumasoft at http://h2h.traumasoft.com/ at your convenience.
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Screen Guide!
Schedule a Trip:
Clicking on the TAG link on the top of your page will bring you to the trip scheduling screen. Any field with a red
“*” is a mandatory required field for entry. Please make sure to fill in all pertinent insurance information. If the
patient requires an escort please make sure to check the “Patient Escort” check box. Once you are finished please
click on the “Add New Trip” button in the bottom right-hand corner of your screen. Follow-up appointments will
be scheduled by us and will show up on your trip list. No follow-up call will be required on your part!
NOTE: The patients name should auto populate after you enter the first two letters of their last name. If it does
not, this indicates that the patient has not been entered on the patient tab. The patient will need to be entered
before a trip can be scheduled. Instructions for this can be found on page 5 ( Patients) of this guide.
• Emergency, Urgent, and same day requests should be called directly into the communication center at
866-276-9554. Do not use TAG for these type of requests in the interest of prompt patient care!
• All pre-scheduled requested will be answered within 24hrs and prioritized by date of service
• If a Medicare PCS is pertinent to the transport a PCS is easily auto populated by pressing the “Print Trip”
button on the bottom right corner of your screen. If you are an authorized PCS signer, your signature will
be electronically assigned to the PCS. If you are not an authorized PCS signer, you will need to print the
form manually for signature by an authorized signer. Once complete, please fax to the Hart to Heart/ITS
staff at 443-640-1344.
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Reminder * denotes
mandatory field entries –
examples provided.
Patient requires escort
selector buttons
•
Wheelchair Call Example with Reason for Appt and Other info
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Once any ambulance level of service is
selected, the PCS condition options auto
formulate in a drop down for selection.
•
BLS/Ambulance call example with PCS populated
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Depending on PCS patient condition
selected, the Medicare statement below
regarding medical necessity will auto
populate.
Click “Print Trip” to either view or print
a PCS for signature
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Once Print Trip button is
selected as detailed above, a
PCS will be auto created and
populated with the pertinent
information. Simply have
signed by an authorized PCS
signer with credentials (Print
and Sign Please) with Date, and
fax to your ITS/Hart to Heart
office for processing and
attachment to call.
Special note: if the individual
completing the TAG request is
notated as an authorized PCS
signer inside Traumasoft via
the Registration/Approval
Process, their name will auto
appear on the signature line!
•
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Once ready to submit the
request, select the “Add
New Trip Button” – Once
only. The processing
indicator will display.
There is no need to hit
the button more than
once.
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Your TAG request is submitted, as you can view on your Facility Trip List! You’re all done! Simply await processing of the call by your
ITS/Hart to Heart office, look for comments, and go on with your normal course of business.
Information
box appears
indicating
successful
submission of
TAG request!
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Trip List:
Trip list is still under final development and always being updated with exciting new enhancements! The screen
may change once future enhancements are added. Further training will be provided upon release and you will be
informed of pertinent enhancements by your field business development representative.
To view a list of all of your trips please click on “Trip List” on the top of your screen. The current status of your
trip will appear in the “Trip Status” column. The “Approval Status” column will tell you whether your trip has
been approved, cancelled, or put on standby. “Responding Vendor” will inform you, real time, which
transportation company will be picking up your patient. It may be Hart to Heart Transportation or one of the
many excellent credentialed and approved vendors under our service umbrella. Call type is the level of service
being provided – based on your request and appropriate care with the remainder of the columns being self
explanatory dates of pick up and drop off.
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Call Type
The trip you just created!
Trip
Status
Responding
Vendor
Comments
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Trip Status:
NOTE: New Trips show up without a Run #, Pick up/Drop off Dates, and Trip Status is blank. Once assigned, the
status window will update automatically with an assigned status, corresponding Run and Trip #, dates associated
with pick up and drop off and the responding vendor column will be populated. On the day of transport the Trip
Status column with automatically update with live, real time, status changes directly associated with the chain of
events of a transport ( example: ENROUTE, AT SCENE, AT DESTINATION, ETC)
You can also sort your facility trips by the drop off day by clicking on the calendar button on the top of your
screen. This will bring up a pop-up window of a calendar. Select the day you would like to view and click on
“Apply Filter”. Now only the trips on the selected day will appear on your trip list.
The Comments column is one of your communication links to the H2H/ ITS Com Center. Any comment that is
placed in a call to inform you of updated information will trigger the “view comments” section to appear in a
bright, “attention getting” color.
View Comments
Once the comment is viewed by anyone at your facility, the comment will be updated with the viewing party
name and time stamped, and the color will be removed on the trip list screen.
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H2H/ITS - “trip list” or Incoming Pool:
How we schedule
your trip
The transport you created on our
Incoming Pool
How we view trip details and
send you comments!
• Note: the oldest transports scheduled automatically go to the top of our list for prompt attention!
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Patients:
All Patients will need to be added to Traumasoft before a trip can be scheduled. This important function should
ideally be handled by your business admission office or by a designated ITS/Hart to Heart representative,
however, If you would indeed like to schedule a transport for a patient not found in your facility database and
you need to quickly add a new patient, please click on the “Patients” link on the top left of your page. Once there
click on the “Add New Patient” link on the top right-hand corner of your screen.
This will bring up the “Add New Patient” pop up menu. Any field with a red “*” is required. Also make sure you
enter the patient’s insurance information. Once you are finished click on the “Add Patient” button on the bottom
right-hand corner of your screen. Now you can schedule a transport!!!
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CHAT!
The CHAT function, accessed by clicking on the CHAT tab on the top left of your screen, allows you to discuss
topics of concern and alert our ITS Communication Center staff of important issues without ever picking up the
phone!!!.. simply access the CHAT tool, wait for a representative to respond, and CHAT!!! This should be used
notably to communicate cancellations and any trip edits you would like to make. Once the edits are made on
the ITS side, you will see the change reflected in the comments section and real time on your Trip List.
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If you have any questions, concerns, or suggestion with the TAG product, please contact your local business development representative who
will be more than happy to answer your questions and come on site for hands on training as needed!
As always, our offices are welcome to your calls anytime, 24x7, at 1-866-276-9554. Hit 0 for the com center!
Enjoy the services!
ITS/Hart to Heart Transportation is proud to offer this product for your ordering convenience!
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