1. Stakeholder Update Webinar for the EMS/Trauma Registry
February 13, 2013

2. What we will cover today:
Status of Reporting Records
Status of Accounts with a Maven User
Registration Component
RAC Business Associate Agreements
NTDB Reporting Implementation
Long Term Acute Care and Rehabilitation Facility Reporting for TBI/SCI
ME and JP Submersion Webinar

3. Status of Records Reported
Submission status Question and Package screen
If you upload a file then the submission status question package will give you information about the number of records in that specific file upload
If you do web data entry then the search event screen can give you a way to find records but does not give you totals
DSHS staff have a report they can run to give you the number of records received in a given time period

4. 2012 Data
Deadline for reporting 2012 data is April 1 31, 2013 (90 days from Dec. 31,2012 for the reporting of patients transported on Dec. 31st or discharged from the hospital on Dec. 31st).
Injury Program will work with the Office of EMS/Trauma Services to send letters by to entities who have not reported all of 2012 data by April 1, 2013.

5. Status of Users with Access to Maven
DSHS added account managers and account users to Maven upon completion of training.
As of Feb. 12th:
281 EMS Agencies with account managers
320 Hospitals with account managers
7 RACs with account managers
22 Billing Companies with account managers

6. Registration Component
The registration component being implemented this month will:
Import all EMS and Hospitals with their latest licensing information into Maven
Send an to the licensing contact (CEO, EMS Director etc.) with directions to follow to establish an account manager
Current Maven Account Managers will be asked to click through 8 slides before accessing Maven

7. Registration Component
DSHS will not continue to offer Basic Training for Accessing Maven after Feb. 14, 2013
Anyone who needs training will now come through the Registration Component
The account manager will create a new user and assign that person to their entity group and create a ‘training’ user ID and password
The new user will log in and will be taken through the training slides and through the agreement for using the system before they are allowed access to private health information

8. Hospitals with valid BAA Hospitals with invalid BAA Total Hospitals
Update on Assessment of RAC Business Associate Agreements Most BAA need to be Updated
RAC
Hospitals with valid BAA
Hospitals with invalid BAA
Total Hospitals
EMS with Valid BAA
EMS with invalid BAA
Total EMS A 30 8 57 65 B 2 29 31 1 59 60 C 19 21 17 D 22 24 37 38 E
Not Reviewed
194
 Not Reviewed
200 F 3 20 7 G 34 5 33 H 11 18 I J 27 28 4 40 44 K 16 L

9. NTDB Reporting Implementation
Data dictionary for new file to report is being created along with other documentation to provide to vendors
A vendor webinar is scheduled for March 5th
New File to report:
2013 NTDB data dictionary for nationally required data elements
Other required & optional data elements that are not NTDB required including extended data elements for traumatic brain injury and spinal cord injury

10. Maven Required/Optional Comment
Data Element
Survey Results
Completeness
Maven Required/Optional
Comment 1
Patient Discharged to Facility Number
77% Yes
100%
Required 2
Condition on Discharge
81% Yes
95.3% 3
Alcohol Level
63% Yes
Alcohol test was answered 83.6 % of the time and if it was ‘yes’ then the alcohol level was answered 90.5% of the time
Optional
Alcohol use indicator is required, alcohol level is conditional on yes to alcohol use and as such it is set up as optional otherwise if required then if answered no to alcohol use indicator then have to answer the alcohol level question too. 4
Billed Hospital Charges
56% No
98.7%
Although slightly more than half of survey respondents did not want to make this element required, the high completeness indicates the ability to collect it. 5
Total Reimbursement
72 % No
16%
If required, the record remains incomplete until at such a time in the future when reimbursement data is available.

11. Date of Arrival to first hospital 81% Yes 96.8%
First Hospital Number
65% Yes
99.8%
Required 7
Date of Arrival to first hospital
81% Yes
96.8% 8
Time of arrival to first hospital
79% Yes
82.6% 9
Date of departure from first hospital
80% Yes
97.1% 10
Time of departure from first hospital
75% Yes
67.3% 11
Trauma team activation
85% Yes
100% 12
Time of trauma team activation
72% Yes
10.4%
 Date of trauma team activation 13
Direct admit
62% Yes
4.3%
Optional 14
Incident location type
100% (Place of Injury)
NTDB Required 15
Airway management type
No Data
 NTDB Requires Procedure EMS will report in NEMSIS procedures questions

12. LTAC & Rehabilitation Facilities Reporting TBI/SCI
Workgroup Webinars were held to decide on data elements
Pilot testing of web data entry is currently underway
March 1, 2013 reporting begins for patients who are treated within 30 days of discharge from the acute care setting
Approximately 200 facilities are expected to report

13. Justice of the Peace & Medical Examiner Submersion Reporting
DSHS will begin to work with JP and ME in March to report submersions
Workgroup will be formed to determine data elements from the submersion surveillance questions that JP and ME can provide information

14. Data Presentations at GETAC
The Texas Department of Transportation and DSHS will present to the RAC Chair meeting regarding crash records
DSHS is preparing 2011 data for the Trauma System Committee Meeting
GETAC Committee’s have on their agenda to select a representative to participate in the Trauma System’s Committee Registry Workgroup

15. Questions? Comments?