EMS/Trauma Registry Stakeholder Update Webinar March 20,

What we will cover today: NTDB 2014 Implementation Hospital Custom Questions Hospital File Validation NEMSIS Implementation Customer Service Processes EMS & Hospital Reports Data Requests ACS Assessments RAC Survey pertaining to Regional Registries 2

NTDB

NTDB Implementation Since Jan. 1, 2014 NTDB 2014 is being reported via DSHS web data entry DSHS is working with Digital Innovations (DI) to test the NTDB 2014 xml file upload and customers who are currently unable to report data to DSHS will be able to send the xml file soon (estimated May) 4

HOSPITAL CUSTOM QUESTIONS 5

Revising Hospital Custom Questions As with NTDB, on track with the custom questions. In the process of reviewing the questions and making updates. Some questions are being revised to improve the data being collected. Other questions have had their collection criteria updated. 6

Example of Questions Being Removed GLASGOW_OUTCOME_SCALE_SCORE – Removing the question, as CONDITION_ON_DISCHARGE collects the exact same information. AIS_SEVERITY_HEAD & _SPINE – Removing these questions, as the AIS question already provides this information. INCIDENT_OCCURED_PATIENT_HOME – Removing this question, as can be collected from NTDB incident location questions. 7

Example of Question Being Revised to Use ICD Codes SPORT_REC – Will use ICD9 and ICD10 activity codes instead of the selection options (categories) we initially created. – This will improve the specificity of the data and standardize the question so that the data can be compared to other national data sources 8

Example of Conditionally Required Question INTRACRANIAL_LESION & SKULL_FRACTURE – Will now only display based on the ICD9 or ICD10 codes reported in INJURY_DIAGNOSES. 9

Hospital Custom Question Data Dictionary A data dictionary will be made available by the end of March and will include the conditions under which certain questions are answered or not answered, and enhanced definitions of the data elements 10

Vendor Webinars Vendor webinars will be scheduled for April to provide all the necessary information needed to create the hospital and EMS custom questions. 11

Validation The DSHS Maven data validation will conform to the NTDB 2014 specifications as outlined for vendors DSHS will work with Consilience to create the specifications for validating the hospital custom questions and this will be shared with all Texas vendors. 12

NEMSIS & TEXAS CUSTOM QUESTION IMPLEMENTATION 13

NEMSIS Implementation On track to implement NEMSIS by late summer. Working with NEMSIS to have our software vendor, Consilience, certified. Custom questions sent to NEMSIS in December & we are waiting for their feedback. NEMSIS recently updated their validation tool and we are working on revising our system to reflect these changes 14

TRAUMA REGISTRY CUSTOMER SERVICE 15

Customer Service Have created a new tracking system for customer service requests. Allows us to better monitor the status of customer service requests. Has made it easier to identify common or persistent issues, allowing us to more effectively address them. 16

Customer Service Volume In January, we had 125 customer service requests. – All of those requests have been completed and closed. In February, we received 92 requests. – All of those requests have been closed or are actively being worked on with customers having been contacted and routinely updated on progress to resolve their request. In March, 55 new requests have been created. – All but 11 of those requests have been closed or are in progress. – All 11 new requests have been created in the last week. 17

One-on-One Customer Service The customer service team has been working hard to address issues quickly. We have done a number of training sessions with users: – Over 20 one-on-one webinars since the start of the year. – Daily calls with users, walking them through various changes since Maven 5 implementation. 18

EMS AND HOSPITAL REPORTS 19

EMS/Trauma Registry Data Output 2013 Individual RAC Summary Reports (provisional) – EMS & Hospital reports on the web website: Feedback from stakeholders on content will help guide future summary reports – Submersion report is in final stages and will be published to the web GETAC (February 2014 meeting) – Trauma Workgroup presentation on the web Original presentation updated

DATA REQUESTS 21

Data Requests – Future Direction Data Requests – Request form to be used To obtain preliminary information Staff epidemiologists will contact each requesting entity to obtain further information regarding the data request Allows for internal tracking of data request – Processing of request – Assigning request to staff based on staff availability and current workload – Disseminate data in a reasonable time period to requestor – More information will be distributed after the procedures for requesting data have been finalized

AMERICAN COLLEGE OF SURGEONS ASSESSMENTS 23

2010 American College of Surgeons Assessment ACS assessment of Texas conducted in 2010 – Outlined the “Advantages and Assets of the Texas Trauma System” along with “Challenges and Vulnerabilities…” – Priority Recommendations “Require all Regional Advisory Committees to complete a regional assessment with a facilitator using the same set of indicators selected by the State from HRSA’s Model Trauma System Planning and Evaluation document” (Point #2,page 9)

ACS assessment of all 22 RACs – Trauma Systems Committee Trauma Registry Workgroup Meeting to discuss the ACS Regional Assessments, March 26 th, 2014 – Injury program will be a member of the DSHS team and will travel to attend all 22 Regional ACS assessments

REGIONAL REGISTRIES RAC SURVEY 26

Injury Program to Administer Regional Registry Survey Purpose: – Create routine communication with RACs to discuss data reporting between the RAC and the State – Collaborate with RACs creating a new Regional Registry to assist with RAC reporting to the State 27

Injury Program Regional Registry Survey Survey to find out: – Which RACs have a registry – Which RACs are intending to have a registry Identify what data is being collected Surveys to be sent out in April: – RAC chairs and committee members receive it – One survey response from each RAC

TRANSITION PLANS 29

Tammy Sajak Announcement I hope you all received the announcement that I have accepted another position at the agency. I’m proud of the work we’ve done together and I’ll be cheering you on from the sideline! 30

Acting Branch Manager Kristi Metzger will be acting Branch Manager upon official approval from the Commissioner’s Office John Villanacci will be responsible until we receive Kristi’s approval to be acting 31

Team Leads Kenneth Hughes (Ken) is the Team Leader for the Customer Service Team. Christopher Drucker (Chris) is the Team Leader for the Epidemiology Team. 32

Customer Service Team Customer Service: – Kayode Olupinyo, Rose Walker and Tiffany Munoz are the power team answering your customer service requests! 33

Epidemiology Team Sheronika Denson (Liz), Erin Kadir, and Chris Drucker are the epidemiologists extraordinaire who will assist you will data requests and reports! 34

Vacant Positions Public Health Prevention Specialist III: has been posted and applications are being received. Epidemiologist III: has been posted and applications are being received. Program Specialist II: is being audited to create a Training Specialist IV 35

IT Staff Rob Klein will continue to be Project Manager for the EMS/Trauma Registry work we will continue to do Sanjeeva Reddy will continue to be our IT ‘go to’ person for issues with electronic receipt of data 36

Business as Usual Injury staff will attend GETAC and associated meetings (TTCF, Trauma Systems Trauma Registry Workgroup, etc.) Stakeholder Updates via Webinar will continue to be scheduled Project Plans have been developed and staff will continue to implement these plans over the next several months. 37

Questions? Comments? 38