EMS Trauma Registry Application

1. EMS Trauma Registry Application • Introduction to the EMS Trauma Registry Application • Purpose of the EMS Trauma Registry Application • Security Issues related to the Application • VDH Security Issues Security Issues related to the Application are discussed in detail in the Training Document The EMS Trauma Registry application is an automated system to collect mandated retrospective data on patients with injuries resulting in hospitalization, transfer or death. VDH Security Issues are discussed in detail in the Training Document ALL licensed hospitals which render emergency medical services shall participate in the trauma registry. The goal is to prevent accidental injury and death and to promote better hospital outcomes.

2. Set Up Information for EMS Trauma Registry Application Browser Information is discussed in detail in the Training Document • Browser Info • Internet Explorer • Adobe Acrobat • Symbols and Buttons • Tips and Suggestions • Monitor Screen Settings • LOV Searches • Changing Passwords • Screen Layout • Application Help Symbols and Buttons Information are discussed in detail in the Training Document Tips and Suggestions Information are discussed in detail in the Training Document

3. New EMS Trauma Registry System • Steps to Log on to the EMS Trauma Registry System • Enter the following URL for EMS Trauma Registry System • https://vdhems.vdh.virginia.gov/pls/emstrain/loginmain (TRAINING PURPOSES ONLY) • Enter HOSPUSER as Username. • Enter HOSPUSER as Password. Important Note : You will be prompted to change your default password when you start using the Application in the Real time environment but for Training purposes you DON’T have to change the password. Passwords are required to be at least 8 characters in length and must contain 6 alphabetic characters and 2 numerals. In the next Screen you will get Step by Step instructions on how to change the password.

4. After entering the Username and Password. Click on OK Button. If you Log on for the first time, you will see this dialog box. Click on the Ok Button. You will see another screen with the following information

5. After entering the New Password click on the Change Password Button.

6. Click on the Yes Button and Open another Internet Explorer and type in the URL for EMS. But make sure you log in this time with the new password.

7. After entering the Username and Password. Click on OK Button

8. Click on the Registration link from the Side Bar.

9. Before we get into details about the Application, it is very IMPORTANT to learn the Page Level Help and Application Assistant. Next 2 Slides will discuss these topics in detail. Before we get into details about the Application, it is very IMPORTANT to learn the Page Level Help and Application Assistant. Next 2 Slides will discuss these topics in detail.

10. If at any Point you need any information about any field on the Screen , Click on the HELP link. A Pop-Up box will open and display the information of all the fields on that Screen.

11. Similarly If at any Point you need any information about the Application, Click on the App. Assistant link from the Sidebar. A new window will open and display the Set-Up information about the EMS Trauma Registry Application

12. Always check to see if the Patient already exists in the System. Enter some details of the Patient like Last Name and First Name and click on the QUERY Button.

13. If the Query shows no results, Click on the New Button to register a new Patient.

14. After Inserting all the Information. Click on the Insert Button

15. After Clicking on the Insert Button. You will see “SUCCESS! Row Inserted” message on the Screen. Now Click on Admission Records link from the Sidebar

16. Click on the NEW BUTTON to insert Admission Details for the Patient

17. You can select a Fips Code by clicking on the Injury FIPS LOV. A Pop-Up box will be displayed with all the Valid Fips Codes Revised Trauma Score will be automatically computed by entering Glasgow Coma Scale, Systolic Pressure and Respiratory Rate After Inserting all the Information. Click on the Insert Button

18. Success! Row Inserted Message appears on the Screen after Clicking the Insert Button Click on the Discharge Diagnosis Details Link from the Sidebar

19. Click on the NEW BUTTON to insert Discharge Diagnosis Details Record

20. Click on the Discharge Diagnosis Details Button to view the Diagnosis Information

21. After entering the Discharge Diagnosis Details. Click on the Update Button. You will see Row Inserted Successfully : 2 message in the Next Screen

22. Use the Drop Down Box to select Device Usage for each Safety Device used and Click the SAVE Button. Note: You can only enter safety devices with certain types of injuries which are described in the training document.

23. After Inserting the information in the Safety Devices Screen click on the Organ Donation link from the Sidebar

24. You will the see the above message ONLY if the Outcome of the Patient in the Admission Details Screen was not Expired. If the Outcome = Expired then you will see the next Screen ( Organ Donation ). You cannot save admission record without completing and saving the Organ Donation Details screen

25. Click the Check Box next to the Organs Opted and then click on the Save Button to Insert the Record.

26. If you want to run any Reports , Click the Reports Link from the Sidebar.

27. These are the various reports that are available in the EMS trauma Registry application. To Run any reports Click on the Respective report link. For example we will run the Diagnosis Group Summary Report.

28. Begin and End Date will always default to System Date ( Today’s Date ) and the Hospital Name and Code will also Default to the Hospital Code assigned to you. When You click on the Run Report Button, the following Output will be displayed in a new screen. When You click on the Chart Button, the following Output will be displayed in a new screen.

29. Conclusion Please Log Off after working through the Application by clicking the Log Off Button at the bottom of the sidebar. If you have any Questions or Concerns , Please Contact the OIM Web Application Help Desk. Email : oim_webappshelp@vdh.virginia.gov Phone : (804) 864 7200 Fax : (804) 864 7156

30. The End