EMS - Reporting Requirements
For EMSTR Reporting
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
New to working with EMS data?
EMSTR has created the EMS AOR - An Introduction to the Registries. This recorded presentation has been designed to familiarize new EMS officers or data managers with the process of state and national (NEMSIS) data submissions. A few leaders from around the state provide their perspective and experiences, and the formal training lasts about an hour. This is designed as an addendum and does not replace the Administrator of Record Certification Training – offered annually the DSHS Office of EMS and Trauma Systems.
Recorded Presentation: EMS AOR – An Introduction to the Registries
If you have any questions, please feel free to contact us at injury.web@dshs.texas.gov
Texas Wristband Initiative
The Texas Wristband will electronically link pre-hospital to hospital patient records throughout the continuum of care. This allows for tracking of outcomes and resolving extenuating circumstances with patient accountability during disaster-related incidents, mass casualties, and evacuations. Please use the links below to access instructions for entering the Texas Wristband using your Electronic Patient Care Record Software:
- Entering Texas Wristband Information in the EMSTR - Direct Entry
- Entering Texas Wristband Information in the EMSTR using ImageTrend
- Entering Texas Wristband Information in the EMSTR using Sansio
- Entering Texas Wristband Information using AngelTrack
- Enabling State Wristband Reporting in ESO EHR
Frequently Asked Questions
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.
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.
Data Dictionaries
- The National EMS Information System - NEMSIS v3.5 Data Dictionary
NEMSIS 3.5 Resources
- EMS XSD files
- State XSD files
- EMS Dataset Schematron files
- State and Custom Schematron Requirements
- Demographics XSD files
- Demographics Dataset Schematron files
NEMSIS 3.5 Sample Files
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.
NOTE: EMSTR will not accept BAAs with an effective date over 5 years old as the system needs to verify and track organization and vendor changes.
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.
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