Re-evaluating EMS Conference and Travel Budget Cuts

In times of financial constraints, organizations often evaluate potential budget cuts to preserve their essential functions. Frequently, the conference and travel budget is among the first to be reduced. While this approach may be appropriate for certain sectors, I argue that it should be considered a lower priority for reduction within Emergency Medical Services (EMS), rather than a primary target. In the public sector, it is important to carefully examine conference and travel expenditures due to the use of taxpayer funds. However, should these be the first to be eliminated for EMS?

There seems to be a perception in the government sector that conferences are akin to taxpayer-funded vacations. This view is exacerbated when such events are held in popular destinations like Las Vegas, Orlando, or San Diego. Nonetheless, hosting conferences in these locations can actually reduce costs. Airfare to major hubs is typically more affordable, and event hotels often provide discounted rates for participants. While there are certainly instances of misuse and some conferences may not be justified, I believe that EMS conferences are vital.

There are two primary categories of conferences related to EMS, which are often combined: administrative and clinical. While both have their merits, this blog post will focus on administrative conferences for government-funded EMS. As a government official, it is crucial to be aware of the evolving healthcare landscape and its impact on ambulance services. I had the privilege of working for a city that supported attendance at administrative conferences. Nearly every year, I attended either one of the two major national conferences or a primarily administrative conference. I attribute much of our service's ability to remain at the forefront of EMS, despite being relatively small compared to most agencies, to the insights gained from attending these conferences.

No matter what conference I attended, I would bring back one or two key items that would impact administration and operations.  These almost always led to increased efficiency and improved processes that more than paid for the conference cost.  In today’s world of emergency medical services administration, the environment is rapidly changing on a weekly basis.  If your EMS Chief or Director is not keeping up with these changes and adjusting as necessary, they are likely missing opportunities to improve efficiency and service.  .

As a government leader and decision-maker you may get this same argument from other departments and they should certainly make their case, but below are specific examples related to EMS that illustrate my point.

·         Regulations for Medicare and Medicaid are continually evolving. It is essential to maintain the necessary documentation, including signatures and privacy notices. Failing to stay informed about these changes may jeopardize your funding eligibility and could result in retroactive financial repercussions during an audit.

·         The GEMT program is widely used to recover actual costs through Medicaid. What if this program is discontinued in the next legislative session? Additionally, are you missing out on this funding due to a lack of awareness?

·         EMS work hours and shifts may initially appear beneficial if adopted by other public safety agencies, but they could lead to increased costs. Many are unaware of the distinct overtime regulations for EMTs and Paramedics.

·         Recent changes have been made regarding the storage of medications for prehospital providers. How is your organization adapting to these updates?

·         EMS response strategies are shifting away from solely focusing on response time. Are you relying on outdated practices and metrics?

·         It is increasingly common to see videos of EMS clinicians engaging in unrepresentative behavior. Do you have a public relations plan if this happens to your agency? Are you up to date with the laws concerning body camera usage, medication errors, and their legal implications? Is your agency knowledgeable about new technologies that can help prevent medication errors?

·         Are you aware of the latest requirements for background checks and the Medicare exclusion list from the Office of Inspector General? Employing someone on this list, or someone added to it, could result in your agency being prohibited from receiving federal health program payments and incurring civil monetary penalties.

This is merely a partial list of items that EMS agencies big and small must stay current on. I have yet to address potential funding opportunities for equipment or operations, ambulance build requirements, ambulance build times etc. In the field of EMS, national conferences serve as a centralized venue for gathering all this information, featuring experts across various topics. These conferences also facilitate in-person collaboration, allowing for the exchange of ideas, policies, and protocols, and the creation of resources throughout the United States and beyond—an aspect not replicated through online training.

With budgets under strain, city managers and other leaders face challenging decisions. While implementing a uniform policy on conferences and travel for all departments may seem like the simplest solution, it may not always be the most beneficial choice for your organization or, ultimately, the taxpayer.