Massachusetts hospitals that offer emergency services as a designated trauma center are required to submit data to the State Trauma Registry system for patients who receive medical care for traumatic injuries.
How to submit data
Hospitals must submit calendar year trauma registry data to DPH according to the following guideline:
- Massachusetts Trauma Registry
- CY 2024 Trauma Registry Submission Guide
- CY 2024 Trauma Registry Data Elements
- CY 2024 Trauma Registry Data Submission Memorandum
Please note for admissions from September 1, 2022 to December 31, 2022, submit using the FFY2022 data standard provided below. As of January 1, 2023, the Massachusetts Trauma Registry will collect data based on the calendar year.
Information for hospitals with affiliations
Hospitals with affiliations may share resources for abstraction and submission of the trauma registry data. Please contact registry staff at MDPH_TraumaRegistry@mass.gov for more information on joint submissions.
Hospitals with affiliations that operate under one license, should submit the trauma registry data under the appropriate hospital submitting number that is designated for the campus that received the trauma case.
Report changes to Trauma Registry contact(s)
If there are any changes to Trauma Registry personnel, email addresses, or designation, please send the Trauma Registry contact name(s), phone number(s), email address(es) and title(s) to MDPH_TraumaRegistry@mass.gov. This address may also be used to request new user logins to the web-based trauma registry.
Data submission deadlines
Hospitals are required to submit trauma registry data to DPH on a quarterly basis. The trauma data submissions are due 75 days following the end of the reporting period, but all dates are approximate and are subject to change by DPH.
| Quarter | Reporting Period | Data File Submission Deadline |
|---|---|---|
| CY 2024 Q1 (CY 2024 Data Standard) | January 1-March 31 | July 12 |
| CY 2024 Q2 (CY 2024 Data Standard) | April 1-June 30 | September 13 |
| CY 2024 Q3 (CY 2024 Data Standard) | July 1-September 30 | December 14 |
| CY 2024 Q4 (CY 2024 Data Standard) | October 1-December 31 | March 16 |
Historical Trauma Registry
The following Trauma Registry documents represent submission specifications for reporting from 2008-2022. Hospitals that report trauma data to DPH should follow the current specifications included at the top of this page.
Guidelines for completing the submission of 2023
- CY 2023 Trauma Registry Submission Guide
- CY 2023 Trauma Registry Data Elements
- CY 2023 Trauma Registry Data Submission Memorandum
Guidelines for completing the submission of 2021-2022 data:
- FFY 2021-2022 Trauma Registry Submission Guide
- FFY 2021-2022 Trauma Registry Data Elements
- FFY 2021-2022 Trauma Registry Data Submission Memorandum
Guidelines for completing the submission of 2019-2020 data:
- 2019 Trauma File Specification for XML Data Filers
- 2019 Trauma File Specification for Fixed Field Length Data Filers
- 2019 Trauma Registry Data Elements
- 2019 Trauma Registry Data Submission Guidance
Guidelines for completing the submission of 2017-2018 data:
- 2017-2018 Trauma File Specification for XML Data Filers
- 2017-2018 Trauma File Specification for Fixed Field Length Data Filers
- 2017-2018 Trauma Registry Data Elements
- 2017-2018 Trauma Registry Data Submission Guidance
Guidelines for completing the submission of 2016 data:
- 2016 Trauma File Specification for XML Data Filers
- 2016 Trauma File Specification for Fixed Field Length Data Filers
- 2016 Trauma Registry Data Elements (DOC)
- 2008-2015 Trauma Data Collection File Specification for XML Data Filers (RTF)
- 2008-2015 Trauma Data Collection File Specifications for Fixed Field Length Data Filers (RTF)
- 2008-2015 Trauma Registry Data Elements (RTF)