OHTrac Patient Tracking

1. OHTrac Patient Tracking Carol Jacobson, RN March 31, 2010 EMA Directors Spring Conference EMA

2. Project Intent EMA

3. 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)

4. Overview EMA

5. 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 EMA

7. 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

8. 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

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

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

11. Project Summary EMA

12. 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 2007-2008 EMA

13. Project Summary • Pilot project 2008-2009 • NW focused on hospital implementation • NE focused on field implementation • Trainings Conducted • Regional hospital • Statewide Implementation Committee • State agencies EMA

14. 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 EMA

15. Project Phases and Requirement EMA

16. 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 EMA

17. 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.

18. 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 EMA