new texas ems/trauma registry system training – web data entry of submersion records

New Texas New Texas EMS/Trauma Registry EMS/Trauma Registry

System Training –System Training –

Web Data Entry of Web Data Entry of SubmersionSubmersion Records Records

August 2012

Web Data Entry of Web Data Entry of SubmersionSubmersion Records Records

Laura Berridge, M. Ed.Dept. of State Health Services

(DSHS)Texas EMS/Trauma Registry(512) 458-7111 ext. 6316

Laura.Berridge@dshs.state.tx.us

Categories for Data EntryCategories for Data Entry• Uploading EMS and Hospital Data Files

o For those entities that will report using an electronic import file extracted for entity’s software

• Web Data Entry of Hospital Recordso For hospitals that will report through manual data

entry directly into the EMS/Trauma Registry website• Web Data Entry of EMS Records

o For EMS that will report through manual data entry directly into the EMS/Trauma Registry website

• Web Data Entry of Submersion Recordso Today’s sessiono For entities that will report through manual data

entry directly into the EMS/Trauma Registry website

PowerPoint SlidesPowerPoint Slides

• The PowerPoint presentation from today’s training will be e-mailed to all attendees

• E-mail addresses were collected during the training registration process

Introduction to the Introduction to the New EMS/Trauma New EMS/Trauma

Registry SystemRegistry System“Maven”

1. Logging In/Access2. Navigation3. Updating User Information4. Creating/Entering Records5. Accessing Records

AgendaAgenda

Logging In/AccessLogging In/Access

““Splash” PageSplash” Page

““Splash” PageSplash” Page

““Splash” PageSplash” Page

NavigationNavigation

Navigation ToolbarNavigation Toolbar

Create Event

Navigation ToolbarNavigation Toolbar

Search Event

Navigation ToolbarNavigation Toolbar

Import Roster

(Upload Data File)

Navigation ToolbarNavigation Toolbar

Reports

Navigation ToolbarNavigation Toolbar

User Informatio

n

Navigation ToolbarNavigation Toolbar

Recently Accessed Records

Navigation ToolbarNavigation Toolbar

Navigation ButtonsNavigation Buttons

Navigation LinksNavigation Links

Updating User Updating User InformationInformation

Updating User Updating User InformationInformation

Updating User Updating User InformationInformation

• Secondary Email – this is the only field that is editable by the individual user

• The other fields in this section must be updated by DSHS staff or by the local administrator/account manager

When functionality is available• First/Middle/Last Name• Title• Gender• Email• Supervisor

Updating User Updating User InformationInformation

• Password – use this field to reset your own password

• Confirm Password – retype the new password for verification purposes

• Local administrators/account managers will also be able to reset passwords for their own staff, when functionality is available

Training for local administrators/account managers will be provided at a later date

Updating User Updating User InformationInformation

• Contact Information – you may update any of these fields to indicate the best contact information for the user• Street 1 and 2• City• State• Zip Code• Country• Home/Mobile/Page/Fax Phone Numbers

• These fields are intended to collect contact information for the individual user, not the entity

Creating/Entering Creating/Entering RecordsRecords

Create Event Create Event (New (New Record)Record)

• There are two options to reach the Create Event screen:

Create Event Create Event (New (New Record)Record)

Create Event Create Event (New (New Record)Record)

• Trauma Dateo The date the record was created, not the actual incident/injury date* This information will be entered later

• Record Type – select the appropriate typeo Patient Record – Submersion

Create Event Create Event (New (New Record)Record)

• First and Last Name are required to create a new record

• If the patient’s name is unknown, use the following values for First and Last Nameo First Name = “Unknown”o Last Name = “Unknown”

Create Event Create Event (New (New Record)Record)

• Enter all the Contact Information that is available

Create Event Create Event (New (New Record)Record)

• The best way to avoid creating duplicate persons in your database is to use the Select Person button before manually entering person information

• This will allow you to select an existing person from your database

Select PersonSelect Person

• The following fields may be used to search for a person:1. Person ID2. Last/First Name3. Birth Date4. Gender5. Phone6. Email7. Address

Select PersonSelect Person

• Birth Dateo Exact/Inexact linko Selecting the Inexact link will allow you

to search for a Birth Date Range

• Search Historyo Allows the user to broaden the search

to include historical informationo When selected, historical demographic

and/or address information is also compared against the search criteria

o Example: Old address

• Search Soundexo Allows the user to broaden the search

beyond literal spelling of the search criteria

o Examples:• “Tom” will also search on “Thom”• “John” will also search on “Jack”

Select PersonSelect Person

Select PersonSelect Person

• An entity may only search for people reported by that specific entity

• Patients reported by other entities will not display in the Search Results

Record SummaryRecord Summary

• Record ID – the unique ID automatically assigned by the system• Record type – shows the type of event• Person – name of the person involved in event• Status – displays the current status of the event• Linked records – record linking will be done by DSHS• Attachments – files, such as a report or EMS run sheet, may be attached to

an event• Notifications – any notifications about the event are displayed here* Incident Date is currently blank because it has not been entered into the record yet

• Question packages – groups of questions that share common themeso Displayed based on the event type (e.g. Drowning Scenario question package

does not appear for hospital or EMS eventso Individual questions are also displayed based on the event type

• Person information – name of the person involved in event• Last update – date when the question package was last updated• Updated by – identifies the user who made the last update• Status – indicates if all required questions in a question package are

completeo Answering all required questions will change the question package’s status to

“Complete”

• Name – question package screen name• Description – lists question package description, when available• Person information – name of the person involved in event• Status – indicates if all required questions in a question package are

complete• Number of questions – total number of questions in question package• Incomplete required questions – number of required questions that are

unanswered • Last update – date when the question package was last updated• Updated by – identifies the user who made the last update

WizardsWizards

• One wizard:1. Submersion Required Data Elements

Data Entry Data Entry Screen/PageScreen/Page

Data Entry Screen/Page – Data Entry Screen/Page – HeaderHeader

Status•Number of total questions and incomplete required questions•Status will change from “Incomplete” to “Complete” after all required questions have been answered

Data entry screen name Person’s

nameRecord type

Data Entry Screen/Page – Edit Data Entry Screen/Page – Edit PersonPerson

Edit Person•To edit any of the person’s information in uneditable (gray) fields, select the link (person’s name) at the top of the page

Hospital/EMS Agency Name and Number (DSHS Registry ID)•The Hospital/EMS Agency Name field indicates the name of the reporting facility•Select the magnifying glass to open the window to select your facility•The Hospital/EMS Agency Number will automatically populate once the facility is selected•This step must be completed in order for the record to be associated with your entity

Data Entry Screen/Page – Entity Data Entry Screen/Page – Entity

InformationInformation

Search EntitySearch Entity

• The following fields may be used to search for a record:1. Record ID2. Name3. Address4. Record Type

a) Hospital5. Event Date

• Record Type:o Hospitalo EMS Facility

• Search Historyo Allows the user to broaden the

search to include historical information

o When selected, historical demographic and/or address information is also compared against the search criteria

o Example: Old address

Search EntitySearch Entity

• A search will only match the entity/entities the user is allowed to report for

• Other entities will not display in the Search Results

Search EntitySearch Entity

Hospital Name and Number (DSHS Registry ID)•The Hospital Name field indicates the name of the reporting facility•The Hospital Number will automatically populate once the facility is selected•This step must be completed in order for the record to be associated with your entity

Data Entry Screen/Page – Entity Data Entry Screen/Page – Entity

InformationInformation

Searching for RecordsSearching for Records

Search EventSearch Event• There are two options to reach the Search Event

screen:

Search EventSearch Event

• The following fields may be used to search for a record:1. Record ID2. Last/First/Maiden or Other

Name3. Birth Date4. Gender5. State6. Country7. Record Type

a) Patient Record – Hospital

b) Patient Record – EMS8. Event Date

Search EventSearch Event

• Birth Dateo Exact/Inexact linko Selecting the Inexact link will allow you

to search for a Birth Date Range

• Search Historyo Allows the user to broaden the search

to include historical informationo When selected, historical demographic

and/or address information is also compared against the search criteria

o Example: Old address

• Search Soundexo Allows the user to broaden the search

beyond literal spelling of the search criteria

o Examples:• “Tom” will also search on “Thom”• “John” will also search on “Jack”

Search EventSearch Event

Search EventSearch Event

• An entity may only search for records reported by that specific entity

• Records reported by other entities will not display in the Search Results

Accessing Recent Accessing Recent RecordsRecords

Recently Accessed Recently Accessed RecordsRecords

• There are two options to reach the Recently Accessed Records screen:

Recently Accessed Recently Accessed RecordsRecords

• The Recently Accessed Records block and the Recent Events screen will be blank until a record is accessed

Recently Accessed Recently Accessed RecordsRecords

• After the record is opened, it will appear in both the Recently Accessed Records block and the Recent Events screen

• The Recently Accessed Records block displays the last 5 accessed records

• The Recent Events screen displays the last 20 accessed records

• The Bookmark option allows you to bookmark specific cases

• Records with a yellow star are bookmarked

• Select the yellow star to remove the bookmark on a record

• Bookmarked cases are retained and not removed from the Recent Events list unless the user removes the bookmark

• Bookmarked cases do not count toward the 20 recent events displayed in the list

Recently Accessed Recently Accessed RecordsRecords

Questions?Questions?

Laura Berridge, M. Ed.Dept. of State Health Services

Texas EMS/Trauma Registry(512) 458-7111 ext. 6316

Laura.Berridge@dshs.state.tx.us