Integration of crew notes, photos, and audio into patient record

Purpose

1.1. Automate the transfer and consolidation of air ambulance crew notes, photos, and audio into patient electronic health records (EHRs).
1.2. Enable seamless, time-stamped documentation of patient care activities, incident scenes, injuries, and key voice memos.
1.3. Ensure compliance, continuity, and availability of complete patient care records for medical teams upon arrival and for post-flight review.
1.4. Reduce manual data entry and risk of information loss by instant, systematized transfer from field to centralized records.
1.5. Provide secure, audit-trailed centralization of all media and notes for medico-legal defense and regulatory reporting.

Trigger Conditions

2.1. Crew submits a note/photo/audio via app, portal, or SMS post-mission or in real-time.
2.2. Critical care incident documented in flight triggers auto-upload of related media.
2.3. Patient record update in hospital’s EHR system triggers ingestion of new media from integration queue.
2.4. Scheduled interval post-mission triggers automated media stock-take and transfer to records.

Platform Variants

3.1. Microsoft Power Automate
• API: "Create item" in SharePoint for file upload; "Send HTTP" for EHR integration; sample: configure SharePoint document library connected to EHR REST endpoint.

3.2. Google Workspace (Apps Script, Drive)
• Feature: "DriveApp.createFile()" for media ingestion; "UrlFetchApp.fetch()" to push documents to EHR API—trigger via Google Form response.

3.3. Dropbox
• Feature: "Dropbox API/upload"; webhook triggers on file upload—syncs to external EHR webhook handler.

3.4. Twilio
• API: "Media Messages" endpoint to collect MMS, "Functions" to parse data, webhook to push to backend EHR API.

3.5. SendGrid
• Feature: "Inbound Parse Webhook" receives photo/audio via email, processes attachments to EHR POST endpoint.

3.6. Zapier
• Feature: "Catch Hook" for notes/photos/audio, "Webhooks by Zapier" for PUT/POST to EHR; map fields.

3.7. AWS Lambda
• Function: Python function processes S3 uploads (photo/audio) and pushes via RESTful API to EHR.

3.8. AWS S3
• Feature: "PUT Object" event triggers Lambda; store and secure media; copy to EHR-accessible bucket.

3.9. Box
• Feature: "New File" webhook, automates secure transfer to EHR via Box “File Request” and REST API.

3.10. Google Cloud Functions
• Feature: Triggered by Google Drive file add, JS/Python script posts content to EHR.

3.11. ServiceNow
• Feature: "REST Integration" orchestrates patient incident record update with attached media via workflow.

3.12. Slack
• API: "Files.upload" for media, "Events API" triggers bot to auto-sync to EHR.

3.13. Microsoft Teams
• Feature: "Graph API/messages" scrapes channel submissions, uploads to patient record through FHIR API.

3.14. Salesforce Health Cloud
• Feature: "Apex REST" receives file/note blob, maps to patient object via custom trigger.

3.15. Notion
• Feature: "Database API" for crew log submission, "getBlocks" to extract updates, push to health record system.

3.16. Meditech Expanse
• Interface: FHIR API (DocumentReference, Binary); configure as HTTP POST recipient for all uploads.

3.17. Epic EHR
• Feature: "FHIR REST API—DocumentReference.create()" to receive and associate crew media; tested with OAuth2.

3.18. Cerner Millennium
• Feature: "CareAware iBus" or "FHIR DocumentReference API"; configure credentials, map incoming assets.

3.19. Docusign
• Feature: "EnvelopeDocuments:create" to receive signed crew notes or annotated photos for EHR attachment.

3.20. Monday.com
• Feature: "File column" automations; API/Integration recipes trigger on file/note update, sync info to EHR.

3.21. AirTable
• Feature: "Attachment field"; Automate with webhook to EHR, map meta-data fields for categorization.

3.22. Webflow
• Feature: "Form submission hooks"; parse media/note payload on air ambulance debrief form, push to backend API.

3.23. Trello
• Feature: "Card attachment" automation; webhook move/send to designated patient file in integrated EHR.

3.24. Cisco Webex
• Feature: "Messages API"; On file post to incident channel, bot forwards content to central health record via HTTPS.

Benefits

4.1. Reduces administrative burden and potential for human error in critical care documentation.
4.2. Guarantees real-time, accurate data transfer, even under stressful operations.
4.3. Satisfies regulatory and accreditation needs for full patient care traceability.
4.4. Enhances medical team readiness with immediate access to field notes and visual/audio context.
4.5. Improves quality of patient handover and continuous record-keeping from air to ground teams.
4.6. Strengthens data security, structured access control, and data integrity via audit-trailed workflows.