Texas EMS and Trauma Registries -
Frequently Asked Questions (FAQ)
What
is the Texas EMS and Trauma Registries and its purpose?
The
Texas EMS (Emergency Medical Services) and Trauma Registries is an online
reporting system that collects legislatively mandated data on all EMS runs,
traumatic brain injuries, spinal cord injuries, submersions, and other
traumatic injuries based on a specified criterion.
The
purpose of the Texas EMS and Trauma Registries is to monitor and analyze the
EMS and trauma care systems. The EMS and Trauma Registries incorporate national
EMS and hospital data standards in addition to Texas custom questions to
analyze the EMS and trauma care systems and to benchmark Texas within its
22 trauma service areas and between other states. Data is used to
perform epidemiological investigations to identify public health issues and
support injury prevention projects to ultimately improve the efficiency and quality
of care patients receive in Texas.
Who
is required to report data to the EMS and Trauma Registries?
As stated in the Texas
Administrative Code Title 25, Part 1, Chapter 103, Rule §103.4,
the following
are the responsible entities required to report to the EMS and Trauma
Registries:
- EMS Providers
- Hospitals
- Acute or Post-Acute Rehabilitation Facilities
- Justice of the Peace
- Medical examiners
- Physicians
If the above
listed professionals or organizations choose to notify a local or regional
health authority to respond on their behalf, the local or regional health
authority must report to the EMS and Trauma Registries within ten workdays.
What
are the Texas Data reporting requirements and rules?
What
reports do entities submit to the EMS and Trauma Registries?
EMS
All runs, as defined in the Texas EMS and Trauma Registries EMS
Data Dictionary, must be submitted electronically to the department's online
EMS and Trauma Registries.
Texas
Administrative Code, Title 25, Part 1, Chapter 103, Rule §103.5
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. That
includes trauma and medical, emergency and non-emergency, transport and
non-transport runs.
Texas
Administrative Code, Title 25, Part 1, Chapter 103, Rule §103.2
Hospitals
Hospitals shall submit all major trauma cases where the patient
died or arrived dead, was admitted for more than 48 hours, was transferred into
the hospital, or was transferred out to another hospital. Hospitals also submit
all traumatic spinal cord injuries, traumatic brain injuries, and submersions. Refer
to the definitions on the following link for more details on case inclusion.
EMS and Trauma Registries
Reporting Rules
Texas Administrative Code Title 25, Part 1,
Chapter 103, Rule 103.7
Acute or Post-Acute Rehabilitation Facilities
Traumatic brain injury (TBI): An
acquired injury to the brain, including brain injuries caused by anoxia due to
submersion incidents. The following International
Classification of Diseases 10th Revision Clinical Modification (ICD-10-CM) diagnostic
codes are to be used to identify cases of traumatic brain injury: S06 and S02.
The ICD-10-CM diagnostic code to be used to identify traumatic brain injury
caused by anoxia due to submersion incidents is G93.1 or T75.1XXA.
Spinal
cord injury (SCI): An acute, traumatic lesion of the neural elements in the
spinal canal, resulting in any degree of sensory deficit, motor deficits, or
bladder/bowel dysfunction. The following International
Classification of Diseases 10th Revision Clinical Modification (ICD-10-CM)
diagnostic codes are to be used to identify cases of traumatic spinal cord
injury: S12, S14, S22, S24, S32, or S34) and S14, S24, or S34.
EMS & Trauma Registries
Reporting Rules
Texas
Administrative Code, Title 25, Part 1, Chapter 103, Rule §103.8
Justice of the Peace
Submersion injury: The process of experiencing respiratory impairment from
submersion or immersion in liquid.
Traumatic brain injury (TBI): An
acquired injury to the brain, including brain injuries caused by anoxia due to
submersion incidents. The following International Classification of Diseases
10th Revision Clinical Modification (ICD-10-CM) diagnostic codes are to be used
to identify cases of traumatic brain injury: S06 and S02. The ICD-10-CM
diagnostic code to be used to identify traumatic brain injury caused by anoxia
due to submersion incidents is G93.1 or T75.1XXA.
Spinal cord injury (SCI): An acute, traumatic lesion
of the neural elements in the spinal canal, resulting in any degree of sensory
deficit, motor deficits, or bladder/bowel dysfunction. The following International
Classification of Diseases 10th Revision Clinical Modification (ICD-10-CM)
diagnostic codes are to be used to identify cases of traumatic spinal cord
injury: S12, S14, S22, S24, S32, or S34) and S14, S24, or S34.
EMS & Trauma Registries
Reporting Rules
Texas
Administrative Code, Title 25, Part 1, Chapter 103, Rule §103.6
Medical Examiners
Submersion injury: The process of experiencing respiratory impairment from
submersion or immersion in liquid.
Traumatic brain injury (TBI): An
acquired injury to the brain, including brain injuries caused by anoxia due to
submersion incidents. The following International Classification of Diseases
10th Revision Clinical Modification (ICD-10-CM) diagnostic codes are to be used
to identify cases of traumatic brain injury: S06 and S02. The ICD-10-CM
diagnostic code to be used to identify traumatic brain injury caused by anoxia
due to submersion incidents is G93.1 or T75.1XXA.
Spinal cord injury (SCI): An acute, traumatic
lesion of the neural elements in the spinal canal, resulting in any degree of
sensory deficit, motor deficits, or bladder/bowel dysfunction. The following International
Classification of Diseases 10th Revision Clinical Modification (ICD-10-CM)
diagnostic codes are to be used to identify cases of traumatic spinal cord
injury: S12, S14, S22, S24, S32, or S34) and S14, S24, or S34.
EMS & Trauma Registries
Reporting Rules
Texas
Administrative Code, Title 25, Part 1, Chapter 103, Rule §103.2
Physicians
Submersion injury: The process of experiencing respiratory impairment from
submersion or immersion in liquid.
Traumatic brain injury (TBI): An
acquired injury to the brain, including brain injuries caused by anoxia due to
submersion incidents. The following International Classification of Diseases
10th Revision Clinical Modification (ICD-10-CM) diagnostic codes are to be used
to identify cases of traumatic brain injury: S06 and S02. The ICD-10-CM
diagnostic code to be used to identify traumatic brain injury caused by anoxia
due to submersion incidents is G93.1 or T75.1XXA.
Spinal cord injury (SCI): An acute, traumatic
lesion of the neural elements in the spinal canal, resulting in any degree of
sensory deficit, motor deficits, or bladder/bowel dysfunction. The following International
Classification of Diseases 10th Revision Clinical Modification (ICD-10-CM)
diagnostic codes are to be used to identify cases of traumatic spinal cord
injury: S12, S14, S22, S24, S32, or S34) and S14, S24, or S34.
Note: A
physician shall be exempt from reporting if a hospital or acute or post-acute rehabilitation
facility admitted the patient and fulfilled the reporting requirements as
stated in §103.7 of this title (relating to Reporting Requirements for
Hospitals) or §103.8 of this title (relating to Reporting Requirements for
Acute or Post-Acute Rehabilitation Facilities).
The
professionals or organizations listed in this section must send all reports of
injuries and events listed in this section to the EMS and Trauma Registries. If
the above listed professionals or organizations choose to notify a local or
regional health authority to respond on their behalf, the local or regional
health authority must report to the Registry within ten workdays.
EMS and Trauma Registries Reporting
Rules
Texas
Administrative Code, Title 25, Part 1, Chapter 103, Rule §103.6
What
data does an EMS and hospital provider include in the report?
EMS
All of the required data fields listed in the EMS Data
Dictionary, in the file format described in the data dictionary should be
included. The link to the EMS Data dictionary can be found at http://www.dshs.state.tx.us/injury/registry/datadict.shtm
Hospital
For trauma hospitalizations, all of the required fields listed
in the Hospital Data Dictionary and in the file format described in the data
dictionary, should be included. For submersions, all requested fields should be
included in the web-data entry.
http://www.dshs.state.tx.us/injury/registry/datadict.shtm
How
often does an EMS and hospital provider send data?
EMS
All data should be transmitted at least quarterly; monthly electronic
data submissions are recommended.
EMS
providers shall submit data to the Registry within 90 days of the date of
call for assistance.
Texas
Administrative Code Title 25, Part 1, Chapter 103
Hospital
All data should be transmitted at least quarterly; monthly
electronic data submissions are recommended.
Hospitals
shall submit data to the EMS and Trauma Registries within 90 days of a
patient's discharge from their facility.
Hospitals must submit No Reportable Data (NRD) to the online system within
90 days of any given month that the hospital did not treat or document a
required reportable event.
What
is the deadline for data submission for EMS and Hospital?
EMS
Data shall be submitted within 90 days from the date of call
for assistance. The EMS and Trauma Registries recommend that EMS providers and
Third Parties submit data monthly.
When
there is no data for a month, the EMS provider shall submit a No Reportable
Data (NRD) using the online system within 90 days of that month.
Hospital
Data shall be submitted within 90 days from the date of
discharge. The EMS and Trauma Registries recommend that hospitals and Third
Parties submit data monthly.
When
there is no data for a month, the hospital shall submit a No Reportable Data
(NRD) using the online system within 90 days of that month.
How
can entities submit data to the EMS and Trauma Registries?
Data
shall be sent electronically via web services, web-data entry or file upload.
Each entity will establish an account with the EMS and Trauma Registries and
use the online system for submitting data. Entities may use their own software
or the free online system for entering data. Submersion data shall be sent
using the web-data entry method by logging into the EMS and Trauma Registries.
May
an EMS and Hospital provider submit data through a third party (e.g. RAC,
billing agency, etc.)?
Yes,
EMS and Hospital providers can submit data through a Third Party. However, it
is the responsibility of the individual EMS and Hospital provider to ensure
that its data is reported to the EMS and Trauma Registries.
How
do entities set up an account with EMS and Trauma Registries?
Once a license has been issued by DSHS Regulatory Licensing Unit
and verification of the license has been received by the entity, an email may
be submitted to the Customer Service Team at injury.web@dshs.texas.gov or you may call the toll-free number at
1-800-242-3562. Please provide the name of the entity, a contact name, phone
number and reason for request. The toll-free number is a recording to receive
messages. The number is not a real person; however, a response will be made to
requests received in three to five business days.
How
do entities set up the account manager(s) account?
There
are two methods in which an account manager account can be created:
1. The first
method is a systematic process through the Registration Portal. Through this
process an account manager can be identified and assigned a login name and
password.
2. The second
method is if there is already an existing account manager, the account manager
can create and assign a second account manager.
If an account
manager has not been established in the EMS and Trauma Registries for the
entity, an administrative representative of the entity may send a request to
the EMS and Trauma Registries customer service email address injury.web@dshs.texas.gov.
How
do entities add User(s) to an entity’s account?
The
account manager(s) can add a user to an entity’s account. Instructions on how
to add a user can be found at http://www.dshs.texas./injury/registry/AddUser.shtm
What
is a DSHS ID Number?
Each
entity has a system-generated number which is used as the DSHS personal
identifier for the EMS and Trauma Registries. This may or may not match the
license number received from regulatory.
What
is a License Number (State Provider Number)?
Each
entity is issued a license number when they were registering their facility
with the DSHS Regulatory Licensing Unit. This number may or may not match the
license number received from regulatory. For any questions regarding licensing,
please visit the link below.
http://www.dshs.texas.gov/regulatory/
Where
do entities get an Entity’s DSHS ID?
For the security of patient data, DSHS IDs are not posted
on an open website. An email can be sent to injury.web@dshs.texas.gov requesting your DSHS ID. Your DSHS ID can also be accessed
by logging in to your entity’s account and following these steps:
1. On the main
page, click on search for an existing record.
2. In the
“Search Event” section under the Search criteria, look for the “Record Type”
drop-down and select the appropriate entity type.
3. Click on the
“Search” button; the name of the entity will be displayed on right side of the
Search Event, under the “Search Results”.
4. Double click
on the name of the entity and the “Record Summary” page will be displayed.
5. The DSHS ID
will be seen under the “Basic Information” and subheading “Notifications”.
How
do entities request to delete a record (duplicate or invalid record)?
To request deletion of a duplicate or invalid record,
submit an email to injury.web@dshs.texas.gov.
Specify the data or record ID to be deleted. A three to five day turnaround should be
expected.
How
do entities request data from the EMS and Trauma Registries?
To request data, send an email to injury.web@dshs.texas.gov providing specifics on the data being sought. DSHS staff will reach out to discuss
the request. To request a Public Use Data File (PUDF), complete the Public Use
Data Usage Agreement form on the website (http://www.dshs.texas.gov/injury/data/PUDF.doc/) and email it to injury.web@dshs.texas.gov.
How
do entities know if the entity’s data has been submitted?
- For web-data entry, records are
submitted the moment the user clicks “save.” To confirm the total number of
records submitted for your entity, send an email to injury.web@dshs.texas.gov.
- For file upload, a
submission status display will be shown when the file is uploaded. It will show
the status as processed or unprocessed. When the file is processed, a link will
be provided. Click the “result” link to see the status. Or check the status in
the Question Package by clicking the “Submission Status” line. This method may
also be used to verify the records submitted when an entity uses a third-party
vendor to submit data.
How
do entities request access for a third-party agency?
Please note, the program is currently reviewing the Business
Associate Agreement (BAA) process and are drafting an updated policy to allow
for the submission of affidavits. When this new policy and affidavit have
completed review and are available, stakeholders will be informed, and this FAQ
will be updated accordingly.
A BAA should be uploaded to the entities’ account, and
then an email is to be sent to injury.web@dshs.texas.gov to inform DSHS staff that a BAA has been uploaded and
ready for review and approval. Once DSHS reviews and approves the BAA, the
identified third-party agency will be given access to the entity’s account and
will be able to submit data on behalf of the entity. An email will be sent to
the entity informing them of the access granted.
Each
entity is responsible for monitoring the submission of its data by their data
by their third-party agency.
What
are the current requirements of a valid Business Associate Agreements (BAA)?
- Name of entity
- Name of third-party agency
- Effective date
- Signatures of both parties (entity and third-party billing
agency)
Who
can upload a Business Associate Agreement (BAA)?
Entity
account managers must log on to the EMS and Trauma Registries system and upload
their BAA. If having trouble uploading a BAA, contact injury.web@dshs.texas.gov.
How
do entities report submersion data?
Submersion data at this time can only be reported via
web-data entry. Details on how to do web-data entry can be found in http://www.dshs.texas.gov/injury/registry/Training.shtm
What
is the difference between an Account Manager and a User?
- An account manager in the EMS and Trauma Registries has access to add, edit,
and inactivate users; along with permissions to upload Business Associates
Agreements (BAA) for all entities they have been granted access. They may also
submit data for their entity.
- A user has permissions to only submit data for their entity.
- A Required element
can accept Null Values (i.e. Not Applicable or Not Known / Not Recorded).
- A Mandatory element must be answered with
a correct value; if a correct value is not answered for a mandatory field, the
record will
be rejected from the system (i.e. entering a value for first
name).
For more information about Injury Prevention in Texas,
please contact us at:
Texas Department
of State Health Services
Office of Injury Prevention
PO Box 149347, Mail Code 1914
Austin, TX 78714-9347
Phone number: (800) 242-3562
Fax: (512) 458-7658
injury.web@dshs.texas.gov
tvdrs@dshs.texas.gov
saferiders@dshs.texas.gov
cfrt@dshs.texas.gov
External links to other sites are intended to be
informational and do not have the endorsement of the Texas Department of State
Health Services. These external links may not be accessible to persons with
disabilities.