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

Web Data Entry of Submersion 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

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 For EMS that will report through manual data entry directly into the EMS/Trauma Registry website Web Data Entry of Submersion Records Today’s session For entities that will report through manual data entry directly into the EMS/Trauma Registry website

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

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

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

Logging In/Access

“Splash” Page

“Splash” Page

“Splash” Page

Navigation

Navigation Toolbar

Navigation Toolbar Create Event

Navigation Toolbar Search Event

Navigation Toolbar Import Roster (Upload Data File)

Navigation Toolbar Reports

Navigation Toolbar User Information

Recently Accessed Records Navigation Toolbar Recently Accessed Records

Recently Accessed Records Navigation Buttons Create Event Search Event Import Roster Reports User Information Recently Accessed Records

Navigation Links

Updating User Information

Updating User Information

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

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

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

Creating/Entering Records

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

Create Event (New Record)

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 – Submersion

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”

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

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

Select Person

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

Select Person Birth Date Search History Search Soundex 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”

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

Record 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 themes Displayed based on the event type (e.g. Drowning Scenario question package does not appear for hospital or EMS 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”

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

Wizards

One wizard: Submersion Required Data Elements

Data Entry Screen/Page

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

Data Entry Screen/Page – 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 – Entity Information Hospital/EMS Agency Name and Number (DSHS Registry ID) The Hospital/EMS Agency Name field indicates the name of the reporting facility Select the magnifying glass to open the window to select your facility The Hospital/EMS Agency Number will automatically populate once the facility is selected This step must be completed in order for the record to be associated with your entity

Search Entity

Search Entity The following fields may be used to search for a record: Record ID Name Address Record Type Hospital Event Date Record Type: EMS Facility 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 Entity A search will only match the entity/entities the user is allowed to report for Other entities will not display in the Search Results

Data Entry Screen/Page – Entity Information Hospital Name and Number (DSHS Registry ID) The Hospital Name field indicates the name of the reporting facility The Hospital Number will automatically populate once the facility is selected This step must be completed in order for the record to be associated with your entity

Searching for Records

Search Event There are two options to reach the Search Event screen:

Search Event

Search Event The following fields may be used to search for a record: Record ID Last/First/Maiden or Other Name Birth Date Gender State Country Record Type Patient Record – Hospital Patient Record – EMS Event Date

Search Event Birth Date Search History Search Soundex 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”

Search 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 Records

Recently Accessed Records There are two options to reach the Recently Accessed Records screen:

Recently Accessed Records The Recently Accessed Records block and the Recent Events screen will be blank until a record is accessed

Recently Accessed Records 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 Records 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? Laura Berridge, M. Ed. Dept. of State Health Services Texas EMS/Trauma Registry (512) 458-7111 ext. 6316 Laura.Berridge@dshs.state.tx.us