Compliance and Regulation Toolkit for EMS Agency Directors in Kentucky
As a director of an EMS agency in Kentucky, staying compliant with state and federal regulations is critical to ensuring operational excellence, maintaining certifications, and providing safe and effective care to the community. This toolkit provides actionable resources, checklists, and templates to streamline your compliance efforts and meet all necessary requirements.
A. Kentucky EMS Regulations Compliance Checklist
Maintain a valid Kentucky Board of EMS (KBEMS) license
- This is monitored through your KEMSIS account
- Ensure timely renewal of the license (check expiration date).
- Verify compliance with KBEMS operational standards.
- Info on Inspections: https://kbems.ky.gov/Operations/Pages/Inspections.aspx
- Agency Fee Disclosure Information with KRS and KAR links: https://kbems.ky.gov/Legal/Pages/EMS-Directory.aspx
- Verify that all EMTs, AEMTs, and paramedics hold current KBEMS certifications. This can be done using KEMSIS by adding personnel to your agency roster. (Keeping this roster up to date is a requirement of KBEMS)
- Maintain records of employee certification expiration dates and continuing education.
KBEMS has partnered with CE broker to do this for individuals: https://cebroker.com/ky/plans
https://kbems.ky.gov/Operations/Pages/Inspections.aspx
- Perform routine inspections to meet KBEMS vehicle standards.
- Maintain inspection logs for each vehicle.
- Ensure compliance with safety and equipment standards.
https://kbems.ky.gov/Operations/Pages/Inspections.aspx
- Regularly review and update medical protocols with the agency’s medical director.
- Submit updated protocols to KBEMS as required.
- Scope of Practice per KBEMS
- Ensure compliance with NEMSIS standards for electronic patient care reporting (ePCR).
- Report sentinel events and incidents to KBEMS within the mandated timeframes. This can be done through the Self-Reporting Form in the Service Applications Section.
B. Maintaining KBEMS Certifications and Licensing
- Submit annual renewal applications with updated documentation through KEMSIS.
- Provide proof of insurance for vehicles and liability coverage.
- Verify that all personnel meet the required training and certification standards.
- Ensure all staff complete continuing education requirements.
- Keep records of CEU completion for at least three years.
- Use online portals like TRAIN Kentucky pr CE Broker to track education hours.
C. Inspection and Audit Templates
- Verify the presence and functionality of mandatory equipment (e.g., oxygen tanks, AEDs, trauma kits).
- Check expiration dates on medications and supplies.
- Review patient care documentation for completeness and accuracy.
- Audit employee training and certification records.
- Evaluate adherence to agency SOPs and protocols.
D. HIPAA Compliance Best Practices
- Conduct annual HIPAA training for all employees.
- Implement safeguards for electronic patient records (password protection, limited access).
- Use secure methods for transmitting patient data.
- Develop a breach notification protocol.
E. Reporting Requirements and NEMSIS Compliance
- Submit ePCR data to the Kentucky Emergency Medical Services Information System (KEMSIS).
- Maintain compliance with NEMSIS 3.5 standards.
- Monitor data quality and address any submission errors promptly.