KAR 7:540. Emergency Medical Services data collection, management, and compliance.
TO: KRS 311A.020, 311A.035, 311A.045, 311A.060, 311A.155, 311A.190, 23 U.S.C.
403(b)(1)(A)(iv), 405(c)(3)(C), 42 U.S.C. 300d-4(b)(1)
AUTHORITY: KRS 311A.190
FUNCTION, AND CONFORMITY: KRS 311A.190 authorizes the Kentucky Board of
Emergency Medical Services to promulgate administrative regulations concerning
EMS information that ambulance services shall furnish to the board and
authorizes the Kentucky Board of Emergency Medical Services to require collection
and submission of EMS data that will allow for analysis of the state’s needs
for provision of EMS and that will allow the state to participate in the
National Emergency Medical Services Information System (NEMSIS), a
multi-partnered project that is funded by the National Highway Traffic Safety
Administration, the Health Resources and Services Administration, the Centers
for Disease Control and Prevention, the Federal Emergency Management Administration,
and HRSA’s Office of Rural Health Policy. This administrative regulation
establishes standards and criteria for data collection, submission, and
1. Data Collection and Statewide Compliance Plan. (1) The board shall require
each licensed ambulance service to collect and submit run report data that aids
in identifying patient care needs in the Commonwealth of Kentucky. (2) The
board shall collect, maintain, and use data provided by licensed ground and air
ambulance services to assist the board and other state and federal agencies
relevant to emergency management or public health.
The information and data collected shall be used at a minimum to determine
demographic trends and other emerging situations involving the provision of EMS
to and the medical transport of individuals within the state.
The board shall collect and use the submitted data to develop and adopt a
statewide plan for EMS Information and Analysis.
2. Data Management Committee. (1) A Data Management Committee shall be established
by this section.
The Data Management Committee shall consist of seven (7) members appointed by
the board chair in the manner established in 202 KAR 7:020.
Any office of the board staff member specifically employed through or
designated by the Kentucky Community and Technical College System (KCTCS) for
the purpose of EMS data collection and analysis shall serve as the staff
liaison for the Data Management Committee.
The Data Management Committee shall be responsible for the following:
The development of a statewide plan for data collection and compliance;
Identification of information initiatives for EMS in Kentucky;
Identification and research of funding sources tied to EMS data collection;
Assistance to licensed services with questions or other needs associated with
this administrative regulation, KRS Chapter 311A, and other issues associated
with the board’s statutory authority to require data collection and submission;
Matters identified by board members, the chair, or the executive director that
involve data collection, data submission, or information use.
The Data Management Committee shall be conducted in accordance with 202 KAR
7:020 and the board bylaws.
The Data Management Committee shall schedule on an annual basis at least six
(6) regular meetings.
3. Data Collection and Submission. (1) Each licensed ground and air ambulance
service shall collect data relevant to patient care in Kentucky.
Each service shall collect data at a rate that allows the service to submit the
required data elements to the board on a schedule established by Section 5 of
this administrative regulation.
4. (1) The most recent version of the National EMS Information System (NEMSIS)
data dictionary, US Department of Transportation National Highway Traffic
Safety Administration (NHTSA) Uniform Pre-Hospital Emergency Medical Services
(EMS) Dataset found at www.nemsis.org shall be Kentucky’s
standard for required data elements.
The board shall not require information that is not contained within the most
recent version of the NEMSIS data dictionary found at www.nemsis.org.
The required data set shall be known as the Kentucky Emergency Medical Services
Information System (KEMSIS) project.
5. Compliance; Manner and Rate of Submission. (1) Each licensed service shall
submit data electronically upon the full implementation of KEMSIS.
Data shall be provided electronically to KBEMS no later than the fifteenth day
of the month following the last day of the prior reporting month. (Example: The
day of submission for data collected in January shall be February 15.)
Failure to submit collected data at the rate required by subsection (2) of this
section shall subject a service to disciplinary action pursuant to KRS Chapter
6. Quality of Data Determined by Completeness and Accuracy. (1) The board shall
determine a service’s compliance with data collection requirements by the
quality of data submitted.
The quality of a service’s data shall be determined by the completeness and the
accuracy of the submitted data.
A service shall submit data that meets both components of compliance.
The board shall determine data completeness by comparing a service’s number of
submitted records with the number of the service’s submitted records that
contain fully incomplete or partially incomplete fields.
The accuracy of data shall be determined by comparing the total number of
fields in a service’s submitted records with the total number of a service’s
fields completed correctly.
The board shall impose on a service a plan of correction pursuant to KRS
311A.060 and 202 KAR 7:501 if a service’s rate of accuracy, completeness, or
both falls below ninety (90) percent for three (3) consecutive months.
The eligibility of a service to receive block grant funds pursuant to 202 KAR
7:520 shall be dependent on compliance with the data collection requirements in
this administrative regulation.
Failure to comply with a plan of correction shall subject a service to
disciplinary action pursuant to KRS 311A.060.
The board staff shall report to the Data Management Committee a determination
of incomplete or inaccurate data submission that results in a plan of
7. Run Reports. (1) Each ambulance service shall provide a copy of the
completed run report, or its electronic equivalent, to the receiving medical
facility prior to departure.
A service that cannot leave a copy of the completed run report, or its
electronic equivalent, with the receiving medical facility prior to departure
shall leave a continuation of care form that contains at least the following
data elements for the patient:
Date of birth;
Duration of complaint;
Time units of duration of complaint;
Provider’s primary impression;
SBP (Systolic Blood Pressure);
DBP (Diastolic Blood Pressure);
Date/time medication administered;
Condition of patient at destination;
Unit notified by dispatch date/time;
EMS agency name; and
EMS provider name.
If a service provides the receiving hospital or other healthcare facility with
a continuation of care form that meets the requirements of subsection (2) of
this section, the service shall have twenty-four (24) hours to provide the full
patient care report.
The twenty-four (24) hour timeframe for delivery of the full patient care
report shall not apply to situations involving mass disaster, mass casualty, or
other documented emergency of similar scope.
8. Data Use and Confidentiality. (1) Unless otherwise required by law, the
board shall not release information of a confidential or private nature or any
information protected by local, state, or federal non-disclosure laws.
The board may release information of a statistical nature that does not reveal
or contain personal information.
The board may share information with research, state, and other organizations
that have a shared interest in the promotion of EMS or patient care.
Unless otherwise required by law, the board shall not release information for
purely commercial uses.
9. Incorporation by Reference. (1) "US Department of Transportation
National Highway Traffic Safety Administration (NHTSA) Uniform Pre-Hospital
Emergency Medical Services (EMS) Dataset", 2005, www.nemsis.org/theProject/historyofNemsis.html,
is incorporated by reference.
This material may be inspected, copied, or obtained, subject to applicable
copyright law, at the Kentucky Board of Emergency Medical Services, Kentucky
Community and Technical College System Office, 300 North Main Street,
Versailles, Kentucky 40383, Monday through Friday, 8:30 a.m. to 4:30 p.m. (39
Ky.R. 2092; 40 Ky.R. 30; 281; eff. 8-21-2013.)