texas ems/trauma registry data in / data out part 1

Texas EMS/Trauma Texas EMS/Trauma RegistryRegistry

Data In / Data OutData In / Data OutPart 1Part 1

IntroductionIntroduction

AgendaAgenda

How to update your online accountHow to update your online account What causes online system down timeWhat causes online system down time How to log onto the online systemHow to log onto the online system How to submit a data fileHow to submit a data file How to use reportsHow to use reports What are the limitations of our reportsWhat are the limitations of our reports Questions and answersQuestions and answers

Updating Online Updating Online AccountsAccounts What changes can be madeWhat changes can be made

WITHOUTWITHOUT an account packet? an account packet? What changes must be madeWhat changes must be made

WITHWITH an account packet? an account packet? What is the Primary Contact?What is the Primary Contact?

Updating Online Updating Online AccountsAccounts

WITHOUT an account packetWITHOUT an account packet


WITH anWITH an

account packetaccount packet

Memorandum of Memorandum of Understanding and Understanding and

ConfidentialityConfidentiality

Please print or type all new Please print or type all new users hereusers here



If you would like your RAC/Billing If you would like your RAC/Billing Agent/Data Reporting Agent to Agent/Data Reporting Agent to have access to your accounthave access to your account



Don’t forget- everyone being Don’t forget- everyone being added to the account MUST added to the account MUST

SIGN!SIGN!

Entity and User Entity and User Information FormInformation Form


All entities MUST have an Account All entities MUST have an Account Administrator and…Administrator and…


All people being added must fill out All people being added must fill out this section completely!this section completely!


What is the Primary Contact?What is the Primary Contact?

System Down TimeSystem Down Time

How can you tell it’s down?How can you tell it’s down?– System maintenance screenSystem maintenance screen– Browser “Page not found” Browser “Page not found”

screenscreen BackupsBackups MaintenanceMaintenance Unplanned outagesUnplanned outages

Logging OnLogging On

Sharing logons is prohibitedSharing logons is prohibited

Password issues are commonPassword issues are common@*_1028jFi#*$Ks(10f$@*_1028jFi#*$Ks(10f$

Logging On - Logging On - PasswordsPasswords Automated password examplesAutomated password examples

– mwjf88#*mwjf88#*– abil10!$ (watch for mistakes)abil10!$ (watch for mistakes)

Changed password examplesChanged password examples– DooM123* (don’t forget your caps)DooM123* (don’t forget your caps)– maggie#1maggie#1

File SubmissionFile Submission

Sending data with any softwareSending data with any software

1.1. Enter your dataEnter your data

2.2. Create the data fileCreate the data file

3.3. Log onto the online systemLog onto the online system

4.4. Submit the data fileSubmit the data file

File SubmissionFile Submission

Common MistakesCommon Mistakes– Sending the wrong fileSending the wrong file– Resending an old fileResending an old file– File contains non-ASCII File contains non-ASCII

characterscharacters– User does not have permissionUser does not have permission

Online ReportsOnline Reports

Uses for reports:Uses for reports:– QI/PIQI/PI– Money/grantsMoney/grants– Resource justificationResource justification– Public educationPublic education– Injury preventionInjury prevention

Online ReportsOnline Reports

Constraints on EMS/Trauma Constraints on EMS/Trauma Registry data reports:Registry data reports:– ConfidentialityConfidentiality– Identifying fields vs. Identifying fields vs.

aggregate reportsaggregate reports– Patient Rule of 5Patient Rule of 5– Entity Rule of 3Entity Rule of 3

Questions and Questions and AnswersAnswersDon’t everybody jump up at once.Don’t everybody jump up at once.

??????


Thank youThank you

Complete the post-testComplete the post-test Turn in your post-test for your CEUsTurn in your post-test for your CEUs Please fill out your class evaluation formsPlease fill out your class evaluation forms

““I know the voices in my head aren’t real I know the voices in my head aren’t real … but they have some pretty good … but they have some pretty good ideas.”ideas.”


Data In / Data OutData In / Data OutPart 2Part 2

IntroductionIntroduction

AgendaAgenda

What are Errors and WarningsWhat are Errors and Warnings How to use Validation ReportsHow to use Validation Reports How you can improve data qualityHow you can improve data quality Questions and answersQuestions and answers

Errors and WarningsErrors and Warnings

ErrorsErrors Warnings Warnings

RejectedRejected Accepted Accepted

Validation ReportsValidation Reports

Where to find Where to find them:them:

Validation ReportsValidation Reports

Can’t view them? Resend data.Can’t view them? Resend data.

Data QualityData Quality

Why improve data quality?Why improve data quality?

““Garbage in, garbage out”Garbage in, garbage out”


Poor Data QualityPoor Data Quality– Blank fieldsBlank fields– Unknown valuesUnknown values– Incorrect valuesIncorrect values

Data Quality - EMSData Quality - EMS

Response TypesResponse Types

01 = Call Cancelled01 = Call Cancelled

02 = False alarm02 = False alarm

03 = No treatment, no transport03 = No treatment, no transport

04 = Treatment, no transport04 = Treatment, no transport

……..


Location & DestinationLocation & Destination

Patient Contact LocationPatient Contact Location

Patient Contact Location IDPatient Contact Location ID

Patient DestinationPatient Destination

Patient Destination IDPatient Destination ID


Patient Contact Location &Patient Contact Location &

Patient DestinationPatient Destination

09 = Educational institution09 = Educational institution

10 = Hospital ER 10 = Hospital ER **

11 = Hospital – other 11 = Hospital – other **

12 = EMS 12 = EMS **

13 = Dialysis13 = Dialysis


Location ID & Destination IDLocation ID & Destination ID

300098 = Lone Star EMS300098 = Lone Star EMS

1010239 = Gulf Coast Hospital1010239 = Gulf Coast Hospital

837000 = EMS in Oklahoma837000 = EMS in Oklahoma

8570000 = Hospital in Mexico8570000 = Hospital in Mexico


Out of State CodesOut of State Codes


Date of BirthDate of Birth

Great: Great: 03/25/197203/25/1972

Estimated: Estimated: 01/01/197001/01/1970

Last resort: Last resort: 99/99/999999/99/9999

Research uses: Breakdown by Research uses: Breakdown by age and age-adjusted ratesage and age-adjusted rates


Cause of InjuryCause of Injury

814.7 Motor vehicle vs. 814.7 Motor vehicle vs. pedestrian,pedestrian,

pedestrian injuredpedestrian injured


EMS TimesEMS Times

Unknowns (99:99)Unknowns (99:99) Matching times (08:21, 08:21, Matching times (08:21, 08:21,

08:21)08:21) Times over midnightTimes over midnight

– EMSEMS– HospitalsHospitals

Data QualityData QualityEMS Dates & Times Spanning EMS Dates & Times Spanning MidnightMidnight

Date & Time of CallDate & Time of Call

10/01/200510/01/2005

11:4511:45

--------------------

Destination Arrival Destination Arrival Date Date

& Time& Time

10/01/200510/01/2005

00:1500:15

==

ERRORERROR

Date & Time of CallDate & Time of Call

10/01/200510/01/2005

11:4511:45

--------------------

Destination Arrival Destination Arrival DateDate

& Time& Time

10/02/200510/02/2005

00:1500:15

==

CORRECT!!!CORRECT!!!

Questions and Questions and AnswersAnswers

Don’t be afraid. We won’t bite.Don’t be afraid. We won’t bite.

??????


Thank youThank you

Complete the post-testComplete the post-test Turn in your post-test for your Turn in your post-test for your

CEUsCEUs Class evaluation formsClass evaluation forms

““When it’s all said and done,When it’s all said and done,more is usually said than done”more is usually said than done”

texas ems/trauma registry data in / data out part 1

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