Currently, all NMD data must be submitted via either a batch file upload process or web-based data transmission. Batch files may be created using NMD-certified software or without NMD-certified software (e.g. with Excel). All uploaded files are processed and added to the database overnight.
There are six NMD file formats available:
NMD Version 2.0/2.1/2.2, based on BI-RADS® 4th Edition (2004)
NMD Version 3.0/3.1/3.2, based on BI-RADS® 5th Edition (2013)
File specifications for each format are attached, below. Data dictionaries are also available online for both Version 2.0/2.1 and Version 3.0/3.1.
You are strongly encouraged to use the Version 3.0/3.1/3.2 format since, at some point, Version 2.0/2.1/2.2 will be considered obsolete and no longer accepted by the NMD. Version 3.0/3.1/3.2 is also a more robust format that captures data for ultrasound, MRI, and combination exams in addition to mammography.
Certain types of mammography exams are excluded from the NMD:
Exams performed to monitor clip placement after core biopsy
Exams performed to assess for success of any interventional breast procedure
Exams with a BI-RADS® assessment category of 6 (known malignancy) are excluded from NMD 2.0/2.1/2.2 files. They may be included in NMD 3.0/3.1/3.2 files.
Records for the types of exams listed above are not included in NMD files generated by NMD-certified software. Records with invalid data are also excluded from the NMD. Refer to the documentation for NMD Version 2.0/2.1/2.2 and NMD Version 3.0/3.1/3.2 for data element requirements.
When generating your NMD file, it's important to use a timeframe that includes updated records. If you suspect that there have been updates to exams from prior quarters, you should use a timeframe that includes those exam dates. It does not duplicate any records when you resubmit; they will simply overwrite existing records in NMD with the same values as they had before. Since performance measures are recalculated every quarter, any updates from previous quarters will be included in calculations for the corresponding year. For this reason, we recommend that you upload the last six months of your data routinely, to make sure you've captured all the updates to follow-up data.
When a record is added to the database, a corresponding patient record is added to the facility's Patient Dictionary. If a record already exists in the Patient Dictionary with the same Facility ID and Patient ID or Social Security Number, then the patient record is updated. When a record is updated in the NMD, the corresponding patient record is also updated. For more information about the Patient Dictionary, refer to Manage Patients.
NMD Version 2.0 2.1 File Specification, May 1, 2018
NMD Version 3.0 3.1 File Specification, November, 18, 2018
NMD_Data_Upload_File_2.2, April 27, 2020 - includes COVID fields
NMD_Data_Upload_File_3.2, April 27, 2020 - includes COVID fields
Next article: Create a File Using NMD-Certified Software