Colleton Software: SC NEMSIS Conversion FAQ's

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
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.

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.

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

Required:	Recommended:
All Transports All Patient Assessments If Multiple EMS Units involved only one record summarizing the event is required	All events dispatched by 911

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. A NEMSIS Compliant Commercial EMS Software
b. The PreMIS Web-Application

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.

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

a. If an EMS Agency chooses to use commercial EMS software, there will be costs associated with purchasing, implementing, and maintaining the software.	b. 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.

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.
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.

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

a. All patient identifiable healthcare information is protected by SC law and is protected using the same security methods as is required by HIPAA.

b. Any request to DHEC for patient level information will be forwarded to the local EMS Agency

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?

a. EMS Agency information will be either de-identified or aggregated in such as way as to not identify the EMS Agency.

b. Any request to DHEC for specific EMS Agency information will be referred to the local EMS Agency.

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

a. The SC EMS Data System is maintained in a controlled physical environment with multiple layers of security.

b. No SC EMS Data is stored on any computer outside of the server environment.

c. IDs and passwords allow access to the data but all data transmission is encrypted and meets HIPAA security requirements.

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

a. 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).

b. Any requests to DHEC for PreMIS data will be forwarded to the local EMS Agency.

How can information from the SC EMS Data System be obtained for rsesearch 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.

Is SC EMS Data subject to subpoena?

a. Information from the CIS system may be subject to subpoena.

b. Patient care and EMS Agency information stored within PreMIS is not subject to subpoena.

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:
a. PreMIS has many web-based reports which are available for use at any time.	b. The EMS Toolkits are very detailed reports which are available once 3 months of data has been submitted	c. Any EMS Agency may contact the EMSPIC and request specific reports

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.

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.