Medical Examiner

Reporting Requirements

What are medical examiners required to report?
Medical examiners are to report all traumatic brain injuries (TBIs), spinal cord injuries (SCIs), and submersions to the EMS and Trauma Registries (EMSTR).

Data Dictionary

Requirements Flyer

What are the reportable data elements?

All required fields for TBIs, SCIs, and submersions are listed in the applicable data dictionary.

Note: EMSTR no longer accepts paper records.

How does a medical examiner send data?
For TBIs, SCIs, and submersions, data should be sent electronically. The appropriate method is to establish an account with EMSTR and use the online system for submitting data. A medical examiner can use the free online system for entering data.

How often does a medical examiner send data?
Data should be submitted within 90 days from the identification of a required reportable event. EMSTR recommends a medical examiner submit data monthly.

If a medical examiner has just started submitting data, do they have to send records from previous months?
The rule requires medical examiners to submit all data. The amount and quality of data sent will affect data reports generated by the EMSTR.  

May a medical examiner submit data through a business associate, e.g., local health department, RAC, billing agency, etc.?
Yes, a medical examiner may submit through a business associate. However, it is the ultimate responsibility of the individual medical examiner to ensure data is accurate and accepted into the EMSTR. A medical examiner must have a signed Business Associate Agreement (BAA) on file with EMSTR before EMSTR will accept records from a 3rd party source.

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.