Healthcare & EMS

AllmedEMS – Ambulance & Trip Management Platform

From scattered spreadsheets to a dispatch command center.

Client: AllmedEMS

Client View

Business context & outcomes

Overview

AllmedEMS needed to replace manual spreadsheets and phone calls with a centralized system for managing non-emergency medical transport.

Challenges

  • Trips were tracked in multiple spreadsheets with no single source of truth.
  • Dispatchers struggled to see real-time vehicle availability.
  • Recurring patient trips had to be re-entered every week.
  • Reporting for billing and compliance was time-consuming and error-prone.

Goals

  • Single system for creating, scheduling and dispatching trips.
  • Recurring trip templates for long-term patients.
  • Printable dispatch reports matching existing paper workflows.
  • Future-ready foundation for OCR, AI and billing integrations.

Outcomes

  • Dispatchers now manage all trips from a real-time board instead of spreadsheets.
  • Recurring trips are scheduled in bulk, reducing manual data entry.
  • Daily dispatch PDF reports mirror the existing paper layout for an easy transition.
  • The system is ready to plug into OCR/AI modules for face-sheet processing.

“The new dispatch board gives us a live picture of our day. We simply couldn’t go back to spreadsheets.”

Operations Manager, AllmedEMS

Technical View

Architecture, modules & engineering decisions

Architecture

Multi-tenant web app with a central scheduling engine, REST APIs, and PDF reporting services. Designed for Canadian EMS requirements.

Stack

React / Next.js frontend (or classic PHP front for legacy portal)Node.js / PHP backend depending on moduleMySQL for core trip dataRedis for caching & background jobsDockerized services with CI/CD

Key modules

Trip Engine

Handles parent/return trips, recurring templates, and cloning logic for future weeks with validation rules.

Dispatch Board

Calendar-style view driven by optimized SQL queries and server-side pagination.

PDF Dispatch Reports

Custom PDF generator that matches legacy schedule layout exactly, including timeslots and vehicle assignments.

Notification Layer

Triggers alerts when key trip fields change (patient or address changes) to keep admins in sync.

Integrations

  • Future: OCR/LLM module for facesheet ingestion
  • Future: Billing and insurance export formats

Engineering highlights

  • Recurring engine that safely clones complex parent/return trips only when business rules are met.
  • Change-detection logic comparing old vs new trip payloads for admin notifications.
  • PDF layout engine tuned to reproduce client’s existing paper schedules 1:1.

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