Texas EMS/Trauma Registry Data In / Data Out Part 1

Introduction

Agenda How to update your online account How to update your online account What causes online system down time What causes online system down time How to log onto the online system How to log onto the online system How to submit a data file How to submit a data file How to use reports How to use reports What are the limitations of our reports What are the limitations of our reports Questions and answers Questions and answers

Updating Online Accounts What changes can be made WITHOUT an account packet? What changes can be made WITHOUT an account packet? What changes must be made WITH an account packet? What changes must be made WITH an account packet? What is the Primary Contact? What is the Primary Contact?

Updating Online Accounts WITHOUT an account packet

Updating Online Accounts WITH an account packet

Memorandum of Understanding and Confidentiality Please print or type all new users here

Memorandum of Understanding and Confidentiality If you would like your RAC/Billing Agent/Data Reporting Agent to have access to your account If you would like your RAC/Billing Agent/Data Reporting Agent to have access to your account

Memorandum of Understanding and Confidentiality Don’t forget- everyone being added to the account MUST SIGN!

Entity and User Information Form

All entities MUST have an Account Administrator and…

Entity and User Information Form All people being added must fill out this section completely!

Updating Online Accounts What is the Primary Contact?

System Down Time How can you tell it’s down? How can you tell it’s down? –System maintenance screen –Browser “Page not found” screen Backups Backups Maintenance Maintenance Unplanned outages Unplanned outages

Logging On Sharing logons is prohibited Sharing logons is prohibited Password issues are common Password issues are

Logging On - Passwords Automated password examples Automated password examples –mwjf88#* –abil10!$ (watch for mistakes) Changed password examples Changed password examples –DooM123* (don’t forget your caps) –maggie#1

File Submission Sending data with any software 1. Enter your data 2. Create the data file 3. Log onto the online system 4. Submit the data file

File Submission Common Mistakes Common Mistakes –Sending the wrong file –Resending an old file –File contains non-ASCII characters –User does not have permission

Online Reports Uses for reports: Uses for reports: –QI/PI –Money/grants –Resource justification –Public education –Injury prevention

Online Reports Constraints on EMS/Trauma Registry data reports: Constraints on EMS/Trauma Registry data reports: –Confidentiality –Identifying fields vs. aggregate reports –Patient Rule of 5 –Entity Rule of 3

Questions and Answers Don’t everybody jump up at once. ? ? ?

Texas EMS/Trauma Registry Thank you Complete the post-test Complete the post-test Turn in your post-test for your CEUs Turn in your post-test for your CEUs Please fill out your class evaluation forms Please fill out your class evaluation forms “I know the voices in my head aren’t real … but they have some pretty good ideas.”

Texas EMS/Trauma Registry Data In / Data Out Part 2

Introduction

Agenda What are Errors and Warnings What are Errors and Warnings How to use Validation Reports How to use Validation Reports How you can improve data quality How you can improve data quality Questions and answers Questions and answers

Errors and Warnings Errors Warnings Errors Warnings Rejected Accepted Rejected Accepted

Validation Reports Where to find them:

Validation Reports Can’t view them? Resend data.

Data Quality Why improve data quality? “Garbage in, garbage out”

Data Quality Poor Data Quality Poor Data Quality –Blank fields –Unknown values –Incorrect values

Data Quality - EMS Response Types 01 = Call Cancelled 02 = False alarm 03 = No treatment, no transport 04 = Treatment, no transport ….

Data Quality - EMS Location & Destination Patient Contact Location Patient Contact Location ID Patient Destination Patient Destination ID

Data Quality - EMS Patient Contact Location & Patient Destination 09 = Educational institution 10 = Hospital ER * 11 = Hospital – other * 12 = EMS * 13 = Dialysis

Data Quality - EMS Location ID & Destination ID = Lone Star EMS = Gulf Coast Hospital = EMS in Oklahoma = Hospital in Mexico

Data Quality Out of State Codes

Data Quality Date of Birth Great: 03/25/1972 Estimated: 01/01/1970 Last resort: 99/99/9999 Research uses: Breakdown by age and age-adjusted rates

Data Quality Cause of Injury Motor vehicle vs. pedestrian, pedestrian injured pedestrian injured

Data Quality EMS Times Unknowns (99:99) Unknowns (99:99) Matching times (08:21, 08:21, 08:21) Matching times (08:21, 08:21, 08:21) Times over midnight Times over midnight –EMS –Hospitals

Data Quality EMS Dates & Times Spanning Midnight Date & Time of Call Date & Time of Call10/01/200511: Destination Arrival Date & Time 10/01/200500:15=ERROR Date & Time of Call Date & Time of Call 10/01/ /01/200511: Destination Arrival Date & Time 10/02/200500:15=CORRECT!!!

Questions and Answers Don’t be afraid. We won’t bite. ? ? ?

Texas EMS/Trauma Registry Thank you Complete the post-test Complete the post-test Turn in your post-test for your CEUs Turn in your post-test for your CEUs Class evaluation forms Class evaluation forms “When it’s all said and done, more is usually said than done”