Central Texas Regional Advisory CouncilTrauma Service Area L

Belton, TexasApril 2, 2008

ESAR-VHP – Texas Disaster Volunteer Registry

EMCredential Technology

March 27th, 2008

Updated ESAR-VHP Guidelines

ESAR-VHP (June 2007 Draft) EMCredential

Electronic registration system for recording and managing volunteer information

• Secure redundant system• Track volunteer deployments & history• Identify volunteers via queries of critical fields

Yes

Collect and verify credentials & qualifications Yes

Assign ESAR-VHP credential levels (1-4) Yes

Record volunteer health professional/emergency affiliations Yes

Identify volunteers willing to participate in a federally coordinated emergency response Yes

Update volunteer information and re-verify credentials every 6 months Yes

Assistant Secretary for Preparedness and Response (ASPR)

EMCredential Core DesignPrimary Goal – Compliance with the ESAR-VHP Guidelines

Registration

Emergency Credentialing

Verification

EMCredentialTM

Volunteer Health Professionals

• Registers Volunteers• Enters Credential Information• Sets ESAR-VHP Credential Level• Captures Relevant Training Experience

ESAR-VHP Administrator

• Manages Volunteer Database• Selects and Mobilizes Volunteers for Emergency Event• Assigns Emergency Credential Level • Maintains and Updates Credential Information• Generates Reports

On-Scene Personnel

• Dispatches Volunteers to Incident Site• Verifies Volunteer Identity• Verifies Volunteer Credentials• Manages and Tracks Volunteers On-Scene

Emergency Credentialing

EMCredential DifferentiatorsBeyond the ESAR-VHP Guideline Requirements

Registration Verification

EMCredentialTM

Volunteer Health Professionals On-Scene Personnel

ESAR-VHP Administrator

Utilization of Flat Files

Event Module

Dynamic Forms Model

License Expiration Reminders

Scheduled & Ad-Hoc Exports

Mutual Aid Module

Real-Time Validation

Email & Voice Notifications

Off-line Mode for Verification

Roles, Rights & Privileges

UNLIMITED Users (Admin & Volunteers) Registry Beyond ESAR-VHP

EMCredential™ Comprehensive Registry Solution“ESAR-VHP Registration System”

Volunteer

Registration

Validation

EmergencyCredentialLevel 1-4

Volunteer Activationfor an EVENT

Email Phone

Volunteer Verificationat Staging Area

• Volunteer Check-In• Volunteer Assignment• Volunteer Location• Volunteer Duration • Volunteer Demobilization

PhysiciansRegistered NursesAdvanced Practice Registered NursesNurse PractitionersCertified Nurse AnesthetistsCertified Nurse MidwivesClinical Nurse Specialists

PharmacistsPsychologistsLicensed Social WorkersMental Health CounselorsRadiologic TechnologistsRespiratory TherapistsClinical Laboratory Technologists & TechniciansLicensed Practical Nurses

State Boards

EMCredential™ - Registering & Validating Volunteers“State of Texas - Comprehensive Process Flow”

EMCredentialApplication

Flat Files

Registration“A”

Manual Registration

Registration“B”

Import into EMC

State Board Trusted Sources• Nursing• DSHS

o EMSo Behavioral Healtho Counselors

• Pharmacy • Medical Board

National Boards• ABMS• AOIA (TBD)• OIG• DEA (TBD)

“Trusted Sources Updated every n-days”

AutomatedValidation

“C”

Fully ValidatedVolunteer Records“Activation Ready”

Some level of Manual Validation

CompleteValidation

“D”

Secure FTP Server

“Trusted Sources”

ValidatedVolunteers

“E”

“Post link on State / Board sites”

“Use existingprocesses”

Pre-Loaded Records • Physicians• Physician Assistants• RNs• LVNs• Pharmacists• Pharmacist Technicians• Pharmacist Interns

“Get initial feed of volunteer records to pre-load the

EMC registry”

EMCredential™ - ESAR-VHP Volunteer Registry“Addressing Both State & Local Needs”

Medical Reserve Corps (MRC)

Regional Advisory Councils (RACS)

Texas Nursing Board

National Guard

Texas PharmacyBoard

Texas Medical Board

Community Volunteer Organizations

• Local control of volunteers• UNLIMITED number of volunteers• UNLIMITED number of administrators• ESAR-VHP Compliant

Event Module FeatureBeyond the ESAR-VHP Guideline Requirements Benefits

• Provides Detailed Event Information • Activate & Manage Volunteers by Event via email

and State’s HAN/PHIN System• Manage Multiple Events – “No double counting”• Mutual Aid View of Event Information

Events List Form

Event Summary Form

Mutual Aid Module FeatureBeyond the ESAR-VHP Guideline Requirements Benefits

• Compliment to the Emergency Management Assistance Compact (EMAC) • Pre-Configure Mutual Aid Partnerships• Request & Manage volunteers from Mutual Aid Partner(s) for an Event

Mutual Aid Partners List

Requesting Mutual Aid for a Given Event(s)

Comprehensive Search FeatureBeyond the ESAR-VHP Guideline Requirements

Benefits• Query the database by data elements or combination of data elements• Find and activate “right” volunteers for an event• Configurable Search form based on the customer’s needs

Search Form

Roles & Privileges FeatureBeyond the ESAR-VHP Guideline Requirements

Benefits• Extend user rights & privileges• Create custom / temporary roles• Distribute & extend volunteer management responsibilities

Roles & Privileges Form

Web Portal Editing FunctionsBeyond the ESAR-VHP Guideline Requirements

Benefits• Customize content and look• Post information specific to “your” volunteer group• Promote traffic to site by posting updated & relevant information to volunteer group

Web portal edit view

Offline Volunteer Management FeatureBeyond the ESAR-VHP Guideline Requirements

Benefits• Ad-hoc export module for exporting volunteer records • Exported file can be imported to stand-alone applications for processing• Import records back into EMCredential

Manually validate volunteer identityThrough Report

Manually validate volunteer identityThrough Report

EMCredential Database

Export

MS Word

MS Excel

MS Access

ASCII Delimited File

Import

Summary Report of Arriving Volunteers for an Event