FAQs

General Questions
What is MEPARS?
What is an adverse event and near miss?
What is a medical error?
What is the difference between an error or adverse event and a near miss?
Why should I submit an event report?
What benefit to me is there to submitting a report?
What benefit is there to becoming an EMS service subscriber?
Are there conditions to the immunity?
Will MEPARS make it possible for poor quality providers to continue practice?
Is the MEPARS system new?
Can I read a sample report?
Who is funding MEPARS?
How can I contact MEPARS?
Who is collecting the information?

The Process
How is an adverse event processed?
What is going to be done with the information?

Reporting questions
Who can submit a report?
How do I submit a report?
How long will it take to submit a report?
What types of events should be reported?
Should I only submit current event reports?
Can I submit a report about an event that occurred with someone else?

Security
Do I have to include my name and contact information if I send an event report?
Who will have access to the reported information?
How is my identity protected?

Form completion questions
Identity
Data points
Description of event
Suggestions to prevent future events

General Questions

What is MEPARS?

MEPARS is an anonymous EMS patient safety reporting system. MEPARS also conducts patient safety research and provides an educational website based on the data collected. Our goal is to improve EMS patient safety by the systematic reporting, analysis and discussion of medical errors in an environment safe from the threat of disciplinary action or litigation. MEPARS is an independent company located in Coshocton, OH.

What is an adverse event and near miss?

An adverse event is an injury resulting from medical intervention. A near miss is an incident that could have but didn?t cause injury (due to intervention, chance, or special circumstances). Near misses are very important to report, study and publicize because they happen more frequently and because they often precede adverse events. Using near miss data to facilitate system change can help protect against future adverse events.

What is a medical error?

A medical error is defined as an adverse event or near miss that is preventable with the current state of medical knowledge and skill of EMS providers. The formal definition of an error is the failure of a planned action to be completed as intended or the use of the wrong plan to achieve an aim.

What is the difference between an error or adverse event and a near miss?

An error can cause either a near miss or an adverse event. A near miss has a possibility for an adverse outcome (defined as an actual effect on the patient). Near miss refers to events that were recognized early enough and not completed or that did not affect the patient.

Why should I submit an event report?

MEPARS is collecting data for scientific study to develop safer practices for EMS. The data collected from EMS providers will be analyzed and then used to make recommendations for EMS patient safety. By submitting your report you will be participating in improving EMS practice and patient safety. This system offers benefits to EMS providers since participating EMS agencies have agreed not to pursue any disciplinary actions against the EMS provider regarding an event reported to MEPARS.

What benefit to me is there to submitting a report?

If your EMS service has a contract with MEPARS, they have agreed to take no disciplinary action against their EMS providers for an incident that has been reported to MEPARS. This is based on the idea that by reporting an incident the individual has already taken steps to rectify the problem and has a constructive attitude towards remediation. Disciplinary actions are defined as any job actions or mandated educational activities.

What benefit is there to becoming an EMS service subscriber?

EMS services will benefit from subscribing to MEPARS by gaining an additional insight into the quality and safety of their systems. By emphasizing the reporting of near misses QI managers will gain insight into safety issues that may not be found by traditional QI measures. Also MEPARS will help create a corporate culture where all employees will become participants in the improvement of patient safety. QI mangers will also receive periodic patient safety updates and bulletins to guiding future QI activities.

Are there conditions to the immunity?

Yes, the event must be reported within five days of its occurrence. The immunity does not apply to incidents of willful negligence, criminal activity, or substance abuse. The immunity may only be claimed for one event per 12-month period, although multiple reports may be filed in that time period.

Will MEPARS make it possible for poor quality providers to continue practice?

No. MEPARS is not intended for the protection of substandard providers. It is for the protection of those who may make an occasional error and are anxious for others to benefit from their experiences and to make improvements to the nationwide EMS system

Is the MEPARS system new?

We have been using MEPARS for several years at Medflight of Ohio. MEPARS is modeled after the FAA event reporting system (ASRS) which is very well accepted in the aviation community. MEPARS has recently received a grant from the federal government (NIH) to expand MEPARS to more EMS agencies.

Can I read a sample report?

Yes, since MEPARS is currently supported by a federal grant the reported cases are displayed on the website. Click here to view reported cases.

Who is funding MEPARS?

MEPARS is currently funded by the National Institute of Health, National Institute of Nursing Research grant number 1R41NR9592-01. In the future MEPARS will be funded by subscriptions paid by participating EMS agencies.

How can I contact MEPARS?

MEPARS may be contacted at:
MEPARS, LLC
PO Box 1542
Coshocton, OH 43812
rgwinn@mepars.com
740.622.0916

Who is collecting the information?

MEPARS is owned and operated by Robert Gwinn, DO. The MEPARS editorial board is composed of Dr's Rollin (Terry) Fairbanks, Manish Shah, Howard Werman and Tim Pickering EMT-P, JD.

The Process

How is an adverse event processed?

When a report is received by MEPARS the first action is to remove the strip identifying the reporter and mail it back to the reporter. The data points (check box) information is then entered into a single database. The narrative sections are then condensed to significant factors that are also entered into the database. The form itself is then destroyed.

What is going to be done with the information?

Once the information is collected into the database any issues reported that have immediate benefit for EMS patient safety will be published on the website and in newsletters to participating EMS agencies. Periodically the database will be reviewed and publications made in national journals based on the data.

Reporting questions:

Who can submit a report?

Anyone involved in the EMS operations, i.e. EMT, first responder, driver or dispatcher, may submit a report. The only limitation is that you must have been involved in the incident. MEPARS will not accept reports about the actions of others.

How do I submit a report?

You may download a reporting form from www.mepars.com, or pick up a form from participating locations. Then complete the form and mail it to MEPARS. You may be contacted for more information or clarification regarding the event. Proof of submission is then mailed back to you. All identifiers are removed from the report and the original form is then destroyed.

How long will it take to submit a report?

The report form is designed to be quick and easy to complete.
Depending on the complexity of the incident the event it should take from 15 to 30 minutes to complete.

What types of events should be reported?

In the past MEPARS has been an error reporting system. Recently we have expanded this mission to include all issues of EMS patient safety. Therefore any event affecting patient safety should be reported. This might include errors, near misses or unsafe practices with potential for patient or provider injury.

Should I only submit current event reports?

To obtain immunity from disciplinary action the reports must be current, within 5 days. MEPARS will accept reports of incidents from the past based on their potential contribution to the database.

Can I submit a report about an event that occurred with someone else?

MEPARS will not accept reports about the actions of others.

Security

Do I have to include my name and contact information if I send an event report?

MEPARS will accept anonymous reports but immunity cannot be guaranteed in these cases.

Who will have access to the reported information?

Only Dr Gwinn in Coshocton will have access to the event reports with the identifying information attached. Dr?s. Werman, Shah, Fairbanks and Mr. Pickering will have access to the case reports after they have had all identifying information removed.

How is my identity protected?

Protection of the identity of individual reporters is of the highest importance to MEPARS. All reports to MEPARS are confidential quality assurance documents. All information which could lead to identification of individual patients, providers, agencies, or hospitals is permanently removed when the MEPARS editor reviews the submission. The only part of the report that contains the reporter?s name is mailed back to the reporter with a stamp confirming the date of the report. The MEPARS data and case reports are also protected by a federal Certificate of Confidentiality, which prevents them from being used in court.

Form completion questions:

Identity:

Please complete the identity strip with your name, address and preferred method and time of telephone contact. This information will be immediately returned to you.

Data points:

These data check boxes are designed to answer specific questions regarding EMS practice. Any box that is not applicable leave blank.

Description of event:

Briefly describe what happened during the event. Please include descriptions of your care leading up to the event and also your thoughts throughout the time that you were caring for the patient.

Suggestions to prevent future events:

Please include any ideas that you might have as to the prevention of such events in the future or what you might have done differently.

Be Safe MEPARS