Hi everyone, You’re receiving this invitation because you previously expressed interest in the regional discussions around helicopter EMS utilization last year. The NCRETAC Board has now asked the Clinical and Professional Standards Committee to formally convene a Helicopter EMS Utilization and Performance Task Force to continue that conversation in a collaborative way. The goal is simply to bring together clinicians, agencies, dispatch partners, trauma centers, and air medical programs to share perspectives and see whether there are opportunities to improve shared understanding, data visibility, and system performance across the region. If you know of others who would have valuable insight or interest in this topic, please feel free to forward the invitation to them. Thanks for your time and for contributing your perspective to the discussion.

From: [email protected]
When: 10:00 – 10:30 March 24, 2026
Subject: Helicopter EMS Utilization & Performance Task Force – Kickoff Meeting
Location: Microsoft Teams Meeting

NCRETAC Helicopter EMS Utilization & Performance Task Force – Kickoff Meeting

The NCRETAC Board, through the Clinical and Professional Standards Committee, is convening a Helicopter EMS Utilization and Performance Task Force to bring together regional partners interested in strengthening shared understanding of how air medical resources are requested and used across our system. Many of you participated in early conversations on this topic last year, and this group provides an opportunity to continue that dialogue in a collaborative setting focused on clinical perspective, operational realities, and data-informed system learning. The intent is not to prescribe a single approach, but to explore whether there are opportunities to improve transparency, shared understanding, and performance visibility for the benefit of patients and the regional EMS system.

Agenda

Welcome and Introductions

Brief introductions and acknowledgment of the preliminary regional discussions that took place last year regarding helicopter EMS utilization.

Purpose and Charter Overview

Overview of the Task Force charter, including purpose, objectives, scope of work, reporting structure under the Clinical and Professional Standards Committee, and expected deliverables.

Regional Perspective Discussion

Open discussion to share perspectives on how helicopter EMS is currently utilized across the region, including what is working well, where variability or uncertainty may exist, and insights from EMS agencies, dispatch centers, trauma partners, and air medical programs.

Data and Information Landscape

Discussion of current data sources and visibility related to helicopter requests, launches, cancellations, destinations, and outcomes, as well as potential gaps that may limit regional understanding of system performance.

Potential Areas of Task Force Work

If there is interest and perceived value, the Task Force could explore development of practical tools to support regional understanding and system improvement, such as:

* A simple HEMS utilization framework describing clinical need, operational context, and system performance considerations

* A regional HEMS performance dashboard highlighting utilization patterns, operational performance, and clinical context indicators

* A HEMS request taxonomy to improve consistency in documenting why aircraft are requested

* A regional HEMS utilization map illustrating request locations, destination hospitals, and geographic access to care

* A decision-support matrix describing factors commonly considered when requesting helicopter transport

These would be optional work products developed collaboratively if the Task Force believes they would be useful.

Next Steps and Participation

Discussion of meeting cadence, additional perspectives that may be helpful to include, and opportunities for participants to share information or materials that could inform the Task Force’s work.

Closing Reflections

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NCRETAC Helicopter EMS Utilization and Performance Task Force Charter
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Purpose

The Helicopter EMS Utilization and Performance Task Force is established by the Northeast Colorado Regional EMS and Trauma Advisory Council (NCRETAC) to evaluate and improve the clinical utilization, request processes, data visibility, and performance monitoring of helicopter EMS (HEMS) services across the region.

This task force will support consistent, clinically appropriate, and data-informed use of air medical resources in alignment with patient needs, geographic realities, and system capacity. The task force will provide a collaborative forum for EMS agencies, medical directors, dispatch partners, trauma system stakeholders, and air medical programs to develop a shared understanding of regional HEMS utilization and identify opportunities for system improvement.

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Scope of Work

The task force will focus on the following key areas:

* Evaluating current HEMS utilization patterns across the region

* Reviewing request and activation processes, including clinical indications, decision pathways, and interagency coordination

* Assessing available tracking mechanisms and data sources related to HEMS requests, responses, cancellations, and outcomes

Specific tasks include, but are not limited to:

* Reviewing regional policies, guidelines, and informal practices related to HEMS activation

* Examining variability in utilization and request processes across agencies or operational settings

* Identifying gaps in data availability, data quality, or performance reporting

* Developing recommendations to improve clinical decision support, documentation, tracking, and performance monitoring

* Promoting consistency, transparency, and shared understanding of best practices for helicopter EMS utilization

If there is interest and perceived value among participants, the task force may also explore development of practical tools to support regional understanding and system improvement, such as:

* A simple HEMS utilization framework describing clinical need, operational context, and system performance considerations

* A regional HEMS performance dashboard highlighting utilization patterns and operational indicators

* A HEMS request taxonomy to improve consistency in documenting the primary drivers of helicopter requests

* A regional HEMS utilization map illustrating request locations, transport destinations, and geographic access to care

* A decision-support matrix describing common clinical and operational factors considered when requesting helicopter transport

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Authority

The task force is authorized by the NCRETAC Board of Directors through the Clinical and Professional Standards Committee to carry out its duties as outlined in this charter.

The task force shall make recommendations to the Clinical and Professional Standards Committee regarding its focus areas and proposed improvements to regional practice, data tracking, or system performance monitoring. The Committee may advance recommendations to the Board for consideration as appropriate.

The task force does not have authority to enter into contracts or make decisions on behalf of NCRETAC without prior Board approval.

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Membership

* Chair: Appointed by the Clinical and Professional Standards Committee Chair. The chair is responsible for facilitating meetings, coordinating agendas, and reporting progress to the Committee.

* Members: Appointed by the Committee Chair based on relevant expertise, regional representation, and interest in the topic area.

Membership may include:

* EMS medical directors

* EMS agency leaders and frontline clinicians

* Dispatch and communications representatives

* Trauma system partners and hospital representatives

* Air medical program representatives

* Other subject-matter experts as appropriate

Minimum Size: Three members.

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Meetings

* Frequency: Meetings will occur as needed to accomplish the objectives of the task force.

* Quorum: A simple majority of members is required for official decisions.

* Minutes: Meeting summaries will be documented and provided to the Clinical and Professional Standards Committee for inclusion in committee reporting.

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Reporting

• The task force chair provides updates to the Clinical and Professional Standards Committee.

• Written or verbal reports summarize activities, findings, and recommendations for committee review and potential advancement to the Board of Directors.

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Duration

This body is established as an ad hoc task force.

The task force will operate for a limited duration and will conclude upon completion of its objectives and submission of a final report or recommendations to the Clinical and Professional Standards Committee and the Board of Directors.

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Amendments

This charter may be amended by a majority vote of the NCRETAC Board of Directors. Amendments take effect upon approval.

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Join: https://teams.microsoft.com/meet/26140065039867?p=XLlI504nab05zGvQKm
Meeting ID: 261 400 650 398 67
Passcode: vq6AX3tt
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