Training Programs Database User Manual

Emergency Medical Services Authority

California Health and Human Services Agency February 2013

Training Programs Database User Manual  

Edmund G. Brown Jr. Governor State of California Diana Dooley Secretary Health and Human Services Agency Howard Backer, MD, MDPH, FACEP Director Emergency Medical Services Authority Created by: Priscilla Rivera, MS Management Services Technician Emergency Medical Services Authority  

 

 

 

 

The attached document is a user manual for the Training Program Database. This manual will describe the functions and 

options available to the user of the database and provide advice on how best to proceed. Although every effort has been 

made to ensure that this document is accurate and complete, no guarantee is being made or implied.  

The Training Program database has two versions, a test version and a production version. When you are testing and or 

training, be sure to work in the test version. Everything done in production will be viewable by the public once saved.  

Production URL: www2.emsa.ca.gov/training 

Test URL: www.2.emsa.ca.gov/testtraining 

If there are any questions or problems with the database please send an e‐mail to the paramedic mail at 

paramedic@emsa.ca.gov or call the Licensure Unit at (916) 323‐9875. For all user updates send an e‐mail to the 

paramedic mail including the user name (first and last), users e‐mail and action to be taken (add/remove).  

Reference: Chapter 11, EMS Continuing Education Regulations, Division 9, Title 22 California Code of Regulations. 

Table of Contents:

Signing in 2

Finding a Training Program 2

Adding a Training Program 4

Renewing a Training Program/Updating Program Information 11

Expiring a Training Program 12

Recovering your password 13

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Training Program Database User Manual

Signing in:

1. Go to the databases’ maintenance 2. Put your assigned User Name in the “User Name” box 3. Put your password in the “Password” box 4. Click OK 5. You should now be signed into the database

Finding a Training Program:

1. Click on the Training Provider option on the left side of the screen.

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2. This will take you to the Training Master page where all approved training programs are listed.

3. The Training Programs are currently listed in alphabetical order. If you would like to find all the programs approved by your LEMSA use the “Filter” drop down box. The drop down boxes will filter out all the entities that do not fit the criteria you select. The highlighted options will sort the programs according to the option selected.

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4. To close the filter box select an option or click on the red X in the upper right corner of the box.

5. To find a specific program use the “Search For” box to the right of the “Filter” drop down. Type in the name of the program and hit enter.

Adding a Training Program:

1. Go to the Training Program list

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2. In the middle of the screen click on the “Actions” drop down box. This will give you a number of options for

exporting the list (.PDF, Word and Excel) and the “Add” button (+). Click on this button to start adding a new training program to the list.

3. The “Add Training Master” screen will open. The top section of this screen will have basic information regarding the training provider. These sections are to be filled out as follows:

a. Approving LEMSA – The LEMSA approving this provider to provide training b. County – the county in which the program is located c. Entity Name – The name of the training program d. Address – The physical address of the training program e. City – The city in which the physical address is located

For training programs with multiple locations or campuses, please enter a new record for each location.

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4. Under the basic information section there is a box titled “Training Information.” The reason for this is because each entity has the ability to offer multiple types of training (i.e. Paramedic, EMT, or AEMT). You will be able to list each type of training individually and thus make sure the most appropriate information is provided. In the “Training Information” box click on the “Actions” drop down box. This will display two options

a. + = Add b. X = Delete

5. Click the Add option. 6. This will open the screen for adding a subentry for each type of training the program provides.

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7. In the “Training Type” drop box there are a number of options. If the Provider trains on more than one option pick one and fill out the information according to that options requirements, save, then add another subentry for the other training type.

8. For the “Program Status” drop down there are 6 options. Use them as follows: a. Active – Provider is approved to give training classes without any actions against their program. b. Closed- The provider has closed its doors and no longer exists c. Expired – The provider’s approval has expired and it is no longer allowed to give classes. However it may

reapply and have its approval reinstated at a later date. d. Probation – The provider can hold classes but it is being monitored by the LEMSA or another entity. e. Revoked – The provider’s ability to hold classes has been removed and it will not be returned. f. Suspended – The provider’s ability to hold classes is temporarily suspended and may be returned at a

later date.

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9. The “Service To” drop down box refers to who can take the training course. “Employee Only” means the training program only offers classes to the employees of the program. “Open to the public” means the training program will give classes to anyone.

10. Put the name of the contact for the program into the “Contact” field, the programs phone number in the “Phone Ext.”, and fax number in the “Fax” field.

11. The “Eligibility” drop down is for the paramedic training programs and is a required field for those types of programs. The options are as follows:

a. Accredited College or University b. Acute Care Hospital c. Governmental Agency d. Local EMS Agency e. Military Medical Unit f. Private Postsecondary Approval

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12. Place the date that the LEMSA has approved the program to give training in the “Training Approval” field. You can type in the date or when you click into the box a drop down calendar will appear that can be used to select the date.

13. Place the date the LEMSA approval expires and the program will have to renew its standing in the “Training Expiration” field. You can type in the date or when you click into the box a drop down calendar will appear that can be used to select the date.

14. The “Accreditation Status” is the status field for a Paramedic Training Programs ONLY. This field defines where in the process the program is with the LEMSA and COAEMSP. The fields are defined as follows:

a. Accredited – The program has finished the process and is approved to give classes b. Denied – The program failed to complete or the LEMSA has chosen to decline approving the program,

but the program can retry at a later time. c. Not Applicable – If the program is not a Paramedic Training Program please select this option d. Pre-self-study – The program had not yet submitted its self-study e. Probation – The program is approved and accredited but it is being monitored by the LEMSA f. Revoked – The programs accreditation has been revoked and cannot provide classes. The program

cannot reapply for accreditation. g. Self-study submitted – the program has submitted its self-study, but has not yet been issued its

accreditation.

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15. For programs that are accredited through COAEMSP, fill in the “Accreditation ID” field with the number assigned to the program by the accrediting body. Fill in the “Accredited Date” field with the date the accreditation number was assigned. Fill the “Accreditation Expires” with the expiration date assigned by the accrediting body. (FOR PARAMEDIC TRAINING PROGRAMS ONLY).

16. Private PostSecondary programs are required to have BPPE approval before they can be approved. Place the

BPPE approval and expiration dates in their corresponding fields.

17. In the “Self Study Submitted” field place the date that the study was submitted. (FOR PARAMEDIC TRAINING PROGRAMS ONLY).

18. In the “First Paramedic Class” field place the date that the first class is scheduled to be held. (FOR PARAMEDIC TRAINING PROGRAMS ONLY).

19. In the “Letter of Review” field place the date that the Letter of Review was released by COAEMSP.

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20. Fill in the “Website” field with the program’s website, if they have one.

21. Fill in the “Email” field with the contact email for the program.

22. Place any additional comments (i.e. name changes, lapsed approvals, etc.) in the Comments Field. This field is only viewable from approved database users and EMSA. They cannot be viewed by the general public.

23. Click save. The Training program has now been entered into the database and is viewable by the general public. If you are going to enter another program click “Save and New” to start the process over.

Renewing a Training Program/Updating Programs Information

1. Pull up the training provider whose file you wish to update. 2. Click on the pencil icon to the left of the training programs name.

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3. The “Edit Training Master” screen will open.

4. All the fields are available to edit at this point. However, the following rules should be adhered to: a. Please note all changes in the comment section (renewed, changes of address, name change etc.). b. The “Training Approval” field should only be changed if the training provider’s approval expired and the

provider is coming back. In this case, please note in the comment area about the gap in approval periods. Otherwise, it should read the date that the training program was first approved.

c. For renewing a provider’s approval please insert the new expiration date in the “Training Expiration” field.

d. Make sure all the expiration dates are kept up to date. This will help to ensure that all requirements are maintained.

5. Once all necessary edits are made and/or the expiration dates is extend click save. The new information will now be updated in the database.

Expiring a Training Provider:

Training certificates may be used up to two years after they are issued. For this reason we do not remove Training Providers from the list at time of Expiration. Please do not delete the entry!

1. Pull up the training provider whose file you wish to update. 2. Click on the pencil icon to the left of the training programs name.

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3. The “Edit Training Master” screen will open.

4. Go to the program status drop down box and select Expired. The “Training Expiration” field date should reflect the date the provider’s approval expired already, but be sure to double check that it is correct.

5. Once the status is updated click the “Save” button. The new status is now available to the public for lookup.

Recovering your password:

1. Under the sign in area there is a blue hyperlink that reads “Forgot your password?” Click on it.

2. A prompt will open asking you for the email associated with the User Name. Input that information and click “Send.”

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