1. New Texas EMS/Trauma Registry System Training –Web Data Entry of EMS Records August 2012

2. 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 Laura.Berridge@dshs.state.tx.us

3. Categories for Data Entry • Uploading EMS and Hospital Data Files • For those entities that will report using an electronic import file extracted for entity’s software • Web Data Entry of Hospital Records • For hospitals that will report through manual data entry directly into the EMS/Trauma Registry website • Web Data Entry of EMS Records • Today’s session • For EMS that will report through manual data entry directly into the EMS/Trauma Registry website • Web Data Entry of Submersion Records • For entities that will report through manual data entry directly into the EMS/Trauma Registry website

4. PowerPoint 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

5. Introduction to the New EMS/Trauma Registry System “Maven”

6. Agenda • Logging In/Access • Navigation • Updating User Information • Creating/Entering Records • Accessing Records

7. Logging In/Access

9. “Splash” Page

10. “Splash” Page

11. “Splash” Page

12. Navigation

13. Navigation Toolbar

14. Navigation Toolbar Create Event

15. Navigation Toolbar Search Event

16. Navigation Toolbar Import Roster (Upload Data File)

17. Navigation Toolbar Reports

18. Navigation Toolbar User Information

19. Navigation Toolbar Recently Accessed Records

20. Navigation Buttons

21. Navigation Links

22. Updating User Information

23. Updating User Information

24. Updating User Information • 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

25. Updating User Information • 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

26. Updating User Information • 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

27. Creating/Entering Records

28. Create Event (New Record) • There are two options to reach the Create Event screen:

29. Create Event (New Record)

30. Create Event (New Record) • Trauma Date • The date the record was created, not the actual incident/injury date* This information will be entered later • Record Type – select the appropriate type • Patient Record – EMS

31. Create Event (New 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 Name • First Name = “Unknown” • Last Name = “Unknown”

32. Create Event (New Record) • Enter all the Contact Information that is available

33. Create Event (New 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

34. Select Person

35. Select Person • The following fields may be used to search for a person: • Person ID • Last/First Name • Birth Date • Gender • Phone • Email • Address

36. Select Person • Birth Date • Exact/Inexact link • Selecting the Inexact link will allow you to search for a Birth Date Range • Search History • Allows the user to broaden the search to include historical information • When selected, historical demographic and/or address information is also compared against the search criteria • Example: Old address • Search Soundex • Allows the user to broaden the search beyond literal spelling of the search criteria • Examples: • “Tom” will also search on “Thom” • “John” will also search on “Jack”

37. Select 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

38. Record Summary

39. 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

40. Question packages – groups of questions that share common themes • Displayed based on the event type (e.g. Examination Information question package does not appear for hospital or submersion events • 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 complete • Answering all required questions will change the question package’s status to “Complete”

41. 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

42. Wizards

43. Three wizards: • EMS Future National Standard Data Elements • EMS Legacy (NEMSIS Flow) Data Elements • EMS Legacy (TRACITFlow) Data Elements • The “legacy” wizards contain the same fields that were collected in the previous trauma registry • NEMSIS flow – fields follow the order of the National EMS Information System data dictionary • 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

44. Data Entry Screen/Page

45. Data Entry Screen/Page – Header Data entry screen name Person’s name Record type Status • Number of total questions and incomplete required questions • Status will change from “Incomplete” to “Complete” after all required questions have been answered

46. Data Entry Screen/Page – Edit Person 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

47. Data Entry Screen/Page – EMS Information 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

48. Search EMS

49. Search EMS • The following fields may be used to search for a record: • Record ID • Name • Address • Record Type • EMS Facility • Event Date • Search History • Allows the user to broaden the search to include historical information • When selected, historical demographic and/or address information is also compared against the search criteria • Example: Old address

50. Search 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