A/R 5-403
OFFICE OF EMERGENCY MEDICAL SERVICES

Administrative Requirements Manual

Effective: 9/1/06	Authorization: AR     	Page: 1 of 6

A/R Title:	Statewide EMS Minimum Data Set

Purpose:  
1)	To define the minimum data elements pertaining to each EMS call that ambulance services must ensure their EMS personnel are documenting in trip records, as required by 105 CMR 170.345, and which ambulance services must timely submit to the Department, in accordance with 105 CMR 170.347. 
2)	To define the minimum data elements that ambulance services are required to submit to the Department as template information at least annually, or as the information changes, in accordance with 105 CMR 170.347.

Background:
Under M.G.L. c. 111C, §3(b)(15), the Department, as lead agency for EMS in the Commonwealth, is charged with requiring the collection and maintenance of standardized patient data and information by ambulance services, which services must ensure their EMTs are collecting on a trip record. The minimum EMS data set defined in this A/R is based on the National EMS Information System Dataset (NEMSIS), as set out in the 2006 National Highway Traffic Safety Administration (NHTSA) Uniform PreHospital Dataset document, V.2.2.1. 

Timeline:
Interim period: Beginning September 1, 2006 and ending at such time as the Department announces, not to exceed 2 years, each trip record shall at a minimum, including the following information about the EMS call that it documents:
(1) date, times, location of dispatch, pick-up and delivery;
(2) identification of the vehicle;
(3) relevant patient information, including the patient’s medical condition at the scene and in transit;
(4) care provided to the patient;
(5) full names and certification numbers of EMS personnel and the levels at which they were functioning; and
(6) identification of any and all ambulance services, EFR services and first responder agencies that responded to the call.

After interim period: 
(A)	Beginning on the date announced by the Department, each trip record shall at a minimum include the following information about the EMS call that it documents. The full definitions for each of these elements are available in the Massachusetts Ambulance Trip Record Information System (MATRIS) data dictionary, which can be found on the Department’s website at www.mass.gov/dph/oems. The MATRIS data dictionary is derived from the over-400 element NEMSIS data dictionary, which can be viewed at http://www.nemsis.org/dataElements/datasetDictionaries.html. The data required below need to be collected, and submitted to the Department, in a NEMSIS-compliant format, as defined at 

	A/R 5-403
OFFICE OF EMERGENCY MEDICAL SERVICES

Administrative Requirements Manual

Effective: 9/1/06	Authorization: AR		Page: 2 of 6

A/R Title:	Statewide EMS Minimum Data Set

http://www.nemsis.org/technicalSupport/complianceInformation.html. For reference, the list below includes the
name of the data element, the element’s code in the MATRIS and NEMSIS data set, as well as the designation of National Element if the data element is included in the NEMSIS minimum data set. 

Agency General Information
(1) EMS agency number, D01_01 and E02_01, National Element
(2) National provider identifier, D01_21, National Element
Record Information
(3) Patient care report number, E01_01, National Element
Unit/Agency Information
(4)	Type of service requested, E02_04, National Element
(5)	Primary role of the unit, E02_05, National Element
(6) Type of dispatch delay, E02_06, National Element
(7) Type of response delay, E02_07, National Element
(8) Type of scene delay, E02_08, National Element
(9) Type of transport delay, E02_09, National Element
(10) Type of turn-around delay, E02_10, National Element
(11) EMS unit call sign (radio number), E02_12, National Element
(12) Response mode to scene, E02_20, National Element
Unit/Call Information
(13) Complaint reported by dispatch, E03_01, National Element
(14) EMD performed, E03_02, National Element
Times
(15) Incident or onset date/time, E05_01
(16) PSAP call date/time, E05_02, National Element
(17) Unit notified by dispatch date/time, E05_04, National Element
(18) Unit en route date/time, E05_05, National Element
(19) Unit arrived on scene date/time, E05_06, National Element
(20) Arrived at patient date/time, E05_07, National Element
(21) Transfer of patient care date/time, E05_08, National Element
(22) Unit left scene date/time, E05_09, National Element
(23) Patient arrived at destination date/time, E05_10, National Element
(24) Unit back in service date/time, E05_11, National Element
(25) Unit back at home location date/time, E05_13, National Element
Patient 
(26) Patient’s home address, E06_04  
(27) Patient’s home city, E06_05  

	A/R 5-403
OFFICE OF EMERGENCY MEDICAL SERVICES

Administrative Requirements Manual

Effective: 9/1/06		Authorization: AR 	Page: 3 of 6

A/R Title:	Statewide EMS Minimum Data Set

(28) Patient’s home state, E06_07
(29) Patient’s home ZIP code, E06_08, National Element
(30) Gender, E06_11, National Element   
(31) Race, E06_12, National Element
(32) Ethnicity, E06_13, National Element
(33) Age, E06_14, National Element
(34) Age units, E06_15, National Element
(35) Date of birth, E06_16
Billing
(36) Primary method of payment, E07_01, National Element
(37) CMS service level, E07_34, National Element
(38) Condition code number, E07_35, National Element
Scene
(39) Number of patients at scene, E08_05, National Element
(40) Mass casualty incident, E08_06, National Element
(41) Incident location type, E08_07, National Element
(42) Scene GPS location, E08_10 
(43) Incident address, E08_11
(44) Incident city, E08_12
(45) Incident state, E08_14
(46) Incident ZIP code, E08_15, National Element
Situation
(47) Prior aid, E09_01, National Element
(48) Prior aid performed by, E09_02, National Element
(49) Outcome of prior aid, E09_03, National Element
(50) Possible injury, E09_04, National Element
(51) Chief complaint, E09_05
(52) Duration of chief complaint, E09_06
(53) Time units of chief complaint, E09_07
(54) Chief complaint anatomic location, E09_11, National Element
(55) Chief complaint organ system, E09_12, National Element
(56) Primary symptom, E09_13, National Element
(57) Other associate symptoms, E09_14, National Element
(58) Provider’s primary impression, E09_15, National Element
(59) Provider’s secondary impression, E09_16, National Element
Situation/Trauma 
(60) Cause of injury, E10_01, National Element
(61) Mechanism of injury, E10_03

	A/R 5-403
OFFICE OF EMERGENCY MEDICAL SERVICES

Administrative Requirements Manual

Effective: 9/1/06	Authorization: AR     	Page: 4 of 6

A/R Title:	Statewide EMS Minimum Data Set

(62) Vehicular injury indicators, E10_04
(63) Area of the vehicle impacted by the collision, E10_05
(64) Seat row location of patient in vehicle, E10_06
(65) Position of patient in the seat of the vehicle, E10_07
(66) Use of occupant safety equipment, E10_08
(67) Airbag deployment, E10_09
Situation/CPR
(68) Cardiac arrest, E11_01, National Element 
(69) Cardiac arrest etiology, E11_02, National Element
(70) Resuscitation attempted, E11_03, National Element
(71) Arrest witnessed by, E11_04
(72) First monitored rhythm of the patient, E11_05
(73) Any return of spontaneous circulation, E11_06
(74) Reason CPR discontinued, E11_10
(75) Cardiac rhythm on arrival at destination, E11_11
Medical History
(76) Barriers to patient care, E12_01, National Element
(77) Medication allergies, E12_08
(78) Medical/surgical history, E12_10
(79) Current medications, E12_14
(80) Alcohol/drug use indicators, E12_19, National Element
Assessment/Vital Signs
(81) Date/time vital signs taken, E14_01
(82) Cardiac rhythm, E14_03
(83) SBP (systolic blood pressure), E14_04
(84) DBP (diastolic blood pressure), E14_05
(85) Pulse rate, E14_07
(86) Pulse oximetry, E14_09
(87) Respiratory rate, E14_11
(88) Glasgow coma score-eye, E14_15
(89) Glasgow coma score-verbal, E14_16
(90) Glasgow coma score-motor, E14_17
(91) Glasgow coma score-qualifier, E14_18
(92) Total Glasgow coma score, E14_19
(93) Level of responsiveness, E14_22
(94) Pain scale, E14_23
(95) Stroke scale, E14_24
(96) Revised trauma score, E14_27

	A/R 5-403
OFFICE OF EMERGENCY MEDICAL SERVICES

Administrative Requirements Manual

Effective: 9/1/06	Authorization:  AR		Page: 5 of 6

A/R Title:	Statewide EMS Minimum Data Set

Intervention/Medication
(97) Medications given, E18_03, National Element
(98) Medication complication, E18_08, National Element
Intervention/Procedure
(99) Procedure, E19_03, National Element
(100) Number of Procedure attempts, E19_05, National Element
(101) Procedure successful, E19_06, National Element
(102) Procedure complication, E19_07, National Element
Disposition
(103) Destination/Transferred to, Name, E20_01
(104) Destination/Transferred to, Code, E20_02
(105) Destination Street Address, E20_03
(106) Destination City, E20_04
(107) Destination State, E20_05
(108) Destination ZIP Code, E20_07, National Element
(109) Destination GPS location, E20_08
(110) Incident/Patient Disposition, E20_10, National Element
(111) Transport mode from scene, E20_14, National Element
(112) Reason for choosing destination, E20_16, National Element
(113) Type of destination, E20_17, National Element
Medical Device Data
(114) AED, Pacing, or CO2 mode, E21_05
(115) ECG Lead, E21_06
(116) ECG interpretation, E21_07
(117) Total number of shocks delivered, E21_10
Miscellaneous
(118) Research survey field, E23_09
(119) Research survey field title, E23_11

(B) In addition, beginning on the date announced by the Department, each ambulance service shall report at least annually, or upon changes, the following additional information. Again, the full definitions for each of these elements are available in the Massachusetts Ambulance Trip Record Information System (MATRIS) data dictionary, which can be found on the Department’s website at www.mass.gov/dph/oems. The MATRIS data dictionary is derived from the over-400 element NEMSIS data dictionary, found at http://www.nemsis.org/dataElements/datasetDictionaries.html. The data required below need to be collected, and submitted to the Department, in a NEMSIS-compliant format, as defined at http://www.nemsis.org/technicalSupport/complianceInformation.html. For reference, the list below includes the name of the data element, the element’s code in the MATRIS and NEMSIS data set, as well as the

	A/R 5-403
OFFICE OF EMERGENCY MEDICAL SERVICES

Administrative Requirements Manual

Effective: 9/1/06 	Authorization: AR		Page: 6 of 6

A/R Title:	Statewide EMS Minimum Data Set

designation of National Element if the data element is included in the NEMSIS minimum data set. 
				
Agency General Information 
(120) EMS agency state, D01_03, National Element					
(121) EMS agency county, D01_04, National Element
(122) Level of service, D01_07, National Element					
(123) Organizational type, D01_08, National Element
(124) Organization status, D01_09, National Element
(125) Statistical year, D01_10, National Element
(126) Total service size area, D01_12, National Element
(127) Total service area population, D01_13, National Element
(128) 911 call volume per year, D01_14, National Element
(129) EMS dispatch volume per year, D01_15, National Element
(130) EMS transport volume per year, D01_16, National Element
(131) EMS patient contact volume per year, D01_17, National Element
(132) EMS agency time zone, D01_19, National Element
Agency Configuration Information
(133) Procedures, D01_04
(134) Medications given, D04_06
(135) Destination facility number, D04_14
(136) Destination type, D04_15
Record Information
(137) Software creator, E01_02, National Element
(138) Software name, E01_03, National Element
(139) Software version, E01_04, National Element