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The Division of Trauma and Critical Care within the Virginia
Department of Health, Office of Emergency Medical Services (OEMS) has
just released the EMS Data Submission and Validity Score Report for
July 2020. The reports are generated each month and provided to the
Director of OEMS, the Division of Regulations and Compliance, and the
Rescue Squad Assistance Fund (RSAF) Grants program.
For questions, please contact OEMS support:
support@oemssupport.kayako.com
_(Note: This document was updated on 07.20.2020 to reflect the fact
that two rules were removed (2070 & 2071) that will not be going into
effect on 07.27/2020)_
On 07.27.2020, new and update validation rules will go into effect.
The attached PDF document is a visual representation of how the new
and updated rules appear in the Virginia Elite system. It is hoped
this document and this article will answer any questions and help
users prepare for the upcoming changes.
While all agencies need t...
_Important Note regarding the version number__: __When the previous
version was released, there was confusion regarding the version number
since Virginia is on NEMSIS v3.4.0. To clarify, the version number
of the new dictionary is being adjusted to 3.4.0.3 (the 4th digit will
indicate the number of times a new dictionary is produced while on
3.4.0). This change should not be interpreted as any sort of
reversal. It is a move forward._
(v3.4.0.2 is replacing v3.4.0.3 with the same effective da...
A new Virginia Schematron file has been posted to the NEMSIS
website. It can be found at:
https://nemsis.org/state-data-managers/state-map-v3/virginia/
These Schematron changes do not go into effect until 07.27.2020.
Over the past two years, OEMS has attempted to work with all agencies
and vendors to ensure compliance with the Virginia Data Dictionary.
While great progress has been made (OEMS appreciates all of the hard
work many agencies and their vendors have done), there are still some
...
The Division of Trauma and Critical Care within the Virginia
Department of Health, Office of Emergency Medical Services (OEMS) has
just released the EMS DATA SUBMISSION AND VALIDITY SCORE
REPORT for JUNE 2020. The reports are generated each month and
provided to the Director of OEMS, the Division of Regulations and
Compliance, and the Rescue Squad Assistance Fund (RSAF) Grants
program.
For questions, please contact OEMS
support: support@oemssupport.kayako.com
Attached is the current list of hospitals within the Virginia Elite
system and their corresponding codes.
(For agencies that have their own ImageTrend Elite system - the
ImageTrend Library was updated with the most current Hospital
information after 3:00 pm on 08/14/2018)
SPECIAL NOTE FOR AGENCIES USING 3RD PARTY SYSTEMS AND IMPORTING DATA
INTO THE VIRGINIA ELITE SYSTEM:
As has been stated on several notices as well as documented in the
Virginia Data Dictionary (current version 3.4.0.3), d...
The Division of Trauma and Critical Care within the Virginia
Department of Health, Office of Emergency Medical Services (OEMS) has
just released the EMS DATA SUBMISSION AND VALIDITY SCORE REPORT for
MAY 2020. The reports are generated each month and provided to the
Director of OEMS, the Division of Regulations and Compliance, and the
Rescue Squad Assistance Fund (RSAF) Grants program.
For questions, please contact OEMS
support: support@oemssupport.kayako.com
The Division of Trauma and Critical Care within the Virginia
Department of Health, Office of Emergency Medical Services (OEMS) has
just released the EMS DATA SUBMISSION AND VALIDITY SCORE
REPORT for FEBRUARY 2020. The reports are generated each month
and provided to the Director of OEMS, the Division of Regulations and
Compliance, and the Rescue Squad Assistance Fund (RSAF) Grants
program.
For questions, please contact OEMS support:
support@oemssupport.kayako.com
The Division of Trauma and Critical Care within the Virginia
Department of Health, Office of Emergency Medical Services (OEMS) has
just released the EMS DATA SUBMISSION AND VALIDITY SCORE
REPORT for JANUARY 2020. The reports are generated each month
and provided to the Director of OEMS, the Division of Regulations and
Compliance, and the Rescue Squad Assistance Fund (RSAF) Grants
program.
For questions, please contact OEMS support:
support@oemssupport.kayako.com
The spreadsheet attached contains a list of all non-compliant values
submitted by agencies during December 2019. Non-compliant values
(also known as non-standard items) are values defined as items not
part of the minimum data set requirements outlined in the Virginia
Data Dictionary or are not part of the NEMSIS 3 standard.
Agencies need to download this spreadsheet and filter it by the agency
number or name to see if your agency is listed. If your agency is
listed, appropriate action need...
Attached to this article is the list of validation rule updates that
will be implemented on September 18th. The PDF document is a visual
representation of how the new rules and updated rules appear in the
Virginia Elite system. It is hoped this additional document will
answer any questions and help users prepare for the upcoming changes.
A new Schematron file is ready and has been posted to the NEMSIS
website. Your vendor should be able to obtain this file at any time
from NEMSIS. For agenc...
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 subm...
In coordination with our partners, OEMS has added a new worksheet to
the Virginia EMR. This worksheet contains questions pertinent to the
current situation surrounding COVID-19. When filled out, the
information provided will enhance OEMS’s ability to track and
monitor the potential spread of COVID-19. For more information on
this worksheet, please download and review the attached PDF.
For those agencies that have taken advantage of access to Form Manager
and created an agency specific EMR, t...
For those agencies that EXCLUSIVELY USE the Virginia Elite system for
pre-hospital care reporting, this document is intended to assist users
with setting up computers to access the Virginia Elite Field
program. The Virginia Elite Field program is used to create
Electronic Medical Records (pre-hospital) in the field when access to
the Internet is either limited or not available.
(This document does not apply to agencies that utilize their own
pre-hospital care reporting system.)
If you have a...
The spreadsheet attached contains a list of all invalid values
submitted by agencies during July 2019. Invalid values (also known
as non-standard items) are values defined as items not part of the
minimum data set requirements outlined in the Virginia Data Dictionary
or are not part of the NEMSIS 3 standard.
Agencies need to download this spreadsheet and filter it by the agency
number or name to see if your agency is listed. If your agency is
listed, appropriate action needs to be taken (w...
During the day on 02/05/2020, several changes will be made to the
Virginia EMR form. There will also be an additional permission added
to all uses with EMS Agency Administrator level access. For more
information on these changes, please refer to the attached information
sheet.
For questions, please contact support via email:
support@oemssupport.kayako.com
To assist agencies with their efforts to become compliant regarding
Demographic data reporting, OEMS has compiled a list of missing items
by agency. The attached spreadsheets contain the following
information:
Missing Vehicle Data – This spreadsheet contains every vehicle entry
by agency that is missing one or more of the required items
General Demographics Data (Missing Items) – This spreadsheet
contains all other missing items per agency.
Agencies that are marked as No regarding Demographi...
Attached below is a spreadsheet containing a list of the current
validation rules including the logical layout for each.
For questions, please contact support via email:
support@oemssupport.kayako.com
There are validation reports available that can be used by Agency
Administrators to help with understanding what sort of validation
issues are occurring with posted/submitted records. These reports
(there are 3) that can be used in combination to help identify overall
validity scores per record, the frequency issues that are occurring,
and which records are affected. Below is a description of each
report.
* Agency Validation Report – Individual Record Scores: This report
provides a list of ...
This article is in reference to issues identified by OEMS that were
caused when a Demographics Data File was uploaded by your agency/EMS
software vendor. Those issues are:
* Duplicate and invalid Vehicle entries
* Duplicate Personnel entries **
* NPI entries which do not correspond with how this information
needs to be reported
* FDID entries which do not correspond with how this information
needs to be reported
* EMD Vendor entries which may be duplicated due to sight naming
issues ...
To assist agencies in identifying issues regarding how providers
document Virginia County/Independent City names, OEMS has developed a
report that is available in the Virginia Elite system. The attached
document provides information and directions on how this report works
and how to run it.
All agencies doing direct entry in the Virginia Elite system should
download this document and run the report to see if they have any
errors in documentation that need to be addressed.
For questions on ...
This article contains an FAQ created by OEMS that outlines all of the
Demographics Data agencies are required to report. Required
Demographics Data falls within the minimum data set requirements as
outlined in the Virginia Data Dictionary which all licensed agencies
in Virginia are required to comply with per § 32.1-116.1. Section B
in the code of Virginia.
The attached FAQ provides guidance on where and how (when appropriate)
to enter the required information in the Virginia Elite system as ...
As part of our continuing effort to improve data quality, OEMS has
been reviewing agency demographic information. During this review,
we have discovered multiple issues with missing and or incomplete
information. At this time, we need all agencies to do a complete
review of the demographics data stored in the Virginia Elite system
and either add or update all required information accordingly.
The attached document (PDF file) describes what data is required,
where in the Virginia Elite system...
OEMS has been receiving a lot of request to unlock accounts in the
Virginia Elite system. This task must be done by Agency
Administrators. To assist administrators with this, we have created
a "How To" document (PDF attached below) which details all of the
steps required for Agency Administrators to unlock user (or other
administrator) accounts in the Virginia Elite system.
For questions, please contact support via email:
support@oemssupport.kayako.com
Attached to this article is the list of new validation rules and
validation rule updates that will be implemented on July, 17th. The
PDF document is a visual representation of how the new rules and
updated rules appear in the Virginia Elite system. Please note that
the PDF is just over 4MB due to the number of screenshots included.
It is hoped this additional document will answer any questions and
help users prepare for the upcoming changes.
A new Schematron file will be created and made ava...
As previously communicated, the “Set From Postal Code” option is
being replaced with the “Location Lookup” option on the Virginia
EMR form on 07.17.2018 . When used, the Location Lookup option
returns more valid choices than the Set from Postal Code option.
This change is being made because of the large volume of issues being
discovered regarding how users are documenting the names of counties,
independent cities, and states.
To illustrate our challenge, during the first half of 2018, agenc...
This article is primarily for those agencies that exclusively use the
Virginia Elite system as their only means of creating and retaining
EMS records. For those agencies that utilize a 3rd party system and
import records into the Virginia Elite system this article, while
still interesting, may not apply.
OEMS is finding more and more issues with the documentation of both
incident and patient address information. This is specifically in
regards to the Town, County/City, State, & Zip code fiel...
The Virginia EMR form is being updated on 07.17.2018 and the Set From
Postal Code option is being replaced with the Location Lookup
option. This is used to lookup town, county/independent city, and
state information by entering in the zip code and selecting the
option. The Location Lookup option provides more valid choices for
users to select from eliminating 99% of the need for users to manually
enter in this type of information.
The 2 page PDF attached to this article describes the differe...
Attached to this article is the list of new validation rules and
validation rule updates that will be implemented on April 30, 2018.
The PDF document attached is a visual representation of how the new
rules and updated rules appear in the Virginia Elite system. It is
hoped this document will answer any questions and help users prepare
for the upcoming changes.
(For agencies that have their own ImageTrend Elite system - the
library was updated prior to Noon on 03/30/2018 in regards to
validation...
The following changes to the Virginia EMR will be going into effect
the morning of 01/03/2018 at 8:00 AM. These changes will not have
any impact on functionality. The adjustments are being made to
enhance the ability to collect information and to improve accuracy.
* Adjustment to the “Destination/Transferred to, Code:” field
located under the Transport -> Transport Info panel.
* This field is being changed to “Read Only”. The code
automatically fills in when the “Destination/Transferre...
The attached PDF is a list of the agencies submitting data to Virginia
using the NEMSIS v3.3.4 format as of 11/31/2017.
Attached to this article is the list of new validation rules and
validation rule updates that will be implemented on January 03, 2018.
The PDF document attached is a visual representation of how the new
rules and updated rules appear in the Virginia Elite system. It is
hoped this additional document will answer any questions and help
users prepare for the upcoming changes.
All new/updated rules have an effective date of on or after 01/03/2018
based on the “Unit Notified by Dispatch Date/Time...
The newest Schematron files (effective 07-17/2017) are attached to
this article. Virginia is currently supporting versions 3.3.4 and
3.4.
We have been informed by NEMSIS that they will be dropping version
3.3.4 by the end of this year (December 31, 2017). So that Virginia
can remain compliant, all agencies currently submitting data via a 3rd
party system (including agencies that have their own ImageTrend
system) will need to ensure their system can support version 3.4 prior
to this date.
This 4 page document contains a brief fact sheet on the new features
activated on 11-28-2016 in the Virginia Elite System. Those items
are:
Form Manager, Print Report Manager, Visibility Rules, and Library
This fact sheet is not meant to replace and information that can be
obtained using the ImageTrend online help or webinars. We encourage
agency administrators to begin with those resources. This simply
goes over a few things OEMS has learned over the past year as we have
worked with the ...
The following article contains 2 PFD files. One file provides a list
of the descriptions for each disposition that will be updated on June
9, 2016 (before and after) and the 2nd file provides a list of the
definitions of each disposition.
OEMS welcomes enhancement requests, but cannot individually respond to
each agency's requests. So what occurs with your enhancement requests?
An enhancement request submitted into the VPHIB Support Suite is
reviewed to ensure it is not a "bug." If the request is solely an
enhancement request users can expect an acknolwdgement and that the
request is stored in the system. OEMS periodically reviews enhancement
requests and considers if the request is desired statewide and for its
implications on s...
The VAv3 FAQ will be a living document designed to capture questions
submitted to OEMS durig VAv3 Forum, via VAv3 Support Suite Tickets,
from EMS agencies, and common questions occurring nationally. Check
back occassionally to look for updates or when directed by VPHIB
staffs affter posing a question to the OEMS.
To EMS Agency Leadership:
The attached letter is a reminder that all demographics data for 2018
needs to be reviewed and updated as required per state regulations by
the deadline stated in the letter. We are sending this notice to all
identified leadership email addresses listed on the agency’s EMS
license on file with OEMS.
Part of the requirement stipulates all agencies to establish
“Primary Contacts” in the Virginia Elite system. Once all
agencies have done this, we will use the Pr...
The attached document (PDF) explains how to setup and change Vehicles
and Call Signs in the Virginia Elite system.
For questions on this, please contact support via email at
support@oemssupport.kayako.com
The spreadsheet attached below contains a list of all invalid values
submitted by agencies during June 2019. Invalid values (also known
as non-standard items) are values defined as items not part of the
minimum data set requirements outlined in the Virginia Data Dictionary
or are not part of the NEMSIS 3 standard.
Agencies need to download this spreadsheet and filter it by the agency
number or name to see if your agency is listed. If your agency is
listed, appropriate action needs to be ta...
The spreadsheet attached contains a list of all invalid values
submitted by agencies during August 2019. Invalid values (also known
as non-standard items) are values defined as items not part of the
minimum data set requirements outlined in the Virginia Data Dictionary
or are not part of the NEMSIS 3 standard.
Agencies need to download this spreadsheet and filter it by the agency
number or name to see if your agency is listed. If your agency is
listed, appropriate action needs to be taken ...
Attached below is an FAQ covering the validation rule changes and new
validation rules being added on 04.14.2020. If issues are
discovered, those rules will be deactivated and corrected at the next
Schematron update.
For questions, please contact OEMS support:
support@oemssupport.kayako.com
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