South Carolina EMS Data System: Phase II Kickoff Meeting

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South Carolina EMS Data System Phase II
Kickoff Meeting

• South Carolina Division of EMS and Trauma
• and
• The EMS Performance Improvement Center

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The History

• Need for Standardized EMS Data
• Local
• State
• National
• Development of NEMSIS
• The Duke Endowments History with EMS
• North Carolinas EMS Data History
• The Partnership

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The Project

• 2 Year Project
• Funding to the SC Division of EMS and Trauma
• Year 1
• 12 EMS Agencies
• 50 of SC Population
• Year 2
• Remainder of State

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The Vision

• EMS is local
• Quality is the target
• System
• Patient
• Data drives Resources
• Resources provide Quality

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South Carolina EMS Data System
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Year 1 EMS Agencies
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New Version 2 Web Application

• Commercial Software based on NEMSIS Dataset and
  XML
• PreMIS Web Application
• New record entry logic based on the type of
  event.
• Only requires the data elements specific to the
  event.
• Quickest, most complete data entry tool we have
  seen in use.

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What is an EMS Toolkit?

• Detailed Report
• Evaluates an EMS specific topic
• Patient Care
• Service Delivery
• Personnel Performance
• Benchmarking with state and similar systems
• Recommendations for improvement
• Continuous use

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2008 Implementation Plan

• Configuration of CIS
• EMS Agency
• State EMS Functions
• PreMIS Configuration
• Sample File Testing
• Data Submission
• PreMIS Report Access
• EMS Toolkit Access

• In Progress
• Active
• October
• Active
• Active
• Active
• September
• December

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The Future

• South Carolina EMS Data System
• All EMS events
• Used daily Locally
• Quality Management/Performance Improvement
• EMS Service Delivery
• Personnel
• Patient Care
• Used by State
• Resources
• Education
• Funding
• National EMS Database

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Project Contacts

• Cindy Raisor
• SC EMS Data Project Coordinator
• craisor_at_emspic.org
• 919-923-1529
• Taffney Hooks
• SC Division of EMS and Trauma
• HooksTS_at_dhec.sc.gov
• 803-545-4866
• www.EMSPIC.org

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Is the SC EMS Data System based on the existing
DHEC form or required information?

• No, the SC EMS Data System is based on the
  National EMS Information System Dataset. The new
  SC EMS dataset can be found at www.scemsdata.org.

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If I participate in the SC EMS Data System will I
need to continue sending forms to DHEC?

• The SC EMS Data System is the new DHEC data
  system. Once electronic data is being submitted
  to the SC EMS Data System, EMS Agencies can stop
  sending paper forms to DHEC.

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If we are collecting information electronically,
how do we capture and store signatures?

• SC DHEC does not require signatures to be sent to
  the SC EMS Data System. Signatures for medical
  orders, transfer of care, or other issues can be
  maintained locally as needed.

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Which EMS events are required to be
electronically documented and submitted into the
SC EMS Data System?

• Required
• All Transports
• All Patient Assessments
• If Multiple EMS Units involved only one record
  summarizing the event is required

• Recommended
• All events dispatched by 911

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How can an EMS Agency collect and electronically
submit data into the SC EMS Data System?

• EMS Agencies may use one of two methods to
  collect and submit data
• A NEMSIS Compliant Commercial EMS Software
• The PreMIS Web-Application

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If I am using an commercial EMS software which is
used in North Carolina, will I automatically be
able to send data into the SC EMS Data System?

• If commercial EMS software is in use in North
  Carolina, it does confirm that the software can
  send data into the SC EMS Data System. However,
  you must validate your local installation of the
  software with the EMSPIC to confirm that you are
  collecting all of the SC EMS data elements
  without errors before submission can begin.

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What is the cost for an EMS Agency to participate
in the SC EMS Data System?

• If an EMS Agency chooses to use commercial EMS
  software, there will be costs associated with
  purchasing, implementing, and maintaining the
  software.
• If an EMS Agency chooses to use the PreMIS web
  application, there is no software or training
  costs.
• Both solutions will require computers, internet
  access, and some amount of staff time cost for
  training.

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How often must EMS events be submitted into the
SC EMS Data System?

• EMS Data must be electronically collected and
  submitted into the SC EMS Data System within 24
  hours of the event.

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What is the deadline for all SC EMS Agencies to
meet the SC DHEC regulatory requirement to submit
data electronically?

• All SC EMS Agencies must be collecting and
  submitting data electronically into the SC EMS
  Data System by December 31, 2009.

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How is patient specific information stored and
protected within the SC EMS Data System so that
individual patients cannot be identified outside
of DHEC?

• All patient identifiable healthcare information
  is protected by SC law and is protected using the
  same security methods as is required by HIPAA.
• Any request to DHEC for patient level information
  will be forwarded to the local EMS Agency

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How is EMS Agency specific information stored and
protected within the SC EMS Data System so that
individual EMS Agency information cannot be
identified outside of DHEC?

• EMS Agency information will be either
  de-identified or aggregated in such as way as to
  not identify the EMS Agency.
• Any request to DHEC for specific EMS Agency
  information will be referred to the local EMS
  Agency.

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How is data maintained within the SC EMS Data
System to assure that it will not be stolen or
hacked into?

• The SC EMS Data System is maintained in a
  controlled physical environment with multiple
  layers of security.
• No SC EMS Data is stored on any computer outside
  of the server environment.
• IDs and passwords allow access to the data but
  all data transmission is encrypted and meets
  HIPAA security requirements.

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What information from the SC EMS Data System is
DHEC required to release under the Freedom of
Information Act?

• All patient care report data maintained in the
  PreMIS System is confidential and protected by SC
  law. Information can only be release through
  specific circumstances (not FOIA).
• Any requests to DHEC for PreMIS data will be
  forwarded to the local EMS Agency.

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How can information from the SC EMS Data System
be obtained for research or peer reviewed
publication?

• Once the SC EMS Data System is completely
  populated a data request procedure will be
  implemented. This will include an external Data
  Use Committee which will review all data requests
  to assure information from the SC EMS Data System
  is released/used appropriately.

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Is SC EMS Data subject to subpoena?

• Information from the CIS system may be subject to
  subpoena.
• Patient care and EMS Agency information stored
  within PreMIS is not subject to subpoena.

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How can an EMS Agency get information from the SC
EMS Data System?

• The SC EMS Data System provides 3 ways for
  reports to be generated by EMS Agencies
• PreMIS has many web-based reports which are
  available for use at any time.
• The EMS Toolkits are very detailed reports which
  are available once 3 months of data has been
  submitted
• Any EMS Agency may contact the EMSPIC and request
  specific reports

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Is it possible to receive an exception,
extension, or exemption from submitting EMS data
into the SC EMS Data System?

• Since the PreMIS web application is provided at
  no cost to all EMS Agencies and future Duke
  Endowment funding is contingent on having 100
  participation in the SC EMS Data System by the
  end of 2009, no exceptions, extensions, or
  exemptions will be permitted.

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What are the consequences if an EMS Agency fails
to meet the SC DHEC regulatory requirement to
submit data by the end of 2009

• EMS Agencies who are not submitting data by the
  end of 2009 will be in violation of SC DHEC EMS
  Regulations. This would jeopardize the EMS
  Agencies licensure and potentially prohibit the
  EMS Agency from receiving state, federal, or
  other grant funds.

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Project Contacts

• Cindy Raisor
• SC EMS Data Project Coordinator
• craisor_at_emspic.org
• 919-923-1529
• Taffney Hooks
• SC Division of EMS and Trauma
• HooksTS_at_dhec.sc.gov
• 803-545-4866
• www.EMSPIC.org