new texas ems/trauma registry system training – web data entry of ems records
DESCRIPTION
New Texas EMS/Trauma Registry System Training – Web Data Entry of EMS Records. August 2012. Web Data Entry of EMS Records. Laura Berridge, M. Ed. Dept. of State Health Services ( DSHS ) Texas EMS/Trauma Registry (512) 458-7111 ext. 6316 [email protected]. - PowerPoint PPT PresentationTRANSCRIPT
New Texas New Texas EMS/Trauma Registry EMS/Trauma Registry
System Training –System Training –
Web Data Entry of Web Data Entry of EMSEMS Records Records
August 2012
Web Data Entry of Web Data Entry of EMSEMS Records Records
Laura Berridge, M. Ed.Dept. of State Health Services
(DSHS)Texas EMS/Trauma Registry(512) 458-7111 ext. 6316
Categories for Data EntryCategories for Data Entry• Uploading EMS and Hospital Data Files
o For those entities that will report using an electronic import file extracted for entity’s software
• Web Data Entry of Hospital Recordso For hospitals that will report through manual data
entry directly into the EMS/Trauma Registry website• Web Data Entry of EMS Records
o Today’s sessiono For EMS that will report through manual data entry
directly into the EMS/Trauma Registry website• Web Data Entry of Submersion Records
o For entities that will report through manual data entry directly into the EMS/Trauma Registry website
PowerPoint SlidesPowerPoint Slides
• The PowerPoint presentation from today’s training will be e-mailed to all attendees
• E-mail addresses were collected during the training registration process
Introduction to the Introduction to the New EMS/Trauma New EMS/Trauma
Registry SystemRegistry System“Maven”
1. Logging In/Access2. Navigation3. Updating User Information4. Creating/Entering Records5. Accessing Records
AgendaAgenda
Logging In/AccessLogging In/Access
““Splash” PageSplash” Page
““Splash” PageSplash” Page
““Splash” PageSplash” Page
NavigationNavigation
Navigation ToolbarNavigation Toolbar
Create Event
Navigation ToolbarNavigation Toolbar
Search Event
Navigation ToolbarNavigation Toolbar
Import Roster
(Upload Data File)
Navigation ToolbarNavigation Toolbar
Reports
Navigation ToolbarNavigation Toolbar
User Informatio
n
Navigation ToolbarNavigation Toolbar
Recently Accessed Records
Navigation ToolbarNavigation Toolbar
Navigation ButtonsNavigation Buttons
Navigation LinksNavigation Links
Updating User Updating User InformationInformation
Updating User Updating User InformationInformation
Updating User Updating User InformationInformation
• Secondary Email – this is the only field that is editable by the individual user
• The other fields in this section must be updated by DSHS staff or by the local administrator/account manager
When functionality is available• First/Middle/Last Name• Title• Gender• Email• Supervisor
Updating User Updating User InformationInformation
• Password – use this field to reset your own password
• Confirm Password – retype the new password for verification purposes
• Local administrators/account managers will also be able to reset passwords for their own staff, when functionality is available
Training for local administrators/account managers will be provided at a later date
Updating User Updating User InformationInformation
• Contact Information – you may update any of these fields to indicate the best contact information for the user• Street 1 and 2• City• State• Zip Code• Country• Home/Mobile/Page/Fax Phone Numbers
• These fields are intended to collect contact information for the individual user, not the entity
Creating/Entering Creating/Entering RecordsRecords
Create Event Create Event (New (New Record)Record)
• There are two options to reach the Create Event screen:
Create Event Create Event (New (New Record)Record)
Create Event Create Event (New (New Record)Record)
• Trauma Dateo The date the record was created, not the actual incident/injury date* This information will be entered later
• Record Type – select the appropriate typeo Patient Record – EMS
Create Event Create Event (New (New Record)Record)
• First and Last Name are required to create a new record
• If the patient’s name is unknown, use the following values for First and Last Nameo First Name = “Unknown”o Last Name = “Unknown”
Create Event Create Event (New (New Record)Record)
• Enter all the Contact Information that is available
Create Event Create Event (New (New Record)Record)
• The best way to avoid creating duplicate persons in your database is to use the Select Person button before manually entering person information
• This will allow you to select an existing person from your database
Select PersonSelect Person
• The following fields may be used to search for a person:1. Person ID2. Last/First Name3. Birth Date4. Gender5. Phone6. Email7. Address
Select PersonSelect Person
• Birth Dateo Exact/Inexact linko Selecting the Inexact link will allow you
to search for a Birth Date Range
• Search Historyo Allows the user to broaden the search
to include historical informationo When selected, historical demographic
and/or address information is also compared against the search criteria
o Example: Old address
• Search Soundexo Allows the user to broaden the search
beyond literal spelling of the search criteria
o Examples:• “Tom” will also search on “Thom”• “John” will also search on “Jack”
Select PersonSelect Person
Select PersonSelect Person
• An entity may only search for people reported by that specific entity
• Patients reported by other entities will not display in the Search Results
Record SummaryRecord Summary
• Record ID – the unique ID automatically assigned by the system• Record type – shows the type of event• Person – name of the person involved in event• Status – displays the current status of the event• Linked records – record linking will be done by DSHS• Attachments – files, such as a report or EMS run sheet, may be attached to
an event• Notifications – any notifications about the event are displayed here* Incident Date is currently blank because it has not been entered into the record yet
• Question packages – groups of questions that share common themeso Displayed based on the event type (e.g. Examination Information question
package does not appear for hospital or submersion eventso Individual questions are also displayed based on the event type
• Person information – name of the person involved in event• Last update – date when the question package was last updated• Updated by – identifies the user who made the last update• Status – indicates if all required questions in a question package are
completeo Answering all required questions will change the question package’s status to
“Complete”
• Name – question package screen name• Description – lists question package description, when available• Person information – name of the person involved in event• Status – indicates if all required questions in a question package are
complete• Number of questions – total number of questions in question package• Incomplete required questions – number of required questions that are
unanswered • Last update – date when the question package was last updated• Updated by – identifies the user who made the last update
WizardsWizards
• Three wizards:1. EMS Future National Standard Data Elements2. EMS Legacy (NEMSIS Flow) Data Elements3. EMS Legacy (TRACIT Flow) Data Elements
• The “legacy” wizards contain the same fields that were collected in the previous trauma registryo NEMSIS flow – fields follow the order of the National EMS Information
System data dictionaryo TRACIT flow – fields follow the order of the data entry screen in the
previous system (aka TXETRA)• Although available, the “future” wizard should not be used
until further notice
Data Entry Data Entry Screen/PageScreen/Page
Data Entry Screen/Page – Data Entry Screen/Page – HeaderHeader
Status•Number of total questions and incomplete required questions•Status will change from “Incomplete” to “Complete” after all required questions have been answered
Data entry screen name Person’s
nameRecord type
Data Entry Screen/Page – Edit Data Entry Screen/Page – Edit PersonPerson
Edit Person•To edit any of the person’s information in uneditable (gray) fields, select the link (person’s name) at the top of the page
Data Entry Screen/Page – EMS Data Entry Screen/Page – EMS
InformationInformation
EMS Agency Name and Number (DSHS Registry ID)•The EMS Agency Name field indicates the name of the reporting EMS•Select the magnifying glass to open the window to select your facility•The EMS Agency Number will automatically populate once the EMS is selected•This step must be completed in order for the record to be associated with your entity
Search EMSSearch EMS
• The following fields may be used to search for a record:1. Record ID2. Name3. Address4. Record Type
a) EMS Facility5. Event Date
• Search Historyo Allows the user to broaden
the search to include historical information
o When selected, historical demographic and/or address information is also compared against the search criteria
o Example: Old address
Search EMSSearch EMS
• A search will only match the entity/entities the user is allowed to report for
• Other entities will not display in the Search Results
Search EMSSearch EMS
Data Entry Screen/Page – EMS InformationData Entry Screen/Page – EMS Information
EMS Name and Number (DSHS Registry ID)•The EMS Agency Name field indicates the name of the reporting EMS•The EMS Agency Number will automatically populate once the EMS is selected•This step must be completed in order for the record to be associated with your entity
Searching for RecordsSearching for Records
Search EventSearch Event• There are two options to reach the Search Event
screen:
Search EventSearch Event
• The following fields may be used to search for a record:1. Record ID2. Last/First/Maiden or Other
Name3. Birth Date4. Gender5. State6. Country7. Record Type
a) Patient Record – Hospital
b) Patient Record – EMS8. Event Date
Search EventSearch Event
• Birth Dateo Exact/Inexact linko Selecting the Inexact link will allow you
to search for a Birth Date Range
• Search Historyo Allows the user to broaden the search
to include historical informationo When selected, historical demographic
and/or address information is also compared against the search criteria
o Example: Old address
• Search Soundexo Allows the user to broaden the search
beyond literal spelling of the search criteria
o Examples:• “Tom” will also search on “Thom”• “John” will also search on “Jack”
Search EventSearch Event
Search EventSearch Event
• An entity may only search for records reported by that specific entity
• Records reported by other entities will not display in the Search Results
Accessing Recent Accessing Recent RecordsRecords
Recently Accessed Recently Accessed RecordsRecords
• There are two options to reach the Recently Accessed Records screen:
Recently Accessed Recently Accessed RecordsRecords
• The Recently Accessed Records block and the Recent Events screen will be blank until a record is accessed
Recently Accessed Recently Accessed RecordsRecords
• After the record is opened, it will appear in both the Recently Accessed Records block and the Recent Events screen
• The Recently Accessed Records block displays the last 5 accessed records
• The Recent Events screen displays the last 20 accessed records
Recently Accessed Recently Accessed RecordsRecords
• The Bookmark option allows you to bookmark specific cases
• Records with a yellow star are bookmarked
• Select the yellow star to remove the bookmark on a record
• Bookmarked cases are retained and not removed from the Recent Events list unless the user removes the bookmark
• Bookmarked cases do not count toward the 20 recent events displayed in the list
Questions?Questions?
Laura Berridge, M. Ed.Dept. of State Health Services
Texas EMS/Trauma Registry(512) 458-7111 ext. 6316