Hospital Requirements

Hospitals should report all traumatic brain injuries (TBIs), spinal cord injuries (SCIs), traumatic injuries, and submersions to the EMS and Trauma Registries (EMSTR). In addition, EMSTR will follow the inclusion criteria below as defined by the National Trauma Data Standard (NTDS):

• Hospital admission as defined by the NTDS and International Trauma Data Exchange (ITDX) trauma inclusion criteria;
• Patient transfer via EMS transport (including air ambulance) from one hospital to another hospital; OR
• Death resulting from the traumatic injury (independent of hospital admission or hospital transfer status).

The applicable data dictionary includes all required fields for TBIs, SCIs, traumatic injuries, and submersions in the file format described in the data dictionary.

Hospitals should electronically send TBIs, SCIs, traumatic injuries, and submersions data. Establish an account within EMSTR and use the online system for submitting data. 

Hospitals may use their own software for file uploads or the free online system for web data entry. 

NOTE: EMSTR no longer accepts paper submersion records.

Submit data within 90 days from the date of discharge. Hospitals and business associates should submit data monthly. When there is no data for a particular month, the hospital submits a No Reportable Data (NRD) form using the online system.

Texas Administrative Code, Title 25, Part 1, Chapter 103, Rule 103.7 require hospitals to submit all acute injury, traumatic brain injury, spinal injury, and submersion data outlined by the appropriate data dictionaries. The amount and quality of data sent may affect EMS Systems, Regional Advisory Council (RAC) funding, and EMSTR data reports.

Yes, hospitals can submit through a business associate. However, individual hospitals are responsible for data acceptance into the trauma registry.

Sample Business Associate Agreement

• BAA

Sample File

• 2020 NTDB Hospital Sample File (.xml)
• 2020 NTDB Hospital Sample File (.xml)