410 IAC 1-2.4-8 Emergency department visit data reporting requirements

Sec. 8. (a) This rule applies only to hospitals with emergency departments. (b) Hospitals with emergency departments shall report all of the emergency department visits at that hospital to the department or the department's designated agent as follows: (1) Through electronic transfer by HL7 messaging or file transfer protocol. Electronic transfer of a patient's data shall occur immediately at the time of the emergency department visit if feasible, but not later than twenty-four (24) hours from the time of that patient's visit. (2) Hospitals with emergency departments shall provide notice one (1) week in advance of the reporting system being offline for twenty-four (24) hours or more for any reason such as system upgrade or transition if the event was planned. In the event of an unplanned system outage, hospitals with emergency departments shall make all possible attempts to bring the system back online in a timely manner. (c) The information that shall be provided to the department or to the department's designated agent under subsection (b) includes the following: (1) The name of the hospital or a unique identifier for the hospital approved by the department. (2) The patient's name and medical record number. (3) The patient's date of birth. (4) The patient's sex. (5) The street address of the patient's residence. (6) The patient's city of residence. (7) The patient's state of residence. (8) The zip code of the patient's residence. (9) The patient's county of residence. (10) The date and time of the emergency department visit. (11) The patient's chief complaint or complaints. (12) The patient's discharge diagnosis or diagnoses (provided at the time of transmission, but not later than seven (7) days from the time of the visit). (13) The date and time of the patient's discharge. (14) The discharge disposition of the patient. (15) The patient's race. (16) The patient's ethnicity. (17) The triage notes (shall be a required field but may be empty if the hospital is unable to send the information). (18) The patient care location name or unique identifier. (d) The hospital shall make use of fully automated systems that require no manual intervention to conduct this electronic transfer where possible.