EMS
Data Systems, Inc.
Data
Testing Procedures for Illinois Electronic Data
Raw data may be submitted for testing using any of the following methods:
1. Via E-mail - Send the raw data file as an attachment to khubbell@emsdata.com. In your E-mail message, please identify your agency name, phone number, fax number, E-mail address, any outside vendors used in developing your data record, and the contact person in your organization. Do not include the raw file within the body of the E-mail message. It must be sent as a separate attachment. In addition to sending the raw data file, you must fax us the source documents for these records in order for us to verify the individual data fields within the records. Fax the documents directly to the Technical Support Department at (520) 745-9540.
2. Via Modem - If you have PC Anywhere communications software, you may call us at (480) 949-7646 and arrange in advance to transmit the raw data electronically via modem. Source documents must be faxed to us as instructed above.
3. Via Mail - You may send the raw data file and source documents via mail to EMS Data Systems, 4300 N. Miller Rd., Suite 110, Scottsdale, AZ 85251. Do not forget to include your agency name and contact information as instructed above.
The actual testing of data is a two-step process:
1) Initial Run
Submit 10 raw data records with associated source documents. EMS Data Systems, Inc. will process the raw record and verify,
a) raw data format
b) record length
c) screening queries
d) data integrity
If problems are detected, we will notify you of specific errors by form and field. You must then make the appropriate corrections to the raw data and resubmit it to us. We will retest the raw data, and if no further errors are detected, we will instruct you to submit a larger sample of data (the volume run) for final approval.
2) Volume Run
Submit 100 raw data records, with accompanying source documents for 20 randomly selected records. We will process the raw file, check the data against standard EMScan reports, and identify any stray errors or inappropriate data. If problems are detected, we will notify you to correct those records and resubmit. If the raw file processes correctly with no errors, we will issue an approval letter to you with a copy to the State EMS Office.
Each electronic data site may submit data a total of three times for testing at no charge. Upon receipt of a site’s test data with accompanying source documents, EMS Data Systems will return an analysis of test results within 7 to 10 business days. If the data does not pass after three total attempts (whether initial run or volume run), EMS Data Systems will charge a fee for any further testing and analysis at the rate of $150 per hour, billed in quarter hour increments.
If you have any questions concerning this process, please contact Kathleen Hubbell at (480) 949-7646.