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    Injury & EMS / Trauma RegistryEnvironmental
    Epidemiology & Disease Registries
    Mail Code 1964
    P.O. Box 149347
    Austin, TX 78714-9347

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Important News and Updates

EMS Data Quality Improvement Initiative - 12 Key Fields

Data In / Data Out PowerPoint Presentation

This presentation answers the most commonly asked questions and the most common mistakes that the EMS/Trauma Registry technical assistance team receives. Topics include the entity account packet, data submission, data validation (errors and warnings), and data quality.
Download the presentation (1.5MB, PowerPoint, Viewing Information)

Validation Checks

Recent changes that have been made concerning errors and warnings in validation checks.

General Information

What is the Texas EMS/Trauma Registry System?
What is an entity?

Rules Requirements

Who has to report?
How do I report my data?

Data Privacy and Security

How is my data used?
Is my data private and secure?

Computer Hardware and Software

What type of computer hardware do I need in order to send my data?
What Internet browser do I need to enter or send my data through the web?
Do I need to purchase any additional equipment or software?
Do I have to purchase commercial software or is there a free data collection application?

Regional Advisory Councils / EMS Billing Agencies

Can a RAC or Agency send my data in for me?

Getting Started

How is a Texas EMS/Trauma Registry account established?
Why are roles important?
What are the defined roles?
What do I do after an account has been established?

File Receipt and Data Quality

How do I know that the Texas EMS/Trauma Registry received my data?
How do I know that I have mistakes or errors in my data?
Can I correct data after it is sent?
What happens if I send a duplicate or updated record?

Critical Fields

Critical Fields Used For Duplicate Deletion

Reports

How do I get data reports?
Crystal Reports and Internet Explorer 7

System Specifics

Is there an ISS Code calculation component in the Texas EMS/Trauma Registry System and how is it calculated?
Is the Texas EMS/Trauma Registry System utilizing ICD - 9 or ICD - 10?

Maintain Your Information

What happens if I forget my password?
Can I share my password or User ID?
Do I need to inform the Texas EMS/Trauma Registry Program at TDH if there are any changes in identified users for my entity and/or RAC/Billing Agency status?
How often will my entity need to update the account information?
Do the confidentiality agreements have an expiration date?

General Information

What is the Texas EMS/Trauma Registry System?

The Texas EMS/Trauma Registry System is a state of the art, robust data collection and analysis system that utilizes the Internet for data collection and submission. Reports and data analyses are generated by Crystal Reports and provided to users through a web-based interface. The foundation of the system is a tiered Oracle database warehouse that enables retrieval of near-real time data for preliminary data analysis and closed/cleansed data for comprehensive data analysis.  

What is an entity?

An entity is a hospital or EMS provider in the Texas EMS/Trauma Registry System. Other terms often used in the registry system include RAC (Regional Advisory Council), Agency (EMS Billing Agency), and user (anyone who uses the web-based registry system).  

 

 The Texas EMS/Trauma Registry System is a state of the art, robust data collection and analysis system that utilizes the Internet for data collection and submission. Reports and data analyses are generated by Crystal Reports and provided to users through a web-based interface. The foundation of the system is a tiered Oracle database warehouse that enables retrieval of near-real time data for preliminary data analysis and closed/cleansed data for comprehensive data analysis. An entity is a hospital or EMS provider in the Texas EMS/Trauma Registry System. Other terms often used in the registry system include RAC (Regional Advisory Council), Agency (EMS Billing Agency), and user (anyone who uses the web-based registry system).  

Rules Requirements

Who has to report?

All licensed EMS providers and hospitals in the state are to report pre-hospital and hospital patient care data in accordance with  

  Injury Reporting Rules.

How do I report my data?

You are to report your data electronically to the Texas EMS/Trauma Registry System in a data file whose format and content meet the requirements specified in the Hospital / Prehospital Trauma Reporting Guidelines or web enter them through our online system. The section, Computer Hardware and Software (below), explains what equipment you will need to report your data and the section, Getting Started (below), explains the process for reporting your data.  

 

 

 All licensed EMS providers and hospitals in the state are to report pre-hospital and hospital patient care data in accordance with . You are to report your data electronically to the Texas EMS/Trauma Registry System in a data file whose format and content meet the requirements specified in the Hospital / Prehospital Trauma Reporting Guidelines or web enter them through our online system. The section, Computer Hardware and Software (below), explains what equipment you will need to report your data and the section, Getting Started (below), explains the process for reporting your data.  

Data Privacy and Security

How is my data used?

The Injury Epidemiology and Surveillance Program creates aggregate data reports for anyone requesting the data such as hospitals, EMS, RACs, the legislature, special interest groups, the media and the general public.  

Is my data private and secure?

All data sent to the Texas EMS/Trauma Registry is kept confidential within the Texas Department of Health. Aggregate reports are designed to ensure that no single individual, hospital, or EMS provider can be identified. Personal identifiers are stripped from data when producing aggregate reports for the public.  

 

 The Injury Epidemiology and Surveillance Program creates aggregate data reports for anyone requesting the data such as hospitals, EMS, RACs, the legislature, special interest groups, the media and the general public. All data sent to the Texas EMS/Trauma Registry is kept confidential within the Texas Department of Health. Aggregate reports are designed to ensure that no single individual, hospital, or EMS provider can be identified. Personal identifiers are stripped from data when producing aggregate reports for the public.  

Computer Hardware and Software

What type of computer hardware do I need in order to send my data?

The only requirement is an internet connection.  

The only requirement is an internet connection.  

What Internet browser do I need to enter or send my data through the web?

The Texas EMS/Trauma Registry System is compatible with Netscape Navigator (6.0 through release 6.2.1), upgraded to 128-bit encryption, and Microsoft Internet Explorer (at least 5.0), upgraded to 128-bit encryption; however, you may experience functional anomalies when using Netscape Navigator. The differences between the two major browsers are minor and your selection may be based mostly on personal preference.  

Do I need to purchase any additional equipment or software?

If your computer meets the hardware and browser specifications listed above then you have a computer that is sufficient to send your entity data to the registry. Remember that the specifications are minimal requirements. The state data collection system is designed to be compatible with third party commercial software applications. If you decide to purchase a third party commercial software application for data collection and submission, be aware that the commercial software application may have additional hardware and software requirements.  

Do I have to purchase commercial software or is there a free data collection application?

No, you do not have to purchase a commercial software application. The Texas EMS/Trauma Registry System has EMS and hospital web-based data entry forms that you may utilize to submit your data. You should base your decision of whether or not to purchase software not only on price but on the features that potential software applications offer.  

  

 

 

 The Texas EMS/Trauma Registry System is compatible with Netscape Navigator (6.0 through release 6.2.1), upgraded to 128-bit encryption, and Microsoft Internet Explorer (at least 5.0), upgraded to 128-bit encryption; however, you may experience functional anomalies when using Netscape Navigator. The differences between the two major browsers are minor and your selection may be based mostly on personal preference. If your computer meets the hardware and browser specifications listed above then you have a computer that is sufficient to send your entity data to the registry. Remember that the specifications are minimal requirements. The state data collection system is designed to be compatible with third party commercial software applications. If you decide to purchase a third party commercial software application for data collection and submission, be aware that the commercial software application may have additional hardware and software requirements. No, you do not have to purchase a commercial software application. The Texas EMS/Trauma Registry System has EMS and hospital web-based data entry forms that you may utilize to submit your data. You should base your decision of whether or not to purchase software not only on price but on the features that potential software applications offer.  

Regional Advisory Councils / EMS Billing Agencies

Can a RAC or Agency send my data in for me?

Yes, you may assign your respective RAC or Agency and grant them the privilege of data submission. All of the required documents listed in the section, Getting Started (below), must be completed, signed and submitted to the Texas EMS/Trauma Registry Program at DSHS prior to the establishment of their account.  

Yes, you may assign your respective RAC or Agency and grant them the privilege of data submission. All of the required documents listed in the section, Getting Started (below), must be completed, signed and submitted to the Texas EMS/Trauma Registry Program at DSHS prior to the establishment of their account.  

What if the training materials don’t answer my questions?

Feel free to contact the Texas EMS/Trauma Registry at 1-512-458-7266. Our office is open Monday-Friday between 8am-5pm, except for State holidays. Due to the high volume of calls we receive, if you reach our voicemail system, please allow up to 2 business days for us to reply. You may also contact us via e-mail. Our e-mail addresses can be found under the "Contact Staff" link.  

Feel free to contact the Texas EMS/Trauma Registry at 1-512-458-7266. Our office is open Monday-Friday between 8am-5pm, except for State holidays. Due to the high volume of calls we receive, if you reach our voicemail system, please allow up to 2 business days for us to reply. You may also contact us via e-mail. Our e-mail addresses can be found under the "Contact Staff" link.  

Getting Started

How is a Texas EMS/Trauma Registry account established?

Your registry account is established upon completion and submission of the following documents to the Texas EMS/Trauma Registry Program:  

Your registry account is established upon completion and submission of the following documents to the Texas EMS/Trauma Registry Program:  

  1. A signed letter on company letterhead that identifies each individual that will be entering or submitting data to the Texas EMS/Trauma Registry System.
  2. Memorandum of Understanding and Confidentiality Statement (each identified user MUST sign the agreement)
  3. Entity and User Information Form

Upon receipt of the completed documents, the Texas EMS/Trauma Registry staff will establish your account, and your user ID and password will be sent to the e-mail address each user provided in the Entity and User Information Form.

Why are roles important?

Roles are what define the actions that users (entity, RAC, and Agency) can perform once they are on the Texas EMS/Trauma Registry System. Roles are important for maintaining system security, preserving data privacy, and defining user responsibilities. The Account Administrator for your entity may assign various levels of roles to users, RACs, and/or Agencies. You must submit the completed account documents listed previously, and user accounts must be created, before roles can be assigned.  

What are the defined roles?

The defined roles at this time are: Account Administrator, Account Sub Administrator, Account Supervisor, User, RAC Access, Agency Access, and Regional Reports User.  

What do I do after an account has been established?

Once you have sent in the required documents, and an account has been created, you will be given a username, password, and web site address for the Texas EMS/Trauma Registry System. You may use the username and password to sign on to the registry system web site. Refer to the section Education and Training for information on how to use the Texas EMS/Trauma Registry System to enter and send your data.  

 

File Receipt and Data Quality

How do I know that the Texas EMS/Trauma Registry received my data?

A feature of the Texas EMS/Trauma Registry System is automated data file status and validation reports that will be sent to the Primary Contact for your entity usually within 48 hours of the submission of your data. The length of time between your submission and the receipt of the validation report depends on the number of submissions we currently have processing at that time. Many systems try to get caught up right before the database closes for a particular reporting year by submitting very large files. This causes a "traffic jam" in our system and processing slows down tremendously. Be prepared to wait up to 2 weeks for your validation report. The Submission Status page on the Texas EMS/Trauma Registry System, (the first page that appears after you have logged on), also reflects the data that you have transmitted.  

How do I know that I have mistakes or errors in my data?

A feature of the Texas EMS/Trauma Registry System is a validation report that provides information related to the quality of your data submission (i.e. correct file format and required data elements). Validation reports will be e-mailed to the Primary Contact via the e-mail address we have on file for that person. Validation reports can also be viewed within the Texas EMS/Trauma Registry System. If a data file is sent in a bad format, and cannot be processed by the EMS/Trauma Registry System, the Primary Contact will be sent a Rejection Notice. Contact the EMS/Trauma Registry if you have any questions about the data file format or data quality.  

Can I correct data after it is sent?

Yes, you may correct your data in two ways:   

A feature of the Texas EMS/Trauma Registry System is automated data file status and validation reports that will be sent to the Primary Contact for your entity usually within 48 hours of the submission of your data. The length of time between your submission and the receipt of the validation report depends on the number of submissions we currently have processing at that time. Many systems try to get caught up right before the database closes for a particular reporting year by submitting very large files. This causes a "traffic jam" in our system and processing slows down tremendously. Be prepared to wait up to 2 weeks for your validation report. The Submission Status page on the Texas EMS/Trauma Registry System, (the first page that appears after you have logged on), also reflects the data that you have transmitted. A feature of the Texas EMS/Trauma Registry System is a validation report that provides information related to the quality of your data submission (i.e. correct file format and required data elements). Validation reports will be e-mailed to the Primary Contact via the e-mail address we have on file for that person. Validation reports can also be viewed within the Texas EMS/Trauma Registry System. If a data file is sent in a bad format, and cannot be processed by the EMS/Trauma Registry System, the Primary Contact will be sent a Rejection Notice. Contact the EMS/Trauma Registry if you have any questions about the data file format or data quality. Yes, you may correct your data in two ways:  

Web Entry – If you submit your data by utilizing the EMS/Trauma Registry System’s web data entry form, you may view the validation information after you have “Saved with Validation” upon completion of entering data into the form. At that time, or at a later time, you may correct the data and then submit the data to the registry.

File Submission – If you utilize a third party software application to collect your entity’s data, you will receive a validation report. Validation Reports will be e-mailed within 48 hours. You may, at any time, correct the data in your commercial software application and then resubmit the file to the registry. If you are using a commercial software application, we request that you make changes to the record in your own software, and re-send it, as opposed to using the web error correction form on the registry system web site. This ensures the integrity of the data and prevents problems that arise from mismatched information.

What happens if I send a duplicate or updated record?

Duplicate records are automatically deleted if they are exact copies of the original record. If there are any updates, changes, or differences in the data, both copies of the record will remain in the database. We encourage users to search for, and delete, duplicate records in the EMS/Trauma Registry database on a regular basis. Finding and deleting duplicate records is a standard feature of the Texas EMS/Trauma Registry System but is only available to users whose roles allow record deletion.  

Duplicate records are automatically deleted if they are exact copies of the original record. If there are any updates, changes, or differences in the data, both copies of the record will remain in the database. We encourage users to search for, and delete, duplicate records in the EMS/Trauma Registry database on a regular basis. Finding and deleting duplicate records is a standard feature of the Texas EMS/Trauma Registry System but is only available to users whose roles allow record deletion.  

Reports

How do I get data reports?

The Texas EMS/Trauma Registry System web site has a Reports section. Access to the Reports section is determined by which role you are assigned. If you need a report that has specific parameters or data needs which are not available in the Reports section of the registry system web site then complete the Special Request Report Form on the registry system web site and submit it to us. A research analyst will review the request and contact you.  

The Texas EMS/Trauma Registry System web site has a Reports section. Access to the Reports section is determined by which role you are assigned. If you need a report that has specific parameters or data needs which are not available in the Reports section of the registry system web site then complete the Special Request Report Form on the registry system web site and submit it to us. A research analyst will review the request and contact you. Microsoft has released Internet Explorer 7, with increased security features. Unfortunately, this causes problems within applications, including Crystal Reports Viewer, which is used by the EMS/Trauma Registry online system. If you are using Internet Explorer 7, these instructions must be followed for the online system crystal reports to work  

System Specifics

Is there an ISS Code calculation component in the Texas EMS/Trauma Registry System and how is it calculated?

Yes, there is an ISS component built into the web data entry form. This component utilizes the AAA ISS Coding algorithm. Available to the web data entry form user are drop down boxes that enable you to select specific injuries and body regions that are used to calculate the ISS score.  

Is the Texas EMS/Trauma Registry System utilizing ICD -9 or ICD -10?

The Texas EMS/Trauma Registry System and Program utilizes ICD – 9 codes for data collection and analysis.

 

 Yes, there is an ISS component built into the web data entry form. This component utilizes the AAA ISS Coding algorithm. Available to the web data entry form user are drop down boxes that enable you to select specific injuries and body regions that are used to calculate the ISS score. The Texas EMS/Trauma Registry System and Program utilizes ICD – 9 codes for data collection and analysis. At this time ICD – 10 has not been completed and finalized by the National Center for Health Statistics. We will monitor the status of ICD – 10 coding for completion and implementation.  

Maintain Your Information

What happens if I forget my password?

If you forget your password, you may contact your Account Administrator or the Texas EMS/Trauma Registry Program at DSHS (1-800-242-3562). You may be assigned a new password which you may then change to your old password or a new, easier to remember one.  

Can I share my password, URL, or User ID?

Sharing your user password and ID is prohibited. Sharing the URL (EMS/Trauma Registry System web site address) is also prohibited. Violators will have their registry account access revoked.  

Do I need to inform the Texas EMS/Trauma Registry Program at DSHS if there are any changes in identified users for my entity and/or RAC/Billing Agency status?

Yes, you must contact our office and inform us of any change in identified and assigned users, RAC and Agency roles. If you need to add a new user to your account, you must fill out and submit a new account packet. If you are simply changing a user's role or need to remove a user from your account, your Account Administrator may e-mail us or send us a signed letter on company letterhead stating the change or removal requested.  

How often will my entity need to update the account information?

Contact information MUST be updated on an annual basis by the Account Administrator and users. A notice will be sent to the Account Administrator prior to the anniversary date of the establishment of the registry account. We request that you update your information whenever there is a change.   

  

 If you forget your password, you may contact your Account Administrator or the Texas EMS/Trauma Registry Program at DSHS (1-800-242-3562). You may be assigned a new password which you may then change to your old password or a new, easier to remember one. Sharing your user password and ID is prohibited. Sharing the URL (EMS/Trauma Registry System web site address) is also prohibited. Violators will have their registry account access revoked. Yes, you must contact our office and inform us of any change in identified and assigned users, RAC and Agency roles. If you need to add a new user to your account, you must fill out and submit a new account packet. If you are simply changing a user's role or need to remove a user from your account, your Account Administrator may e-mail us or send us a signed letter on company letterhead stating the change or removal requested. Contact information MUST be updated on an annual basis by the Account Administrator and users. A notice will be sent to the Account Administrator prior to the anniversary date of the establishment of the registry account. We request that you update your information whenever there is a change. Confidentiality agreements must also be updated and re-submitted by your entity and Account Administrator annually. A notice will be sent to the Account Administrator prior to the anniversary date of the establishment of the registry account.

 

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Last updated November 28, 2012