August 22 and 23, 2012

What we will cover today:Mandatory Data ElementsReporting patient first and last nameAdditional Training SessionsUpdated Project Timeline

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Legacy File Extract to Upload to DSHSAll data files that are sent to The Registry must

be in ASCII tab-delimited format.  A tab must follow every field except the last field of each record.  Even if there is no data recorded for a particular field, or the field is optional, a tab must still be placed in that field’s position. 

The Main Fields section contains the minimum standard data set that everyone is required to send to The Registry.  A file sent in the Main Format must contain all of the fields in the Main Fields section of the appropriate data set.

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EMS Mandatory Data Elements 1. Firm Number Data Field Number: 2 Data Field Name: FIRMNO Priority: Required Field Length: 6 Field Type: Numeric Value Range: 001001 – 799999 Definition: The six digit numeric code assigned to YOUR EMS

provider. Data Values: Firm numbers are assigned by the Texas Department of Health

EMS/Trauma Registry. The list of Firm Numbers can be found on the injury website and in Appendix A.

001001 – 799999 = Texas EMS providers

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EMS Continued2. Run Report IDData Field Number: 1Data Field Name: RRIDPriority: RequiredField Length: 10Field Type: CharacterValue Range: NoneDefinition: Unique number/characters assigned

by the registry software program or registrar.Data Values:One unique entry per patient per incident

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EMS Continued3. Date of CallData Field Number: 4Data Field Name: CALLDATEPriority: RequiredField Length: 10Field Type: DateValue Range: [1990 – current year, 9999] [01 – 12,

99][01 – 31, 99]Definition: The date on which the call was made.Data Values:Format: YYYY/MM/DDYYYY = Year; 9999 = UnknownMM = Month; leading zero required; 99 = UnknownDD = Day; leading zero required; 99 = Unknown

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EMS Continued 4. Patient’s Last Name Data Field Number: 26 Data Field Name: LNAME Priority: Required for RESPTYPE = 4 – 10 Field Length: 20 Field Type: Character Value Range: None Definition: The patient’s legal last name. If last name is

unknown, enter a single 9. Data Values: Any characters used to identify the last name 9 = Unknown

Note: Doe as in “John Doe”, or any other pseudonym, is NOT an acceptable value for Unknown.

Must list at least the first four letters of the last name.

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EMS Continued 5. Patient’s First Name Data Field Number: 27 Data Field Name: FNAME Priority: Required for RESPTYPE = 4 - 10 Field Length: 20 Field Type: Character Value Range: None Definition: The patient’s legal first name. If first name is

unknown, enter a single 9. Data Values: Any letters used to identify the first name 9 = Unknown

Note: John as in “John Doe”, or any other pseudonym, is NOT an acceptable value for Unknown.

Must list at least the first four letters of the first name.

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EMS Continued 6. Date of Birth Data Field Number: 29 Data Field Name: DOB Priority: Required for RESPTYPE = 4 - 10 Field Length: 10 Field Type: Date Value Range: [1880 – current year, 9999][01 – 12, 99][01 – 31, 99] Definition: Patient’s date of birth. If values are unknown, enter

9’s. Estimate birth year, if necessary. Data Values: Format: YYYY/MM/DD YYYY = Year; 9999 = Unknown MM = Month; leading zero required; 99 = Unknown or birth year is

estimated DD = Day; leading zero required; 99 = Unknown or birth year is

estimated

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EMS Continued7. SexData Field Number: 36Data Field Name: SEXPriority: Required for RESPTYPE = 4 - 10Field Length: 1Field Type: NumericValue Range: 1 – 2, 9Definition: The patient’s gender at injury date. If the

patient is in the middle of a gender change, use the original gender.

Data Values:1 = Male2 = Female9 = Unknown

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EMS Continued 8. County of Patient’s Residence Data Field Number: 35 Data Field Name:RESCNTY Priority: Required for RESPTYPE = 4 - 10 Field Length: 3 Field Type: Numeric Value Range: 001 – 254, 801 – 899, 999 Definition: The county of the patient’s home; physical address, not

mailing address. Data Values: County numbers are assigned by the Texas Department of Health

EMS/Trauma Registry. The list of County Numbers can be found on the injury website and in Appendix C.

001 - 254 = TDH county codes 801 - 899 = TDH out-of-state codes 999 = Unknown

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EMS Continued9. Patient DestinationData Field Number: 95Data Field Name: DESTINPriority: Required for RESPTYPE = 6 - 8Field Length: 2Field Type: NumericValue Range: 01 – 19, 88, 99Definition:The type of place where the patient

was delivered.

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Hospital Mandatory Data Elements1. TRAUMA REGISTRY NUMBER Data Field Number: 1Data Field Name: TRNORequired/Optional: RequiredMax. Length of Field: 7Type of Field: NumericalValue Range: 1 - 9999999DEFN Sequential unique number assigned

by the registry software program or registrar.

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Hospital Continued2. FACILITY NUMBER Data Field Number: 6 Data Field Name: FACILNO Required/Optional: RequiredMax. Length of Field: 7Type of Field: NumericValue Range: 0010001 - 2559999DEFN The seven digit numeric code

assigned to YOUR hospital.Values Facility numbers are assigned by the

Texas Department of Health. The list of facility numbers can be found in Appendix A.

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Hospital Continued

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Hospital Continued

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Hospital Continued5. SEX Data Field Number: 9 Data Field Name: SEX Required/Optional: Required Max. Length of Field: 1 Type of Field: Numeric Value Range: 1-2DEFN The patient's gender at injury date. If

patient is in middle of gender change, use original gender.

Values 1 = Male 2 = Female19

Hospital Continued 6. DATE OF BIRTH Data Field Number: 10, 11, 12 Data Field Name: MMOB, DDOB, YYOB Required/Optional: Required Max. Length of Field: 2, 2, 4 Type of Field: Numeric Value Range: [01-12], [0-31], [1880 – present year] DEFN The patient’s date of birth. Estimate, if necessary. Values Month of Birth (MMOB) 01 = January 07 = July 02 = February 08 = August 03 = March 09 = September 04 = April 10 = October 05 = May 11 = November 06 = June 12 = December

Day of Birth (DDOB) 0 – 31 Year of Birth (YYOB) Use four-digit year of birth. For example, if the patient was born in 1980, the value

would be 1980.

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Hospital Continued7. COUNTY OF RESIDENCE Data Field Number: 20 Data Field Name: RESCNTY Required/Optional: Required Max. Length of Field: 3 Type of Field: Numeric Value Range: 1-254, 801-858, 899, 999DEFN The county in which the patient resides.Values Each county in Texas is assigned a number

1 through 254. A county code is also assigned for each state and some countries. Use 999 for unknown county. See Appendix C for county code list. See Appendix D for Texas city-county list.

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Hospital Continued 8. DATE OF ARRIVAL Data Field Number: 22, 23, 24 Data Field Name: MMARHOSP, DDARHOSP, YYARHOSP Required/Optional: Required Max. Length of Field: 2, 2, 4 Type of Field: Numeric Value Range: [01-12], [01-31], [2000 – present year] DEFN The date in which the injured patient arrived at your hospital. Report information even

if patient was a direct admission. Values Month of Arrival (MMARHOSP) 01 = January 07 = July 02 = February 08 = August 03 = March 09 = September 04 = April 10 = October 05 = May 11 = November 06 = June 12 = December Day of Arrival (DDARHOSP) 0 – 31 Year of Arrival (YYARHOSP) Use four-digit year of arrival. For example, if the patient arrived at your hospital in 2000, the value

would be 2000.

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Hospital Continued 9. PATIENT DISCHARGED TO Data Field Number: 41 Data Field Name: DISTIN Required/Optional: Required Max. Length of Field: 1 Type of Field: Numeric Value Range: 1-9 DEFN The place to which the patient was released when discharged from YOUR hospital. Values 1 = Home Patient’s own home or significant other’s home. Can include apartment, boarding house, farm house, home premises, house (residential), non-institutional place of residence, or retirement community.

2 = Acute care facility

3 = Rehabilitation facility Transferred to a licensed rehabilitation facility

4 = Nursing home / SNF / ICF Skilled nursing facility or intermediate care facility. (Includes transfer to a SNF for rehabilitation purposes).

5 = Residential facility children's home, dormitory, hospice, jail, old people's home, orphanage, prison, reform school, shelter, protective services, psychiatric hospital, foster care

6 = Left AMA/ Eloped (Left prior to medical discharge)

7 = Other

8 = Morgue/funeral home

9 = Unknown destination

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Hospital Continued 10. PATIENT DISCHARGED TO FACILITY NUMBER (If Distin = 2 or Distin = 3) Data Field Number: 48 Data Field Name: DISFAC Required/Optional: Required – Conditional* Max. Length of Field: 7 Type of Field: Numeric Value Range: 0010001-2549999, 8010000-8990000, 9999999 DEFN The seven digit numeric code assigned to the facility to which your

hospital transferred the patient. Values Facility numbers are assigned by the Texas Department of Health.

The list of facility numbers can be found in Appendix A.

*This field is conditional. Complete only if patient was discharged to another acute care facility or a rehabilitation facility (i.e., if field #41 Patient Discharged To is equal to 2 – acute care facility or 3 – rehabilitation facility). Leave blank if patient was not discharged to another acute care facility or rehabilitation facility. Note: Some rehabilitation facilities do not have an assigned facility number at this time.

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Hospital Continued11. IS THIS A TRANSFER?Data Field Number: 106Data Field Name: TRANSFRequired/Optional: RequiredMax. Length of Field: 1Type of Field: NumericValue Range: 1-2DEFN Hospital transfer applies to patients who are

transferred from an initial acute care facility to your facility. A patient sent to your facility from a

private doctor’s office, clinic, or stand-alone ambulatory surgery center is not a transfer.

Values 1 = Yes 2 = No

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Hospital Continued 12. FIRST HOSPITAL NUMBER (If Transf =1) Data Field Number: 107 Data Field Name: HOSP1 Required/Optional: Required – Conditional* Max. Length of Field: 7 Type of Field: Numeric Value Range: 0010001-2549999, 8010000-8990000, 9999999 DEFN The seven digit numeric code assigned to the facility, which

transferred the patient to your hospital. Values Facility numbers are assigned by the Texas Department of

Health. The list of facility numbers can be found in Appendix A.

*This field is conditional. Complete only if the patient was transferred from another hospital to your hospital (i.e., if field #106 Is this a Transfer? is equal to 1- Yes). Leave blank if patient was not transferred from another hospital to your hospital.

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EMS: 9 elements all required in TRAC-ITHospital: 11 elements all EXCEPT patient first name and last name required in TRAC-IT

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Name Data FieldsIn the file you have sent for the past several

years, there are columns for the first name and the last name

Vendors have either left them blank, inserted a tab, or inserted a space

Some hospitals report patient names to DSHS already

Many EMS have not been reporting patient names even though it has been required for years, DSHS has never enforced it

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Considerations for Reporting Patient NameDSHS conducted two webinars for vendors

Aug. 20 and Aug. 23Vendors so far have conveyed to DSHS, the

customer is able to change a setting on their software to populate the name fields with data and this will not require the vendor to re-create the file extract

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Vendors/software that are able to report patient names without re-programming CDM (Clinical Data Management) Digital Innovation Corporation Digitech Computer, Inc. Emergicon Emergidata (Rescue Medic) Emscharts EMS Consultants ESO Solutions Houston Fire Department ImageTrend Intermedix Lancet Technology, Inc. (Trauma One) Municipal Computing Services Tritech Software Systems (aka Ortivus or Sweet Computers) UMC Lubbock STATco (EMS data) Zoll Data Systems

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Considerations ContinuedIf an entity can not change a setting locally and

needs their vendor to make a software change in order to populate the name fields, then DSHS will work with that entity and vendor to assist

DSHS is currently exploring a ‘work around’ for any entities who can not report patient names by ‘Go Live’

Your hospital designation or EMS license will not be negatively impacted if you are not able to report patient names at ‘Go Live’

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Considerations ContinuedDSHS is extending ‘Go Live’ by one week in

order to create the ‘work around’ solution to enable entities to continue to report even if they are not able to report names at ‘Go Live’

‘Go Live’ is now Sept. 17th, 2012

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How will names be used?Patient names will be used for:De-duplicationEMS and Hospital Record Linking

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De-duplicationThe registry was developed to allow only the

reporting facility to see their data (can allow RAC access or Billing company access)

Records can be de-duplicated within each facilityFor a record to be considered a duplicate, both

records must contain the same data for the date of the event, the DOB, County of Residence, etc.

If one record has exactly the same data AND contains additional data elements not in the second record, then the record with the greatest amount of data will be saved and the other marked as a duplicate for deletion

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De-duplicating ContinuedAccuracy in reporting the number of patients

injured: It is important to not count the same person twice for the same injury when reporting on the number of persons injured

Valid and complete data is needed to determine whether records are duplicates.

Patient names are essential to detect duplicates

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De-duplicating ContinuedA recent de-duplication of EMS records for

the Houston MSA revealed 6% of records were duplicates.

There are 2 million EMS records reported annually to DSHS

6% of 2 million records would be an estimated 120,000 duplicate records

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Linking EMS and Hospital RecordsIt is important to link EMS to hospital

records to study the factors associated with treatment given at the scene and during transport with the factors associated with the hospital treatment and the ultimate patient outcome.

Linking EMS to Hospital records has been a goal articulated for a long time by the stakeholders for the trauma system in Texas

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Additional Training SessionsAugust 27 -31: Two webinarsSept. 3-7: Two webinarsSept. 10-14: Two webinarsCovers both uploading of data files and the

basics of web data entry

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Updated Project TimelineUser Acceptance Testing Continues

Through August 24August 27 - Sept 6: Pilot Testing August 27: Data Conversion Begins August 31: Entity accounts/users

imported into new system September 17: New system Go Live

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Thank you for attending the webinar today.

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