OEMS has revised and is publishing an updated EMS Virginia Data Dictionary (version 3.4.1) along with a version change document.  The version change document attached to this article (Version Updates from 3.4.0 to 3.4.1) documents the changes made from the previous data dictionary.  

The Data Dictionary changes will not go into effect until 09/17/2018.  It is being released early so agencies and vendors can review the documents and make any adjustments needed.

As in the past, agencies may submit beyond the minimum dataset as outlined in the Virginia Data Dictionary.  However, there are considerations to this agencies must adhere to.

1. Agencies must only submit NEMSIS 3 data.  While many EMS systems allow for customization, agencies must ensure any customized values used that are non-NEMSIS 3 standard values or not listed in the Virginia Data Dictionary are mapped upon export to NEMSIS 3 standard values.  Data values outside of the standards established by both Virginia and NEMSIS cannot be submitted.
2. Any items crossed out (including “Not” values) in the Virginia Data Dictionary cannot be submitted.  As with customized values, if an agency determines it must use a value the state has deliberately crossed out in the Virginia Data Dictionary, the agency must ensure the value is mapped upon export to a value that is acceptable to the state. 
3. Spelling issues. For any fields that allow “free text” (the user is allowed to type into the field), agencies need to ensure these values are spelled correctly.  In reviewing data, spelling issues are most noticeable regarding city, county, and state documentation.  In version 3.4.1 of the Virginia Data Dictionary, 3 addendums have been added showing how these should be documented.

During the 1^st half of 2018, Virginia received in excess of 275,000 invalid data values. When values like these are submitted, it drastically affects the states ability to perform consistent research.  Because these values are submitted inconsistently, month to month, quarter to quarter, year to year, or any type of statistical comparisons are nearly impossible to obtain.  This is why it is extremely important agencies follow the Virginia Data Dictionary data requirements or the NEMSIS 3 data standards when an item is not explicitly defined by the state.

If an agency has mapping questions, your vendor should be able to help with this.  Software vendors should contact their customers and make sure they are up to date on Virginia requirements.  Many times, OEMS will contact an agency concerning a data issue only to have the agency state their vendor is supposed to be making sure all of this is working correctly.  If any agency or vendor needs a recommendation on what values to map to, please contact support and we will be more than glad to assist.    

For general questions on this article, please contact support via email at support@oemssupport.kayako.com