1. Introduction to the OHTrac App 5-22-17 version
Welcome to the Train-the-Trainer session for OHTrac.

2. Objectives Describe the purpose of OHTRAC
Describe how the app can be used by pre-hospital EMS providers
State the indications for the use of OHTRAC
Describe how to download the app
Describe where to get additional information
Describe why someone at each agency will need to be responsible for maintaining the agency user data base
At the end of your training session your facility users should be able to:
Describe the purpose of OHTRAC
Describe the indications of when OHTrac should be used
Describe how Fire / EMS providers can use the app and why it is important to them
Describe how to download the App
Describe why someone at their agency will need to be responsible for maintaining the agency user data base

3. During any disaster or mass casualty event there is some degree of chaos and confusion. Emotions often run high especially when victims and family members are separated. As healthcare providers it is our job not only to tend to the medical needs of our patients but to also tend to their emotional needs and the needs of their loved ones.
By beginning the patient entry process in the field, this will assist in ensuring patient tracking record accuracy. The OHTrac patient tracking system also has the ability to have a dispatch center assist the TRANSPORT OFFICER in making decisions on hospital destination. The hospitals will also be aware of the number and acuity level of patients coming to them.

4. Often as a MCI progresses, victims are moved from one location to another where their needs can be better cared for.
This may mean transporting patients to more distant hospitals or moving patients to temporary medical facilities.
These movements add further confusion for family members who are trying to locate loved ones and for agencies attempting to obtain accurate patient counts.

5. Overview
OHTrac is a State of Ohio tool for patient tracking used during any MCI or disaster situation for family reunification.
It is the only statewide tool available to track patients if they are transported to different hospitals.
OHTrac is part of the statewide bed tracking system ( SURGENET ) that hospitals use.
This component is not visible to EMS providers using the APP
In Ohio, OHTrac is used during any mass casualty event where patient tracking may be important. Once patients are entered into the system, agencies with responsibility for providing family assistance will have access to the data you have entered and can assist families to locate their loved ones. The information you enter may also be important in analyzing incident data which may drive the allocation of resources during a major incident.
Hospitals across the state use SURGENET for listing their bed capabilities. This component is not visible to EMS providers using the APP

6. Overview Continued
OHTrac incidents can not be created using the APP and must be created on the web-based system
There are a variety of best practices that all can be used to create the incident on OHTrac
Dispatch Centers create incident upon notification
Alternate dispatch centers create incident upon notification
Hospitals create the incident
Regional Coordinators create the incident
Fire / EMS agencies create the incident using the web-based version of OHTrac
Hospitals have been responsible for family reunification and have been trained and using OHTrac for several years. There will be more information later in this presentation that will describe how your agency can integrate with hospitals to enhance patient tracking within your region / local area.

7. Overview Continued
MCI incident alerts can be sent to appropriate users and agencies
Not a primary method of communication. You should rely on local communication protocols for notification of an MCI incident
The OHTrac system is capable of sending a text message to users associated with a hospital or EMS provider that is included in the MCI incident
A text message will be generated and sent to all users whose agencies are included in the incident and who have their user profiles completed with a cell phone number and provider. An message is generated to all users whose agency is included in the incident.

8. Overview Continued
Hospitals are responsible for ensuring that patients received from an incident are entered and patient tracking information updated.
Family reunification should take place at the hospital(s) and not the MCI scene
Hospitals will also receive “walk-in” or self-transported patients that will need to be entered
Patients will be transferred and discharged during a MCI incident
Hospitals are responsible for entering information such as patient first / last name and age on all patients received from an incident and for making sure that patient tracking information is updated as the disposition of the patient changes. This is particularly important if the patient is transferred to another hospital or discharged home or to another medical care facility.

9. OHTrac App
The OHTrac App was designed specifically for pre-hospital EMS providers.
This will allow patient tracking to begin at the scene.
There are several advantages to begin patient tracking in the field
Can assist a dispatch/command center to assist the Transport Officer in hospital destination decisions
Dispatch/command center or Transport Officer can log on and view how many of each triage level patients have been transported to each hospital
Existing local communication methods and protocols can be integrated with OHTrac so triaged patients are transported to appropriate hospitals.
Allows increased patient tracking accuracy
Assists the scene IC. (Family members sometimes respond to the scene to try and find their loved ones.)
Allows hospitals to visually see the number and acuity of patients en-route
A dispatch/command center or the Transport Officer could log on to OHTrac on the web-based system and access the MCI incident to view how many of each triage level patients have been transported to each hospital. Existing local communication methods and protocols could be integrated with OHTrac so that the triaged patients are transported to appropriate hospitals.
Pre-hospital EMS will improve their patient tracking accuracy by using OHTrac. Early use of OHTrac will also improve the accuracy of patient tracking as for the incident as the incident progresses.

10. How Much Does the App Cost ?
OHTrac is not an unfunded mandate for pre-hospital EMS providers
There is no cost for the app
Free download on Apple and Droid devices
There is no cost to use the app
An unlimited amount of users can be added to the OHTrac system for each agency
Bar coded triage tags would be helpful in using the OHTrac system
The app is free to download for Droid and Apple devices
There is not a maintenance fee for using the app or OHTrac by users
EMS agencies can add as many users to the system as they feel necessary
Bar coded triage tags will allow EMS providers to rapidly enter the triage number into the OHTrac system. The patient triage number is the one unique identifier for each patient entered.

11. How do I get the OHTrac App?

12. App Download
For DROID devices, the app is located in the Google Play Station
For Apple devices:
iPhones: Download the app from the App Store. Search All Categories for OHTrac and download the app
iPads: Download the app from the app Store and search using iPhone app as the category
All downloads are free
Search for OHTrac
APPLE DEVICE USERS: To be able to find the app for download, SEARCH using apps for I-phones category. On I-pads this may not be the default category.

13. Select the Correct Incident
After log on to OHTrac, the first step is to select the correct incident to begin entering patients
NOTE: MCI incidents can not be created from the APP
More information on this later
Hospitals and some EMS providers are using OHTrac for regional drills and exercises, so there may be more than one incident showing. When incidents are created, their titles should be easily recognizable so that agency’s responsible for patient entry pick the correct incident and do not create a duplicate incident. Regional drills have shown that duplicate incidents are a potential issue and personnel with regional hospital administrator permission levels have the ability to “copy” patients from one incident to another in order to combine duplicate incidents.
The APP was designed for patient entry only and an incident can not be created from the APP. There will be more information on this later.

14. Patient Entry is Simple to Accomplish
The next step is to add patients.
Selecting the ADD PATIENTS tab “turns on” a bar code scanner which can be used to scan the barcode on the triage tag
The app has a built in scanning operation that will scan the bar code on triage tags. This slide shows the initial screen for patient entry when using the app. The app has been tested in a variety of environmental lighting conditions during pilot programs.
The app was designed with pre-hospital EMS providers giving input during the development process. The steps to enter patients are intuitive for the users. EMS providers have two options in how to enter patients during the MCI incident, either during the triage process or by the Transport Officer just prior to transport.
Pilot training programs have been conducted. A formal training program was developed from these pilot training programs and take about 30 – 45 minutes to complete.

15. WE ARE ASKING EMS TO ENTER ONLY ESSENTIAL INFORMATION
3 mandatory fields to add patients
Patient Number / Triage Number
Patient Triage Level
Gender
Then, when patient(s) are transported add:
Enroute status
Hospital location
This allows fire/EMS agencies flexibility in how patients are entered during the MCI incident
There are only three (3) mandatory fields required to enter a patient. The status and location for the patients defaults to Patient Triaged and their location listed as Scene to eliminate the need for EMS providers to add these fields if the patients are entered during the triage process. After these three (3) mandatory fields are entered and the patient is ready for transport, the Transport Officer will update the patient data to include the enroute status (the patient listed as enroute) and hospital location This can be easily accomplished and is demonstrated later.
The second option for entry of patients into OHTrac is for the Transport Officer to enter all patient data at just prior to them being transported to a healthcare facility.

16. ADDING PATIENTS DURING THE TRIAGE PROCESS The bar coded triage number is automatically scanned into the patient number field (blue arrow). Fire / EMS providers need to enter the GENDER and TRIAGE LEVEL of the patient. The Triage Status field (patient status, for example: triaged or en-route ) to pre-hospital Triaged and the Start Location defaults to Scene (red arrow). The patient is saved by using the ADD PATIENT button.

17. UPDATING PATIENTS BY THE TRANSPORT OFFICER
As mentioned previously, the APP has a scanning function for the bar codes on triage tags. This screen shot shows the initial patient entry page after patients have been triaged and entered into OHTrac. The Transport Officer can use this scanning function to find the patient that is ready for transport to a hospital. Once the patient is found, their status can be changed to “ENROUTE” and the location changed to the HOSPITAL where the patient is being transported. SEE NEXT SLIDE
The data that EMS providers are being asked to enter is minimal and intuitive using the APP. Again, pilot training programs have been conducted. A formal training program was developed from these pilot training programs and take about 30 – 45 minutes to complete.

18. Patient is now listed as ENROUTE to Summa Akron City Hospital NOTE: The END LOCATION field is used by fire / EMS to select the patient’s final location.

19. TRANSPORT OFFICER STARTING PATIENT ENTRY IN OHTRAC
If your agency decides to begin patient data entry by the Transport Officer the process is almost the same. The only difference is that all patient information will be entered at one time. The Transport Officer would select the ADD PATIENTS TAB and scan the patient triage tag.

20. The patient number / triage tag information would be automatically scanned into the proper field. The Transport Officer would add the patient GENDER and TRIAGE LEVEL and would change the TRIAGE STATUS field ( top red arrow) to Enroute and select the healthcare facility where the patient is being transported in the END LOCATION field (bottom red arrow). The patient would be updated and then listed as ENROUTE to Summa Akron City Hospital on OHTrac.

21. HOSPITALS WILL ADD THIS INFORMATION
Upon arrival at ED, list patient as “arrived”
Additional identifying information will be added:
First and Last Name
Patient Age or Age Range
Any other information that will assist with patient identification such as a tatto or other identifying mark
No medical information is added to the OHTrac System. This is intentional as the system was designed for family reunification, not medical record keeping. OHTRAC has undergone legal review and is HIPAA compliant.

22. OHTRAC IS HIPAA COMPLIANT
No medical information is added to OHTrac
Agencies using OHTrac will need to sign a Business Associate Agreement (BAA) prior to gaining access to OHTrac
Business Associate Agreements are necessary to meet HIPAA compliance with every agency using OHTrac.
When you apply for access this agreement will be provided to you

23. When is OHTrac Used?

24. Indications for Using OHTrac
A Mass Casualty Incident is:
an emergency event that results in ten or more persons being injured, incapacitated, made ill, or killed (Ohio Revised Code )
OR the resources needed to respond exceed the local jurisdiction’s capabilities
OR it is determined to be an MCI at the discretion of the on scene Incident Commander
OR patients are transported to more than one hospital
It is assumed that each jurisdiction will follow their local MCI plan as directed.
Ohio Revised Code has established specific criteria for when OHTRAC should be used.
Your county or region may have additional criteria. OHTrac is not designed to supersede any established local MCI incident criteria. There is absolutely no harm in creating an incident and then not using the incident after determining that there are not multiple patients.

25. How Do I Log On To OHTrac?

26. Log On to OHTrac Once you have downloaded the app, you will need to:
Request access to OHTrac
Have have your agency added to OHTrac
Then add users for your agency
After you have downloaded the app and have access to OHTrac, you will be able to log on

27. Log In Page
OHTrac is a password protected website that uses a single login page and provides you with access to OHTrac.
The APP log-on page has a “Remember Me” function that after you successfully log on for the first time, will automatically log you on after the initial log on.
Once you have downloaded the appropriate app and have your agency added with the facility ADMINISTRATOR(S), when you open the app, you will be directed to the log in page on the LIVE site.
User names must be unique (for example: recommend using first initial/last name all in lower case). Passwords for EMS providers can be generic. (for example: recommend using the fire / EMS department name or other common password) MORE DETAILS ON THE NEXT SLIDE.

28. GENERIC LOG ON
Fire/EMS providers have requested generic log for the OHTrac App. If your agency decides to use this option, there are several things to consider:
A valid address for each user is required when setting up an account.
Someone within your agency will need to monitor the address used for the log on to keep your generic log on(s) ACTIVE (See next slide for details)
Fire / EMS representatives have asked for a generic log on. Specifically, rather than have each member of the fire / EMS department have an individual user name and password, a generic log on with a common password would be used for OHTrac. IT IS RECOMMENDED THAT THE GENERIC USER NAME BE ASSIGNED as a specific vehicle for the agency and then use a common password. For example: User Name = Toledo Fire Engine1 Password = Toledo Fire OR User Name = TFE2 Password = Toledo Fire NOTE: USER NAMES MUST BE UNIQUE, BUT PASSWORDS CAN BE GENERIC. THEREFORE IF YOU USE THIS TYPE OF SYSTEM USE THE DEPARTMENT NAME OR INITIALS FOLLOWED BY THE APPARATUS NAME
Passwords are case sensitive, must have at least 6 characters and be alphanumeric.
A valid address will need to be entered. Every 6 months that a user does not log on to OHTrac, the system will generate an that asks the user to log onto OHTrac. If after several attempts extending over 4 weeks the user does not log onto OHTrac, the user will be made INACTIVE on the OHTrac system and unable to log on. It is the responsibility of the person(s) assigned at each agency with FACILITY ADMINISTRATOR permission levels to monitor the the valid address entered so that when these notices are received, the generic log on remains active. An for each user name with a generic log will be received every 6 months.

29. FACILITY ADMINISTRATOR PERMISSION LEVEL
There are 2 relevant permission levels on OHTrac for Fire / EMS personnel.
Facility ADMINISTRATOR and Facility USER
A facility ADMINISTRATOR(s) will need to be appointed at each agency to:
Complete OHTrac Facility ADMINISTRATOR training module (30-45 minutes)
Add users to the SurgeNet/OHTrac System
If generic log-on is used monitor the valid address for the 6 month log on reminder
If individual USER NAMES and PASSWORDS are used by your agency, reset forgotten passwords
As previously discussed, in order to log on to OHTrac, a User Name and Password must be entered. There are two relevant permission levels on OHTrac for Fire and EMS personnel. Once your agency determines who should have the the Facility ADMINISTRATOR permission level, they can be added to the SurgeNet system. Once they are added to the SurgeNet / OHTrac system, they can add additional personnel and assign the facility USER permission level.
Facility ADMINISTRATOR(s) at each agency are responsible for:
Completing the Facility ADMINISTRATOR training module. This is a PowerPoint module that will take approximately minutes to complete. It can be found on the SurgeNet POLICIES AND DOCUMENT section. This module was designed for all hospitals and fire / EMS agencies so that an accurate data base for your agency can be maintained. The main difference between facility ADMINISTRATOR and USER permission level, is that the facility ADMIINISTRATOR permission level allows someone to edit the data ( user names, profile information, and passwords) for their agency only.
Add additional users to the SurgeNet / OHTrac system for your agency. As previously discussed, this can be done using a generic log on or unique user names and passwords
Every 6 months review your agency database to determine if all users need to remain ACTIVE. Personnel may leave your agency and should no longer require access to OHTrac. If generic log on is used, vehicles may be placed out of service
As previously discussed, someone will need to monitor the valid address entered for a generic log on so that when OHTrac generates a reminder every 6 months after you last log on, someone responds.
If your agency decides to use unique user names and/or passwords, assist users in resetting passwords
Become the agency “expert” on OHTrac to train users and assist with questions. The facility ADMINISTRATOR should be the first point of contact for all personnel in your agency for technical assistance or questions
It is up to each agency how many personnel are assigned facility ADMINISTRATOR permission level. It is recommended that multiple personnel have this permission level to allow coverage for different shifts and time off. Everyone else should be assigned facility USER permission level.

30. Training Requirements to Use the App
Training modules have been developed and piloted with a variety of EMS personnel
User Training
Module 1 Introduction
Module 2 Patient Tracking
Takes about 30 – 45 minutes total to complete both modules
These training programs are located on the Surgenet website and can be downloaded after your agency gains access to the OHTrac.

31. Training Requirements to Use the App
Facility ADMINISTRATOR personnel
Module 1 Introduction
Module 2 Patient Tracking
Facility Administrator Module
Creating a MCI Incident Module*
Takes about 1 ½ - 2 hours total to complete this training
Each agency is required to have at least one person with the Facility Administrator permission level. Best practices has demonstrate that each agency should have several people designated as a Facility Administrator for OHTrac. As mentioned previously, Facility Administrators are the “subject matter experts” on OHTrac for your agency, will add users to OHTrac for your agency, monitor reminders generated if using generic passwords, and reset passwords if your agency uses individual user name/passwords. A training module for Facility Administrators has been developed. Best practices has shown that Training Officers or Shift Commanders should be designated by fire / EMS agencies to be Facility Administrators.
Depending on how the OHTrac incident is created within your response area, the Facility Administrator may be required to teach personnel on how to create an incident. A separate training module for this task is developed along with a Job Action Sheet.

32. HOW OHTRAC COULD ASSIST THE TRANSPORT OFFICER

33. The slide presents the web-based view of OHTrac
The slide presents the web-based view of OHTrac. If the Transport Office or a Dispatch Center has access to this system, all the patients entered into the incident are displayed on a single page. The total number of patients by each triage category (triage status) are displayed on under the incident clock by their triage color.
The patients are also listed on the incident page by triage color and which hospital they are being transported. The data in the patient field can be sorted by hospital to display how many patients and what severity of patients are being transported to that hospital.
In addition, when selecting the END LOCATION for the hospital destination, the hospitals are listed by specialty type for the Transport Officer. For example, P = Pediatric hospital, B = Burn Center, and the various levels of Trauma Hospitals are displayed.

34. How to Get Access To OHTrac?

35. NEXT STEP
If not already on the OHTrac system, your agency will need to complete a Request for Access to OHTrac (see next slide)
If your agency already has access to the OHTrac system and you have an agency profile set up in OHTrac, all you need to do is download the app and complete the App User training module.
If your agency is already on OHTrac, the person(s) designated as Facility Administrators will need to provide you with a user name and password. The training modules are located under the Polices and Documents blue tab at the top of the page after you log on

36. How to Complete a Request for Access to OHTrac
REMEMBER, OHTrac is part of SurgeNet the statewide bed tracking system
OHTrac access process starts by going to the website:
Click on the “Request Access” link

37. Request for Access
Complete all mandatory fields (indicated by an asterisk *)
You will be required to create your user name and password

38. For the Application check OHTrac only for your region
The next step is to request access to OHTrac for your region. The regions match the Ohio Department of Homeland Security regions but are named by the agency that is responsible for the Regional Healthcare Coordinator (Regional Hospital Coordinators). Your request for access to OHTrac will be forwarded to them to begin the approval process.
Hospital Regions are:
HCNO Hospital Council of NW Ohio Region 1 in NW Ohio
CHA Center for Health Affairs (Cleveland) Region 2 in NE Ohio
GDAHA Greater Dayton Area Hospital Association Region 3
COTS Central Ohio Trauma System Region 4
NECO NE Central Ohio Region 5
GCHC The Health Collaborative Region 6
SE Ohio SE Region in Ohio Regions 7 and 8
For the Application check OHTrac only for your region
THE MAP FOR THE REGIONS CAN BE ACCESSED BY CLICKING ON THE
CLICK HERE TO VIEW THE MAP OF THE REGIONS LINK

39. Request for Access to OHTrac continued
Scroll down and push the blue SUBMIT tab on the bottom left corner
Your application will be sent the appropriate Regional Healthcare (hospital) Coordinator for your region
They will add your agency if necessary to OHTrac
You will be given access rights to OHTrac
You will need to know who has been designated as the FACILITY ADMINISTRATOR for your agency.
It is important for fire / EMS providers to understand that hospitals have been trained and using OHTrac for several years Your agency will need to integrate with local / regional practices for creating an incident on OHTrac and entering patients on OHTrac. One of the Regional Healthcare Coordinators will contact you after you submit your request for access application. They will also be able to explain to you existing regional practices for creating an incident ( if any ) and introduce you to the local hospital representative responsible for OHTrac. Best practices has shown that it is imperative that hospitals and pre-hospital EMS providers work together on patient tracking / family reunification.

40. Points of Contact for Access to Surgenet / OHTrac
Regional Points of Contact can be found by going to SurgeNet/OHTrac website at
Click on the Contact Us link
The contact information for the Regional Healthcare Coordinators (hospital coordinators) can be found on the CONTACT US link for the log-on page to Surgenet

41. The Regional Healthcare (hospital) Coordinators contact information is listed on this page
They will assist you with technical assistance in gaining access to OHTrac
Regional Healthcare Coordinators are the facility ADMINISTRATORS first points of contact for technical assistance on access to OHTrac for those agencies requesting access to OHTrac or new to the OHTrac module.

42. Where Can I Get Additional Information on OHTrac?

43. Points of Contact Concerning the OHTrac App
Use:
Lisa Rindler, System Administrator
Greg Locher, System Administrator
Carol Jacobson, Ohio Hospital Association
One of these people will respond to your question within 24 hours
If you have specific questions concerning the OHTrac App that your Regional Healthcare (hospital) Coordinator can not answer, contact and one of the people listed on the slide will contact you within 24 hours.
These Points of Contact should not be used for routine requests such as reset of passwords.