OHTrac Patient Tracking Carol Jacobson, RN March 31, 2010 EMA Directors Spring Conference 3/31/10EMA 1

Project Intent 2 EMA3/31/10

Project Intent Provide a statewide system for tracking patients from Mass Casualty Incidents (MCIs) to ensure a coordinated, well organized victim/family reunification system that is accessible to multiple response and coordinating partners (EMS, hospitals, EMAs, Red Cross, Coroners, et al)

Overview 4 EMA3/31/10

Overview of OHTrac Web-based, password protected application Consists of three modules: Patient Tracking, Command Center, and Alert Manager Access and use is controlled via Permission Levels –Facility Administrator –Facility User –Read Only Design of system allows for use in mass casualty/fatality incidents or multi-incident events(Minnesota Bridge Collapse) System is incident driven to provide for accurate information 5 EMA3/31/10

Patient Tracking In the field…….. Rapid Patient Identification Triage Field level preliminary data collection Destination tracking Data transfer to destination or EMS Begin Incident Information

Patient Tracking In the hospital…….. Notification of Patients reroute to facility Quick overview of all MCI patients delivered to the facility Rapid identification of current patient information Update and add information as it becomes available Track patient transfers even in high volume situations Begin Incident Information

Patient Tracking For the family…….. Aids in family reunification of injured family members Aid with identifying information Show current location

Data Entry Requirements Minimally: Barcode Number (triage tag) Triage Status (severity color code) Gender Approximate Age Name when available Location

Project Summary 11 EMA3/31/10

Project Summary System funded by ASPR grant funds via ODH OHA lead agency for coordinating development and implementation of system Statewide Selection Committee chose ImageTrend system in EMA3/31/10

Project Summary Pilot project –NW focused on hospital implementation –NE focused on field implementation Trainings Conducted –Regional hospital –Statewide Implementation Committee –State agencies 13 EMA3/31/10

Project Summary Statewide Implementation Committee –Administrative and User Guide completed –HICS Job Action sheets modified for OHTrac responsibilities –On-line technical webinars hosted to provide additional implementation support to hospitals –Evaluate recommendation and changes to system based on pilot projects and implementation initiatives 14 EMA3/31/10

Project Phases and Requirement 15 EMA3/31/10

Project Phases Phase I (currently in place) –Receiving hospital enters all data –EMS providers asked to place triage tag (preferably a barcode tag) or armband wrist bracelet on patients affected by the incident Phase II (July 10 - June 11) –Continue implementation into hospitals –Make system available to appropriate partners –Provide technical and implementation guidance and support to partners 16 EMA3/31/10

HOS Requirements-Phase 1 Regional Administrator or Facility Administrator create incident in Patient Tracking within 30 minutes of MCI onset. Receiving hospitals ensure patients are entered onto OHTrac within 1 hour of arrival to their ED Participating hospitals also should ensure that the patients’ tracking status remains current on the website.

Ask of EMA Leadership Endorse the OHTrac and recommend it’s use to providers around the state, to the degree practical for each agency Assist OHA in introducing the system to EMA directors Provide additional recommendations for EMA director’s appointment to Statewide Implementation Committee 18 EMA3/31/10