Stakeholder Monthly Webinar September 17, 2014

Agenda Program Updates Customer Service Request TTCF Questions 11/13/2018

Program Updates NTDB NEMSIS Data Reports No Affidavits 2016 11/13/2018

NTDB The program continues to move forward with implementing the NTDB 2014 data standard All components to meet the standard have been implemented, and are currently being tested This includes the new feedback mechanism, which will make it easier for data submitters to identify issues On track for implementation by the end of September 11/13/2018

NEMSIS The program continues to make progress towards implementing NEMSIS v3 Texas Custom Questions have been identified, and final touches are being made on the specifications The program remains on track for a fall implementation 11/13/2018

Data Reports Staff Epidemiologist Created/Updated 4 Reports 11/13/2018

No Affidavits 2016 DSHS Office of EMS and Trauma Systems Coordination (Regulatory) will be discontinuing acceptance of affidavits in 2016 All entities will report their data into the EMS/Trauma Registry system for funding purposes 11/13/2018

Customer Service Request Injury Email and 1-800 Number Reset Your Password Link Setting Up Security Question Registration Portal 11/13/2018

Injury Email and 1-800 Number 2 Methods for submitting Customer Service Requests Send an email to Injury.Web@dshs.state.tx.us Call 1-800-242-3562 Please include: Name Contact Phone Number Entity Name Reason for call 11/13/2018

Reset Your Password Password Criteria: 8-12 characters in length One number One symbol (e.g. *,&,#, $, etc.) One uppercase letter Please only attempt 2 failed log-in attempts 11/13/2018

Setting Up Security Question Steps: Log-into EMS/Trauma Registry Under Username (example EMS Tester), select “Edit Profile” Select a question from “Security Question” drop-down, enter “Security Answer”, then enter “Confirm Security Answer”, and click save * Please note, during the webinar and on the original slide, it was noted that you need to select “Administration.” This was incorrect and has been corrected above. 11/13/2018

Registration Portal What is the Registration Portal? It is a systematic process used by the Injury Epidemiology & Surveillance Branch to register new entities (Hospitals, EMS, LTAC, Rehabilitations, Justice of the Peace and Medical Examiner) into the Texas EMS/Trauma Registry 11/13/2018

Process Based on the State Regulatory list of entity’s point-of-contacts, a newly identified entity will receive an email from injury.web@dshs.state.tx.us called “Account Manager Enrollment” The entity’s point-of-contact will need to identify an Account Manager for the EMS/Trauma Registry during the new entity registration process When an Account Manager has been identified both the Account Manager and the entity’s point-of-contact will receive a second email of confirmation Once the Account Manager has successfully accessed the EMS/Trauma Registry, and reviewed the training slides, they can begin providing data to the EMS/Trauma Registry If you require assistance with the Registration Process, we have posted an instructional PowerPoint on our training website: http://www.dshs.state.tx.us/injury/registry/training.shtm 11/13/2018

TTCF Questions 11/13/2018

TTCF Questions – No. 1 When will system reports be completed and available in the EMS/Trauma Registry system? Answer: The program has been in communication with TTCF and has provided completed reports for the top 3 indicated below on September 12th. All injuries by mechanism of injury (injury ecode) according to age, gender, race, ethnicity (if available), incident zip code, alcohol use, and intent (intentional, unintentional according to injury ecode based on CDC matrix) All falls according to mechanism of injury (injury ecode), age, gender, comorbid condition, incident location type (location ecode), length of stay, discharge disposition All injuries by mechanism of injury (injury ecode) according to age, ISS, incident zip code, total ICU length of stay, total hospital length of stay, condition at discharge, hospital discharge disposition, total hospital charge All suicide according to mechanism of injury (injury ecode), age, gender, comorbid conditions, home zip code, county, ED disposition (when applicable) 11/13/2018

TTCF Questions – No. 2 How can users go about getting their data out of the EMS/Trauma Registry system (i.e. requesting the raw data), and what is the time frame for doing so? Answer: Web-data entry users will have the ability to obtain an extract of their data to send to NTDB by the end of fall. Testing will begin at the end of this week for this feature. We are also looking into a similar extract feature so entities can obtain their raw data. This will occur by the end of 2014. In the interim, entities can submit a request for their raw data and we can send it, if size allows, via encrypted email. 11/13/2018

TTCF Questions – No. 3 Can users receive updates on changes to the EMS/Trauma Registry system, and in particular changes that affect web data entry? How will such communication be handled? Answer: To communicate new features or changes to the Trauma Registry, stakeholders will be sent an email outlining the changes after each new release is put into production. The email will include the Feature or Change and the benefits to the user. A follow-up Webinar will be conducted to show the new features. Webinars will be scheduled around each major software release. 11/13/2018

TTCF Questions – No. 4 When can we expect a return of the FAQ to the EMS/Trauma Registry website? Answer: The FAQ will be posted on the EMS/Trauma Registry website by the end of September. 11/13/2018

TTCF Questions – No. 5 When entering Pre-Hospital information, and in the event that no EMS agency was involved in a patient arriving at the Hospital, web data entry users are still required to manually set 17 date and time fields to ‘Not Applicable.’ Can this be automated by the system ? Answer: We are currently looking into this request to see if it can be automated with some model and rule conditions. Our target date for implementation is October 31st if no custom code development is required. 11/13/2018

TTCF Questions – No. 6 When a user is reporting for a single facility, they must manually set which facility the record they are entering applies to, despite only one option being available. In this instance, can the facility be defaulted? Answer: At this time the facility cannot be defaulted. For the facility to be defaulted, custom code development would be required. We will review this request during 2015 to ascertain the cost of this request and if funding is available. 11/13/2018

TTCF Questions – No. 7 Can users and stakeholders receive regular updates on where their vendors are on completing software updates for reporting into the EMS/Trauma Registry system? Answer: The EMS/Trauma Registry program does NOT monitor individual vendor updates. We do provide and will continue to conduct vendor webinars to inform vendors of system updates and any new implementation to the system. Stakeholders are responsible for monitoring their vendors and the updates required for the EMS/Trauma Registry System. 11/13/2018

Questions? 11/13/2018

Contact Information EMAIL: injury.web@dshs.state.tx.us PHONE: 1-800-242-3562 11/13/2018