Emergency Department Data Reporting Requirements

Texas Health Care Information Collection Center for Health Statistics

H.B.2641, of the 84th Texas Legislative Session amended Title 4, Civil Practice and Remedies Code to add:
Sec. 74A.002.  LIMITATION ON LIABILITY OF HEALTH CARE PROVIDERS RELATING TO HEALTH INFORMATION EXCHANGES. (a) Unless the health care provider acts with malice or gross negligence, a health care provider who provides patient information to a health information exchange is not liable for any damages, penalties, or other relief related to the obtainment, use, or disclosure of that information in violation of federal or state privacy laws by a health information exchange, another health care provider, or any other person.


Who Must Report

All emergency medical care facilities and departments in operation in the State of Texas are required to report all patient emergency medical care visits. 

What To Report

All Freestanding Emergency Medical Care Facilities, including those hospital-owned emergency medical care facilities that are separate from the home base hospital, are required to submit all claims for emergency medical care visits.

Technical Specifications

The Technical Specifications manual is intended for the hospital, ambulatory surgery center, and emergency department center IT staff or software vendor that will create the electronic data extraction for reporting and correcting data. The Appendices include information that may be useful in the submission of outpatient and emergency department data.

Reporting Schedule

  • Reporting Schedule, includes dates for the reporting, correction, and certification of data.

Data Submission - Electronic

Data Submission - Manual Data Entry

  • Claim Entry, presentation for manual data entry of outpatient claims via THCIC system, (PDF Format, 13.1 MB)
  • Outpatient Reports, Training presentation on downloading reports on data currently in the THCIC system, (PDF Format 1.77 MB)

Data Correction

Facilities are responsible for correcting errors found in data files submitted to THCIC.

  • Claim Correction, Training presentation for data correction via THCIC system, (PDF Format, 11.3 MB)

Data Certification

Facilities are required to certify each quarterly dataset as being complete and accurate.

System13 Support Videos

  • Videos to assist in the submission, correction, and certification of data.


  • Contact System13 Help Desk at 1-888-308-4953 or thcichelp@system13.com for help with electronic data submission problems, system login problems, changing a Submitter contact, or other help topics.  If there is no representative available to assist, a message may be left for a return call.  Assistance is available Monday through Friday 8 AM to 5 PM central standard time.  System13 adheres to the Texas state-observed holidays.
  • Contact THCIC by email at thcichelp@dshs.texas.gov for assistance with Claim Entry, Claim Correction, and Certification.
  • Online training is available to Submitters and Providers. View the schedule.

Additional Information

  • Numbered Letters, a regular publication to keep all facilities informed of the discharge data collection process.
  • Information on the data collection process was presented to the Texas Ambulatory Surgery Center Society at its 2nd Annual "State of the State" Agencies Conference on February 2, 2009. (PowerPoint presentation, 3.3 MB)

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