California
Verification of CEMSIS Data Used for APOD.
22 CCR 100003.01
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35 segments
22 CCR 100003.01
22 CCR 100003.01
ยง 100003.01. Verification of CEMSIS Data Used for APOD.
(a)
The ePCR shall serve as the legal record for all APOT and APOD data within the California EMS system.
(b)
The audit tool and verification process consist of the following:
(1)
EMSA shall make CEMSIS APOD data available to each licensed GACH with an emergency department, through EMSA's PHI-secure electronic portal.
(A)
The GACH shall only have access to records within the PHI-secure electronic portal that pertains to patients transported to its emergency department.
(B)
The GACH shall have view-only access to the following NEMSIS data elements from the ePCR for the purpose of matching an ePCR to the hospital's corresponding electronic health record (EHR) and validating patient arrival and transfer of care time data:
(i)
EMS provider agency name producing the ePCR (NEMSIS element dAgency.03)
(ii)
LEMSA
(iii)
Incident run number (NEMSIS element eResponse.03)
(iv)
Incident date (earliest eTimes element in the ePCR)
(v)
Receiving facility name (NEMSIS element eDisposition.01)
(vi)
Receiving facility code (NEMSIS element eDisposition.02)
(vii)
Patient first name (NEMSIS element ePatient.03)
(viii)
Patient last name (NEMSIS element ePatient.02)
(ix)
Patient date of birth (NEMSIS element ePatient.17)
(x)
Patient sex (NEMSIS element ePatient.25)
(xi)
Patient arrival at destination date/time (NEMSIS element eTimes.11)
(xii)
Patient transfer of care date/time (NEMSIS element eTimes.12)
(xiii)
Signature date/time (NEMSIS element eOther.19)
(xiv)
Unit back in service date/time (NEMSIS element eTimes.13)
(xv)
Type of person signing (NEMSIS element eOther.12)
(2)
GACHs utilizing the APOT Audit Tool shall submit their monthly audit report between the 4th and 10th of each month for the preceding month's data. If the GACH identifies any discrepancies between the CEMSIS-reported patient arrival (NEMSIS element eTimes.11) or transfer of care time (NEMSIS element eTimes.12) and the GACH's EHR, the GACH will input their discrepant times into the APOT portal with supporting documentation or other evidence. No changes shall be made to the ePCR unless supported by the documentation or other evidence. The GACH shall notify the relevant LEMSA and EMS transport provider agency or agencies of the discrepancy.
(3)
Upon receipt of the notification from the GACH, the LEMSA shall coordinate a review with the GACH and relevant EMS transport provider agency or agencies, wherein:
(A)
LEMSA facilitates the review process and does not act as an advocate for any party.
(B)
LEMSA reviews available documentation and provides input regarding the accuracy of the information.
(C)
LEMSA documents:
(i)
Evidence reviewed;
(ii)
Positions of all parties;
(iii)
Basis for resolution or reasons for unresolved status;
(iv)
Any concerns about process or pressure.
(D)
The timeline in Section 100003.01(b)(4) may be extended by LEMSA upon showing of good cause.
(4)
If the relevant LEMSA and relevant EMS transport provider agency or agencies producing the ePCR agree with the discrepancy identified by the GACH, then the relevant EMS transport provider agency or agencies shall correct the ePCR and resubmit the revised record by the 15th calendar day of the month following the reporting month.
(5)
For unresolved discrepancies:
(A)
The APOT value shall default to the CEMSIS data patient arrival time (NEMSIS element eTimes.11), and transfer of care time (NEMSIS element eTimes.12), as defined in the Technical Specification to Calculate Ambulance Patient Offload Time (APOT) (Rev. 03/2026), which is incorporated by reference.
(B)
The GACH shall also enter the hospital-verified values for patient arrival (NEMSIS element eTimes.11) and transfer of care time (NEMSIS element eTimes.12) into the PHI-secure electronic portal using the designated fields so that EMSA can analyze discrepancies and assess their impact on APOT calculations.
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