Stakeholder Update Webinar for the EMS/Trauma Registry February 13, 2013

What we will cover today: Status of Reporting Records Status of Accounts with a Maven User Registration Component RAC Business Associate Agreements NTDB Reporting Implementation Long Term Acute Care and Rehabilitation Facility Reporting for TBI/SCI ME and JP Submersion Webinar

Status of Records Reported Submission status Question and Package screen If you upload a file then the submission status question package will give you information about the number of records in that specific file upload If you do web data entry then the search event screen can give you a way to find records but does not give you totals DSHS staff have a report they can run to give you the number of records received in a given time period

2012 Data Deadline for reporting 2012 data is April 1 31, 2013 (90 days from Dec. 31,2012 for the reporting of patients transported on Dec. 31st or discharged from the hospital on Dec. 31st). Injury Program will work with the Office of EMS/Trauma Services to send letters by email to entities who have not reported all of 2012 data by April 1, 2013.

Status of Users with Access to Maven DSHS added account managers and account users to Maven upon completion of training. As of Feb. 12th: 281 EMS Agencies with account managers 320 Hospitals with account managers 7 RACs with account managers 22 Billing Companies with account managers

Registration Component The registration component being implemented this month will: Import all EMS and Hospitals with their latest licensing information into Maven Send an email to the licensing contact (CEO, EMS Director etc.) with directions to follow to establish an account manager Current Maven Account Managers will be asked to click through 8 slides before accessing Maven

Registration Component DSHS will not continue to offer Basic Training for Accessing Maven after Feb. 14, 2013 Anyone who needs training will now come through the Registration Component The account manager will create a new user and assign that person to their entity group and create a ‘training’ user ID and password The new user will log in and will be taken through the training slides and through the agreement for using the system before they are allowed access to private health information

Hospitals with valid BAA Hospitals with invalid BAA Total Hospitals Update on Assessment of RAC Business Associate Agreements Most BAA need to be Updated RAC Hospitals with valid BAA Hospitals with invalid BAA Total Hospitals EMS with Valid BAA EMS with invalid BAA Total EMS A 30 8 57 65 B 2 29 31 1 59 60 C 19 21 17 D 22 24 37 38 E Not Reviewed   194  Not Reviewed 200 F 3 20 7 G 34 5 33 H 11 18 I J 27 28 4 40 44 K 16 L

NTDB Reporting Implementation Data dictionary for new file to report is being created along with other documentation to provide to vendors A vendor webinar is scheduled for March 5th New File to report: 2013 NTDB data dictionary for nationally required data elements Other required & optional data elements that are not NTDB required including extended data elements for traumatic brain injury and spinal cord injury

Maven Required/Optional Comment   Data Element Survey Results Completeness Maven Required/Optional Comment 1 Patient Discharged to Facility Number 77% Yes 100% Required 2 Condition on Discharge 81% Yes 95.3% 3 Alcohol Level 63% Yes Alcohol test was answered 83.6 % of the time and if it was ‘yes’ then the alcohol level was answered 90.5% of the time Optional Alcohol use indicator is required, alcohol level is conditional on yes to alcohol use and as such it is set up as optional otherwise if required then if answered no to alcohol use indicator then have to answer the alcohol level question too. 4 Billed Hospital Charges 56% No 98.7% Although slightly more than half of survey respondents did not want to make this element required, the high completeness indicates the ability to collect it. 5 Total Reimbursement 72 % No 16% If required, the record remains incomplete until at such a time in the future when reimbursement data is available.

Date of Arrival to first hospital 81% Yes 96.8% First Hospital Number 65% Yes 99.8% Required   7 Date of Arrival to first hospital 81% Yes 96.8% 8 Time of arrival to first hospital 79% Yes 82.6% 9 Date of departure from first hospital 80% Yes 97.1% 10 Time of departure from first hospital 75% Yes 67.3% 11 Trauma team activation 85% Yes 100% 12 Time of trauma team activation 72% Yes 10.4%  Date of trauma team activation 13 Direct admit 62% Yes 4.3% Optional 14 Incident location type 100% (Place of Injury) NTDB Required 15 Airway management type No Data  NTDB Requires Procedure EMS will report in NEMSIS procedures questions

LTAC & Rehabilitation Facilities Reporting TBI/SCI Workgroup Webinars were held to decide on data elements Pilot testing of web data entry is currently underway March 1, 2013 reporting begins for patients who are treated within 30 days of discharge from the acute care setting Approximately 200 facilities are expected to report

Justice of the Peace & Medical Examiner Submersion Reporting DSHS will begin to work with JP and ME in March to report submersions Workgroup will be formed to determine data elements from the submersion surveillance questions that JP and ME can provide information

Data Presentations at GETAC The Texas Department of Transportation and DSHS will present to the RAC Chair meeting regarding crash records DSHS is preparing 2011 data for the Trauma System Committee Meeting GETAC Committee’s have on their agenda to select a representative to participate in the Trauma System’s Committee Registry Workgroup

Questions? Comments?