A guide to assisting in tracking the creation and submission of NEMSIS records to billing companies and states
The typical NEMSIS export occurs in the background hourly/daily. As such administrators have limited hands-on review of the transfer of the data. To assist, we previously provided a pair of custom reports at the system / "global" level that agencies can run to review the success and failure of the outgoing data. See 2016.11.02 - Global / System Reports. The first report gave a brief aggregate summary for the month & year and the second provides detail on the error message(s) from the state.
Those custom reports can be scheduled and emailed from our Custom Reports engine.
We now have available the ability to send emailed report summaries that take a more analytic approach to those totals in the first report.
Throughout this report or other NEMSIS documentation, we may say "endpoint", "receiving entity", "vendor", "state" or "billing company" - in those example we mean, in the general sense, the entity or software receiving the NEMSIS record and providing details back to us.
By going to Configuration → Service → Code Tables → NEMSIS3 Report Email Service, you can configure multiple reports based on your NEMSIS dataset needs. While most agencies may have 1-2 of these reports to setup - one for the state and one possibly for a billing export - some agencies may have multiple if they export to many states.
- Name - provide a simple name of the report
- V3 Dataset: select the appropriate state or billing format
- Frequency in Days - see the help icon ("?") for more information on the usage of this field. This notes how often this report should run. If 1, would run every day, if 7, then it would run once a week and if 0.5 would run twice a day.
- Emails: semi-colon or comma separated list of email addresses. WARNING: if an email address is invalid it will not run. Please verify the correct formatting of an email by sending it to yourself.
- Enabled: Yes/No enabling switch
There are 11 totals provided in the report to assist in evaluating the status of the pending and completed NEMSIS transfers.
For each we define "X number of days" to be the number of days that the report ran as defined in the frequency, or in the case of a report failure, since the last time it ran. For example, if the frequency is "2" then it runs every two days and the report shows the last two days of records. If the report hasn't run in 5 days (enabled/disabled, bad email address, server issue), then it will export the last 5 days of records).
About NEMSIS Generation
An important note about NEMSIS Generation and values in this report
As mentioned a number of states exclude certain records depending on the outcome, type of service provided, etc., a service can exclude certain bases or units (for example special events or wheelchair) and most notably for the NEMSIS BILL dataset, you can exclude based on the outcomes. While can improve the documentation and this report to auto-detect these situations, Administrators should also be aware of their state rules for reporting and the configuration settings found on the Configuration → Service → Export tab (see screenshot at the end of the document) and in the Custom NEMSIS Setup Code Table.
The purpose of this report is to provide a summary on where notable gaps may exist. Accounting for 100% of the records is an optimal outcome, and while records should not fall in the gaps, there may always be a small handful of exclusions and it's important to recall any recent configuration change or bulk update request when contacting support on the numbers found here.
- Total # Runs/Charts - A total number of charts in your service with dispatch dates over the past X number of days.
- Distinct Charts with NEMSIS DD Records Generated - A total number of NEMSIS v3 records for that given dataset over the past X number of days. The date is still based off the dispatch date, not the date of the NEMSIS creation/chart lock. We define "DD" as the dataset, so NY for New York, BILL for billing, CA-IC for California ICEMA.
- Difference - this number will reflect the number of charts that do not have NEMSIS v3 records created ("creation gap"). It can be used to determine if there's a gap in your exporting. For important notes to remember, see above.
- Total Records still at S0 (NEMSIS not yet created). One reason a gap could exist is that some of the records are not yet locked. This will help illustrate that reason in a NEMSIS creation gap.
This set of numbers will look at records not from the date dispatched, but from the NEMSIS export creation date. This will give an overview only of exports that were created in the last X number of days.
- (BILL ONLY) Total Records still below exporting level (Not eligible for exporting). The BILL dataset can be configured to export only after a certain QA level via the Configuration → Service → Code Tables → Custom NEMSIS Setup code table → NEMSIS v3 Export QA Level setting. Charts "hung up" in QA could explain a submission gap. This is not applicable for state transmissions since they are transferred near real time.
- Total Records Recently Generated - this is a distinct count of NEMSIS records for this dataset that were created in the past X number of days. This is the number that you'd approximately expect to have transferred within 24 hours. If there is a large number here, then likely some records were bulk generated or hung up in QA, and could take longer than 24 hours to clear. If the number is lower than your daily call volume, then you may want to evaluate the exclusion numbers. This differs from the second total because this is looks at the number of NEMSIS records created OR (re)generated whereas the first only looks at generations on charts created in the last 24 hours. See the example below for more information.
- Exported Successful with -16 response. This is a special case in some systems where a record passed NEMSIS validations/schematron but failed some sort of internal business rule validation. Numbers here need to be evaluated with the receiving entity (billing company/state) and aren't obvious by looking at the NEMSIS data emsCharts has.
- Exported with other error code - these were accepted by the receiving entity, but contained some other failure code. Since they were "successfully transferred" to the state, they are in a final state with emsCharts and will not be resubmitted to the state unless they are corrected/regenerated on the emsCharts side. The above System/Global Custom Reports can be reviewed for the reasons of failure. emsCharts makes every effort to stay current with the state lists of validations, however if some type of error occurs on the state side or we are behind on validations, a record may fail.
- Exported Pending, no further response from vendor - these were successfully received by the entity, but we have not gotten a response back from that state or billing company. In most cases, the transfer is a two-step process: 1) the initial acceptance/receipt of the record by the entity and 2) the final processing result by the entity. In this case, these records are between step #1 and step #2.
- Exporting Successful, no error code. These are the records successfully. This includes records with no errors and only warnings.
- Lastly, those that are not yet exported. If this is a number larger than your daily volume, emsCharts should notified. We can ensure there is no backlog and that these records are properly flagged. In some occasions, these charts are not meant to go to the state and can be cleared.
- The last 5 here (numbers 3 through 7) are totaled.
- The difference between Total Records Generated is shown.
NEMSIS Generated Report for: SALES DEMO SERVICE, BILL from 5/4/2019 4:05:20 PM to 5/5/2019 4:05:25 PM
Total # Runs/Charts
Distinct Charts with NEMSIS BILL Records Generated
Total Records still at S0 (NEMSIS not yet Created)
Total Records Purposely Skipped
1 - Export Tab: Unit Configuration Exclude enabled
Total Records Recently Generated
Total Records still below exporting Level (Not eligible for exporting)
Exported Successful with -16 Response
Exported with other error code
Exported Pending, no further response from vendor
Exporting Successful, no error code
Not yet exported
- In this example, the service did 10 charts in the past day (5/4 - 5/5).
- 7 had NEMSIS records created, with a difference of 3.
- 2 of them are still at S0, so that's ok.
- That leaves 1 to question to see why it wasn't generated. Possibly it was purposely skipped because it wasn't one of the following reasons (See table below for Exclusion Reasons):
- For the BILL dataset, a Non-billable outcome. See your Transport Outcome Options code table
- Your state doesn't want non-transports
- Your state doesn't want standby's
- It was purposely excluded via the chart toolbox due to some validation rule that couldn't be resolved. Further enhancements to this report could provide links to these reasons and charts.
- Next, 15 Records were recently generated and 2 are still below the e
- This likely includes the 10 above...
- ...which means 5 others were regenerated or generated for the first time such as ones stuck at S0 from the day before.
- 3 are below exporting level
- 0 had a -16 code (this is only for BILL dataset, primarily used for TriTech)
- 2 of the 15 exported with an error code and the global reports should be run to see why.
- 4 of the 15 are pending a response from the receiving entity
- 3 of the 15 is a successful response by the receiving entity.
- 5 of the 15 has not yet exported. Recall, there are 3 below exporting level so they wouldn't have exported. That leaves 2: examples for this include the process has not yet run this hour / the records were just recently locked/advanced.
- Total would be 2 + 5 + 4 + 3 = 14. That leaves an unaccounted for 1 record. (15 created -14 accounted for in the reports). While unlikely, this could be a problem with the accounting or a bulk data creation issue - for example, it was requested to emsCharts to create a number of NEMSIS records but we then determined one of them should be exported and we flagged the status manually. If you receive differences here, please notify emsCharts.
|DISPOSITION||Service Code Table: Outcome/Disposition Exclude NEMSIS3 enabled|
|BASE||Export Tab: Base Configuration Exclude enabled|
|UNIT||Export Tab: Unit Configuration Exclude enabled|
|PA_FIXEDWING||Service Code Table: Unit Type - Fixed Wing excluded for Pennsylvania|
|PA_WHEELCHAIR||Service Code Table: Unit Type - Wheelchair excluded for Pennsylvania|
|FL_NON_US||Page 1: Referring Country - Non-US excluded for Florida|
|OH_NON_EMERGENCY||Service Code Table: Response Code - Non-Emergency excluded for Ohio|
|OH_STANDBY||Page 1: Type of Service - Standby excluded for Ohio|
|OH_MEDICALTRANSPORT||Page 1: Type of Service - Medical Transport excluded for Ohio|
|OH_LONG_TERM_CARE||Page 1: Receiving Hospital - Long Term Acute Care excluded for Ohio|
|VA_SCHEDULED_INTERFACILITY||Page 1: Scheduled Interfacility excluded for Virginia|
|VA_DOCTORS_OFFICE||Page 1: Receiving Doctors Office excluded for Virginia|
|DE_NON_BLS||Non BLS excluded for Delaware|
|TEAM_ONLY||Page 1: Team-Only Transport excluded|
|MANUAL_EXCLUDE||Toolbox: manually excluded|
|V3_MANUAL_EXCLUDE||Toolbox: NEMSIS v3 manually excluded|
|OUT_OF_COUNTRY||Page 1: Referring/Receiving Out of Country excluded|
|OH_REFERRING||Page 1: Ohio only wants referring from Ohio|
|OH_NON_OTHER_STATES||Page 1: Ohio only wants charts not exported to PA, WV, MI, IN, KY|
Example: Unit Configuration - NEMSIS Exclude
Code Table: Custom NEMSIS Setup - NEMSIS v3 Export QA Level for BILL Dataset