Update on Building a New Trauma Registry Sept. 6, 2012

What we will cover today: Latest vendor list for ability to report patient’s first and last name Training Schedule User Name and Password for new system System User Agreement Customer Service Question Package File Submission Report Expectations for ‘Go Live’ Data Dictionaries Performance Improvement Survey

No Vendor Programming Needed to Report Patient’s Name CDM (Clinical Data Management) Digital Innovation Corporation Digitech Computer, Inc. Emergicon Emergidata (Rescue Medic) Emscharts EMS Consultants ESO Solutions Houston Fire Department ImageTrend Intermedix Lancet Technology, Inc. (Trauma One) Municipal Computing Services Tritech Software Systems (aka Ortivus or Sweet Computers) UMC Lubbock STATco (EMS data) Zoll Data Systems

Vendors Pending Confirmation RAM IPCR Golden Hour

Reporting Patient Name If your facility is UNABLE to report patient name because of a software issue, you must notify DSHS immediately, otherwise when you send your file the records will be rejected Please notify DSHS by Sept. 10, 2012 and provide the name of your software and the contact information for your software vendor

Training Schedule September 6 September 11 September 13 1:00 pm 10:00 am September 13

Username and Password Username and password will be distributed a few days before the system is available for use on Sept. 17, 2012 Only users who have taken training will be sent their user name and password

System User Agreement For NEW Users, you will receive a System User Agreement Form by email next week This agreement covers aspects such as not sharing passwords etc. You will check the appropriate boxes, indicating your agreement to the conditions for being allowed access to the Trauma Registry, and type your name for the electronic signature required, then email it back to DSHS from the email account it was delivered to. New Users will not receive their username and password unless this document is returned to DSHS

Customer Service Question Package DSHS staff will use the Maven customer service question package to enter in your questions that are received by email or phone. Customers will be able to view the information entered Customers will be able to indicate whether the assistance provided was adequate in answering their question

Customer Service Continued Customers should expect to see the customer service questions entered by DSHS for each and every contact with DSHS. Customers should contact Tammy Sajak if their email or phone call was not documented in the Customer Service Question Packet DSHS will strive to provide answers to every inquiry within 24 hours of receipt of the request

File Submission Report The file submission report you saw an example of during training is available to the entity that reported the data. The report indicates which records have errors and what the errors are DSHS does not have access to this information at this time Questions regarding records with errors will be answered by DSHS producing a line list report and examining invalid codes etc.

Expectations for Go Live Despite extensive testing of the Legacy Interface, there may be problems that were not detected and only become apparent after ‘Go Live’ We will work as quickly as possible to address any unforeseen issues

Data Dictionaries Draft data dictionaries have been available on our website for several weeks The next Update Webinar on Sept. 11, 2012 will discuss these.

Performance Improvement Survey Hospitals that report to DSHS through web data entry will continue to be contacted to complete the brief survey indicating their desire to record PI data in the DSHS Trauma Registry Reporting PI is optional CEO/Hospital Administrators are also being asked to complete the survey to indicate whether they will allow PI data to be reported to the Trauma Registry

Questions? Comments?