Your department’s dispatch system plays a critical role in emergency response. It can determine who is notified, how they’re notified, and what information they receive.
And as we all know, the more complete and timely information emergency response receive, the more effectively they can respond to calls.
Dispatch systems have come a long way in recent years, with many departments shifting from manual to automated voice platforms.
Automated voice dispatch can help provide easily understood, direct information without tying up human personnel or causing confusion amongst departments. In this post, we’re going to discuss how automated voice dispatch software can benefit first responders and why more departments should consider ditching their legacy systems.
Key takeaways:
- Legacy dispatch systems rely on manual processes to receive calls, assess an incident, determine which resources to dispatch, and communicate the information to the relevant departments, causing errors and delays in response times.
- Automated voice dispatch software uses algorithms to best allocate resources, clearly communicate incident details, and alert relevant departments right away
- Better organization and communication allows for faster, safer, and more effective emergency response
The Shortcomings of Legacy Systems: The Need for Automated Dispatch Software
Some departments are still relying on legacy systems with manual dispatch processes, which involve the following steps:
- A dispatcher receives a call
- They collect information about the type and location of the incident
- The dispatcher manually selects which units should respond based on severity, first responder availability, and location
- The dispatcher communicates this information to crews through radio
The Shortcomings of Legacy Systems
While legacy systems have arguably worked for decades. Pre-established codes that align with first responder procedures could streamline responses and help reduce potential confusion during the dispatch process.
The systems could be prone to error, however, as it relied on dispatchers to make decisions and communicate incident details effectively in a high-stakes situation.
If the dispatcher fails to consider current traffic conditions, for example, the rescue team could be significantly slowed down or even prevented from getting to the incident due to road closures or blockages.
There’s also the risk that dispatchers fail to communicate well with a team. They might forget to leave out key details, select the wrong code, or make other very human mistakes as part of the process.
Challenges with Legacy Systems
Due to the manual element of legacy systems, they come with the following shortcomings:
- Slow response times, as the dispatcher may take time to review an incident or could send responders on a slow route
- High failure rates due to the potential for miscommunication or delayed notifications
- Potentially expensive maintenance, particularly if calls and instructions don’t provide the information departments need to prepare appropriately
Ultimately, all of these challenges can make EMTs and firefighters’ jobs more difficult and more dangerous. No first responders should be arriving on a scene with delayed or unclear communications. It can put both civilian and responder lives in danger.
How Automated Voice Dispatch Systems Work
The downsides and inefficiencies of manual dispatch processes can largely be eliminated by implementing newer systems that leverage automation.
New, automated systems can reduce potential errors and increase efficiency. They use software and algorithms to analyze real-time data like current incidents, department locations, traffic conditions, and department availability. The software will automatically assign the right team members to the incident, and then provide instructions with optimized routes and all the information they need.
These systems streamline accurate communication and decision-making with the following:
- Using algorithms to identify which departments should respond to an incident, and optimized routes to get there
- Automated alerts are distributed to all impacted teams
- Firefighters can receive alerts anywhere in the station
- Departments can create custom alerts to provide as much helpful information as possible
Advantages of Automated Voice Dispatch for First Responders
Automated voice dispatch for first responders and firefighters offers multiple essential and life-saving benefits:
- Immediate and clear communication
- Enhanced response times
- Reliability and clarity
1. Immediate and Clear Communication
Automated voice dispatching can deliver clear, concise instructions— and it can do so without the risk of human error.
The importance of this can’t be overstated, as speed and clarity are vital in emergency response situations. With automated systems, there’s no risk that the dispatcher will miss an important piece of importation, or forget to communicate it to the team. Everyone has all the information they need, and algorithms can assess every complex factor like department and equipment availability to get the right people on the scene as quickly and prepared as possible.
2. Enhanced Response Times
Automated systems run exceptionally quickly. They can analyze multiple datasets at once and distribute alerts almost instantly, creating much faster and more efficient processes compared to manual systems.
As a result, automation ensures faster alert times and mobilization.
3. Reliability and Clarity
While human-run, manual systems have been widely used for decades, there have always been high risks of potential miscommunication or incorrect information.
Automated voice dispatching software, however, uses clear voice alerts to convey all essential incident information. It uses standardized alerts to provide first responders with the information they need, increasing both reliability and clarity so firefighters know exactly what’s coming.
While all benefits of automated voice dispatch software are worth noting, this one may be the most significant and ultimately convinces many departments to upgrade their systems.
Key Features to Look For in Dispatch Software
When you are ready to upgrade your dispatch software to take advantage of all the benefits an automated voice system can offer, there are three key features to look for:
- Real-time updates and integration
- User-friendly interface
- Customization and scalability
1. Real-Time Updates and Integration
Your automated voice dispatch software should integrate seamlessly with other emergency management systems, including:
- PA systems
- Lighting
- Dispatch software
These integrations can help provide real-time updates and facilitate information sharing for clearer communication and better responses.
2. User-Friendly Interface
Intuitive, user-friendly interfaces make your dispatch software easy to use. They can help responders quickly access the information they need. Dispatch systems that offer remote access through radio communication or mobile device apps can even provide remote access for improved and consistent communication, creating a single source of truth for all responders.
3. Customization and Scalability
The best available automated voice dispatch software is highly scalable to accommodate growth and evolving technology. It should already have existing integrations, but the software you choose should demonstrate an intent to grow alongside new tech as it emerges.
Customization is also critical. The ability to create custom alerts and notifications allows you to modify processes and notification systems based on your specific department's needs. This can increase efficiency and ensure you’re getting the information you need when you need it.
Increase response efficiency and safety with automated dispatch
First responders need quick and easily understood notifications to alert them of an incident. Automating this process reduces strain and pressure on human workers, and reduces human error.
Automated systems provide exceptional efficiency and peace of mind, leveraging automated voice alerts that are clearly communicated, highly accurate, and incredibly fast. Your firefighters and first responders will have all the essential information they need when heading to a call, ensuring that they’re ready to safely help save lives.
Westnet’s automated voice dispatch system can improve response times and outcomes.
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