1. New Texas EMS/Trauma Registry System Training – Web Data Entry of Submersion Records
August 2012

2. Web Data Entry of Submersion Records
Laura Berridge, M. Ed.
Dept. of State Health Services (DSHS)
Texas EMS/Trauma Registry
(512) ext. 6316

3. Categories for Data Entry
Uploading EMS and Hospital Data Files
For those entities that will report using an electronic import file extracted for entity’s software
Web Data Entry of Hospital Records
For hospitals that will report through manual data entry directly into the EMS/Trauma Registry website
Web Data Entry of EMS Records
For EMS that will report through manual data entry directly into the EMS/Trauma Registry website
Web Data Entry of Submersion Records
Today’s session
For entities that will report through manual data entry directly into the EMS/Trauma Registry website

4. PowerPoint Slides
The PowerPoint presentation from today’s training will be ed to all attendees
addresses were collected during the training registration process

5. Introduction to the New EMS/Trauma Registry System
“Maven”

6. Agenda Logging In/Access Navigation Updating User Information
Creating/Entering Records
Accessing Records

7. Logging In/Access

9. “Splash” Page

10. “Splash” Page

11. “Splash” Page

12. Navigation

13. Navigation Toolbar

14. Navigation Toolbar
Create
Event

15. Navigation Toolbar
Search Event

16. Navigation Toolbar
Import Roster
(Upload Data File)

17. Navigation Toolbar
Reports

18. Navigation Toolbar
User Information

19. Recently Accessed Records
Navigation Toolbar
Recently Accessed Records

20. Recently Accessed Records
Navigation Buttons
Create Event
Search Event
Import Roster
Reports
User Information
Recently Accessed Records

21. Navigation Links

22. Updating User Information

23. Updating User Information

24. Updating User Information
Secondary – 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
Supervisor

25. Updating User Information
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

26. Updating User Information
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

27. Creating/Entering Records

28. Create Event (New Record)
There are two options to reach the Create Event screen:

29. Create Event (New Record)

30. Create Event (New Record)
Trauma Date
The date the record was created, not the actual incident/injury date*
This information will be entered later
Record Type – select the appropriate type
Patient Record – Submersion

31. Create Event (New 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 Name
First Name = “Unknown”
Last Name = “Unknown”

32. Create Event (New Record)
Enter all the Contact Information that is available

33. Create Event (New 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

34. Select Person

35. Select Person The following fields may be used to search for a person:
Person ID
Last/First Name
Birth Date
Gender
Phone
Address

36. Select Person Birth Date Search History Search Soundex
Exact/Inexact link
Selecting the Inexact link will allow you to search for a Birth Date Range
Search History
Allows the user to broaden the search to include historical information
When selected, historical demographic and/or address information is also compared against the search criteria
Example: Old address
Search Soundex
Allows the user to broaden the search beyond literal spelling of the search criteria
Examples:
“Tom” will also search on “Thom”
“John” will also search on “Jack”

37. Select 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

38. Record Summary

39. 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

40. Question packages – groups of questions that share common themes
Displayed based on the event type (e.g. Drowning Scenario question package does not appear for hospital or EMS events
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 complete
Answering all required questions will change the question package’s status to “Complete”

41. 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

42. Wizards

43. One wizard:
Submersion Required Data Elements

44. Data Entry Screen/Page

45. Data Entry Screen/Page – Header
Data entry screen name
Person’s name
Record type
Status
Number of total questions and incomplete required questions
Status will change from “Incomplete” to “Complete” after all required questions have been answered

46. Data Entry Screen/Page – 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

47. Data Entry Screen/Page – Entity Information
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

48. Search Entity

49. Search Entity The following fields may be used to search for a record:
Record ID
Name
Address
Record Type
Hospital
Event Date
Record Type:
EMS Facility
Search History
Allows the user to broaden the search to include historical information
When selected, historical demographic and/or address information is also compared against the search criteria
Example: Old address

50. Search 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

51. Data Entry Screen/Page – Entity Information
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

52. Searching for Records

53. Search Event
There are two options to reach the Search Event screen:

54. Search Event

55. Search Event The following fields may be used to search for a record:
Record ID
Last/First/Maiden or Other Name
Birth Date
Gender
State
Country
Record Type
Patient Record – Hospital
Patient Record – EMS
Event Date

56. Search Event Birth Date Search History Search Soundex
Exact/Inexact link
Selecting the Inexact link will allow you to search for a Birth Date Range
Search History
Allows the user to broaden the search to include historical information
When selected, historical demographic and/or address information is also compared against the search criteria
Example: Old address
Search Soundex
Allows the user to broaden the search beyond literal spelling of the search criteria
Examples:
“Tom” will also search on “Thom”
“John” will also search on “Jack”

57. Search 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

58. Accessing Recent Records

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

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

61. Recently Accessed Records
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

62. Recently 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

63. Questions? Laura Berridge, M. Ed. Dept. of State Health Services
Texas EMS/Trauma Registry
(512) ext. 6316