EMS - Reporting Requirements

NEMSIS update

After 3+ years of collaboration with national emergency medical services (EMS) leaders, the National EMS Information System (NEMSIS) Technical Assistance Center updated the National EMS Data Standard to version 3.5. This new version will improve the accuracy and efficiency of documentation, enhance health information exchange, and ultimately improve patient care. Texas switched to version 3.5 in late fall/winter 2023.

NEMSIS Version 3.5 key changes

What are EMS providers required to report?
EMS providers should report all runs. A run is a resulting action from a call for assistance where an EMS provider is dispatched to, responds to, provides care to, or transports a person.

computer entry

Data Dictionaries      

NEMSIS 3.5 Resources

NEMSIS 3.5 Sample Files

What are the reportable data elements?

All required fields are listed in the applicable data dictionary.

NOTE: The EMS and Trauma Registries (EMSTR) only accepts NEMSIS version 3.5 data since the November 2023 platform update. 

How does an EMS provider send data?
To send data electronically, the organization will establish an account with EMSTR and use the online system for submitting data. EMS providers may use a vendor's software, the free online system for entering data, or contract with a third-party submitter to submit on their behalf. 

How often does an EMS provider send data?
Submit data within 90 days from the date of an assistance call. EMSTR recommends EMS providers and third-party vendors submit data monthly. When there is no data for a particular month, the EMS provider must submit No Reportable Data (NRD) form using the online system.

If an EMS provider has just started submitting data, should they send in runs from previous months?
Texas Administrative Code, Title 25, Part 1, Chapter 103, Rule 103.5 requires EMS providers submit all runs. The data amount and quality sent will affect EMS and Trauma Systems, Regional Advisory Council (RAC) funding, and state and national EMSTR data reports.

Can an EMS provider submit data through a business associate e.g., RAC, billing agency, vendor etc.?
Yes, EMS providers may submit data through an authorized business associate. However, individual EMS providers are responsible for data accuracy is accurate and EMSTR acceptance. EMS providers must submit a business associate agreement (BAA) before EMSTR will accept records from a third-party source.

BAA Process Guide (PDF)

 Sample BAA

This is a sample BAA only. Each 3rd party/billing company should have their own BAA forms to provide customers. BAAs must include the effective date and be signed and dated by both parties.