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Traumatic Brain Injury (TBI) User Manual

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1. Figure 1 Sample Online Help Page 3 2 3 Accessibility Features Standard Web browser keyboard shortcuts and application design elements help to make TBI Registry accessible to a wide range of users including those with limited dexterity low vision or other disabilities RESOURCE For a complete list of keyboard shortcuts see Appendix A RESOURCE For more information about accessibility features see Appendix D September 201 1 User Manual 13 Traumatic Brain Injury Registry 3 3 Date of Death and Deceased Check Some Registry programs perform deceased checks of files for each patient in the local registry to validate whether or not the patient is deceased Although TBI Registry does not perform such a check it does capture the Date of Death if that information is entered in the source files This is particularly true of the files for the polytrama application For the referral to be sent to TBI Registry the patient is screened via the two OEF OIF clinical reminders in VistA However unlikely it is that a new referral would be received for a deceased patient there is nothing in the system presently to prevent such a record from being edited 3 4 Screen Areas and Functions While there are some differences in screen appearance from one task area to another the general layout is as shown below indicate the parts of the screen Please take a few moments to familiarize yourself with the various screen areas befo
2. 6 6 In Process Referrals Once you have saved a New referral record the status of the record changes to In Process This change is reflected in the Breadcrumbs and in the Status field located at the bottom of the screen s content area September 201 1 User Manual 39 Traumatic Brain Injury Registry Records screen The two main differences involve the highlighted Breadcrumbs and the Status field 40 User Manual September 2011 Traumatic Brain Injury Registry 7 My Tasks gt Referrals gt In Process To view In Process referrals in the TBI Registry click the My Tasks tab to view Referrals Click in the light blue box surrounding the title of this subcategory and the content area of the screen will display a list of all patients undergoing the consultation and evaluation segment of the referral process A referral is generated when a Veteran is identified as a potential TBI patient for a variety of reasons typically involving the application of the screening Referrals New 89 In Process 367 Completed 7 1 Editing In Process Referrals Once you edit and save a New Process referral it is transferred to the In Process subcategory Navigating the In Process screen is very similar to editing the New Process screen My Tasks gt Referrals gt In Process gt Edit Referral ID Unrrep STATES DEPARTMENT op VETERANS FFAIRS Praumatic Brain Injury Registry Patients My T
3. e EI HelpFiles help_PopupCalendars mht o Y XK E File Edit View Favorites Tools Help dr Favorites de Suggested Sites y 38 Pop up Calendars x a EJ me Pagey Safety Toolsy Pop up Calendars sauer 9 Pop up calendars are used throughout EFRA Click the calendar icon Wl next to the entry box to open the date picker Example BH EE Sun Mon Tue Wed Thu Fri Sat 12 3456 1 9 10 42 42 13 14 15 16 17 10 19 20 n 2 2 222 zm Monday November 1 2019 You can select or change the date displayed on the calendar using the methods described in the following table To Select Change Pon November 2010 Sun Mon Tue Wed Monday November 1 2010 To change the month click on the down arrow next to the month at the top of the calendar Day Click the actual day of the week on the calendar Or use the left and right arrows to move through the days of the month Year Click on the down arrow next to the year Navigating the Date Picker Calendar Pop ups Using the date selection pop up calendars known as date pickers may be somewhat problematic for those using screen readers such as JAWS The pop up date picker calendar is essentially a graphic rather than text feature that is designed to be navigated using the mouse There are no keyboard equivalents in this application You can however simply type a properly formatted date into the text box Table of Contents
4. Adding Polytrauma Patient Tracking Data Beneath that is another group of check boxes under Injury Details These include Brain Injury Eye Injury Visual Impairment Soft Tissue Orthopedic Injuries Nerve Injuries Burns Amputation Gastro Intestinal Bowel Cardiovascular Injury Infection Fractures Wounds Shrapnel Ear Injury Hearing Lung Injuries Behavioral Health Conditions Spinal Cord September 201 1 User Manual 57 Traumatic Brain Injury Registry Brain Enjury Eve Injury Visual Impoiresent Soft Tisswe Orthopedic Injuries Ear Figure 23 Adding Polytrauma Injury Details In the Treatment section enter Provider Information Fields in this section include Provider Location ID Number Name E mail Polytrauma VAMC Admission Functional Independence Measure FIM Code Admission Date Functional Related Group FRG Code Discharge FIM Code Rehab Discharge Date Discharged To and Follow up Under Follow up the options are Ortho Physical Therapy PT Neurology Speech language Pathologists SLP Physiatry Community Re entry Occupational Therapy OT and Vocational Rehabilitation and Employment VR amp E Assessment and Follow up Site The Date fields allow you to enter a date in the dd mm yyyy format or you can click on the calendar icon and select a date from the calendar that displays A Note A FIM score is a scoring mechanism used to indicate the level of functioning and support needed for an individual
5. E TR PolyTrosme Editar TRI PolyTrewme Read Onty ED TBI Reporting User National OTR Reporting User VISN VERN Access a Dret Reporting User Station VISA Access Figure 52 TBI Reporting User Station September 2011 User Manual 87 Traumatic Brain Injury Registry Select User Roles from the drop down list provided A e Cee ER eee op M TT Figure 53 Station Access Screen Using the task bar to the far left of the screen the case manager can also use the Role Administration application to list users Figure 54 Role Administration Screen There is a search function text box with Search and Clear buttons to the right of the field 88 User Manual September 2011 Traumatic Brain Injury Registry Add New User 8 Tester TRATOR TBI REPORTING USER NATIONAL gt 1 17 34 PM Figure 55 Add New User Screen List All User Roles Figure 56 List All User Roles Screen September 201 1 User Manual 89 Traumatic Brain Injury Registry Part G About the TBI Interface 90 User Manual September 2011 Traumatic Brain Injury Registry 12 About the TBI Interface 12 1 Graphical User Interface GUI Conventions TBI uses a GUI similar to those used in many Microsoft Windows or Apple Macintosh programs If you have already used programs with these screens the TBI GUI will seem familiar to you TBI is only implemented on the Microsoft Windows platfo
6. Desktop Training and Certificates A eteransScreeningQuestions pdF A isio RegistriesTeam_OrgChart_3 pdf Si Mu Documents KI SE My Computer NB2B4057 e a My Network File name VeteransS creeningQuestions a Places Save as type Adobe Acrobat Document e Cancel Figure 34 Save as Window Download complete loj xj E Download Complete fansS creening uestions pdf from patriot regdew gs myharris net Downloaded 60 2KB in 1 sec Download to C WeteransS creeningQuestions pdf Transfer rate 60 2KB Sec Tl Close this dialog box when download completes Open Open Folder Figure 35 TBI Search Report Download Complete Window If you have access to the TBI Referrals application you can use the Edit box located at the bottom of the Patient Information screen to access the task screen to edit the patient s referrals record September 201 1 User Manual 69 Traumatic Brain Injury Registry Unrrep STATES DEPARTMENT OF VETERANS APPAIRS Z Jj Traumatic Brain Injury Registry My Tasks Patents Reporting Administration Fas Patients PATIENTS gt TBI PATIENTS gt Patient ID 1149 Potytrauma Patients Patent Information ICN SSN 9000 03 2857 Full Name Five Hundred Twenty Seven Patient X Home VAMC VISN 4 SO39AA ALTOONA NHCU Gender Female Birth Date Race Death Date Marital Status Marned Ethnicity Address 1149 Main St City
7. reports proceedings analyses and disseminates information through the use of state of the art technology including survey design statistical analysis customized publications web design management and advanced computer applications HAIG See Healthcare Analysis amp Information Group HAIISS See Healthcare Associated Infection and Influenza Surveillance System Healthcare VHA is seeking to leverage its advanced electronic medical records to establish a Associated comprehensive electronic surveillance system for monitoring healthcare associated Infection and infections and antibiotic resistance trends as well as influenza and other emerging Influenza infectious diseases or syndromes potentially associated with bioterrorist activity Surveillance This project is now being merged with the project known as Electronic Surveillance System HAIISS System for the Early Notification of Community based Epidemics ESSENCE and will be managed separately from the Registries projects HDR Health Data Repository HDS Health Data Systems Health Factor A health factor is a computerized component that captures patient information that for which no standard code exists such as Family History of Alcohol Abuse Lifetime Non smoker No Risk Factors for Hepatitis C etc See also Clinical Reminders HIMSS See Healthcare Information and Management Systems Society September 201 1 User Manual 117 Traumatic Brain Injury
8. Figure 47 Edit Users IDs Screen 11 1 Role Administration Application The Role Administration Application allows the administrator to select Edit User Roles and then complete fields on the GUI to edit the user s roles September 201 1 User Manual 83 Traumatic Brain Injury Registry First go to ADMINISTRATION gt ADD EDIT USERS gt ADD NEW USER to add a new user Search Patients zi ch UNITED STATES DEPARTMENT OF VETERANS AFFAIRS 7 Yd Search Traumatic Brain Injury Registry Open Advanced Search My Tasks Patients Reporting Dashboard Administration List Users ADMINISTRATION gt ADD f EDIT USERS gt ADD NEw USER Add Edit Users Search NT Username To add a new user first search if the NT username exists in the Registries application Search Search Clear Edit User Roles Close Figure 48 Add New User Screen Go to the Edit User Roles Information to edit the user s roles Once a Veteran s information is entered in the Polytrauma Application those records can be viewed and edited To do this go to MY TASKS gt POLYTRAUMA gt VIEW EDIT Usrreo Starrs DrPARTMENT OF VETERANS Arvass lt gt Traumatic Brain Injury Registry a y toste Petante a gr Tasa terral e PalrTrauma YAM ts 1 20 2007 9 10 2000 ta e 1 14 2007 4 10 2000 ts s 14 2003 0 30 2000 tae 10 11 1 2008 0 30 2000 Lar 11 11 1 2008 4 30 2000 tut 12 4 15 2009 0 24 2000 ide 13 3 0 2002 4 20 2000 Eit 16 7
9. Read Only Data Fields Generally speaking the read only data thus shown is pre populated by data feeds from various sources Tab Key Use the lt Tab gt key or the mouse to move between fields Do not use the lt Enter gt or lt Return gt key which is usually reserved for the default command button or action Tip In most cases you may move backward to a previous field by holding down the lt Shift gt key and pressing lt Tab gt Changing Resizing a Browser Window Windows and columns displayed within DSSA cannot be resized although the size of the browser window can be changed To change the size of a browser window position the mouse September 201 1 User Manual 103 Traumatic Brain Injury Registry pointer over the right edge of the column or the outside edge of the window left click and while holding the mouse button down move the mouse and drag to change the size of the window or column Position the mouse pointer over one corner and drag diagonally to increase the size of the entire window Note Also see Resizing the Browser Screen for tips on how to maximize or minimize browser windows using the keyboard Online Help SAMPLE 2 Provides generalized help on the application or specialized help for the area in which you are Command Buttons OK SAMPLE Confirms the input and initiates the action defined by the window Also indicates that you agree with the defa
10. Table of Figures FIGURE 1 SAMPLE ONLINE HELP PAGE eet eee eee etne eena apatan eases aeaa aah tadar Aeaeeia 13 FIGURE 2 SCREEN AREAS cuatri tr lalala a ea aa eea aoa aniria eaa aaia 14 FIGURE 3 MY TASKS gt REPOR JING vesticeccsuteascchtccushcasteylecesets sdenvencysteennes tolera 22 FIGURE 4 MY TASKS AND LEFT NAVIGATION PANEL AAA 25 FIGURE 5 DESTINATION ADDRESS SHOWS AVAILABILITY 0000 ee cece eee eeeeeeeeeeeneeeeeseeenaeeeaes 26 FIGURE 6 NO TASK AVAILABLE eee cere reer eeeeeeeeeeeaeesaeecaaesaaeeaaeseaeseaessaeeseaeseaeseeesseeesenssaeeaaes 27 FIGURE 7 DATA ERRORS MESSAGE ooo ceeceecceceeeeeeee cee eee tae enaeeeaaecaae seas seaeseaeseeeseeeseeeseeeeeeeeenas 27 FIGURE 8 NAVIGATING AWAY FROM PAGE eee eeee cence cneeeeae eras cone seaeseeeseeeseeeseeeeseeeseeeseneeeaes 28 FIGURE 9 NAVIGATING THROUGH TBI REGISTRY APPLICATIONS 00 eee eeeeeeeeneeneeeneeeeaes 29 FIGURE 10 MY TASKS gt REFERRALS N W ccc cece eee cneeccae eras rr 31 FIGURE 11 TBI HEALTH FACTOR SEARCH RERORT nn 32 FIGURE 12 FILE DOWNLOAD POP UP WINDOW AAA 33 FIGURE 13 OPENING A VETERAN S TRACKING DETAIL FIELDS eee eee eee cneeeneeeeneeeaes 33 FIGURE 14 NEW gt EDIT REFERRAL SCREEN AA 34 FIGURE 15 CONSULTATION TEXT BOX 0 0 eee ene reese arc cnn cnn nn nono rrrrarrr 35 FIGURE 16 CONSULTATION DATE ERROR MESSAGE AA 36 FIGURE 17 IN PROCESS REFERRAL GCHEEN AAA 41 FIGURE 18 SUCCESSFUL REFERRAL SCHEDULING AA 42 FIGURE 1
11. This option is selected if your available clinic does not have sufficient appointment time slots to meet the demand Delay in Successful Patient Contact This option is selected when the clinic makes multiple attempts to contact the patient before successfully establishing contact and scheduling the appointment September 2011 User Manual 49 Traumatic Brain Injury Registry HELD Date Evaluation Completed mm dd yyyy SUBFIELD DESCRIPTION Entry of date when the comprehensive TBI evaluation was completed by the TBI evaluation team The calendar provides a date range from April 2007 04 01 2007 to the present date From this entry the Time to Completed Evaluation value is calculated as the difference in days between the date of the positive TBI screen and the date the TBI evaluation was completed Time to Completed Evaluation Calculated value that is the difference in days between the date of the positive TBI screen and the date the TBI evaluation was completed Definitive TBI Diagnosis Yes Value is a positive response indicating the results of the comprehensive TBI evaluation resulted in a definitive diagnosis of TBI No Value is a negative response indicating the results of the comprehensive TBI evaluation resulted in a definitive diagnosis of no TBI Responsible TBI Evaluation Team Service Clinic Response represents the Service Clinic respo
12. 5 1 AcCcCrEsaiNGTaeks 5 2 ERROR AND WARNING MESSAGES 5 3 ABIREGISTR APPLICATIONS tee E Ane Edge AEN September 2011 User Manual v Traumatic Brain Injury Registry GL NEWOT BIKSREFERRALS Re ee EE dE e De ido 31 6 5 EDITING A NEW REFERRAL RECORD oooocccncncncnononoconnnnnnnnononarononononononnrrnnnnnonononnnrnnnnnnnrnnonnnrnnnnnnnononnninnnnnnononananinennnnnos 34 6 5 1 New Referrals Screen FieldS ccccccsccccesssccecesssceessseccessesecessseceesesceesseeccesssecesssesesesseeceesescesssseeeessaeeens 36 6 6 IN PROCESS REFERRALS eidele dee ee AAA E dee de Een 39 7 MY TASKS gt REFERRALS gt IN PROCESG csscccssssscssssscccsssscccsssscccesssccccsssecccessccscssseccscessccsessceseeses 41 TT EDITING IN PROCESS TEE 41 7 1 1 Successful Scheduling Attempts ccccccccesssccceesscccesssscesssseccessseceesssecsesseccessecceesssceesssesceessseceesseseeesaaas 41 7 1 2 Unsuccessful Scheduling Attempts ccccscccccssccceessscessssscesessscsssscceessesccesseeceesssceessesccesseceesssseesaaas 42 7 1 3 In Process Referrals Screen Helde 44 7 2 COMPLETED REFERRALS innnan A i A e de E deet 51 7 2 1 Gomplet d Referrals Screern FieldS e coccion intra aa aei o a Ea aiaa 51 8 POLYTRAUMA ENTRIES APPLICATION esesssesssseessocecssececssecescoecssoceesseceesseosssoeessoceessceessecssssecsssseesseceese 56 TBI AND POLYTRAUMA PATIENT LOOKUP APPLICATIION ccssssccssssscccssssccessssccessscccsssssceeees 64 9
13. DVEIR Information management system that seamlessly captures manages and shares health Management information from the Theater of Operations to the home front and beyond This is System DHIMS roughly the DoD equivalent of CPRS Defense Veterans DVEIR helps identify and document treatment of all OEF OIF service members with ocular injuries Department of Defense DoD A department of the U S Federal government charged with ensuring that the military capacity of the U S is adequate to safeguard the national security DHCP equivalent DHIMS See Defense Health Information Management System DoD See Department of Defense DTA See Data Transfer Agreement Dual Consumer A patient who is eligible for health care under DoD and VA health plans or who has been assigned to a joint venture site and meets the requirements under a DoD VA sharing agreement for coverage of specified clinical services Dual User A patient who has received care at both a DoD facility and a VA facility Dual users are a subset population of Active Dual Consumers DVEIR See Defense Veterans Eye Injury Registry BACK to Glossary Contents 114 User Manual September 2011 Traumatic Brain Injury Registry Term or Acronym Description E Enn See Electronic Health Record Electronic Health An evolving concept defined as a longitudinal collection of electronic health Record EHR inf
14. Date Evaluation Completed e Definitive TBI Diagnosis e Responsible TBI Evaluation Team Service Clinic Unrreo Stares Derparrment or VETERANS Brain In Regi each of the fields Click bere to view Data Definitions for Facility VISN 152345 BROCKTON VAMC Name SS of Patient with Positive Screes aed Desiring Eval Ninat Patient X 000 587 4754 Date of Screestes mm dd yyyy 10 1 A Date of Conselt Reterral eena d yyyy TA 20 I Not Applicable Other Consett Referral States 3 Attempts to Contact Patient for Shedallag Purposes sc heduled Date Requested By Patient E Date Scheduled with THI Evaluation Team mm dd yyyy hoan ooo mme to Scheduled Appotetment with TBI Evaluation Team 4 Delay amp Completing Evaluation no Delay in Completing Evaluation gt Dato Evaluation Completed mm dd yyyy EICH Ce Time to Complete Evaluation Definitive TBI Diagnosis Yee E Respossible TRI Evateation Team Service Clinic Behaworal Heath M In Process us nan emm Figure 18 Successful Referral Scheduling Once the patient has fulfilled all scheduling requirements and you ve updated the data in the patient s file you can click either the Save button to keep the referral in process or click the Complete button to move the referral to the Referrals Completed process 7 1 2 Unsuccessful Scheduling Attempts Attempts to contact the patient to set a consultation date must be identified By cli
15. Tampa Address Line 3 Postal Code FL Address Line 2 State 00600 County Country us Home Phone 111 555 0000 Work Phone 222 555 1113 Email Address OEF OIF D Service OTHER Combat Location OEF Branch 9 D ee Status View Patient Health Factors E 1332 4 21 2007 In Process View 1431 10 1 2009 New View Figure 36 TBI Edit Referral ID Screen 70 User Manual September 2011 Traumatic Brain Injury Registry Unrrep States DEPARTMENT OF Vi Praumatic Brain Injury 5 gt REFERRALS gt New gt EDIT REFERRAL ID 1431 Click here to view Data Defintions for each of the fields Facility VISN 4 503944 ALTOONA NHCU Name SS8 of Patient with Positive Screen and Desiring Eval Free Hundred Twenty Seven Patient X 000 03 2857 Date of Screening mm dd yyyy 10 1 2009 Date of Consult Referral mm dd yyyy Not Applicable Other Consult Referral Status Selec d Attempts to Contact Patient for Scheduling Purposes Select a Value gt Date Scheduled with TBI Evaluation Team mm dd yyyy y Time to Scheduled Appointment with TBI Evaluation Team Delay in Completing Evaluation Select a Value Date Evaluation Completed mm dd yyyy E Time to Complete Evaluation Definitive TBI Diagnosis Yes gf Responsible TBI Evaluation Team Service Clinic E Status New Figure 37 Edit Referral ID 1431 9 2 Polytrauma Patients Lookup To create a search of
16. The adda value is listed as a date range from April yyyy 2007 04 01 2007 to the present date Date when a consultation was submitted referral made for the comprehensive TBI evaluation The value is listed as a date range from April 2007 04 01 2007 to the present date Date of Consult Referral mm dd yyyy This is a check box that should be selected when a consultation or referral was not Not Applicable submitted Selection of this check box will activate the Other Consult Referral Status field for further clarification 36 User Manual September 2011 Traumatic Brain Injury Registry HELD Other Consult Referral Status SUBFIELD DESCRIPTION Consult Not Submitted This option should be selected when a consult was not submitted or a referral was not made for the comprehensive TBI evaluation Selection of this field will prompt for the user to take follow up action The status of this case cannot be moved to Completed until appropriate action has been taken and indicated on the Web application Evaluation without Referral Consult This option should be selected when the comprehensive TBI evaluation was completed without submission of a consultation or the making of a referral due to facility practice patterns Attempts to Contact Patient for Scheduling Purposes Unable The initial attempt to contact the patient for scheduling needs to occur withi
17. and NUM LOCK keys tums on MouseKeys MouseKeys lets you control the mouse pointer by using the numeric keypad on your keyboard To keep MouseKeys on click OK To cancel MouseKeys click Cancel To deactivate the key combination for MouseKeys click Settings Figure 63 Turning on MouseKeys HighContrast HighContrast improves readability for people with visual impairments by applying a special system color scheme and font size Press the left hand lt Shift gt key plus the left hand lt Alt gt key plus the lt Print Screen gt key to toggle HighContrast on and off HighContrast Pressing the left SHIFT left ALT and PRINT SCREEN keys tums on High Contrast High Contrast improves readability for people with visual impairments by applying a special system color scheme and font size To keep High Contrast on click OK To cancel High Contrast click Cancel To deactivate the key combination for High Contrast click Settings Figure 64 Turning on HighContrast September 201 1 User Manual 107 Traumatic Brain Injury Registry Glossary Glossary A IBIG O ELF G H I v K M N O P Q R S T JU V W X 0 9 Term or Acronym Description 0 9 508 See Section 508 BACK to Glossary Contents Term or Acronym Description A Alliance The lt Alt gt lt Tab gt This keystroke combination used for switching between top level
18. with the TBI evaluation team Delays in completing a scheduled Delay in Completing appointment can occur for a number of Evaluation reasons The tracking application defines these delays as The patient did not show for their scheduled No Show appointment for the comprehensive evaluation Cancellation by Patient The patient cancelled their scheduled appointment for the comprehensive TBI evaluation Cancellation by Clinic The clinic cancelled the scheduled appointment for the comprehensive TBI evaluation Note that this response does not justify not completing the evaluation and would have created a new entry beginning with the Contact fields Delay in Consult Referral Submission The time delay in completing the TBI evaluation was impacted by a delay in submission of the consultation or referral to the TBI evaluation team No Delay in Completing an Evaluation Clinic Capacity This option was selected if the TBI evaluation process fell within 30 days of the positive TBI screening This option was selected if the available clinic did not have sufficient appointment time slots to meet the demand Delay in Successful Patient Contact This option was selected when the clinic made multiple attempts to contact the patient before successfully establishing contact and scheduling the appointment September 2011 User Manual 53 Traumatic Brain Injury Registry
19. 17 Search After at least one character is typed in a lookup dialog box clicking the Search button will bring up matching entries 12 1 3 18 Selecting Multiple Items from a Drop down List A variety of lists are displayed throughout the TBI application from which you can select one or more items September 201 1 User Manual 93 Traumatic Brain Injury Registry To select all items in a range between two separate entries hold the lt Shift gt key and click on the first item in the range and then click the last item in the range All of the items between the first and last will be highlighted To select multiple separate entries from a list hold the lt Ctri gt key and click each of the items you want to select 12 1 3 19 Undo Reverses all changes made since the last save action and redisplays the original data 12 1 3 20 Right click Menus Most Windows based XE Windows about right click menus applications provide some sort of pull down menu when you click the right mouse button over a GUI XE GUI right click menu options element 94 User Manual September 2011 Traumatic Brain Injury Registry Part H Appendices September 201 1 User Manual 95 Traumatic Brain Injury Registry Appendix A Standard Web Browser Shortcut Keys In the following table two or more keys connected by a comma indicate that the keys should be pressed in succession Keys connected by a plus sign indicate that
20. 201 1 User Manual 105 Traumatic Brain Injury Registry semicolon at the end This works both in Internet Explorer shown below and in Firefox although with slightly different results http www petefreitag com item 633 cfm Windows Accessibility Features The Windows operating system offers a number of accessibility shortcuts which can be useful These are toggled options meaning that you perform the specified action once to turn the option on and then again to turn it off Each option will produce a popup confirmation window like those pictured below Each of these confirmation pop ups has the same three choice buttons in this order left to right OK Cancel and Settings OK is always the default choice StickyKeys StickyKeys lets you use the lt Shift gt lt Ctrl gt or lt Alt gt keys by pressing one key at a time rather than having to press these keys in conjunction with another key Press lt Shift gt five times to toggle StickyKeys on and off StickyKeys Pressing the SHIFT key 5 times tums on StickyKeys StickyKeys lets you use the SHIFT CTRL ALT or Windows Logo keys by pressing one key at a time To keep StickyKeys on click OK To cancel StickyKeys click Cancel To deactivate the key combination for StickyKeys click Settings Cancel Settings Figure 60 Turning on StickyKeys FilterKeys FilterKeys causes Windows to ignore brief or repeated keystrokes and slows down t
21. HELD Date Evaluation Completed mm dd yyyy SUBFIELD DESCRIPTION Entry of date when the comprehensive TBI evaluation was completed by the TBI evaluation team The calendar provides a date range from April 2007 04 01 2007 to the present date From this entry the Time to Completed Evaluation value was calculated as the difference in days between the date of the positive TBI screen and the date the TBI evaluation was completed Time to Completed Evaluation Calculated value that is the difference in days between the date of the positive TBI screen and the date the TBI evaluation was completed Definitive TBI Diagnosis Yes Response indicating positive results of the comprehensive TBI evaluation resulting ina definitive diagnosis of TBI No Response indicating negative results of the comprehensive TBI evaluation resulting in a definitive diagnosis of no TBI Responsible TBI Evaluation Team Service Clinic Response represents the Service Clinic that was responsible for completing the TBI evaluation PM amp R Neurology Behavioral Health Primary Care With Specialty Training in TBI Other Status Completed 54 User Manual September 2011 Traumatic Brain Injury Registry Part D Using the Polytrauma Entries Application September 201 1 User Manual 55 Traumatic Brain Injury Registry 8 Polytrauma Entries Application The Polytrauma Entries
22. Markup Language SGML Structured Query Language SQL A generic markup language for representing documents SGML is an International Standard that describes the relationship between a document s content and its structure SGML allows document based information to be shared and re used across applications and computer platforms in an open vendor neutral format An industry standard language for creating updating and querying relational database management systems SQL was originally based upon relational algebra Its scope includes data query and update schema creation and modification and data access control The data displayed in TBI is stored in SQL databases September 201 1 User Manual 125 Traumatic Brain Injury Registry Term or Acronym Description Structured Query Language Server SQL Server Surveillance Surveillance Epidemiology and End Results SEER Systematized Nomenclature of Medicine SNOMED Technical Services Project Repository TSPR Terminal emulation software Text Integration Utilities TIU Theater Medical Data Store TMDS Typically the acronym SQL pronounced sequel is used instead of the actual phrase A relational database management system RDBMS which is part of the Microsoft BackOffice family of servers SQL Server was designed for client server use and is accessed by applications using SQL It runs on Windows NT version 3 5
23. Military Eye Vision Injury Registry MEVIR Description The VHA Medical SAS Datasets are national administrative data for VHA provided health care utilized primarily by Veterans but also by some non Veterans e g employees research participants The Vision Center of Excellence and an accompanying Military Eye Injury Registry were provisions of the Military Eye Trauma Treatment Act METTA that were included in the Fiscal Year FY 2008 National Defense Authorization Act passed in late January 2008 The Vision Center of Excellence addresses the prevention diagnosis mitigation treatment and rehabilitation of military eye injuries as well as coordinates work on the Injury Registry The Center also facilitates vision research including research on prevention visual dysfunction related to traumatic brain injury TBI and military eye injuries Although the Vision Center of Excellence is a Department of Defense DOD program it coordinates with the Department of Veterans Affairs VA It is headquartered in the Washington D C area and coordinates with Clinical Centers of Excellence around the country at existing medical centers MHA3 Mental Health Assessment 3 Medical Treatment Facilities NAACCR NAHIT National Alliance for Health Information Technology NAHIT NAHIT was founded in 2002 as a technical standards organization In 2004 it launched a comprehensive directory of healthcare IT standards inte
24. PATIENTS LOOKUP SCREEN eee eeseeseseeeeeeeeeeeeeeeeeeeeeeeeeeeseesnaeenaes 72 FIGURE 39 POLYTRAUMA LOOKUP PATIENTS RESULTS AAA 73 FIGURE 40 TBI REGISTRY REPORTING GCHEEN A 77 FIGURE 41 REPORTING SELECTION CRITERIA SCREEN AA 77 FIGURE 42 VISN 3 SELECTION GCHEEN ee eee ceeeeeeenee see caaecaeenaeesaaesaaeseaeseaeseesseeesereseeeeeeeenaes 78 FIGURE 43 VIN 3 SUMMARY REPORT SCREEN AAA 79 FIGURE 44 FILE DOWNLOAD WINDOW ec eeceece creer tee eae eee eeae sae seae eee seesseeeseeeseeeeeeeeneeeneees 80 FIGURE 45 ADMINISTRATION gt LIST USERS SCREEN AAA 82 FIGURE 46 LIST ALL USER ROLES pisiri eee as ecitas nr rr 83 FIGURE 47 EDIT USERS IDS GCHEEN AA 83 FIGURE 48 ADD NEW USER SCREEN cece cee eeeeecaeceae eens ensue sae seaeseaeeseeseeeseeeseeeesaeeseeeeeeeenaes 84 FIGURE 49 POLYTRAUMA VIEW EDIT USERS SCREEN eee eee eeene eens ener eeeeeteeeeeeeeeaeeseeeaeeeaes 84 FIGURE 50 EDIT ROLES SCREEN icons 86 FIGURE 51 ASSIGNING VIN ACCESS SCREEN AAA 87 FIGURE 52 TBI REPORTING USER STATI N AAA 87 FIGURE 53 STATION ACCESS SCREEN ieee eee eeee ener ee ene conc cnn cnn nn ro nro 88 September 2011 User Manual vii Traumatic Brain Injury Registry FIGURE 54 ROLE ADMINISTRATION GCHEEN AAA 88 FIGURE 55 ADD NEW USER SCREEN cee eee cree cae ceaeceaeeesaeeaeseaeseaeeseeseeeseeeseeseaeeseeeseneeeaes 89 FIGURE 56 LIST ALL USER ROLES SCREEN AAA 89 FIGURE 57 TOOL TIP FOR TEXT BON 100 FIGURE 58 R
25. Registry Term or Acronym Description Healthcare HIMSS is a healthcare stakeholder membership organization exclusively focused on Information and providing global leadership for the optimal use of information technology IT and Management management systems for the betterment of healthcare Systems Society HIMSS HIV See Human Immunodeficiency Virus Human Immuno HIV is a lentivirus a member of the retrovirus family that can lead to acquired deficiency Virus immunodeficiency syndrome AIDS a condition in humans in which the immune HIV system begins to fail leading to life threatening opportunistic infections HIV is different from most other viruses because it attacks the immune system The immune system gives our bodies the ability to fight infections HIV finds and destroys a type of white blood cell T cells or CD4 cells that the immune system must have to fight disease See http www cdc gov hiv topics basic index htm to Glossary Contents Information and IDMC is the advisory group to the Under Secretary for Health through the National Data Management Leadership Board NLB on Information Technology IT issues The IDMC Committee membership is comprised of a cross section of Veterans Health Administration IDMC VHA leadership representing VHA health care programs and operations and helps ensure IT investments support corporate goals The IDMC works collaboratively with other committees a
26. September 2011 Traumatic Brain Injury Registry If the search was successful you can view the patient s data in the results panel located at Unrrep STATES DEPARTMENT OF VETERANS FFAIRS lt J Traumatic Brain Injury Registry My Tasks Patients Reporting Administration T Patients PATIENTS gt TBI PATIENTS Potytrauma Patients Lookup Patent SSN Joe 32857 Patient Last Name Screening Date From mm dd yyyy Screening Date To mm dd yyyy VISN Select a Value Station Select a Value Y Status Select a Value e Service Branch 000 03 2857 Five Hundred Twenty Seven Patient xX Figure 29 TBI Patients Search Results Screen 4 Click the View box located on the extreme left of the results panel to view the Patient Information screen September 2011 User Manual 65 Traumatic Brain Injury Registry Unrrep STATES DEPARTMENT OF VETERANS AFFAIRS Traumatic Brain Injury Registry My Tasks s Reporting Administration TBI Patients gt Patient ID 1149 Potytrauma Patients Patent Information ICN SSN 000 03 2857 Full Name Five Hundred Twenty Seven Patient X Home VAMC VISN 4 5039AA ALTOONA NHCU Gender Female Birth Date Race Death Date Marital Status Mamed Ethnicity Address 1149 Main St City Tampa Address Line 3 Postal Code FL Address Line 2 State 00600 County Country us Home Phone 11
27. TBIPATIENTS LOOKUP icnn aaa aa a a a a r E a a AE E E AEE 64 92 SPOLYTRAUMA PATIENTS LOOKUP nui dc 71 10 REPORTS APPLICATION ege gede geseid dee eege soosensseccduaaseseaeessaeceescssusseessodscasesenss 75 10 1 REPORT CATEGOR ES ccoo id tn id EA AA ee Die deed EEN 75 10 2 REPORTING FEATURES AND FUNCTIONS scsi tia da 76 10 3 GENERATING A REPORT oia and 76 11 USER ADMINISTRATION APPLICATION sscccsssssscsssssccsssssecssssscccssssccccssccccesssscccssssccsesssessscssssccssnee 82 11 1 ROLEADMINISTRATION APPLICATION c iise ENEE EENS geleed ee 83 12 ABOUT THE TBIINTERFACE EE 91 12 1 GRAPHICAL USER INTERFACE GUI CONVENTIONS cssssccessscccessscceeesseccessaeecessseecessaeeccesseeecessseeeeesseceesseeecessaeees 91 12 1 1 A LEE 91 12 1 2 POD UD WING OWS 6 zeg abb iacoeeuneaadecuvduadualencedeasvopaustaasedvaeateceties 91 12 1 3 Windows GUI FICMOCNES 25 5 geesde de e dee ide 91 APPENDIX A STANDARD WEB BROWSER SHORTCUT KEYS 0 cscccssssscessssccssssccccssseccessssccssseee 96 APPENDIX B VA APPROVED INTERNET BROWSER sccccssssscssssscccsssscccsssscccssscccsssssccesscscsssses 99 APPENDIX C WEB BASED APPLICATION ELEMENTS ssccccssssscssssscccssssccccsscccessscccssseccscsssecceses 100 APPENDIX D ACCESSIBILITY FEATURES sissccsscccscvsscdasesctssvescescsvsscessenssesseccseseneseaseasescesbesesosscssescgstesoss 105 GLOSSARY EEN 108 vi User Manual September 2011 Traumatic Brain Injury Registry
28. Value Date Scheduled with TBI Evaluation Team mm dd yyyy BA Time to Scheduled Appointment with TBI Evaluation Team Delay in Completing Evaluation Select a Value gt Date Evaluation Completed mm dd yyyy Time to Complete Evaluation Definitive TBI Diagnosis Responsible TBI Evaluation Team Service Clinic 3 Status New Save Close Complete Figure 14 New gt Edit Referral Screen 34 User Manual September 2011 Traumatic Brain Injury Registry Mi UNITED STATES DEPARTMENT OF VETERANS FFAIRS Traumatic Brain Injury Registry My Tasks Patients Reporting Aderunistra toon My TASKS gt REFERRALS gt New gt EDIT REFERRAL ID 1411 New 91 In Process 369 Completed Click here to view Data Definitions for each of the fields Facility VISN 4 503GA JOHNSTOWN CBOC Name SS of Patient with Positive Screen and Desiring Eval One Hundred Thirty Six Patient X 000 37 2780 Date of Screening mm dd yyyy e Date of Consult Referral mm dd yyyy rra F Not Applicable Other Consult Referral Status 3 Attempts to Contact Patient for Scheduling Purposes Select a Value gt Date Scheduled with TBI Evaluation Team mm dd yyyy Time to Scheduled Appointment with TBI Evaluation Team Delay in Completing Evaluation Select a Value he Date Evaluation Completed mm dd yyyy Time to Complete Evaluation Definitive TBI Diagnosis SI Responsible T
29. add an additional item from the drop down list choose that item from the drop down and again click Add Comes topo apy aioe Delete List Box SAMPLE iert The list box shows a list of items If more items exist than can be seen in the box a scroll bar appears on the side of the box Click the desired entry to select it from the list Faded Grayed Out Choices 102 User Manual September 2011 Traumatic Brain Injury Registry As a web based application DSSA does not use grayed out choices If a choice is unavailable it will simply not appear on screen or if it is a link will not respond to clicking Keyboard Commands Keyboard keys and onscreen buttons are shown in different style brackets e throughout this manual to differentiate them from on screen buttons or menu options lt Ctrl gt and lt Enter gt are on the keyboard Close is a command button on the screen Read Only Data Fields Items in fields that appear as shown below are read only that is they cannot be entered or changed directly via the screen on which they appear In this manual when such screens are shown they are usually accompanied by an ncLubes list of fields on those lists read only fields are shown in a 50 gray italicized typeface INCLUDES a e Encounter Information e Provider Information o Name o Address o Phone o Other Optometrist t 1 12 1111 Figure 58
30. and management of clinical documents for both clinical and administrative medical facility personnel In connection with the Authorization Subscription Utility ASU a facility can set up policies and practices for determining who is responsible or has the privilege for performing various actions on required documents The main purpose of TMDS is to give health care providers an unclassified Web based means of accessing the same theater medical information collected by the as JMeWS medical surveillance and medical command and control features can be activated in support of unclassified operations during a disaster or mass casualty event in the Continental United States or elsewhere 126 User Manual September 2011 Traumatic Brain Injury Registry Term or Acronym Description On May 1 2008 the Joint Patient Tracking Application JPTA was merged with TMDS into a single application which retained the name of TMDS All data transferred to the Veterans Tracking Application will come from TMDS TMDS is built on the same baseline code as the Joint Medical Workstation JMeWS but the features that make JMeWS a classified system such as medical command and control and the aggregation of population health data for medical surveillance have been turned off in TMDS to allow it to be run on the Non classified but Sensitive Internet Protocol Network NIPRNet TMDS See Theater Medical Data Store Tool tips Tool tips are hints a
31. before they will close Clicking buttons with the words OK Cancel Exit or by pressing the lt Ese gt key closes these windows Web based Application WBA Elements The following sections describe typical WBA elements Text Box SAMPLES 1 2 l Note how the appearance of the box changes from a plain line border sampte 1 to an almost three dimensional pale yellow highlighted field when you tab to it or click in it SAMPLE 2 Type your entry into the text box The entry will not be saved until you tab away from or otherwise exit from the text box In cases where the format of your entry is important a sample will appear near the box The relative width of these boxes is usually a reflection of the number of characters you are allowed to enter Sometimes as with date fields there may also be a date picker next to the field You should see a tool tip pop up when you hover your mouse pointer over the text box Fragments O Embedded body parts where Embedded Fragments are Fragments present Present Figure 57 Tool Tip for Text Box 100 User Manual September 2011 Traumatic Brain Injury Registry Checkbox SAMPLE Work Related A checkbox toggles changes between a YES NO ON OFF setting It is typically a square box which can contain a check mark WM or an X X and is usually accompanied by text Clicking the box or tabbing to the field and pressing the spacebar tog
32. file format is a delimited data format that has fields separated by the comma character and records separated by newlines Excel can import such a file and create a spreadsheet from it computable data Computable data is a representation of data values in a form that can be machine processed and reasoned upon It is usually depicted in a code value from some formal terminology where semantic links are meaningful and support activities such as decision support At the present data available on eye injuries and treatment within the VA lack this computable data Free text information such as that in the September 201 1 User Manual 111 Traumatic Brain Injury Registry Term or Acronym Description computer to provide the assistance that would be possible if a more structured representation were available For instance support functions such as allergy checking automated reporting of measurements and test results and so on each require computable data Computerized A Computerized Patient Record CPR is a comprehensive database system used Patient Record to store and access patients healthcare information CPRS is the Department of System CPRS Veterans Affairs electronic health record software The CPRS organizes and presents all relevant data on a patient in a way that directly supports clinical decision making This data includes medical history and conditions problems and diagnoses diagnostic and therape
33. have an associated popup calendar The month and day components of the date may consist of one or two digits and the year must consist of four digits e g 07 27 2007 You may use either slashes or dashes to separate the month day and year The selected entry will not be effective until you tab away from or otherwise exit the date field at that point the year will be reformatted if necessary to four digits likewise if you use dashes as separators they will be converted to slashes Drop down List SAMPLE 1 Facility Name SAMPLE 2 CHEYENNE NHCU P CHEYENNE RURAL amp COMNTY HLTCR MOC CHEYENNE VAMC CHI PRRTP CHICAGO HEALTH CARE SYSTEM LAKESIDE DIVISION CHICAGO HEIGHTS CBOC CHICO Lac TV RE CBOC CLAREMORE VETERANS CENTER CLARKSBURG TUCKER CLARKSBURG WOOD CLARKSVILLE COMMUNITY BASES OUTPATIENT CLINIC CLAYTON OUTPATIENT CLINIC Facility CLEMENT J ZABLOCKI Y Name CHEYENNE NHCU v A drop down list sometimes called a pull down list is displayed as a box with an arrow button on the right side sampue 1 Such a list allows you to select one item from the list The current choice or a prompt is visible in a small rectangle when you click on the arrow a list of items is revealed sampte 2 Click on one of the entries to make it your choice the list disappears To select multiple items from a drop down list first pick one item or a value from the drop down list and click the Add button To
34. or higher and is compliant with the ANSI SQL 92 and FIPS 127 2 SQL standards Systematic collection analysis and interpretation of health data about a disease or condition A program of the National Cancer Institute SEER is a source of information on cancer incidence and survival in the United States SNOMED is a terminology that originated as the systematized nomenclature of pathology SNOP in the early 1960s under the guidance of the College of American Pathologists In the late 1970s the concept was expanded to include most medical domains and renamed SNOMED The core content includes text files such as the concepts Descriptions relationships ICD 9 mappings and history tables SNOMED represents a terminological resource that can be implemented in software applications to represent clinically relevant information comprehensive gt 350 000 concepts multi disciplinary coverage but discipline neutral structured to support data entry retrieval maps etc The TSPR is the central data repository and database for VA Health IT VHIT project information See http tspr VistA med va gov tspr default htm A program that allows a personal computer PC to act like a particular brand of terminal The PC thus appears as a terminal to the host computer and accepts the same escape sequences for functions such as cursor positioning and clearing the screen Attachmate Reflection is widely used in VHA for this purpose TIU simplifies the use
35. patient The smaller the score 18 is the minimum score the worse the injury FIM codes are established for 18 different functional tasks A Note The discharge date can be the current date if applicable or a date in the past if the case manager is catching up on the records Polytrauma patients are specific to four specialized medical centers Richmond Veterans Affairs Medical Center VAMC James A Haley Veterans Hospital Tampa FL Palo Alto Health Care System Palo Alto Division and the Minneapolis VAMC A fifth Polytrauma Rehabilitation Center is scheduled to open in FY12 at the South Texas Health Care System San 58 User Manual September 2011 Traumatic Brain Injury Registry D PotyTeow Segen z For wew Peores Toss teb O Y 2a J ep Pp regen lt 2 A PS ee EEN EREN ee O Paysistry Dor O Community Re entry VRAE assessment A Figure 24 Adding Polytrauma Treatment Data Enter values in the Admission FIM Code the Admission Date the FRG Code the Discharge FIM Code and the Rehab Discharge Date fields The Date fields allow you to input the date in the dd mm yyyy format or you can click on the calendar icon and select a date from the calendar Fin Cit ven Ferortes ech Melo Du O BH Powe Germ O ia s DG Boh Gree tenn m QU tee ec sheet DONT reirte art ro Cardiovesceter Injery Pela Infection Other Pronder Locabon Richmond VAMC sw 10 Number Name Ema
36. receive medical VA care benefits social support and lasting memorials promoting the health welfare and dignity of all Veterans in recognition of their service to this Nation VA is the second largest Federal department and has over 278 000 employees Among the many professions represented in the vast VA workforce are physicians nurses counselors statisticians architects computer specialists and attorneys As advocates for Veterans and their families the VA community is committed to providing the very best services with an attitude of caring and courtesy Veterans Affairs VALU supports all employee learning and performance improvement across VA Learning University VALU Veterans Benefits VBA in partnership with the Veterans Health Administration and the National Administration Cemetery Administration provides benefits and services to the Veterans and their VBA families in a responsive timely and compassionate manner in recognition of their service to the Nation Veterans Health VHA administers the United States Veterans Healthcare System whose mission is Administration to serve the needs of America s Veterans by providing primary care specialized VHA care and related medical and social support services Veterans Health VistA is a comprehensive integrated health care information system composed of Information numerous software modules Systems and See Technology http www va gov VistA_monograph docs 2008Vist
37. referred to as specimen collection kit or fragment collection kit as appropriate to Glossary Contents Term or Acronym Description L Longitudinal Occurring over a period of time Laboratory Manager of the laboratory files in VistA Additional duties include creation of new Information tests interface set up and maintenance of instruments coordination with staff Manager LIM outside of lab to create quick orders order sets and other Computerized Patient Local Registry Local Registry Update This process adds new patients that have had data entered since the last update The local file of patients that were grandfathered into the registry or have passed the selection rules and been added to the registry was run and pass the selection rules to the local registry 120 User Manual September 2011 Traumatic Brain Injury Registry Term or Acronym Description Logical Observation Identifiers Names and Codes LOINC LOINC is designed to facilitate the exchange and pooling of clinical results for clinical care outcomes management and research by providing a set of universal codes and names to identify laboratory and other clinical observations The Regenstrief Institute Inc an internationally renowned healthcare and informatics research organization maintains the LOINC database and supporting documentation See http loinc org Term or Acronym Medical SAS Datasets
38. the Registry for TBI Polytrauma patients 1 Click the Patient tab to open the PATIENTS gt POLYTRAUMA PATIENTS screen Note that the task Polytrauma Patients located in the Left Navigation bar is highlighted You can initiate a search by typing in a time range in the appropriate text boxes 2 Type ina time range in the Injury Date From mm dd yyyy and the Injury Date To mm dd yyyy text boxes 3 Click the arrow on the VISN drop down menu located at the bottom of the screen 4 Click on a VISN option in the drop down menu to select it 5 Click the Search button located at the bottom of the screen September 201 1 User Manual 71 Traumatic Brain Injury Registry Unrrep STATES DEPARTMENT OF VETERANS FFAIRS 26 J Traumatic Brain Injury Registry My Tasks Patients Reporting Adrunotreaton TEI Patients Potytraume Patients PATIENTS gt POLYTRAUMA PATIENTS Lookup Patent SSN Patient Last Name Injury Date From mm dd yyyy 101 101 2009 Injury Date To mm dd yyyy 106 01 2009 Figure 38 Polytrauma Patients Lookup Screen If the search was successful or unsuccessful you can view the patient in the results panel 72 User Manual September 2011 Traumatic Brain Injury Registry UNITED Staves DEPARTMENT OF VETERANS FFAIRS 263 Traumatic Brain Injury Registry Ma My Tasks Patients Reporting A drene TBI Patient n PATIENTS gt POLYTRAUMA PATIENTS Polytraum
39. the top are the VA logo title search function and TABS My Tasks Patients Reporting and Administration The tabs shown available will depend upon your role The first available task for the My Tasks tab is automatically selected based on your role Note that the breadcrumb trail shows where you are Reporting 22 User Manual September 2011 Traumatic Brain Injury Registry e MyTasks Displays any tasks assigned to you e Patients Allows you to search for a patient already in the Registry view and edit patient records e Reporting Allows you to select a report e Administration Permits you to assign users and user roles view and sort user role lists view and edit user records September 2011 User Manual 23 Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK 24 User Manual September 2011 Traumatic Brain Injury Registry 5 TBI Registry Tabs 5 1 Accessing Tasks To understand how the various tasks associated with TBI Registry are performed it s necessary to discuss the TBI Registry tabs The TBI Registry uses the tabs as task oriented viewers Tasks available to you are shown on the left navigation panel based on the role s you have been assigned Figure 4 shows the tasks available for some roles under the My TASKS tab A UNITED STATES DEPARTMENT OF VETERANS AFFAIRS Patients Reporting Administration Help Referrals New 101 In Process 365 Completed Polytra
40. will not be available to you if your role does not call for that particular task You may be assigned more than one role Roles are assigned by the TBI Registry Administrator The available roles are described in the following sections September 2011 User Manual 15 Traumatic Brain Injury Registry 3 5 1 TBI Registry Administrator As an administrator you have super user access and you can perform the following activities e Edit all TBI referrals e Edit all Polytrauma entries e Access the administration section of the Registry and create edit and delete user permissions A Note The administrator cannot access reports without having a reporting role assigned 3 5 2 TBI Registry Editor As an editor you can perform the following activities e Edit TBI referrals that are mapped to VISNs stations assigned to the user for their role A Note The TBI Registry Editor role requires VISN Station mapping for each user assigned to this role 3 5 3 TBI Registry Read Only User As aread only user you can perform the following activities e Open TBI referrals in read only mode that are mapped to VISNs stations assigned to the user for their role A Note The TBI Registry Read Only User role requires VISN Station mapping for each user assigned to this role Also if the user has the same VISN station mapping in the editor role the edit access will take precedence 16 User Manual S
41. windows without using the mouse hence it was named Task Switcher Casual users may press lt Alt gt lt Tab gt to alternate between the two most recent tasks but used to its full potential lt Alt gt lt Tab gt can switch to any running program The list of tasks is kept in an order with the most recently used tasks at the front Tab does not need to be pressed as many times to move the task selection cursor from the front of the list to a nearer task the more recently used the easier to get back AAC ACoS CoC See American College of Surgeons Commission on Cancer Acquired Immune Deficiency Syndrome AIDS Disease of the immune system characterized by increased susceptibility to opportunistic infections to certain cancers and to neurological disorders Caused by a retrovirus and transmitted chiefly through blood or blood products that enter the body s bloodstream especially by sexual contact or contaminated hypodermic needles AIDS is a disease of the human immune system caused by the human immunodeficiency virus HIV This condition progressively reduces the effectiveness of the immune system and leaves individuals susceptible to opportunistic infections and tumors Active Directory AD AD is a technology created by Microsoft that provides a variety of network services including user authentication For TBI AD essentially keeps track of who the users are and what TBI functions they are authorized
42. you click the downward arrow Select the entry you want by clicking the list entry 12 1 3 7 Keyboard Commands Keyboard commands can be used throughout the TBI application by pressing and holding the lt Alt gt key and then pressing the appropriate key to perform the command The key to press in order to perform the command is identified by an underlined character on the screen For example the Task Manager tab can be displayed by pressing and holding the lt Alt gt key and then pressing the lt T gt key Keyboard keys and onscreen buttons are shown in different style brackets throughout this manual to differentiate them from on screen buttons or menu options lt Ctrl gt and lt Enter gt are on the keyboard Close is a command button or icon on the screen 12 1 3 8 Tab Key Use the lt Tab gt key or the mouse to move between fields Do not use the lt Enter gt or lt Return gt key which is usually reserved for the default command button or action 12 1 3 9 Text Box Type the desired characters into the edit box The selected entry will not be effective until you tab away from or otherwise exit from the text box 12 1 3 10 Changing Resizing a Window Most windows and columns displayed in the TBI application can be resized To change the size of a window position the mouse pointer over the right edge of the column or the outside edge of 92 User Manual September 2011 Traumatic Brain Injury Registry the window lef
43. 008 VISN 12 578GA JOLIET CBOC New View 1389 000 08 8451 Three Hundred Sixty Five Patient x 1 16 2008 VISN 16 580944 HOUSTON NHCU New View 1393 000 71 1426 Two Hundred Sixty Six Patient X 9 1 2007 VISN 1 689 CONNECTICUT HCS New Ya 1405 000 20 0744 Five Hundred Thirty Three Patient x 9 20 2009 VISN 23 636948 GRAND ISLAND VA NHCU New View E 1406 000 409 7164 Four Hundred Ninety Three Patient x 11 26 2006 VISN 23 636GH WATERLOO CBOC New 1411 000 37 2780 One Hundred Thirty Six Patient x 10 22 2007 VISN 4 503GA JOHNSTOWN CBOC New View 1412 000 43 5741 Five Hundred Seventy Three Patient X 3 22 2009 VISN 7 544 COLUMBIA SC VAMC New View 1414 000 651 0225 Four Hundred Eighty Two Patient x 10 16 2009 VISN 3 561GF NEW BRUNSWICK NJ CBOC New View 1431 000 03 2857 Five Hundred Twenty Seven Pabent X 10 1 2009 VISN 4 5039AA ALTOONA NHCU New View E DELE E lll el Figure 10 My Tasks gt Referrals gt New You can arrange the following categories of referral data in ascending or descending order by clicking the data column headings e ID e Screening Date e SSN e VAMC September 2011 User Manual 31 Traumatic Brain Injury Registry e Patient Name Table 10 Referral Subcategories CATEGORY SUBCATEGORY DESCRIPTION 6 4 Patients who have only the pre populated information from 6 3 New the VistA 6 2 Referr als In Process Patients who are scheduled for consultation and evaluati
44. 1 555 0000 Work Phone 222 555 1111 Email Address OEF OIF D Service OTHER Combat Location OEF Branch Edit 1332 4 21 2007 In Process View Patient Health Factors Edit 1431 10 1 2009 New Figure 30 TBI Patient Information Screen 5 Click on the word View in the View Patient Health Factors panel located at the bottom 66 User Manual September 2011 Traumatic Brain Injury Registry A E TES DEPARTMENT OF Y ERANS J AFFAIRS My Tasks Patients Reporting Administration Help My TASKS gt REFERRALS gt HEALTH FACTORS gt VIEW REPORT FOR PATIENT 1332 New 89 4 E ofi gt H 100 E 4 Find Next Select a format Export E 3 TBI Health Factor Search Report In Process 366 id Completed View Edit Last Updated A Pattern of both IRAQ AFGHAN SERVICE and NO IRAQ AFGHAN SERVICE health factors have been found in some records at some stations For the TBI Screen the presence of the IRAQ AFGHAN SERVICE health factor takes precedence and a TBI Screen is required If the IRAQ AFGHAN SERVICE is erroneously present the health factor can be removed and the veteran will no longer be counted in the performance measure denominator The TBI PT REFUSAL health factor is counted as a missed opportunity for reporting purposes IRAQ Service Health Factor Search Results Veteran TBI Health Factor Screening Date 000 03 2857 IRAQ AFGHAN SERVICE 10 1 2009 TBI Screening Determin
45. 18 7004 9 79 2000 E 15 9 20 2008 Orga Ovwntont Te Excet Figure 49 Polytrauma View Edit Users Screen Roles can be edited using the drop down lists and check boxes provided The editable fields in the Roles section of the GUI are e TBI Administrator drop down list with VISN Access e TBI Editor drop down list with VISN Access 84 User Manual September 2011 Traumatic Brain Injury Registry e TBI Read Only drop down list with VISN Access TBI Polytrauma Editor drop down list with VISN Access TBI Polytrauma Read Only drop down list with VISN Access TBI Reporting User National drop down list with VISN Access TBI Reporting User VISN drop down list with VISN Access TBI Reporting User Station drop down list with VISN Access Then click Save to save the changes or click Close to close the GUI without saving September 201 1 User Manual 85 Traumatic Brain Injury Registry Traumatic Brain Injury Registry e Sege Ut geed Osiy WISA derma DES 19 e E vna geht froen tanw Stan deessa E mp Ped Trees Seed Osiy IWS Ara E mi grin irar Nathomal F PISA Bore r Figure 50 Edit Roles Screen 86 User Manual September 2011 Traumatic Brain Injury Registry There is also a TBI Read Only option A Note For Read Only access all the fields are grayed out in Ee en Poote Too Hee 5 O O 33 Damn frre O D a TD oh Arome hro Aspens A tee L g
46. 2011 Traumatic Brain Injury Registry Term or Acronym intranet Description Any network which provides similar services within an organization to those provided by the Internet outside it but which is not necessarily connected to the Internet The commonest example is the use by a company of one or more World Wide Web servers on an internal TCP IP network for distribution of information within the company The VA intranet hosts TBI as well as other programs and information JAWS Job Access with Speech JAWS Refers to a software product for visually impaired users The software is produced by the Blind and Low Vision Group of Freedom Scientific See http en wikipedia org wiki JAWS 28screen reader 29 and http www freedomscientific com fs_products software jaws asp Joint Medical Workstation JMeWS Military commanders need to have online near real time medical situational awareness for forward deployed forces during Operation Iraqi Freedom OIF of the TMIP J capability Joint Patient Tracking Application JPTA JTPA tracks the location and disposition of ill or injured patients as they move through the echelons of care from the U S Central Command theater of operations to Landstuhl Regional Medical Center and back to selected Military Health System or Department of Veterans Affairs medical facilities in the U S Joint Theater Trauma System JTTS JTTS is an approach to pro
47. 9 COMPLETING AN IN PROCESS REFERRAL occcocococicocinnccnnncnnnnnnrnnncnnnnnnnncrnr cinc 43 FIGURE 20 ADDING A NEW POLYTRAUMA PATIENT doccicconocononcconoconononoconn narnia 56 FIGURE 21 ADDING POLYTRAUMA PATIENT DATA 57 FIGURE 22 ADDING POLYTRAUMA PATIENT TRACKING DATA 57 FIGURE 23 ADDING POLYTRAUMA INJURY DETAILS 0 0 eee ee eee e cere eene seer eeeeeeeeeseeeeseeeaeeeeeeenaes 58 FIGURE 24 ADDING POLYTRAUMA TREATMENT DATA 59 FIGURE 25 ADDING ADMISSION AND DISCHARGE DATA 59 FIGURE 26 ADDING DISCHARGE TODATA eeceec cece eese cence tect eee cae cae seas eeaeeeeeeseeeseeeseeeesaeeseeeseaeenaes 60 FIGURE 27 COMPLETING POLYTRAUMA PATIENT ENTRY ncccciccccccnnccnnonnnncnnncnnnaninancnnr corran 62 FIGURE 28 TBI PATIENTS LOOKUP SCREEN AA 64 FIGURE 29 TBI PATIENTS SEARCH RESULTS GCHEEN ee eeeeeeee eeee cent seer seer eeeeeseeeeeaeeeaeeeneeeaes 65 FIGURE 30 TBI PATIENT INFORMATION SCREEN AA 66 FIGURE 31 TBI HEALTH FACTOR SEARCH RERORT cee eeneeeeeeeeeeeeeeseneeeaeeseeeseneeeaes 67 FIGURE 32 EXPORT TBI HEALTH FACTOR SEARCH REPORT AAA 68 FIGURE 33 FILE DOWNLOAD WINDOW cece cece eee ene tee tae eee nora cnn nro rro narrar 68 FIGURE 34 SAVE AS WINDOW 0 ceceeeene iocait corno 69 FIGURE 35 TBI SEARCH REPORT DOWNLOAD COMPLETE WINDOW eeeeeeeeeeeeeeneenees 69 FIGURE 36 TBI EDIT REFERRAL ID SCREEN AA 70 FIGURE 37 EDIT REFERRAL ID 1431 bist diene et id etd ted dived 71 FIGURE 38 POLYTRAUMA
48. AHealtheVet_Monograph paf Architecture and http www virec research va gov DataSourcesName VISTA VISTA htm VistA Veterans VHA organizes its local facilities into networks called VISNS VA Integrated Service Integrated Service Networks At the VISN level VistA data from multiple local facilities may be Network VISN combined into a data warehouse VHA See Veterans Health Administration VAMC Veterans Affairs Medical Center VHA Support The VHA Support Service Center VSSC was established in 1996 as an information Service Center and technical support arm for VHA healthcare operations The VSSC delivers VSSC information tools and technical and analytical services to support the management of field operations The VSSC reports to the ADUSH OM and is governed by an Advisory Board that sets organizational goals and priorities The VSSC is structured as a decentralized virtual organization that is customer driven and outcome oriented The VSSC organization includes Network Services Capital Assets Planning and Data Analysis and Veteran Service and Advocacy Information Management and Analysis VISN See Veterans Health Information Systems and Technology Architecture VRAD VA DOD Reporting and Analysis Data Mart VSSC VTA Veteran Tracking Application September 201 1 User Manual 129 Traumatic Brain Injury Registry Term or Acronym Description Web based Application WBA to Glossary Contents In software engine
49. ASKS gt REFERRALS gt In Process gt EDIT REFERRAL ID 1411 Click here to view Data Definitions for each of the fields Facility VISN 4 503GA JOHNSTOWN CBOC Name SS4 of Patient with Positive Screen and Desiring Eval One Hundred Thirty Sm Patient X 000 37 2780 Date of Screening mm dd yyyy 10 2 Date of Consult Referral mm dd yyyy 10 24 2007 E Not Applicable Other Consult Referral Status y Attempts to Contact Patient for Scheduling Purposes Scheduled Date Requested By Patient Date Scheduled with TBI Evaluation Team mm dd yyyy 10 27 2007 Time to Scheduled Appointment with TBI Evaluation Team Delay in Completing Evaluation Clinic Capacity hd Date Evaluation Completed mm dd yyyy Time to Complete Evaluation Definitive TBI Diagnosis 3 Responsible TBI Evaluation Team Cami 10 Figure 17 In Process Referral Screen 7 1 1 Successful Scheduling Attempts If you contact a patient and the individual is able to meet established appointment dates for consultation with a physician and the date established to meet with the TBI Evaluation Team the following In Process gt Edit Referral ID 0000 fields must be complete September 2011 User Manual 41 Traumatic Brain Injury Registry Date of Consult Referral Attempts to Contact Patient for Scheduling Purposes Date Scheduled with TBI Evaluation Team Delay in Completing Evaluation o No Delay in Completing Evaluation
50. BI Evaluation Team Service Cl nic a Status New Close Complete Figure 15 Consultation Text Box dh WARNING If a consultation date is not entered and you attempt to save any data input a warning message displays You must then select and enter a calendar date for the patient s evaluation dh WARNING If an evaluation date is not entered and you attempt to save any data input an error message displays into the Consultation Date text box without also entering an evaluation date The consultation date will be saved to the patient s file but the consultation tracking process can t be completed until the evaluation date is entered A Note Whenever you click the Save button located at the bottom of the My Tasks gt Referrals gt New gt Edit Referral screen and whether or not you have entered any data into the text boxes or selected an option in the pull down menus the status of the referral will change from New to In Process You can close the pop up window and continue to enter data in the Edit Referral screen by clicking the OK button located in the Save Successful pop up window September 201 1 User Manual 35 Traumatic Brain Injury Registry TBI Referral Tracking Windows Internet Explorer provided by HARRIS Corporation al Go Je http patrict regdev gs myfarris net 8082 refera ae D ll 339 He ck Yew favorites Tods Heb Vize E y We d Tei Retera trac
51. D 7 704 65 10 wa 12 940 1 042 9 907 78 51 f nformeten reng not astho criminal charges and a See fro Sa or tersalty of STEE Secten 5701 Certain Medcal Records Figure 43 VISN 3 Summary Report Screen September 201 1 User Manual 79 Traumatic Brain Injury Registry 5 Click the arrow on the Select a format drop down menu A File Download window appears File Download x Do you want to open or saye this file eg Name ReportScreen ISNSummary pdf Type Adobe Acrobat Document From patriot reqdev gs myharris net som sae eae P ON While files from the Internet can be useful some files can potentially gd harm your computer If you do not trust the source do not open or S save this file What s the risk Figure 44 File Download Window 7 Click either the Open button to view and print the PDF file click the Save button to save 9 Click the pagination arrows located on the Selection Criteria toolbar to view download or print additional reports generated for the VISN Summary VISN 3 80 User Manual September 2011 Traumatic Brain Injury Registry Part G Using the User Administration Application September 201 1 User Manual 81 Traumatic Brain Injury Registry 11 User Administration Application The User Administration Application allows an administrator to view edit and sort user roles The administrator is a global role that is no
52. EAD ONLY DATA FIELD S eee cece ceee ere eeee ea noria eeaeeeaeeeaeeseeeseeeseneeseeeseeeseneeeaeeeaaees 103 FIGURE 59 RESIZING THE BROWSER SCREEN AAA 105 FIGURE 60 TURNING ON STICKYKEYS 000 ee cence eee sees eaee sees seas saaesaaeseaeseaeseaeeseeeseeeseeeseaeeees 106 FIGURE 61 TURNING ON FILTERKEYS 00 eee ee cee eee eee nano rr rr 106 FIGURE 62 TURNING ON TOGGL ER N 107 FIGURE 63 TURNING ON MOUSEKEYS ieee ce eeereeeeeeeeeaeeeaeesaaecaaesaaeseaeseaeeeaeseaeseeseeeeeaes 107 FIGURE 64 TURNING ON HIGHCON RAST eeeeeeeereeeeeeeaeeeaeesaaecaaecaesnaeesaecaeseaeseaeseaeeneeees 107 viii User Manual September 2011 Traumatic Brain Injury Registry List of Tables TABLE 1 TYPOGRAPHICAL CONVENTIONS ccsscs sscssscssscsesecsessesccsessesscsetessecessecssscssesssucaveseceesenseneceees 2 TABLE 2 GRAPHICAL CONVENTIONS ENNEN AEN 2 TABLE 3 LOCATIONS FOR DOCUMENTATION FILES cccccscoscsccsessesccsessesessesecsescseesesesseaveseareacereasens 7 TABLE 4 DOCUMENT FILE SET ENEE nicas 8 TABLE 5 E TABS BY RUE E EE 18 TABLE 6 TASKS BY ROLE EE 18 E D ET TEE EE 19 TABLE 8 TASK CATEGORIES AND TASKS acsccsccecscsscascscidscucscsosavssssatevisvesesuestsnsdssvseceuvensssadsunsteacdenennevss 26 TABLE 9 TBI REGISTRY APPLICATIONS cccssscsssesscssssccsecesscsscsssccosecssscsecsessececucceeseancescsecussceseserscnecanssces 28 TABLE 10 REFERRAL SUBCATEGORIES sugue 32 TABLE 11 NEW REFERRALS SCREEN FIELD
53. I Registry software is designed for use by designated case managers who are responsible for screening and overseeing the records of patients both seen and not seen for the comprehensive TBI evaluation 1 6 Hardware Recommendations Please see the Registries Installation amp Configuration Guide for Web based Applications RICG for hardware recommendations 1 7 Related Documents These related documents are available at http www va gov vdl application asp appid 198 4 User Manual September 2011 Traumatic Brain Injury Registry 2 Background The Veterans Health Administration VHA is charged with supporting the Presidential Task Force on Returning Global War on Terror Heroes The Task Force has stated in the Global War on Terror GWOT report recommendation P 7 that the Department of Veterans Affairs VA shall create a Traumatic Brain Injury Surveillance Center and Registry to monitor returning service members who have possibly sustained head injury and thus may potentially have a traumatic brain injury in order to provide early medical intervention The Traumatic Brain Injury TBI Registry software application collects data on the population of Veterans who participated in Operation Enduring Freedom Operation Iraqi Freedom OEF OIF These individuals need to be seen within 30 days for a comprehensive evaluation Each facility can produce local reports information related to patients evaluated and treated in their sys
54. ION 17 total reports 11 screening and consultation reports and 6 tracking reports Provides summary reports based on the patient data residing in the 5 9 TBI Referral Reports TBI Registry for viewing on the VA intranet or through downloadable formats Adobe Acrobat Reader Portable Document Format PDF and Microsoft Excel Depending on your role s you ll have access to certain applications To select an application click on a tab located immediately below the TBI Registry banner Once a tab is selected the available applications for that tab are displayed in the Task Bar at the far left of the screen You can navigate through an application by observing the breadcrumbs located directly underneath the tabs The breadcrumbs show you the forward path you ve selected UNITED STATES DEPARTMENT OF VETERANS AFFAIRS Traumatic Brain Injury Registry My Tasks Patients Reporting Administration 7 Help paolo My TASKS gt REFERRALS gt NEW New 101 In Process 365 Completed Polytrauma Add New View Edit Patient Name Screening De Figure 9 Navigating Through TBI Registry Applications You can use the Windows navigation arrows located at the top left corner of your Windows toolbar to move back through the Registry screens September 201 1 User Manual 29 Traumatic Brain Injury Registry Part C Using the TBI Tracking Application 30 User Manual September 2011 Traumati
55. LY USER EDITOR GE USER Polytrauma Y Y Y Edit TBI Patients Y Y Y Polytrauma Y R Y Patients Users Y Roles Matrix Y Screening and Consultation Y Reports Tracking Reports 4 Table 7 Report Access REPORTS ACCESS BY ROLES National Summary Only visible to national users Only visible for national or VISN users If VISN user viewing is Mana determined by access privileges Visible to national VISN and station users Constraints are determined by access privileges Station users are limited to their station s and VISN users are limited to their VISN s and all child stations Station Summary Visible to national VISN and station users Constraints are determined by access privileges Station users are limited to their station s and VISN users are limited to their VISN s and all child stations Positive Screen Detail Visible to national VISN and station users Constraints are determined by access privileges Station users are limited to their station s and VISN users are limited to their VISN s and all child stations Missed Screen Detail Visible to national VISN and station users Constraints are Veteran Search Questions determined by access privileges Station users are limited to their station s and VISN users are limited to their VISN s VHA Summary Only visible to national users VISN Summary Visible to national and VISN us
56. ORS gt View REPORT FOR Pattee New 09 In Process i4 4 1 y gt i 100 Find Next Completed Polytrauma TBI Health Factor Search Repo 3 s Add New f Last Updated A lt View Edit A Patiem of both RAQIAFGHAN SERVICE and NO RAQIAFGHAN SERVICE neath factors have teen found in some records al some stations For the TE Screen the presence of the RAQIAFGHAN SERVICE heath factor takes precedence and a TE Screen is required If the RAQUAFGMAM SERVICE is erroneously present the heath tachor can be removed and Me veteran wil ne bager te Coutied in the performance measure denominator The TESPT REFUSAL teal factor ia coutied as a missed opportunity for reporting purposes IRAQ Service Health Factor Search Results WT y e 112009 Figure 32 Export TBI Health Factor Search Report File Download x Do you want to open or save this file nm Name VeteransScreeningQuestions pdf ke Type Adobe Acrobat Document From patriot regdey gs myharris net Open Save harm your computer If you do not trust the source do not open or 0 While files from the Internet can be useful some files can potentially save this file What s the tisk Figure 33 File Download Window User Manual September 2011 Traumatic Brain Injury Registry Save As ax Save in 18 Desktop o 2 eE My Documents d My Computer NB284057 My Recent My Network Places Documents Adobe RoboHelp 8 Documents E
57. OT IPT SLP Community Re entry VR amp E Assessment Other Then there is a Follow up Site Description text field where notations can be entered Finally the editable text fields of the Follow up Provider Information section of the GUI are Follow up Polytrauma Case Manager Location Phone Email 60 User Manual September 2011 Traumatic Brain Injury Registry Then the case manager can click the Save button to save the edits or click the Close button to en ren een os rz EH DEEN 3 3 Ken nee e eee a J TEEN treme A Fee Sees ts reet cee a Sees teeny EEN me bee tee bereme een reen ora Mere wt ery en ae eneen es me wenn te een ae ne eee tt eT rs ne mer e eee ep mg berg mere D tt ere e zu te tet te o me o re arte l pement moame DI eem E es veni Ce e EI m m e 3 A n a Ee en ne tee EN gt EI n September 2011 User Manual 61 Traumatic Brain Injury Registry a oeh pew eee mee mee coe end 3 El 3 ea zen oo 3 H me en ree a d os en DIEN taney the o DA Vero Ca ts eet ey o mae Ce mo _ tetese rem settee DEN wns we gen en amea Saee tetet en en en te mn h reent tagme ae ees vas v onono ge om sana tanus Y ee tg Viet etane o TR 10 tate ee io mp en lt eaters oom tare o ime nee beten meme 5 7 u o a ti m rw gt E vn FER epes z n oe Eege 3 y ten mp Ps et omg aame
58. S sssssssssessssecsssscoecsesecsecssscosesesecaesscascsesesserseneseansees 36 TABLE EIN e le A4 TABLE 13 NEW REFERRALS SCREEN EIELDS NENNEN 51 TABLE 14 STANDARD WEB BROWSER SHORTCUT KEN S E 96 TABLE APPROVED BROWSERS EEN 99 September 2011 User Manual ix Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK User Manual September 2011 Traumatic Brain Injury Registry Part A Introduction September 201 1 User Manual 1 Traumatic Brain Injury Registry 1 Preface 1 1 Typographical Conventions Used in the Manual Throughout this document the following fonts and other conventions are used Table 1 Typographical Conventions Font Used for Examples Blue text underlined Hyperlink to another document or SS ftp fo slc med va gov Green text dotted Hyperlink within this document See Release History for details underlining Courier New Patch names VistA filenames Patch names will be in this font Franklin Gothic Demi Keyboard keys lt F1 gt lt Alt gt lt L gt Web application panel pane tab Other Registries panel and button names Delete button Microsoft Sans Serif Software Application names Traumatic Brain Injury TBI Registry names TBI Microsoft Sans Serif Database field names Mode field bold Report names National Summary Report Organization and Agency Names DoD VA Microsoft Sans Serif 3094 gray and italic
59. TRY PROCESSES 2 2 1 OVRIVIOW oooocococcnonononcnonononcnnnnnnonononononons 2 2 2 Data Receipt and Processing 2 3 RELEASE HISTORY 2 3 1 TBI Registry Release T L deet EEN EEN ENEE Aaa iii iaa Add ias 7 2 4 OBTAINING SOFTWARE AND DOCUMENTATION ccccccccceccececeeseeceeeeeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeseseseseseeeseseseeeseeeeeeeeeeeeeeeeees H 2 5 DOCUMENTATION ON THE INTRANET EE 8 31 WEB BASED APPLICATION ELEMENTS ccoutcoronnosnodon notando smile nena pena Sddeg Seege D eg le et dee Seege ees ais 11 ES ONLINE HELP EE 11 3 2 1 BLOWSCRHClD ee ele leed oes teas eege A 11 Bi 22 5 Application HID ET 11 352 37 sACCESSIDITITY E TEE 13 23 DATE OF DEATH AND DECEASED CHECK ccccccccccececeseeeeeeeeeeeeeeeeasesesasesensneseneseseeseseseseseseseuessusseusssnssssssssesssseessasanans 14 3 4 SCREEN AREAS AND FUNCTIONS 3 4 1 Donner Areg cooocccccccnccccccnnncnnnnnnnnnonononnns 3 4 2 Tabs Common Navigation Area fo ic e EE 3 4 4 LOFENQVIG ATION BOI 2 2 aids Foie ce edete beets ee E een 3 4 5 Content EE 30 USER e EE 3 5 1 RTR EE E TE Te 3 52 Rene tu Adel eege Eed EEN ageet edenegen 3 5 3 TBI Registry Read Only User 3 5 4 TBI Registry Polytrauma Editor 3 5 5 TBI Registry Polytrauma Read Only User 3 5 6 TBI Registry Reporting User National VISN Station 4 1 STARTING THE APPLICATION 4 2 LOGGING N ooncccccncnnnononoccnnnnnonnns 4 3 DEFAULT REGISTRY PAGE sc ua ata
60. Traumatic Brain Injury TBI User Manual Vista Release 2 0 Department of Veterans Affairs Office of Information and Technology OIT Product Development Traumatic Brain Injury Registry Revision History Review Type Issue Date Version Description Author Reviewer s Updated screen shots Dan Zaudtke Linda Berry 9 08 11 incorporated client edits Final Version Incorporating dia als Team Scott Smith 2 28 11 comments from BO s ees Tea Jesse eem 0 4 Incorporating Edits Robin Aubrey Td SO 0 3 PeerReview sd Keven LeBlanc Peer 7 20 10 0 2 Update Robin Aubrey BNO 0 1 Initial Version Vs McDonald II mm September 2011 User Manual iii Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK Traumatic Brain Injury Registry Table of Contents 1 6 1 1 TYPOGRAPHICAL CONVENTIONS USED IN THE MANUALE 2 1 2 COMMAND BUTTONS AND COMMANDICONS 3 1 3 THE TRAUMATIC BRAIN INJURY REGISTRY APPLICATION ccccccessssseccceccceesssssececeseeeuenssececeeeeeuenssseceeceeesuanseeeeeseeeuaneneeses 3 1 4 PURPOSE OF THEIMANUAL s Guias sade cosas eds ee dere deeg don wean tabu ses dereen ged d e ei gedd 3 1 5 RECOMMENDED USERS ita Ai eege AE a EAAS 4 1 6 HARDWARE RECOMMENDATIONS stet trttss srete ttre ssr erete rr oessa ete rrrt serete rerosssseeterroesseeeet 4 Er Sg REAT O DOCUMENTS EE 4 2 1 PROJECT SCOPE AND OBJECTIVES EEN 5 2 2 TRAUMATIC BRAIN INJURY REGIS
61. a VADIR Memorandum of Understanding MOU and transmits data to VADIR The VADIR data are used to assist in determining Veteran benefits Note Health data is not collected in VADIR VACO See Veterans Affairs Central Office VADIR VALU Veteran s Affairs Learning University VAMC Acronym for Veterans Affairs Medical Center Veterans Benefits Administration Veteran Tracking Application VTA access to medical records on combat wounded soldiers throughout the continuum of care from the battlefield to a VA hospital Veteran Tracking This extract includes the following read only data Application VTA Patient Last Name caera Patient First Name Social Security Number ICD 9 Codes used by DoD in their case definition algorithm Subjective Objective Assessment and Plan SOAP Note Keywords used by DoD in their case definition algorithm Patient Address Line1 Patient Address Line2 Patient City Patient State Patient Zip Postal Code Patient Phone primary Patient email address Veterans Affairs The VA headquarters offices located in Washington DC which oversees field Central Office operations throughout the VA 128 User Manual September 2011 Traumatic Brain Injury Registry Term or Acronym Description VACO AAA AAA AN Veterans Affairs The VA mission is to serve America s Veterans and their families with dignity and Department of compassion and to be their principal advocate in ensuring that they
62. a Patents Lookup Patient SSN Kee Patient Last Name Injury Date From mm dd yyyy for 01 2009 Injury Date To mm dd yyyy 06 01 2009 Figure 39 Polytrauma Lookup Patients Results September 2011 User Manual 73 Traumatic Brain Injury Registry Part F Using the Reports Application 74 User Manual September 2011 Traumatic Brain Injury Registry 10 Reports Application 10 1 Report Categories These reports fall into three categories Initial Screening Reports Comprehensive Evaluation Reports and Appointment Tracking Reports Initial Screening Reports Track data regarding the initial screening of Veterans who have potential traumatic brain injuries e National Summary Report e VISN Summary Report e Station Summary Report e Positive Screen Detail Report e Missed Screen Detail Report e Veteran Search Questions Report Comprehensive Evaluation Reports Track data regarding potential traumatic brain injury patients who have had their evaluation e VHA Summary Report e VISN Summary Report e VISN Comparison Report e VISN Facility Comparison Report e Facility Detail Report Appointment Tracking Reports Track potential traumatic brain injury patients as they make and complete their appointments for the comprehensive evaluation e Status Counts Report e TBI Diagnosis Counts Report e TBI Evaluation Team Counts Report e Time to gt 30 Counts Report e Average Time to Com
63. ance measurement and research objectives Its premise is that incorporating data from multiple differing data sets throughout the VHA into one standard database structure will facilitate reporting and data analysis at the enterprise level The CDW operates within the VA Office of Information amp Technology s Field Operations Business Intelligence Service Line CDW data are stored in a relational database Multiple VA data sources are being merged so that cohorts will be definable by attributes such as ICD 9 codes and CPT codes from both inpatient and outpatient encounters or from abnormal values of vital signs like blood pressure weight and height within a target time period These data are kept current by frequent updates with new data from the source data bases so timely data are available for research When the CDW database is updated changed data values are written over not maintained These incremental updates are however flagged with a new last update date In addition if a data transmission indicates an encounter record has been deleted from the source database it is instead flagged in the CDW as deleted Delete Flag Y so that original demographic data can always be recovered Source http www virec research va gov DataSourcesName CDW CDW htm See also Data warehouse CPRS See Computerized Patient Record System CPT See Current Procedural Terminology CPT 4 See Current Procedural Terminology CQM See Center fo
64. application allows the case manager to track patients with multiple injuries These injuries may be multiple traumatic brain injuries or injuries elsewhere on the body that are not traumatic brain injuries There are no reporting options for this application It is designed simply to track Veterans with multiple traumas To begin click on the tab My Tasks and then on the link Add New Enter the patient s Ea raumatic Brain Injury Registry My Tasks Patients Reporting Dashboard My Tasks gt Poty TRAUMA gt ADD New Lookup Patient Patient Last Name Search Continue Without Selecting Patient Figure 20 Adding a New Polytrauma Patient Continue to fill in the following fields Address Line 1 Address Line 2 City County State Country Postal Code Home Phone E mail Address Home Veterans Affairs Medical Center VAMC Military Service Branch Military Duty Status and Military Discharge Status see 56 User Manual September 2011 Traumatic Brain Injury Registry Figure 21 Adding Polytrauma Patient Data Additional tracking information includes the MTF source and tracking information fields including Injury Date Combat Location Blast Explosion Vehicle Injury Bullet Injury Other Injury and Other Injury Description These fields have drop down lists for you to select a value The Date fields allow you to enter the date in the dd mm yyyy format or you can click on the Figure 22
65. ate Date of Screening mm dd yyyy Date when a consultation was submitted referral made for the comprehensive TBI evaluation The value is listed as a date range from April 2007 04 01 2007 to the present date Date of Consult Referral mm dd yyyy This is a check box that should be selected when a consultation or referral was not Not Applicable submitted Selection of this check box will activate the Other Consult Referral Status field for further clarification Other Consult Referral Status September 201 1 User Manual 51 Traumatic Brain Injury Registry FIELD SUBFIELD Consult Not Submitted DESCRIPTION The status of this case cannot be moved to Completed until appropriate action has been taken and indicated on the Web application Attempts to Contact Patient for Scheduling Purposes Evaluation without Referral Consult This option should be selected when the comprehensive TBI evaluation was completed without submission of a consultation or the making of a referral due to facility practice patterns Unable The initial attempt to contact the patient for scheduling had to occur within 5 days of the receipt of the consultation referral for a comprehensive TBI evaluation Two additional attempts occurred within 14 days from the positive screen If all three attempts to contact the patient within the first 14 days of the positive screen were unsuccess
66. ation Health Factor Search Results Veteran TBI Health Factor Screening Date 000 03 2857 IRAQ AFGHAN SERVICE 10 1 2009 TBI Screening All Other Health Factor Search Results No Records Found This is protected personal health information Improper disclosure of information to anyone not authorized to receive it may result in criminal charges and a fine from 5 000 to 20 000 under the Privacy Act of 1974 Title 5 United States Code U S C 552 a 38 U S C Section 5701 Confidential Nature of Claims and 38 U S C Section 7332 Confidentiality of Certain Medical Records Figure 31 TBI Health Factor Search Report Click the arrow on the Select a format drop down menu located on the task bar if you need to create an DEE copy The Select a format drop down menu offers two options and Acrobat PDF file or Excel 6 Click Acrobat PDF file to select it and then click Export A File Download window appears with options to Open Save or Cancel the file see 9 Click the Open button to view the report or the Close button to close the PDF file September 201 1 User Manual 67 Traumatic Brain Injury Registry Veterans Affairs Registries Windows Internet Explorer provided by HARRIS Corporation Go patriot egde gs myar net 8052 TEE Mie td Vew Partes Tods Heb Dag Ro Si EN E Veterans Alt ais Registries Referral omens My TASKS gt REFERRALS gt HEALTH FACT
67. atus field for further clarification Other Consult Referral Status Consult Not Submitted This option should be selected when a consult was not submitted or a referral was not made for the comprehensive TBI evaluation Selection of this field will prompt for the user to take follow up action The status of this case cannot be moved to Completed until appropriate action has been taken and indicated on the Web application Evaluation without Referral Consult This option should be selected when the comprehensive TBI evaluation was completed without submission of a consultation or the making of a referral due to facility practice patterns 44 User Manual September 2011 Traumatic Brain Injury Registry HELD Attempts to Contact Patient for Scheduling Purposes SUBFIELD DESCRIPTION Unable The initial attempt to contact the patient for scheduling needs to occur within 5 days of the receipt of the consultation referral for a comprehensive TBI evaluation Two additional attempts must occur within 14 days from the positive screen If all three attempts to contact the patient within the first 14 days of the positive screen are unsuccesstul a certified letter is sent to the patient providing contact information should they desire to call for an appointment This letter must be sent within 14 days of the positive screen All efforts to contact the patient should be docum
68. available for TBI Registry and although you may see the help icon and tab label in the initial build of the application only a placeholder help page is available Help is expected to be fully functional for Build 2 Note The left right order of tabs may be different from that depicted in this document The final release of TBI Registry will be patient centric and the PATIENT tab will become the primary tab for users Functionality for tabs other than the PATIENT tab will however be essentially the same as discussed in this document 3 4 3 Breadcrumbs Note the so called EW below the tabs showing in this case REPORTING this shows you where you are within the application how you got there and the current page s logical parent pages in the information hierarchy 3 4 4 Left Navigation Bar Once a TAB is selected the available tasks for that tab are displayed in the at the far left of the screen 3 4 5 Content Area The UAM contains a number of Web parts specific to the registry and specific to which common navigation item was selected Example In TBI Registry this screen could show a list of patients The contents of this area will change depending on which task you have selected In some cases the area expands to allow display room for more information and the temporarily disappears 3 5 User Roles Y our ability to use various features of TBI Registry will depend upon your assigned role Some choices
69. browser typically does not display such an icon Help Click the Help menu option on the browser s menu bar 3 2 2 Application Help Y This feature is not available for Build 1 accordingly the material in this section has been grayed out When online help is available this document will be revised In September 2011 User Manual 11 Traumatic Brain Injury Registry Build 1 if you see and click on the TBI Registry help icon you will see only a placeholder Web page The Help icon available on every screen of the application opens the TBI Registry online help file In most cases the help offered will be specific to the topic or screen that you were viewing when you clicked the icon In some cases however a specific help topic may not be available in which case you will see the table of contents for the help file From that point you may browse and search for more specific help The online help file is contained in a series of Web pages Note Since TBI Registry is not a desktop application that is it does not reside on your computer desktop pressing lt EL gt will not open TBI Registry help Instead it will open help for the browser that you are using Note The display you see in the actual help file may vary from the illustration below 12 User Manual September 2011 Traumatic Brain Injury Registry Pop up Calendars Windows Internet Explorer
70. c Brain Injury Registry 6 Tracking TBI Referrals You can use the Tracking application to record whether a Veteran who served in OEF OIF and who has been positively screened for a traumatic brain injury receives a consultation within 30 days of the Veteran s referral The TBI Referrals application tracks whether the appointment was made and whether the patient showed up for the appointment as scheduled or whether they rescheduled the appointment If the patient did not make it to the appointment the system triggers a second appointment within 30 days If the patient fails to show up for the second appointment a third appointment within 30 days is triggered If the patient fails to attend the third appointment the system closes the case 6 1 New TBI Referrals My Tasks gt Referrals gt New To view new referrals to the TBI Registry click on the My Tasks tab to view Referrals By default the list of new referrals appears in the content area of the screen A referral indicates that the Veteran has been referred for evaluation for a variety of reasons typically through the Referrals New 99 In Process 363 Completed Unrrep States DEPARTMENT OF VETERANS AFFAIRS Traumatic Brain Injury Registry Ip SSN Patient Name e VAMC Status View Patient SE SES Health Factors 1385 Deen andred Seventy Two Patient X 6 12 200 Vf aaa ER U New view 1387 000 13 6678 Three Hundred Seventy Five Patient X 7 27 2
71. can be selected 12 1 3 3 Radio Button A radio button also known as an option button is a small hollow circle adjacent to text Radio buttons appear in sets Each button represents a single choice and normally only one button may September 201 1 User Manual 91 Traumatic Brain Injury Registry be selected at any one time Clicking on the radio button places a solid dot in the circle selecting the option Clicking a selected radio button de selects it removing the dot As one radio button is selected others within the category switch off For example Male or Female may be offered as choices through two radio buttons 12 1 3 4 Command Buttons and Command Icons A command button initiates an action It is a rectangular shape with a label that specifies what action will be performed when the button is clicked A common example is the search key Search 12 1 3 5 Data Fields The date field is identified bw or a date mm dd yyyy and will usually have an associated Pop up Calendar see Pop up Calendars The month and day components of the date must consist of two digits and the year must consist of four digits 1 e 02 02 1996 The selected entry will not be effective until you tab off or exit from the date field 12 1 3 6 Drop down List A drop down list is displayed as a box with an arrow button on the right side Such boxes usually display one entry at a time Choose from a vertical list of choices that display when
72. ch as environmental pathology and toxicology infectious diseases oncology and forensic science Austin Automation Center AAC Austin Information Technology Center AITC AITC is a recognized award winning Federal data center within the Department of Veterans Affairs VA It provides a full complement of cost efficient e government solutions to support the information technology IT needs of September 201 1 User Manual 109 Traumatic Brain Injury Registry Term or Acronym Description customers within the Federal sector AITC has also implemented a program of enterprise best practice initiatives with major vendor partners that ensures customers receive enhanced value added IT services through the implementation of new technologies at competitive costs Automated Data Processing Application Coordinator ADPAC The ADPAC is the person responsible for planning and implementing new work methods and technology for employees throughout a medical center ADPACs train employees and assist users when they run into difficulties and needs to know how all components of the system work ADPACs maintain open communication with their supervisors and Service Chiefs as well as their counterparts in Fiscal and Acquisitions and Materiel Management A amp MM or Information Resource Management IRM BACK_ to Glossary Contents Term or Acronym Description B back en
73. cking the arrow on the pull down menu you can select one of the following values Unable Scheduled Date Offered By Facility Scheduled Date Requested By Patient Refused Unavailable 42 User Manual September 2011 Traumatic Brain Injury Registry Once the patient is seen by the doctor you can enter the date into the evaluation completion date text box If not a reason must be entered The categories of reasons available in the pull down menu for the Delay in Completing Evaluation field are No Show Cancellation By Patient Cancellation By Clinic Delay in Consult Referral Submission No Delay in Completing Evaluation Clinic Capacity Delay in Successful Patient Contact The system then triggers a second appointment and the process begins again A total of three appointments are scheduled for the patient to see a doctor during the mandated TBI application the referral file of a patient where two attempts have been made to complete the evaluation process One more attempt will be made and then tracked to complete the process gt EDIT REFERRAL ID 8 efintions for each of the heids Facility VISN 22 691GH WEST LOS ANGELES Name SS of Patient with Positive Screen and Desiring Eval Two Hundred Eighty Patient x 000088787P Date of Screening mm dd yyyy 9 8 2007 Date of Consult Referral mm dd yyyy 2 8 2007 I Not Applicable Other Consult Referral Status 3 Attempts to Co
74. d Prone 1112223333 SolyTraume VAMC ISN 6 657 RICHMOND VAMC Adirression FIM Code Admason Date 47M 01007008 Hui mmer FRG Code z Discharge FIM Code Rahab Discharge Date DI Zpesd eerz Dischaeged To Select Value Ki Oetkg Neurology Physistry Cor pr sup D Community Re entry WRAL assessment 8 Figure 25 Adding Admission and Discharge Data The Discharged To field is a drop down list of possibilities Make a selection from this field see September 201 1 User Manual 59 Traumatic Brain Injury Registry Ma 1 Ves Peoia Tok Mb Q gt CFE pi See Petree EI o 3 el UU A gi tere Dro nes ee get AUT Leen Diet perdu mamatrtry sep De Be Richemend VAMC k 10 Number Name Emal Prone 1122310 PotyTraume VAMC IEN EI 6572 RICHMOND VAMC Z ren sion EIN Code Admsoan Date CH 0100 1000 DI peni ien ra FRG Code Dischargoe FIM Code Rehab Discharge Date TE Discharged To Select Value Va Irgabera Prane Treatrnert F ac ty Pup armen fz Sm Cha 5 tent User James Hagerty Role TBI ADMINISTRATOR TEI EDITOR THE POLYTRAUMA EDITOR TEI POLYTRALIMA READ ONLY TEI READ ONLY TEI REPORTING USER NATTONAL 28 2000 3 18 28 PM e Sj Local renet Figure 26 Adding Discharge to Data The follow up Clinical Needs section of the graphical user interface GUI requires the case manager to select from the following check boxes Ortho Neurology Psychiatry
75. d Any software or system which performs either the final stage in a process or a task not apparent to the user browser A program which allows a person to read hypertext The browser provides some means of viewing the contents of nodes or pages and of navigating from one node to another A browser is required in order to access the TBI software application Microsoft Internet Explorer and Firefox are examples for browsers for the World Wide Web They act as clients to remote web servers BVAMC See Baltimore Veterans Affairs Medical Center Biomonitoring or Process of assessing and measuring clinical response to toxins introduced into the Biological body as a result of embedded fragment trauma Specimens are collected and sent Monitoring to a laboratory to establish baseline levels of analytes The process of collection diagnosis corrective treatment and prognosis BACK to Glossary Contents Term or Acronym Description Cc CAC Clinical Application Coordinator Case The collection of information maintained on patients that have been included in a registry Case Finding Those activities associated with the identification of patients for potential inclusion in a registry Case Tracking Those activities associated with monitoring patients that have met the criteria for inclusion in a registry through the case finding process CCHIT Certification Commission of Health Informat
76. e 116 User Manual September 2011 Traumatic Brain Injury Registry Term or Acronym Description the program easier to use Sources http en wikipedia org wiki GUI http www webopedia com TERM G Graphical User Interface GUI html See also User Interface GWOT Global War On Terror obsolete term see Overseas Contingency Operation BACK_ to Glossary Contents H HTML See Hypertext Mark up Language hypertext A term coined around 1965 for a collection of documents or nodes containing cross references or links which with the aid of an interactive browser program allow the reader to move easily from one document to another Hypertext Mark up A hypertext document format used on the World Wide Web HTML is built on top of Language HTML SGML Tags are embedded in the text A tag consists of a lt a directive in lower case zero or more parameters and a gt Matched pairs of directives like lt title gt and lt title gt are used to delimit text which is to appear in a special place or style Healthcare A field unit of Clinical Affairs and Information Management in Milwaukee WI Analysis amp Functions as a provider of information syntheses analyses report formatting and Information Group dissemination of many types of information and tools in support of national policies HAIG strategic planning and decision making processes HAIG develops corporate
77. e See Patient Care Services PII refers to information that can be used to uniquely identify contact or locate a single person or can be used with other sources to uniquely identify a single individual A protocol is a convention or standard that controls or enables the connection communication and data transfer between two computing endpoints In its simplest form a protocol can be defined as the rules governing the syntax semantics and synchronization of communication Protocols may be implemented by hardware software or a combination of the two An organization or individual who delivers health care in a professional systematic way to any individual in need of health care services For purposes of the TBI Providers will be considered as individual health care practitioners BACK _ tvo Glossary Contents Term or Acronym Description September 2011 User Manual 123 Traumatic Brain Injury Registry Term or Acronym _ Description R Raw Lab Results Lab results from either the Baltimore VAMC laboratory or from the AFIP laboratory that have not been reviewed or interpreted by a TEFSC Provider RCB See Recognized Certification Body read only RO The term read only usually refers to something that can be read but not written to or modified In programming a data variable can be declared as RO which prevents modification to the values In TBI this applies specifically to several categories of data
78. e Veterans Traumatic Brain Injury Registry documentation may be found at http www va gov vdl application asp appid 198 8 User Manual September 2011 Traumatic Brain Injury Registry Part B About the Application September 201 1 User Manual 9 Traumatic Brain Injury Registry User Manual September 2011 Traumatic Brain Injury Registry 3 Software Overview 3 1 Web based Application Elements application WBA elements 3 2 Online Help Two kinds of online help are or will be available help for using the browser itself and help for TBI Registry dh Help files are available by clicking on the icon Help files are available for the Tracking Polytrauma Administration and Reporting applications 3 2 1 Browser Help If you have little or no familiarity with the browser environment information can be found by accessing the browser s Help file Depending on the browser you are using and the way it may have been customized the following methods may be used lids Pressing the lt F1 gt key is the traditional way to access online help In a Web based application like TBI Registry lt F1 gt will provide help about how to operate the browser itself The help icon in Internet Explorer is typically found somewhere on the light gray browser menu bars at the top of the screen How your browser is set up will determine whether or not this icon appears on your browser The Firefox
79. e been referred to as roll and scroll for this reason Routine A set of programming instructions designed to perform a specific limited task BACK to Glossary Contents Term or Acronym Description Screen Reader Screen reader software is designed to make personal computers using Microsoft Windows accessible to blind and visually impaired users It accomplishes this by providing the user with access to the information displayed on the screen via text to speech or by means of a Braille display and allows for comprehensive keyboard interaction with the computer It also allows users to create custom scripts using the JAWS Scripting Language which can alter the amount and type of information which is presented by applications and ultimately makes programs that were not designed for accessibility 124 User Manual September 2011 Traumatic Brain Injury Registry Term or Acronym Description Lo ee such as programs that do not use standard Windows controls usable through JAWS The process of determining if a Veteran should be referred to the TBI for follow up Section 508 of the Rehabilitation Act as amended 29 U S C Section 794 d requires that when Federal agencies develop procure maintain or use electronic and information technology they shall ensure that this technology is accessible to Screening Section 508 Selection Rules people with disabilities Agencies must ensure that this tech
80. e point of accountability and responsibility for public health within the Medical Command Improve planning and use of Army public health assets across the full spectrum of installations and activities See http usachppm apgea army mil APHC User Interface A user interface is the means by which people the users interact with a particular machine device computer program or other complex tool the system The user interface provides one or more means of e Input which allows the users to manipulate the system e Output which allows the system to produce the effects of the users manipulation September 2011 User Manual 127 Traumatic Brain Injury Registry Term or Acronym Description The interface may be based strictly on text as in the traditional roll and scroll IFCAP interface or on both text and graphics In computer science and human computer interaction the user interface of a computer program refers to the graphical textual and auditory information the program presents to the user and the control sequences such as keystrokes with the computer keyboard and movements of the computer mouse the user employs to control the program Term or Acronym Description VA DoD The VADIR database was established to support a One VA DoD data sharing Information initiative in order to consolidate data transfers between DoD and VA The DoD Repository Defense Manpower Data Center DMDC stage shared data as defined in
81. e to national VISN and station users Constraints are determined by access privileges Station users are limited to their station s and VISN users are limited to their VISN s and all child stations Average Time to Complete Eval Visible to national VISN and station users Constraints are determined by access privileges Station users are limited to their station s and VISN users are limited to their VISN s and all child stations Attempts Counts 20 User Manual September 2011 Traumatic Brain Injury Registry 4 Software Details 4 1 Starting the Application To start TBI Registry follow these steps 1 Make sure that you are logged on to Windows and the VA network using the appropriate identity 2 ee Open your Web browser The browser opens the site that you have designated as your home page My Home Page Mozilla Firefox amp Internet Explorer Eek CG oa x nepago con a Fie Edit View Favorites Tools Help a de Mont Visited ing te Latest Heodines wie Get 8 My Home Page Q Back PP search Folders Dis na mn W n Men tie ap Address e http www myhomepage com E SE My Home Page My Home Page Firefox Internet Explorer 3 Inthe address bar enter the Web address of the application page which will be provided to you when you are designated as an authorized user 4 2 Logging In Many registry associated programs including TBI Registry use Windows authen
82. ee Hundred Sixty Five Patient X 1 16 2008 VISN 16 S8094A HOUSTON NHOU 1393 000 71 1426 Two Hundred Sixty Six Patient x 9 1 2007 VISN 1 689 CONNECTICUT HCS Figure 13 Opening a Veterans Tracking Detail Fields A Note The information on traumatic brain injuries in Veterans only dates back to April 2007 when the VA first began compiling information on Veterans with traumatic brain injury and polytrauma injuries September 2011 User Manual 33 Traumatic Brain Injury Registry 6 5 Editing a New Referral Record My Tasks gt Referrals gt New gt Edit Referral ID 0000 You can open a Veteran s Edit Referral screen by clicking the Select button located on the far following fields 1 Name 2 SSN 3 Date of Screening Unrrep STATES DEPARTMENT or VETERANS AFrairs 7 Praumatic Brain Injury Registry My Taske Patients Reporting Administration My Tasks gt REFERRALS gt New gt EDIT REFERRAL ID 1387 Completed of the fiekis Click here to view Data Definitions for each olytrauma Add New Facility View Edit Name SS of Patient with Positive Screen and Desiring Eval VISN 12 578GA JOLIET CBOC Three Hundred Seventy Five Patient X 000 135 6675 Date of Screening mm dd yyyy Date of Consult Referral mm dd yyyy I Not Applicable Other Consult Referral Status 3 Attempts to Contact Patient for Scheduling Purposes Select a
83. efinitive TBI Diagnosis No E Responsible TBI Evaluation Team Service Clinic Other z Responsible TBI Evaluation Team Service Clinic Other m em emm In Process Figure 19 Completing an In Process Referral Once you have entered all required data to the patient s In Process referral you can click the Complete button located at the bottom of the In Process gt Edit Referral screen September 201 1 User Manual 43 Traumatic Brain Injury Registry 7 1 3 In Process Referrals Screen Fields Process gt Edit Referral ID 0000 screen Table 12 In Process Fields FIELD SUBFIELD DESCRIPTION Facility The facility where the TBI screen was y completed Name SSN of Patient Patient identifier for the OEF OIF Veteran with Positive Screen and that had a positive TBI screen and agreed to Desiring Eval a comprehensive TBI evaluation Date of Screening dd mm yyyy Date the TBI Screening was completed The value is listed as a date range from April 2007 04 01 2007 to the present date Date of Consult Referral mm dd yyyy Date when a consultation was submitted referral made for the comprehensive TBI evaluation The value is listed as a date range from April 2007 04 01 2007 to the present date Not Applicable This is a check box that should be selected when a consultation or referral was not submitted Selection of this check box will activate the Other Consult Referral St
84. eir scheduled appointment for the comprehensive evaluation Cancellation by Patient The patient cancelled their scheduled appointment for the comprehensive TBI evaluation Cancellation by Clinic The clinic cancelled the scheduled appointment for the comprehensive TBI evaluation Note that this response does not justify not completing the evaluation and will create a new entry beginning with the Contact fields Delay in Consult Referral Submission The time delay in completing the TBI evaluation was impacted by a delay in submission of the consultation or referral to the TBI evaluation team No Delay in Completing an Evaluation This option is selected if the TBI evaluation process fell within 30 days of the positive TBI screening Clinic Capacity This option is selected if your available clinic does not have sufficient appointment time slots to meet the demand Second Attempt to Contact Patient for Scheduling Purposes Delay in Successful Patient Contact This option is selected when the clinic makes multiple attempts to contact the patient before successfully establishing contact and scheduling the appointment Unable The initial attempt to contact the patient for scheduling needs to occur within 5 days of the receipt of the consultation referral for a comprehensive TBI evaluation Two additional attempts must occur within 14 days from the positive screen If a
85. emely simple dialect of SGML suitable Language XML for use on the World Wide Web September 201 1 User Manual 115 Traumatic Brain Injury Registry Term or Acronym Extract Transform and Load ETL Description ETL is a process in database usage and especially in data warehousing that involves extracting data from outside sources transforming it to fit operational needs which can include quality levels and loading it into the end target database or data warehouse to Glossary Contents Term or Acronym Description F Federal Recovery FRCs help severely injured combat Veterans and their families maneuver through Coordinator FRC military and Veterans treatment and benefits programs There are 14 Federal Recovery Coordinators responsible for fewer than 300 cases of the most severely injured combat Veterans who face complicated treatment and recovery plans FHP amp R See Office of Force Health Protection and Readiness File Transfer Protocol FTP A client server protocol which allows a user on one computer to transfer files to and from another computer over a TCP IP network Also the client program the user executes to transfer files It is defined in STD 9 RFC 959 Firewall A firewall is a part of a computer system or network that is designed to block unauthorized access while permitting authorized communications It is a device or set of devices confi
86. en links immediately below to jump directly to a specific release 2 3 1 TBI Registry Release 1 0 Description 1 Published application for first production use E 2 4 Obtaining Software and Documentation There are no TBI Registry software distributives Since TBI Registry is a Web based application required Documentation files are available for downloading from the following Office of Information and using a Web browser as well Table 3 Locations for Documentation Files 0 30 FTP Address Directory Albany ftp fo albany med va gov ftp fo hines med va gov ANONYMOUS SOFTWARE Salt Lake City ftp fo slc med va gov ANONYMOUS SOFTWARE September 2011 User Manual 7 Traumatic Brain Injury Registry The TBI REGISTRY guides and manuals are distributed as the following set of files Table 4 Document File Sets Retrieval File Name Contents Format Zipped DOC distributive which includes both P BINARY gt TBI Application User Manual TBIUM TBI Instruments User Manual TBI INSUM TBI Polytrauma User Manual TBIPTUM ISTRY2_0DOC2 Z1 gt gt gt TBI Installation Guide TBITG gt TBI Systems Management Guide TBI 2 5 Documentation on the Intranet Documentation for this product including all of the software manuals is also available in the HealtheVet section of the VA Software Document Library VDL The Defens
87. ented in the patient s health record Scheduled Date Offered by Facility Scheduled Date Requested by Patient The patient was successfully contacted and the patient agreed to an appointment scheduled on the date offered by the facility The patient was successfully contacted and the appointment was made on a date requested by the patient The patient was successfully contacted for Refused scheduling purposes but the patient refused the offer of a comprehensive TBI evaluation The patient is not available for scheduling Unavailable due to reasons beyond their control e g incarceration death or redeployment Date Scheduled with TBI Evaluation Team mm dd yyyy Corresponds with appointment date for comprehensive TBI evaluation that is scheduled in CPRS VistA Value reflects a date range from April 2007 04 01 2007 to the present date Time to Scheduled Appointment with TBI Evaluation Team Delay in Completing Evaluation Calculated value that is the difference in days between the date of the positive TBI screen and the date of the scheduled appointment with the TBI evaluation team Delays in completing a scheduled appointment can occur for a number of reasons The tracking application defines these delays as September 201 1 User Manual 45 Traumatic Brain Injury Registry HELD SUBFIELD No Show DESCRIPTION The patient did not show for th
88. eptember 2011 Traumatic Brain Injury Registry 3 5 4 TBI Registry Polytrauma Editor As a polytrauma editor you can perform the following activities e Edit polytrauma referral records that are mapped to VISN stations assigned to the user for their role A Note The TBI Registry Polytrauma Editor role requires VISN Station mapping for each user assigned to this role 3 5 5 TBI Registry Polytrauma Read Only User As a polytrauma read only user you can perform the following activities e Open polytrauma referrals in read only mode that are mapped to VISNs stations assigned to the user for their role Note The TBI Registry Polytrauma Read Only User role requires VISN Station mapping for each user assigned to this role Also if the user has the same VISN station mapping in the editor role the edit access will take precedence 3 5 6 TBI Registry Reporting User National VISN Station AS a reporting user you can perform the following activities within the boundaries that your role permits e National o Access all reports that have a defined national scope o Access all VISNs with reports that have a defined VISN scope o Access all stations within reports that have a defined station scope September 201 1 User Manual 17 Traumatic Brain Injury Registry e VISN o Access all reports that have a defined VISN scope o Access all reports that have a station scope defined that falls under the VISNs the user
89. ering a web application is an application that is accessed via a web browser over a network such as the Internet or an intranet The term may also mean a computer software application that is hosted in a browser controlled environment e g a Java applet or coded in a browser supported language such as JavaScript possibly combined with a browser rendered markup language like HTML and reliant on a common Web browser to render the application executable Web applications are popular due to the ready availability of web browsers and the convenience of using a web browser as a client sometimes called a thin client The ability to update and maintain web applications without distributing and installing software on potentially thousands of client computers is a key reason for their popularity as is the inherent support for cross platform compatibility Common web applications include webmail online retail sales online auctions wikis and many other functions The TBI is a WBA See also User Interface 130 User Manual September 2011 Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK September 201 1 User Manual 131
90. ers September 201 1 User Manual 19 Traumatic Brain Injury Registry REPORTS ACCESS BY ROLES VISN Comparison Only visible to national users VISN Facility Comparison Visible to national users and VISN users Visible to national VISN and station users Constraints are determined by access privileges Station users are limited to their station s and VISN users are limited to their VISN s and all child stations Facility Detail Appointment Tracking Reports Visible to national VISN and station users Constraints are determined by access privileges Station users are limited to their station s and VISN users are limited to their VISN s and all child stations Status Counts Visible to national VISN and station users Constraints are determined by access privileges Station users are limited to their station s and VISN users are limited to their VISN s and all child stations TBI Diagnosis Counts Visible to national VISN and station users Constraints are determined by access privileges Station users are limited to their station s and VISN users are limited to their VISN s and all child stations TBI Evaluation Team Counts Visible to national VISN and station users Constraints are determined by access privileges Station users are limited to their station s and VISN users are limited to their VISN s and all child stations Time to Complete gt 30 Counts Visibl
91. et ALTE Leen inier ara deusen oins mp t gt kad TBI Administrator Bm Eor SEN Zeen VIS DOT TOGUS MAINE VAMC kd VISN 1 20209 MACHIAS STATE VETERANS HOME OIS 1 20004 CARIBOU MAINE CHOC Iw 1 GE CALAIS MAINE CBOC VIS 1 802GC RUMFORD MAINE CBOC ISN 1 Gen SACO MAINE CBOC VIEN 1 MONG BANGOR MAINE CBOC Jun 1 200HC PORTLAND MAINE MH ORC IEN 1 200180 IZICALAISAMACHIAS L 1 205 WHITE RIVER JCT VAMAOC ICVISN Y SEBAS BEN ENGTON STATE NURSING HOME VIS 1 29607 BENNINGTON STATE HOME IEN 1 205GA BENMENGTON CHOC IEN 1 10554 BURLINGTON ORC VIEN 1 20545 MONTPELIER ORC CASN 1 205 C ST JOHNSBURY OFC Lu 1 206MO NEWPORT ORC VISN 1 206 KEENE ORC WIEN 1 GEET RUTLAND MORC Dt Read Only VISN Access VISN 1 107 TOGUS MAINE VAMC a VISN 1 20234 TOGUS MAINE NHCU ISN 1 SE MACIAS STATE VETERANS HOME EAS 1 10000 NAS MANE C EVIS 1 020C RUMFORD MAINE CEO Ian 1 00060 SACO MANE CBOC VISN 1 02E BANGOR MAINE CBOC LE 1 202 PORTLAND MAINE Net ORC ISN 1 00100 ZIDCALAISIMACIOAS ut 1 208 WHITE RIVER JCT WAMAOC levis 1 0644 BENNINGTON STATE NURSING HOME VISN 1 GEET BENNINGTON STATE HOME we Figure 51 Assigning VISN Access Screen Select the VISN Access and TBI Reporting User Station Tin Fo men Poote Toi me gt lt D O O FBO Powe rege O xo e Bo Are hor Wire Mee ahost ANTE Leet Sep t Be VIS 1 GER RUTLAND MORC gt D
92. form for health information exchange across diverse entities within communities and across the country National Leadership NLB plays an active and extensive role in determining VHA policy strategy and Board NLB oversight of organizational performance lt serves as a forum to advise the Under Secretary for Health regarding the Department s mission goals and priorities The NLB also develops and disseminates information both internal and external to the organization and facilitates the inclusion of diverse views and opinions of various organizational constituencies within VHA National Patient The NPCD is the source data for the VHA Medical SAS Datasets NPCD is the Care Database VHA s centralized relational database a data warehouse that receives encounter NPCD data from VHA clinical information systems It is updated daily NPCD records include updated patient demographic information the date and time of service the practitioner s who provided the service the location where the service was provided diagnoses and procedures NPCD also holds information about patients assigned Primary Care Provider and some patient status information such as exposure to Agent Orange lonizing Radiation or Environmental Contaminants Military Sexual Trauma and Global Assessment of Functioning National Training Veterans Health Administration s Office of Information VHA Ol NT amp EO provides and Educatio
93. ful Patient Contact This option is selected when the clinic makes multiple attempts to contact the patient before successfully establishing contact and scheduling the appointment 38 User Manual September 2011 Traumatic Brain Injury Registry HELD Date Evaluation Completed mm dd yyyy SUBFIELD DESCRIPTION Entry of date when the comprehensive TBI evaluation was completed by the TBI evaluation team The calendar provides a date range from April 2007 04 01 2007 to the present date From this entry the Time to Completed Evaluation value is calculated as the difference in days between the date of the positive TBI screen and the date the TBI evaluation was completed Time to Completed Evaluation Calculated value that is the difference in days between the date of the positive TBI screen and the date the TBI evaluation was completed Definitive TBI Diagnosis Yes Response indicating positive results of the comprehensive TBI evaluation resulting ina definitive diagnosis of TBI No Response indicating negative results of the comprehensive TBI evaluation resulting in a definitive diagnosis of no TBI Responsible TBI Evaluation Team Service Clinic Response represents the Service Clinic responsible for completing the TBI evaluation PM amp R Neurology Behavioral Health Status Primary Care With Specialty Training in TBI Other New
94. ful a certified letter was sent to the patient providing contact information should they ever desire to call for an appointment This letter was sent within 14 days of the positive screen All efforts to contact the patient would be documented in the patient s health record Scheduled Date Offered by Facility The patient was successfully contacted and the patient agreed to an appointment scheduled on the date offered by the facility Scheduled Date Requested by Patient The patient was successfully contacted and the appointment was made on a date requested by the patient The patient was successfully contacted for Refused scheduling purposes but the patient refused the offer of a comprehensive TBI evaluation The patient was not available for scheduling Unavailable due to reasons beyond their control e g incarceration death or redeployment Corresponds with appointment date for Date Scheduled with TBI comprehensive TBI evaluation that was Evaluation Team scheduled in CPRS VistA Value reflects a mm dd yyyy date range from April 2007 04 01 2007 to the present date 52 User Manual September 2011 Traumatic Brain Injury Registry FIELD SUBFIELD DESCRIPTION Calculated value that is the difference in days Time 1o Scheduled between the date of the positive TBI screen Appointment with TBI dined fth heduled Evaluation Team and the date of the scheduled appointment
95. g as an ombudsman for the patient and family The OEF OIF Coordinators and Case Managers may initiate the referral to the TBI and need to be aware of the TEFSC protocols however they will not need access to the registry Office of Force Health Protection and Readiness OFHPR serves as the principal staff assistant and advisor to the Assistant Secretary of Defense Health Affairs for all DoD deployment medicine policies programs and activities In carrying out these responsibilities the office is OFHPR responsible for deployment related health policy doctrine theater information systems system rightsizing and international agreements OPCS See Patient Care Services OIT Office of Information Technology Overseas Term used to replace the terms Global War on Terror GWOT and Long War Contingency Per direction from the Office of Management and Budget OMB through the VA Operation OCO Communications Division the terms GWOT and Long War are no longer to be used and are being replaced with Overseas Contingency Operation to Glossary Contents Term or Acronym Description Patient Care Services PCS Office of Personally Identifiable Information PII Protocol OPCS oversees VHA s clinical programs that support and improve Veterans health care The VA s broad approach to Veteran care incorporates expert knowledge clinical practice and patient care guidelines in all aspects of car
96. gles the checkbox setting In some instances checkboxes may be used to provide more than one choice in such cases more than one box can be selected Sometimes a pre determined default entry will be made for you in a checkbox you can change the default if needed Radio Button Living O Alone OFamily OFriend Facility Other SAMPLE Arrangement A radio button also known as an option button is a small hollow circle adjacent to text Radio buttons usually appear in sets with each button representing a single choice normally only one button in the set may be selected at any one time Clicking on the radio button places a solid dot in the circle selecting the option Clicking a selected radio button de selects it removing the dot As one radio button is selected others within the category switch off For example Male or Female may be offered as choices through two radio buttons but you can only select one of the choices Command Buttons SAMPLES A command button initiates an action It is a rectangular 3 dimensional shape with a label that specifies what action will be performed when the button is clicked Common examples are shown at left Command buttons that end with three dots indicate that selecting the command may evoke a subsidiary window In the text of this document command button names appear inside square brackets Examples Search Save Carcel The Cancel command allows you to cance
97. gt maximize Y Y lt Alt gt lt space gt lt C gt close Y Y In versions prior to 8 0 not currently authorized for VA use and not tested with the application 96 User Manual September 2011 Traumatic Brain Injury Registry September 201 1 User Manual 97 Traumatic Brain Injury Registry Appendix B VA Approved Internet Browsers The following VA approved browsers have been tested for use with DSSA and are believed to be fully functional If you encounter unusual problems please submit a Remedy report and or consult with your local IRM Table 15 Approved Browsers BROWSER VERSION S REMARKS Microsoft Internet Explorer Does not support tabbed browsing Mozilla Firefox 3 x Supports tabbed browsing September 2011 User Manual 99 Traumatic Brain Injury Registry Appendix C Web based Application Elements Web Pages In a Web based application a page is the specific area on your computer screen used by a program You might start on a launch page for example and use the menus available to you to move to another more specific task oriented page If you have more than one browser window running at the same time you can go from one window to another by clicking in each of those further instructions on these functions Pop up Windows These are windows that pop up within or on top of a window to provide or request information They require a response
98. gured to permit deny encrypt decrypt or proxy all in and out computer traffic between different security domains based upon a set of rules and other criteria Fragment Any piece of material that is or has been embedded in the body as a result of injury Also known as shrapnel FRC See Federal Recovery Coordinator FTP See File Transfer Protocol FIM Functional Independence Measure Function key A key on a computer or terminal keyboard which can be programmed so as to cause an operating system command interpreter or application program to perform certain actions On some keyboards computers function keys may have default actions accessible on power on For example lt F1 gt is traditionally the function key used to activate a help system to Glossary Contents Term or Acronym Description G Global War On Terror GWOT Obsolete term see Overseas Contingency Operation Graphical User Interface GUI A graphical user interface or GUI often pronounced gooey is a graphical rather than purely textual user interface to a computer A GUI is a particular case of user interface for interacting with a computer which employs graphical images and widgets in addition to text to represent the information and actions available to the user Usually the actions are performed through direct manipulation of the graphical elements A GUI takes advantage of the computer s graphics capabilities to mak
99. has been granted access Example If a user has been granted access to VISNs 1 and 2 they can also pull up reports for all stations that fall below VISNs 1 and 2 o Cannot access reports of national scope unless the user is a national reporting user as well e Station o Access all reports that have a defined station scope o Cannot access reports of national scope unless the user is a national reporting user as well A Note The TBI Registry Reporting User role requires station mapping for each user assigned to this role Table 5 shows the tabs available for each role Table 6 shows the tasks available for all roles Table 7 describes report access based on assigned roles Table 5 Tabs by Role POLYTRAUMA TBI TBIREAD POLYTRAUMA REPORTING Jes ADMINISTRATOR EDITOR ONLY USER EDITOR irae USER Y Y Y Y Y Y My TASKS PATIENTS Y Y Y v Y REPORTING Y ADMINISTRATION Y Table 6 Tasks by Role POLYTRAUMA READ ONLY USER TBI TBI READ POLYTRAUMA EDITOR ONLY USER EDITOR REPORTING USER TASKS ADMINISTRATOR Referrals Y Y New View Referrals New Edit Y 4 Referrals In Y A Process Referrals Completed v Y Y Polytrauma Add New 4 S r Polytrauma e of View 18 User Manual September 2011 Traumatic Brain Injury Registry POLYTRAUMA TBI TBIREAD POLYTRAUMA REPORTING ADMINISTRATOR EDITOR ON
100. hat stores meta data i e data about data The term data dictionary has several uses most generally it is thought of as a set of data Descriptions that can be shared by several applications In practical terms it usually means a table in a database that stores the names field types length and other characteristics of the fields in the database tables Data Transfer Agreement DTA Agreement between two or more VA departments or between a VA department and an outside agency DTAs cover transfers of data or information between agencies or departments in order to maintain appropriate administrative technical and physical security safeguards to prevent unauthorized use and to protect the confidentiality of the data Data Warehouse Decentralized Hospital Computer Program DHCP A system for storing retrieving and managing large amounts of data Data warehouse software often includes sophisticated compression and hashing techniques for fast searches as well as advanced filtering A data warehouse is often a relational database containing a recent snapshot of corporate data and optimized for searching Planners and researchers can use this database without worrying about slowing down day to day operations of the production database The latter can be optimized for transaction processing inserts and updates Defense Health System designed to provide a trusted comprehensive health information Eye Injury Registry
101. he keyboard repeat rate Press down and hold the right hand lt Shift gt key for eight seconds to toggle FilterKeys on and off FilterKeys Holding down the right SHIFT key for 8 seconds tums on FilterKeys FilterKeys causes Windows to ignore brief or repeated keystrokes and slows down the keyboard repeat rate To keep FilterKeys on click OK To cancel FilterKeys click Cancel To deactivate the key combination for FilterKeys click Settings Cancel Settings Figure 61 Turning on FilterKeys 106 User Manual September 2011 Traumatic Brain Injury Registry ToggleKeys ToggleKeys causes a tone to sound when you press the lt Caps Lock gt lt Num Lock gt or lt Scroll Lock gt keys Press down and hold the lt Num Lock gt key for five seconds to turn ToggleKeys on and off ToggleKeys Holding down the NUM LOCK key for 5 seconds tums on ToggleKeys ToggleKeys causes a tone to sound when you press the CAPS LOCK NUM LOCK or SCROLL LOCK keys To keep ToggleKeys on click OK To cancel ToggleKeys click Cancel To deactivate the key combination for ToggleKeys click Settings Figure 62 Turning on ToggleKeys MouseKeys MouseKeys lets you control the mouse pointer by using the numeric keypad on your keyboard Press the left hand lt Alt gt key plus the left hand lt Shift gt key plus the lt Num Lock gt key to toggle MouseKeys on and off MouseKeys Pressing the left ALT left SHIFT
102. improve healthcare by advancing best practices and standards for health information management Considered a trusted source for education research and professional credentialing American Joint Commission on Organization established in 1959 to formulate and publish systems of classification of cancer including staging and end results reporting Application AHLTA Cancer AJCC Analyte A chemical substance that is the subject of chemical analysis Armed Forces Health AHLTA the military s electronic health record EHR marks a significant new era Longitudinal in healthcare for the Military Health System MHS and the nation In his January Technology 2004 State of the Union address the President set the goal of ensuring most Americans had an EHR by 2014 The Department of Defense is leading this effort by completing the implementation of AHLTA the interoperable globally accessible protected and always available EHR for Uniformed Services members retirees and their families by 2011 AHLTA gives healthcare providers access to data about beneficiaries conditions prescriptions diagnostic tests and additional information essential to providing quality care Source http www ahlta us about php Armed Forces Institute of Pathology AFIP Provides diagnostic consultations on pathologic specimens from military Veterans and civilian medical dental and veterinary sources Conducts scientific research in fields su
103. including basic information about a patient Referral To send or direct for treatment aid information or decision For the purposes of the TBI a referral may also mean the data sent to identify a patient being referred Registry The VHA Registries Program supports the population specific data needs of the enterprise including but not limited to the Defense Veterans Eye Injury Registry Oncology Tumor Registry Traumatic Brain Injury Registry Embedded Fragment Registry and Eye Trauma Registry Also a database containing a collection of data relating to a disease or condition RO See read only Roll and scroll Scrolling is a display framing technique that allows the user to view a display as roll n scroll moving behind a fixed frame The scrolling action typically causes the data displayed at one end of the screen to move across it toward the opposite end When the data reach the opposite edge of the screen they are removed i e scroll off of the screen Thus old data are removed from one end while new data are added at the other This creates the impression of the display page being on an unwinding scroll with only a limited portion being visible at any time from the screen i e the display screen is perceived as being stationary while the displayed material moves scrolls behind it Displays may be scrolled in the top bottom direction the left right direction or both Traditionally VistA data displays hav
104. ion Technology CCR Clinical Case Registry 110 User Manual September 2011 Traumatic Brain Injury Registry Term or Acronym Description CDC See Centers for Disease Control and Prevention CDC Center for Disease Control CDCO See Corporate Data Center Operations CDW See Corporate Data Warehouse Center for Quality Management in Public Health CQM CQM based in the VA Palo Alto Health Care System functions as part of the VA Public Health Strategic Health Care Group at VA Central Office in Washington DC CQM was first established with a primary focus on HIV care the mission expanded to include Hepatitis C issues in January 2001 In line with the mission of its organizational parent the CQM mission further expanded to include work on various issues and conditions with public health significance including operational support and management of data from the TBI Centers for Disease Control and Prevention CDC The CDC is one of the major operating components of the United States Department of Health and Human Services It includes a number of Coordinating Centers and Offices which specialize in various aspects of public health as well as the National Institute for Occupational Safety and Health NIOSH See http www cdc gov about organization cio htm Chain of Custody Chain of custody refers to the chronological documentation and or paper trail showing the custody control transfer analysis and dispo
105. is page will cause any unsaved data to be lost Press OK to continue or Cancel to stay on the current page oe Figure 8 Navigating Away from Page 5 3 TBI Registry Applications The TBI Registry consists of the following applications Table 9 TBI Registry Applications APPLICATION DESCRIPTION Provides tracking of patients identified as having sustained potentially traumatic brain injuries in the OEF OIF missions and who agree to be seen are then scheduled for a comprehensive evaluation within 30 days If that appointment is not kept the system tries again to schedule another appointment within 30 days If that appointment is not kept the system makes a third attempt to schedule the comprehensive evaluation within 30 days After that the system closes the record 5 4 TBI Referral Tracking Provides a Web based repository of patients 5 5 Polytrauma Entries identified as having sustained multiple injuries in the OEF OIF missions An application that searches the TBI Registry s SR TBrand Polytalima ratient Lookup data for available information on patients Provides information about the TBI Registry s users 5 7 TBI Registry User Administration and management of the system Provides management and control of access to the SE TB Role Administration system through the use of defined user roles 28 User Manual September 2011 Traumatic Brain Injury Registry APPLICATION DESCRIPT
106. ituation or feature of the software Context sensitive help can be implemented using tooltips which either provide a terse Description of a GUI widget or display a complete topic from the help file Other commonly used ways to access context sensitive help start by clicking a button One way uses a per widget button that displays the help immediately Another way changes the mouse pointer shape to a question mark and then after the user clicks a widget the help appears Context sensitive help is most used in but is not limited to GUI environments Examples are MiDVEIRosoft s WinHelp Sun s JavaHelp or Panviva s SupportPoint Corporate Data Federal data center within the Department of Veterans Affairs VA As a franchise Center Operations fund or fee for service organization CDCO Austin provides cost efficient IT CDCO enterprise solutions to support the information technology needs of customers within the Federal sector Formerly the Austin Automation Center AAC formerly the Austin Information Technology Center AITC See http www aac va gov index php 112 User Manual September 2011 Traumatic Brain Injury Registry Term or Acronym Description Corporate Data Warehouse CDW CDW is a national repository comprising data from several Veterans Health Administration VHA clinical and administrative systems The CDW s objective is to provide data and tools to support management decision making perform
107. king Unrrep STATES DEPARTMENT OF VETERANS Art Traumatic Brain Injury Registry VISN 16580944 HOUSTON NHCU Facility Name SS of Patient with Positive Screen and Desiring Eval Three Hundred Sixty Five Patient X 000 08 8451 Date of Screening mm dd yyyy 1 16 2008 Date of Consult Referral mm dd yyyy 25 2 Consult not submitted Further evaluation 15 required for this pabent Please arrange for comprehensive TBI evaluation for thes patent and update this patient entry ir he TB Screening and Evaluation Tracking Application once those arrangements have been made The status of this case cannot move to completed until this field ha een changed to reflect the follow up status for this patient Date Scheduled with TBI Evaluation Team mi Time to Scheduled Appointment with TBI Evaluation Team Delay in Completing Evaluation Select a Value Date Evaluation Completed mm dd yyyy Figure 16 Consultation Date Error Message 6 5 1 New Referrals Screen Fields New gt Edit Referral ID 0000 screen Table 11 New Referrals Screen Fields FIELD SUBFIELD DESCRIPTION ae The facility where the TBI screen was Facility completed Name SSN of Patient Patient identifier for the OEF OIF Veteran with Positive Screen and that had a positive TBI screen and agreed to Desiring Eval a comprehensive TBI evaluation Date the TBI Screening was completed
108. l September 2011 Traumatic Brain Injury Registry FIELD SUBFIELD DESCRIPTION Corresponds with appointment date for Third Date Scheduled comprehensive TBI evaluation that is with TBI Evaluation scheduled in CPRS VistA Value reflectsa Team mm dd yyyy date range from April 2007 04 01 2007 to the present date Calculated value that is the difference in days Thira Time to Schedule between the date of the positive TBI screen Appointment with TBI d thed fth heduled Evaluation Team an the date of the schedule appointment with the TBI evaluation team Third Delay in Completing Evaluation The patient did not show for their scheduled No Show appointment for the comprehensive evaluation Cancellation by Patient The patient cancelled their scheduled appointment for the comprehensive TBI evaluation Cancellation by Clinic The clinic cancelled the scheduled appointment for the comprehensive TBI evaluation Note that this response does not justify not completing the evaluation and will create a new entry beginning with the Contact fields Delay in Consult Referral Submission The time delay in completing the TBI evaluation was impacted by a delay in submission of the consultation or referral to the TBI evaluation team No Delay in Completing an Evaluation This option is selected if the TBI evaluation process fell within 30 days of the positive TBI screening Clinic Capacity
109. l the action about to be taken or to discard changes made on a form For example when closing an application you may be prompted to validate the action to close If you click the Cancel button the application will not close and you will resume from the point at which the close action was initiated Or on a data screen you may use the Cancel button to discard any changes you may have made to the data and close the tab The Select command is used to select records for editing The Search command is used to find one or more records When at least one character is typed in a lookup dialog box clicking the Seareh button will bring up matching entries In many cases leaving the lookup box blank will find all such records Enter the search string and click Search Searches are case insensitive and use contains logic The 0K command is used to accept a default choice or to agree with performing an action Other command buttons may be unique to a specific screen For example the Clear Triage button is used when editing a Referral record and you wish to clear September 201 1 User Manual 101 Traumatic Brain Injury Registry or undo the triage decision just made These buttons are described under the discussion of the individual screen s to which they apply Date Fields SAMPLE Referral Date 7 27 2007 Date fields are identified by their labels but otherwise look like an ordinary text field They may
110. ll three attempts to contact the patient within the first 14 days of the positive screen are unsuccesstul a certified letter is sent to the patient providing contact information should they desire to call for an appointment This letter must be sent within 14 days of the positive screen All efforts to contact the patient should be documented in the patient s health record 46 User Manual September 2011 Traumatic Brain Injury Registry HELD SUBFIELD Scheduled Date Offered by Facility DESCRIPTION The patient was successfully contacted and the patient agreed to an appointment scheduled on the date offered by the facility Scheduled Date Requested by Patient The patient was successfully contacted and the appointment was made on a date requested by the patient The patient was successfully contacted for Refused scheduling purposes but the patient refused the offer of a comprehensive TBI evaluation The patient is not available for scheduling Unavailable due to reasons beyond their control e g incarceration death or redeployment Corresponds with appointment date for Second Date Scheduled comprehensive TBI evaluation that is with TBI Evaluation scheduled in CPRS VistA Value reflects a Team mm dd yyyy date range from April 2007 04 01 2007 to the present date Second Time to Calculated value that is the difference in days Schedule Appointment between the date of the po
111. lt Esc gt Keys Some of the current features of the TBI navigation may not be intuitive if you are using assistive the browser not to TBI In many situations pressing lt Ctrl gt a letter that represents the function will perform a function for example lt Ctrl gt lt P gt activates the browser Print menu lt Alt gt lt F4 gt closes the browser and also closes DSSA lt Esc gt often may be used to close dialog boxes and pop ups Resizing the Browser Screen Instead of clicking the browser s Maximize E button you can press lt Alt gt lt space gt and then select Maximize by pressing lt x gt If you wish to minimize the screen you may press lt Alt gt lt space gt and then select Minimize by pressing lt n gt A DVEIR Referral Microsoft Internet Explorer di Restore j Eee e A Search 2 Favorites ES 2 Se amp aie 3 Minimize _UserInterface referral aspx id 1872 _ E TES DEPARTMENT OF VETERANS AFFAIRS Search X Close Alt F4 FCS TORT car Ono Pe Co Open Advanced Search My Tasks Patients Reporting Dashboard Administration Figure 59 Resizing the Browser Screen You can also resize your browser window to match the resolution of your monitor For example to resize the window to 1024 x 768 pixels enter the following into the browser address box and press lt Enter gt javascript window resizeTo 1024 768 yes include the September
112. more than anecdotal evidence to guide their decisions that directly affect troops on the ground The registry captures details about wounds received and the medical care provided from combat support hospitals aboard ships and aircraft and throughout the course of their treatment as well as the results This shows medical care providers what treatments were most effective as they apply those lessons learned to other patients with similar wounds Medical care providers call this the most important stage of the patient s treatment and ultimate recovery The registry also helps medical instructors better tailor their training for the theater Providing more information and speeding up its delivery is a slow labor intensive process that involves sorting through files of hand written notes from weary battlefield healthcare providers extracting the critical details translating them into medical codes and entering them into the database Nevertheless the database is providing combat trauma care information which was never before available and certainly not while the war was still under way In the past medical data from the theater was never collected and inpatient records were retired to the National Personnel Records Center in St Louis as soon as each patient left the hospital NOTE JTTR data can only be shared with government entities Term or Acronym Description Medical supplies used to collect specimens or fragments Also
113. n 5 days of the receipt of the consultation referral for a comprehensive TBI evaluation Two additional attempts must occur within 14 days from the positive screen If all three attempts to contact the patient within the first 14 days of the positive screen are unsuccesstul a certified letter is sent to the patient providing contact information should they desire to call for an appointment This letter must be sent within 14 days of the positive screen All efforts to contact the patient should be documented in the patient s health record Scheduled Date Offered by Facility The patient was successfully contacted and the patient agreed to an appointment scheduled on the date offered by the facility Scheduled Date Requested by Patient The patient was successfully contacted and the appointment was made on a date requested by the patient Refused The patient was successfully contacted for scheduling purposes but the patient refused the offer of a comprehensive TBI evaluation September 201 1 User Manual 37 Traumatic Brain Injury Registry HELD SUBFIELD Unavailable DESCRIPTION The patient is not available for scheduling due to reasons beyond their control e g incarceration death or redeployment Date Scheduled with TBI Evaluation Team mm dd yyyy Corresponds with appointment date for comprehensive TBI evaluation that is scheduled in CPRS VistA Value reflec
114. n Office materials that address the function and purpose of the Bi directional Laboratory NT amp EO Data Sharing initiative for sites executive level management and IRM staff NCI See National Cancer Institute NDS See National Data Service NHIN See National Health Information Network NLB See National Leadership Board North American A professional organization that develops and promotes uniform data standards Association of for cancer registration provides education and training certifies population based Central Cancer registries aggregates and publishes data from central cancer registries and Registries promotes the use of cancer surveillance data and systems for cancer control and NAACCR epidemiologic research public health programs and patient care to reduce the burden of cancer in North America NPCD See National Patient Care Database NT amp EO See National Training and Education Office BACK_ to Glossary Contents Term or Acronym Description 122 User Manual September 2011 Traumatic Brain Injury Registry O OCO See Overseas Contingency Operation OEF OIF Operation Enduring Freedom Operation Iraqi Freedom OEF OIF Each VA Medical Center has an OEF OIF case management team consisting of Coordinators and Case Managers a nurse or social worker program manager leading the program a nurse or social worker case manager providing clinical case management services and a transition patient advocate actin
115. nd groups concerned with IT related issues Information The service which is involved in planning budgeting procurement and Resources management in use of VA s information technology investments Management IRM Information Refers to applied computer systems both hardware and software and often Technology IT including networking and telecommunications usually in the context of a business or other enterprise Often the name of the part of an enterprise that deals with all things electronic Integration Control The national VA patient record number Number ICN Interface An interface defines the communication boundary between two entities such as a piece of software a hardware device or a user International The International Statistical Classification of Diseases and Related Health Problems Statistical Ninth Edition commonly abbreviated as ICD 9 provides numeric codes to classify Classification of diseases and a wide variety of signs symptoms abnormal findings complaints Diseases and social circumstances and external causes of injury or disease Every health Related Health condition can be assigned to a unique category and given a code up to six Problems ICD 9 characters long Such categories can include a set of similar diseases The 9 refers to the ninth edition of these codes the tenth edition has been published but is not in widespread use at this time 118 User Manual September
116. nded to be a starting point and common ground for healthcare organizations and vendors that are discussing IT implementations In 2005 NAHIT began calling itself The Alliance NAHIT ceased operation on 9 30 2009 saying it had accomplished its mission National Cancer Institute NCI NCI coordinates the National Cancer Program which conducts and supports research training health information dissemination and other programs with respect to the cause diagnosis prevention and treatment of cancer rehabilitation from cancer and the continuing care of cancer patients and the families of cancer patients September 201 1 User Manual 121 Traumatic Brain Injury Registry Term or Acronym Description National Case All sites running the TBI software transmit their data to the central database for Registry NCR the registry National Data NDS is a division of Information Assurance VHA Office of Information lt Service NDS maintains an inventory of corporate databases and produces the Corporate Databases Monograph NDS is the primary source for data coming in to the Data Store National Health NHIN is a collection of standards protocols legal agreements specifications and Information Network services that enables the secure exchange of health information over the internet NHIN The NHIN is a key component of the nationwide health information technology strategy and will provide a common plat
117. nology is accessible to employees and members of the public with disabilities to the extent it does not pose an undue burden Section 508 speaks to various means for disseminating information including computers software and electronic office equipment A pre defined set of rules that define a registry patient Sensitive Information Server SGML Any information which requires a degree of protection and which should be made available only to authorized system users In information technology a server is a computer system that provides services to other computing systems called clients over a network The server is where VistA M based data and Business Rules reside making these resources available to the requesting server Single Sign On Single Sign On is the process that enables the secure access of disparate applications by a user through use of a single authenticated identifier and password Site Configurable SNOMED SLP A term used to refer to features in the system that can be modified to meet the needs of each local site SQL SQL Server SQL Server Integration Services SSIS used to perform a broad range of data migration tasks SSIS is a platform for data integration and workflow applications It features a data tool may also be used to automate maintenance of SQL Server databases and updates to extremely complex data SSIS Standardized Generic
118. nsible for completing the TBI evaluation PM amp R Neurology Behavioral Health Primary Care With Specialty Training in TBI Other Status In Process 50 User Manual September 2011 Traumatic Brain Injury Registry 7 2 Completed Referrals This change is reflected in the Breadcrumbs and in the Status field located at the bottom of the screen s content area Records screen The two main differences involve the highlighted Breadcrumbs and the Status field My Tasks gt Referrals gt Completed EE To view In Process referrals in the TBI Registry click on the My New 89 Tasks tab to view Referrals Click in the light blue box surrounding the title of this subcategory and the content area of the screen will contain a list of all patients undergoing the second part of the referral process A referral is an indication that the person was referred for a variety of In Process 367 Completed Completed gt Edit Referral ID 0000 screen Table 13 New Referrals Screen Fields FIELD SUBFIELD DESCRIPTION Facility The facility where the TBI screen was y completed Name SSN of Patient Patient identifier for the OEF OIF Veteran with Positive Screen and that had a positive TBI screen and agreed to Desiring Eval a comprehensive TBI evaluation Date the TBI Screening was completed The value is listed as a date range from April 2007 04 01 2007 to the present d
119. ntact Patient for Scheduling Purposes Scheduled Date Offered By Factity gt Date Scheduled with TBI Evaluation Team mm dd yyyy 9 10 2007 Time to Scheduled Appointment with TBI Evaluation Team 2 Delay in Completing Evaluation He Show E Cases for which an entry of Cancelled by Patient or No Show require further attempts at scheduling an appointment by the cinic which should be indicated on this form beginning with the Attempts to Contact Patient for Scheduling Purposes field This application wil capture up to 3 attempts to schedule and complete the TBI evaluation Cases where a total of 3 cancellations by the patient and or no shows will satisfy the requirements of this tracking application Second Attempt to Contact Patient for Scheduling Purposes Scheduled Date Requested By Patient gt Second Date Scheduled with TBI Evaluation Team mm dd yyyy 10 15 2007 Second Time to Scheduled Appointment with TBI Evaluation Team 37 Second Delay in Completing Evaluation No Show E Third Attempt to Contact Patient for Scheduling Purposes Scheduled Date Ofered By Faciity gt Third Date Scheduled with TBI Evaluation Team mm dd yyyy 1 05 2008 Third Time to Scheduled Appointment with TBI Evaluation Team 119 Third Delay in Completing Evaluation No Delay in Completing Evaluation gt Multiple Patient No Show Canceltation 2 Date Evaluation Completed mm dd yvyy 01 05 2008 Time to Complete Evaluation 119 D
120. on Patients who have received consultation and evaluation or have Completed failed to attend a third appointment to receive these services You can generate view or print out a hard copy version of a Veteran s TBI Health Factor Search Report that lists the following data e IRAQ Service Heath Factor Search Results e TBI Screening Determination Heath Factor Search Results e TBI Screening All Other Health Factor Search Results report click the down arrow in the Select a format text box and click either Acrobat PDF file or Excel and then click Export Traumatic Brain Injury Registry My Tasks Patients Administration pe My Tasks gt REFERRALS gt HEALTH FACTORS gt VIEW REPORJPOR PATIENT 1431 New 89 In Process 368 H 4 AUT 8 100 zl Filid Next Selecta format Export 9 Completed Folyam GA TBI Health Factor Search Repo Add New View Edit Last Updated A Pattern of both IRAQ AFGHAN SERVICE and NO IRAQ AFGHAN SERVICE health factors have been found in some records at some stations For the TBI Screen the presence of the IRAQ AFGHAN SERVICE health factor takes precedence and a TBI Screen is required If the IRAQ AFGHAN SERVICE is erroneously present the health factor can be removed and the veteran will no longer be counted in the performance measure denominator The TBLPT REFUSAL health factor is counted as a missed opportunity for reporting pur
121. ormation about individual patients or populations It is a record in digital format that can be shared across different health care settings by being embedded in network connected enterprise wide information systems Embedded Metal DoD system for tracking information relevant to injuries associated with embedded Fragments Registry metal fragments EMFR Embedded Metal This extract includes the following read only data Fragments Registry EMFR data e Social Security Number extract e Lab ID Number e Fragment ID Number may be multiple IDs for each patient e Date Fragment Received at Lab e Date of Fragment Producing Event e Lab Report Date e Fragment Description e Mass of Fragment e Units for Mass e Units for Fragment Measurements e Length of Fragment e Height of Fragment e Width of Fragment e Indication that Fragment is Radioactive e Results of Radioactivity Testing e Comments For each Fragment ID Number e Analytical Method Code e Analytical Method Description e Other Analytical Method Description e Analyte Name e Analyte Results e Analyte Comments e Chemical Abstract Service CAS Number Epidemiology A branch of medical science that deals with the incidence distribution and control of disease in a population ESM Enterprise System Manager Office of Enterprise Systems Management ETL See Extract Transform and Load EVIR See Military Eye Vision Injury Registry Extensible Mark up An initiative from the W3C defining an extr
122. ple attempts to contact the patient before successfully establishing contact and scheduling the appointment Third Attempt to Contact Patient for Scheduling Purposes Unable The initial attempt to contact the patient for scheduling needs to occur within 5 days of the receipt of the consultation referral for a comprehensive TBI evaluation Two additional attempts must occur within 14 days from the positive screen If all three attempts to contact the patient within the first 14 days of the positive screen are unsuccesstul a certified letter is sent to the patient providing contact information should they desire to call for an appointment This letter must be sent within 14 days of the positive screen All efforts to contact the patient should be documented in the patient s health record Scheduled Date Offered by Facility The patient was successfully contacted and the patient agreed to an appointment scheduled on the date offered by the facility Scheduled Date Requested by Patient The patient was successfully contacted and the appointment was made on a date requested by the patient The patient was successfully contacted for Refused scheduling purposes but the patient refused the offer of a comprehensive TBI evaluation The patient is not available for scheduling Unavailable due to reasons beyond their control e g incarceration death or redeployment 48 User Manua
123. plete Evaluation Report e Attempts Counts Report September 201 1 User Manual 75 Traumatic Brain Injury Registry 10 2 Reporting Features and Functions TBI provides these key features Provides the generic ability to prompt the clinician to select from a list of existing consultations as a response to a question Creates the COMPREHENSIVE TBI EVALUATION instrument that will be used in the field instead of the TBI 2NP Level Evaluation instrument The COMPREHENSIVE TBI EVALUATION instrument will contain some minor modifications to selected questions and responses identified from 18 months of soliciting user feedback This instrument will include a prompt to select a Consultation as a response to one of the questions Creates a new version of the TBI Follow up Evaluation instrument that will be used instead of the originally distributed TBI Follow up Evaluation instrument The new version will contain some minor changes to questions and responses identified from 18 months of soliciting user feedback Generates a Progress Note as a response to an existing Consultation Provides a standard way for users to return to the previous window or form Provides the option for the user to print a blank pencil and paper version of the instrument Provides a means for users with a vision impairment to select instruments to be administered Provides a tab within in the Instrument Results that displays in graphic form the results of va
124. poses IRAQ Service Health Factor Search Results TBI Health Factor Screening Date 000 03 28S7 IRAQ AFGHAN SERVICE 10 1 2009 TBI Screening Determination Health Factor Search Results TBI Health Factor Screening Date 000 03 2857 IRAQ AFGHAN SERVICE 10 1 2009 TBI Screening All Other Health Factor Search Results No Records Found Figure 11 TBI Health Factor Search Report appears providing you with choices to open the file and view the report save the report to a file 32 User Manual September 2011 Traumatic Brain Injury Registry or cancel the download process Once you ve download the file you can print a hard copy version of the report to an available printer File Download xi Do you want to open or save this file ep Name VeteransScreeningQuestions pdf Leg Type Adobe Acrobat Document From patriot reqdev gs myharris net Open Save While files from the Internet can be useful some files can potentially gd harm your computer If you do not trust the source do not open or save this file What s the risk Figure 12 File Download Pop up Window You can then open a Veteran s Edit Referral screen by E the select button located on the MENT OF VETERANS FFAIRS Injury Regist View Patient Screening Date VAMC Status Health Factors 387 000 13 6678 Three Hundred Seventy Five Patient x 7 27 2008 VISN 12 578GA JOLIET CBOC New 1389 000 08 8451 Thr
125. r S an Figure 27 Completing Polytrauma Patient Entry User Manual September 2011 Traumatic Brain Injury Registry Part E Using the TBI and Polytrauma Patient Lookup Application September 201 1 User Manual 63 Traumatic Brain Injury Registry 9 TBI and Polytrauma Patient Lookup Application To protect the privacy of TBI Registry patients both actual Social Security Numbers SSNs and stand in called PseudoSSNs numbers are used in TBI Registry applications PseudoSSNs are identified by the use of three zeros for the first three numbers of the nine digit SSN for example 000 03 2857 or the use of the letter P for Pseudo as a suffix of a SSN for example 242 59 9250P 9 1 TBI Patients Lookup To create a search of the Registry for TBI patients 1 Click the Patient tab to open the PATIENTS gt TBI PATIENTS screen Note that the task TBI Patients located in the Left Navigation bar is highlighted by a light blue box see Figure 28 You can initiate a search by providing either the patient s Social Security Number SSN or PseudoSSN or the patient s name 2 Type the patient s SSN or PseudoSSN or the patient s name in the appropriate text boxes 3 Click the Search button located at the bottom of Search the screen porting Screening Date From mm dd yyyy Screening Date To mm dd yyyy En Figure 28 TBI Patients Lookup Screen 64 User Manual
126. r Quality Management in Public Health Creatinine Used as a measurement of renal function as part of the biological monitoring process A crystalline end product of creatine metabolism which occurs in urine muscle and blood Creatinine levels in blood and urine may be used to calculate the creatinine clearance for further process to takes place which would reflect the glomerular filtration rate GFR The GFR is clinically and vitally important because it is a measurement of renal function CSV See Comma Separated Values Current Procedural Terminology CPT or CPT 4 CPT is the most widely accepted medical nomenclature used to report medical procedures and services under public and private health insurance programs CPT codes describe a procedure or service identified with a five digit CPT code and descriptor nomenclature The CPT code set accurately describes medical surgical and diagnostic services and is designed to communicate uniform information about medical services and procedures among physicians coders patients accreditation organizations and payers for administrative financial and analytical purposes The current version is the CPT 4 4th Edition 2009 Note CPTO is a registered trademark of the American Medical Association to Glossary Contents September 2011 User Manual 113 Traumatic Brain Injury Registry Term or Acronym Description D Data Dictionary A data structure t
127. re you begin UNITED States DEPARTMENT OF VETERANS AFFAIRS ii Traumatic Brain Injury Registry BANNER Ro e y My Tasks Patients Reporting Administration nitial Screening Reports BREADCRUMBS REPORTING National Summary To view a report select from the menu on the left Comprehensive Evaluation Report VHA Summary CONTENT AREA VISN Facity Comparison Facility Deta E lt EI z S E lt 9 gt E 2 iL D a Appointment Tracking Reports Status Counts ID Diagnosis Counts TBI Evaluation Team Counts Time to Complete Counts Average Time to Attempts Counts Figure 2 Screen Areas 3 4 1 Banner Area Across the top of the screen is the BANNER AREA It displays the VA logo and the registry name 3 4 2 Tabs Common Navigation Area The TABS immediately below the application title provide a COMMON NAVIGATION AREA that you will see in all registry programs These elements allow you to select the type of task to be performed 14 User Manual September 2011 Traumatic Brain Injury Registry For more information a list of tasks assigned to you depending on your role is available in e MyTasks To see a list of tasks assigned to you e Patients To view and edit patient records e Reporting To select and view 17 reports e Administration To create user accounts and assign roles This tab is only visible to people who have administrative credentials e Help Online help is not yet
128. rious instruments The instruments would be selected by the user This facilitates a rapid review of the results for the clinician 10 3 Generating a Report The 17 categories of reports available in this application are accessed through steps involving entering text in text boxes using drop down menus to make selections or clicking standard labeled action buttons Generate a report VISN Summary in the TBI Registry Reporting application by following these steps 1 Click the Reporting tab located in the Tabs bar located at the top of the initial TBI Registry screen The REPORTING screen appears see Figure 40 76 User Manual September 2011 Traumatic Brain Injury Registry UNITED States DEPARTMENT OF VETERANS FFAIRS Traumatic Brain Injury Registry My Tasks Patients Reporting Adminstration To wew a report select from the menu on the left Figure 40 TBI Registry Reporting Screen 2 Click the title of the report you want to generate located in the Left Navigation Bar see The title of the report you chose appears in the Breadcrumbs bar REPORTING gt INITIAL SCREENING REPORTS gt VISN SUMMARY and the report s name is highlighted in the Left Navigation Bar Unrrep STATES DEPARTMENT OF VETERANS FFAIRS Praumatic Brain Injury Registry My Tacks Patients Reporting Administration REPORTING gt INITIAL SCREENING REPORTS gt VISN SUMMARY Selection Cntena VISN Figure 41 Reporting Selec
129. rm at this time If you have little or no familiarity with the Microsoft Windows GUI environment information can be found by accessing the Microsoft Windows Help file 12 1 1 Windows An application window is the area on your computer screen the program uses If you have more than one program running at the same time you can go from one program to another by clicking in each application window You can also move close or minimize the application window to make room for another window See Help in Windows for further instructions on these functions 12 1 2 Pop up Windows These are miniature windows that pop up within a window to provide or request information Ordinarily they require some action before they will disappear Clicking on buttons with the words OK Cancel or Exit or something similar usually closes these windows 12 1 3 Windows GUI Elements The following sections describe typical Windows GUI elements used in TBI s applications 12 1 3 1 Text Box Type the desired characters into the edit box The selected entry will not be effective until you tab away from or otherwise exit the text box 12 1 3 2 Checkbox A checkbox toggles between a YES NO ON OFF setting It is usually a square box containing a check mark v or X Clicking the box or pressing the spacebar toggles the checkbox setting In some instances checkboxes may be used to provide more than one choice in such cases more than one box
130. s Read only fields Procedures Times New Roman Normal text Information of particular interest Times New Roman Text emphasis Tt is very important Italic National and International Standard International Statistical Classification of names Diseases and Related Health Problems Document names Traumatic Brain Injury TBI Registry User Manual Table 2 Graphical Conventions Graphic Used for A Information of particular interest regarding the current subject matter mica A tip or additional information that may be helpful to the user dh A warning concerning the current subject matter Information about the history of a function or operation provided for reference only OPTIONAL Indicates an action or process which is optional 2 User Manual September 2011 Traumatic Brain Injury Registry Graphic Used for RESOURCE Indicates a resource available either in this document or elsewhere 1 2 Command Buttons and Command Icons A command button initiates an action It is a rectangular 3 dimensional shape with a label that specifies what action will be performed when the button is clicked Common examples are shown at left Command buttons that end with three dots indicate that selecting the command may evoke a subsidiary window Y Swe In some cases a command icon performs the same function but appears on the menu bar and has a plain flat appearance One example is
131. s or returns the record for more information e If not approved the record is returned to the reviewer 6 User Manual September 2011 Traumatic Brain Injury Registry e Ifapproved the patient is confirmed into the TBI Registry If monitoring or consultation was specified during the triage decision a workflow is set up to enable appropriate actions e Ifan ineligibility decision is upheld the patient is not accepted into the TBI Registry and the record is closed 2 2 2 3 Other Uses of TBI Registry TBI Registry is also used to make a determination regarding the next steps for obtaining additional information on the patient that will be relevant to the information maintained in the TBI Registry TBI Registry will handle the possibility of a patient being referred multiple times as well as the actions taken by the reviewer in TBI Registry when a referral is determined ineligible The TBI Registry does not however cover actions the reviewer may take that are not supported by interaction with the system such as notifying the local provider of a decision to identify the patient as ineligible 2 3 Release History Since this is the first release of the software there is no past history to record here Future releases will include that history Changes provided by releases are shown in the following series of tables Under Type E indicates an enhancement F a fix and M a modification Click on the gre
132. s will not appear indicating that you do not have access to that task GR ER however you must click on the task text itself not just the highlighting rectangle 26 User Manual September 2011 Traumatic Brain Injury Registry Note Depending on your browser settings the task text may or may not show underlining when you hover over it If the task is not available or if there is no actual task associated with are E Der ARTMENT OF Ve TERANS AF FAIRS My Tasks Patients Reporting Administration My TASKS gt REFERRALS gt COMPLETED New 101 In Process 365 Completed Polytrauma Add New View Edit Four Hundred Forty Patient X Patient Name x wh ae e ie Figure 6 No Task Available A Note The tasks available in the LEFT NAVIGATION BAR will only include those assigned to your 5 2 Error and Warning Messages If required data elements are not entered on a TBI Registry data entry screen you will see a popup error message like this one Windows Internet Explorer x The page has the following data errors Invalid SSN Figure 7 Data Errors Message September 201 1 User Manual 27 Traumatic Brain Injury Registry If you try to navigate away from a screen without saving or otherwise completing the screen you will see this popup warning Windows Internet Explorer x A Are you sure you want to navigate away from this page Leaving th
133. shown at left In the text of this document both command button and command icon names Group Titles SES appear inside square brackets Examples Search Save 1 3 The Traumatic Brain Injury Registry Application A Note Throughout this document the terms e Registry and TBI both refer to the Traumatic Brain Injury Registry e Traumatic Brain Injury Registry and the corresponding acronym TBI Registry both refer to the The Traumatic Brain Injury Registry application TBI Registry supports the maintenance of local and national registries for clinical and resource tracking of care for such Veterans The TBI Registry software application allows case managers to identify Veterans who participated in Operation Enduring Freedom OEF or Operation Iraqi Freedom OIF and who sustained a head injury and thus are potential traumatic brain injury TBI patients The TBI Registry permits the case manager to oversee and track the comprehensive evaluation of these patients It also provides 17 types of reports used for tracking the evaluation and care of individuals identified as possible TBI candidates 1 4 Purpose of the Manual This user manual provides instructions for using the TBI Registry which has been developed for the Department of Veterans Affairs VA in support Veterans who are potential TBI patients September 201 1 User Manual 3 Traumatic Brain Injury Registry 1 5 Recommended Users The TB
134. sition of specimens whether physical or electronic A chain of custody form is used to document these events for biological monitoring and fragment analysis kit tracking in the TBI application CHPPM Clinical Application Coordinator A clinically experienced person who guides and supports clinicians IT experts and others through design adoption tailoring and use of clinical computing systems such as an electronic medical record A CAC teaches trains supports and innovates Clinical Reminder A clinical reminder is a software decision support tool that defines evaluation and resolution logic for a given clinical activity The evaluation logic defines conditions in the database including the presence or absence of specified criteria such as diagnoses procedures health factors medications or demographic variables e g age gender A reminder may or may not require provider resolution depending on its purpose and design through a user interface also known as a reminder dialog Also in accordance with the underlying logic reminders may be used to collect specified patient information that may or may not be related to the dialog Comma Delimited Values CDV Comma Separated Values CSV Separated or delimited data files use specific characters delimiters to separate its values Most database and spreadsheet programs are able to read or save data in a delimited format The comma separated values
135. sitive TBI screen with TBI Evaluation and the date of the scheduled appointment Team with the TBI evaluation team Delays in completing a scheduled Second Delay in appointment can occur for a number of Completing Evaluation reasons The tracking application defines these delays as The patient did not show for their scheduled No Show appointment for the comprehensive Cancellation by Patient evaluation The patient cancelled their scheduled appointment for the comprehensive TBI evaluation Cancellation by Clinic The clinic cancelled the scheduled appointment for the comprehensive TBI evaluation Note that this response does not justify not completing the evaluation and will create a new entry beginning with the Contact fields Delay in Consult Referral Submission The time delay in completing the TBI evaluation was impacted by a delay in submission of the consultation or referral to the TBI evaluation team September 201 1 User Manual 47 Traumatic Brain Injury Registry HELD SUBFIELD No Delay in Completing an Evaluation DESCRIPTION This option is selected if the TBI evaluation process fell within 30 days of the positive TBI screening Clinic Capacity This option is selected if your available clinic does not have sufficient appointment time slots to meet the demand Delay in Successful Patient Contact This option is selected when the clinic makes multi
136. ssigned to menu items which appear when the user hovers the mouse pointer over a menu Traumatic Brain The Traumatic Brain Injuries TBI Registry software application allows case Injuries TBI managers to identify those Veterans who participated in Operation Enduring Freedom OEF or Operation Iraqi Freedom OIF and who sustained a head injury and thus are potential traumatic brain injury TBI patients The TBI application permits the case manager to oversee and track the comprehensive evaluation of those patients It also provides 17 types of reports used for tracking the evaluation and care of individuals identified as possible TBI candidates Term or Acronym Description Uniform Resource Formerly Universal Resource Locator A standard way of specifying the location of Locator URL an object typically a web page on the Internet URLs are the form of address used on the World Wide Web In TBI the URL is typically a Web page which displays another application screen See Uniform Resource Locator USAF Acronym for United States Air Force U S Army Public The former U S Army Center for Health Promotion and Preventive Medicine is now Health Command the U S Army Public Health Command Provisional The overall objectives of the Provisional USAPHC are to Enhance health and wellness of Soldiers and military retirees their families and Army civilian employees Optimize public health support to the Army Create a singl
137. t click and while holding the mouse button down move the mouse and drag to change the size of the window or column Position the mouse pointer over one corner and drag diagonally to increase the size of the entire window 12 1 3 11 Cancel When used in a prompt Cancel allows you to cancel the action about to be taken For example when closing an application you may be prompted to validate the action to close If you click the Cancel button the application will not close and you will resume from the point at which the close action was initiated 12 1 3 12 Close This command closes the active window 12 1 3 13 Edit This command is used to edit information 12 1 3 14 Run Report Run Report is a command button found in the upper left portion of the screens that allows you to run the report based on the parameters selected in the GUI 12 1 3 15 Save Saves all changes made since the last save action If you attempt to save and all required fields have not yet been completed you will receive a notification that the required fields must be completed before saving 12 1 3 16 Save As This command is used to export to a file a report produced in TBI With the report open clicking on the Save As menu option will produce a window labeled Save the report as in which you will indicated the file location where you wish to store the report You will need to name the file and choose the format in which it will be saved 12 1 3
138. t specific to any facility The administrator can do anything in the TBI Registry except create the reports reports are created by Reporting role users only At ADMINISTRATION gt LIST USERS a list displays on the GUI Search Patents XA Unrreo STATES DEPARTMENT OF VETERANS Arrains es 7 24 Jj Traumatic Brain Injury Registry Open Advanced Search My Tasks Patients Reporting Dashboard Administration ADMINISTRATION gt List Users 1d NT Username Name Ed Roles Remove Eos Roles Remove Eds Roles Remove Edx Roles Remove Edx Roles Remove Eos Roles Remove RERREE Figure 45 Administration gt List Users Screen You can download the list to Excel using the Download to Excel button at the bottom of the LIST ALL USER ROLES screen 82 User Manual September 2011 Traumatic Brain Injury Registry Search Patents Unrrep States DEPARTMENT OF VETERANS FFAIRS J Traumatic Brain Injury Registry Quen Advanced search e e My Tasks Patents Reporting Dashboard Adrants tration ADMINISTRATION gt Eort Usen Rores gt List ate Usen Rowes User Roles ID NT Username Full Name VISN Station Division BREE EG ww we Download To Excel Figure 46 List all User Roles You can also select Edit User ID to make edits to User IDs The editable fields are text fields re te wes fowt tate m O wi 2 Lowe fyr E E e be fe EH meet e sr Veremos Arra y Registry
139. tem 2 1 Project Scope and Objectives This document applies to the TBI Registry project OBS 104 05 01 004 It does not address a broader vision that may apply to a future integration of multiple medical data registries In the early stages of planning for the TBI Registry one approach considered a gradual implementation of functionality supporting very basic operations by making temporary modifications to the existing Veterans Health Information Systems and Technology Architecture VistA system These modifications were limited in scope and temporary in nature and as such have been developed as an interim solution This interim solution is under consideration for delivery The development of the TBI Registry described in this document describes a more mature product to replace the interim solution 2 2 Traumatic Brain Injury Registry Processes The TBI Registry consists of the following applications e TBI Referral Tracking Application Patients identified as having sustained potentially traumatic brain injuries in the OEF OIF missions and who agree to be seen are then scheduled for a comprehensive evaluation within 30 days If that appointment is not kept the system tries to schedule another appointment within 30 days he system makes a third attempt to schedule the comprehensive evaluation within 30 days After that the system closes the record e Polytrauma Entries Application Provides a Web based repository of patients identified as ha
140. the keys should be pressed at the same time These keys can be used while running DSSA in a Web browser Table 14 Standard Web Browser Shortcut Keys BROWSER OPTION SHORTCUT IE FIREFOX Bookmark menu lt Ctrl gt lt B gt Y Y Bookmark new for current page lt Ctrl gt lt D gt Y Y Browser window new lt Ctrl gt lt N gt Y Y Browser window close lt Alt gt lt F4 gt vt Close browser window lt Alt gt lt F4 gt v Exit browser lt Alt gt lt F4 gt v Find on the page displayed lt Ctrl gt lt F gt Y e Help lt F1 gt Y Y AN lt Alt gt lt gt gt Z Y Location in history go to next lt Space gt 7 PE e lt Alt gt lt gt Y A Location in history go to previous lt Backspace gt 7 7 Location open lt Ctrl gt lt L gt Y Y Home page goto __ AP A 7 New browser window lt Ctrl gt lt N gt Y Y Open location lt Ctrl gt lt L gt Y Y Print lt Alt gt lt F gt lt P gt Y Y Select All on the page displayed lt Ctrl gt lt A gt Y Y Tab close lt Ctrl gt lt W gt n a Y Tab open new lt Ctrl gt lt T gt n a Y Window management lt Alt gt lt space gt lt R gt restore v Y lt Alt gt lt space gt lt M gt move v Y lt Alt gt lt space gt lt S gt size Y Y lt Alt gt lt space gt lt N gt minimize Y Y lt Alt gt lt space gt lt X
141. tication provided network so a separate login or authentication is not required to run TBI Registry Security messages will advise you if you are not logged in have insufficient privileges etc This means that if you are already logged into your usual domain the Web page which provides TBI Registry should load automatically without challenge You should be able to open your Web browser enter the URL and see TBI Registry run automatically September 201 1 User Manual 21 Traumatic Brain Injury Registry If you are logged in and you see either of the two challenge pop up windows or have other questions related to AD please contact your Information Resources Management IRM for assistance Firefox Internet Explorer Connect to K l E Fe 0 Enter username and password for httpuiyzregistry va gov User Name xyzregistry va gow Password User name user name Authentication Required Password cn Remember my password The authentication of your TBI Registry role s and your privileges takes place behind the scenes Following successful authentication you will be re directed to TBI Registry 4 3 Default Registry Page Your default Registry page opens For most TBI Registry users this will be some variant of the MY TASKS screen y Vererans Arrains ury Registry Msat ana Adenanetts stare Figure 3 My Tasks gt Reporting At
142. tion Criteria Screen 3 Click the arrow on the VISN drop down menu to select a VISN that you have access to based on your role s September 201 1 User Manual 77 Traumatic Brain Injury Registry Unrreo Stares DEPARTMENT OF VETERANS AFFAIRS Traumatic Brain Injury Registry My Tasks Patents Reporting Administration REPORTING gt INITIAL SCREENING REPORTS gt VISN SuMMARY 78 User Manual September 2011 Traumatic Brain Injury Registry Unrrep STATES DEPARTMENT OF VETERANS FFAIRS Traumatic Brain Injury Registry My Taska Patients Reporting Adm NG gt INITIAL Screening Reports gt VISN Summary Selection Criteria VISN 3 HM 100 EN I Find Next Select a formar Sl bpon 2 3 Initial TBI Screening VISN Summary TEEN Graph of Cumulative Summary Fiscal YTO of OEF OF Veterans Screened for TBI by VISN fom 10 1 1990 to 6 23 2010 20 00 ver 6430 22m 394 91 vez 16 581 4 580 12291 7281 vea 5563 1 688 3877 69 69 via 4581 iter ke vis 4 807 1 283 3524 vee 1610 ger 2863 ver 9 010 2 730 628 vee 14 323 3 888 10 435 veo ICH 1 536 5 768 wo 1 5 341 1 970 3971 65 04 5 jun Da ex 2132 DO vi2 5 081 1 544 3 507 EE vis 27 222 9 28 17 944 eses vie 9 597 1017 1 12 vm 18 197 12 075 71 85 vg 5 877 1 888 3 989 67 87 vis 6633 1 077 5 55 Brew v20 6 043 1 958 4075 Son v2t 4 03 1 330 3 053 eme s v22 D
143. to perform Active Dual A beneficiary who has received or can potentially receive health care from the Consumer Department of Defense DoD and or Department of Veterans Affairs VA An ADC beneficiary can be considered as Dual Eligible or Dual User or both ADC See Active Dual Consumer 108 User Manual September 2011 Traumatic Brain Injury Registry Term or Acronym Description American College of Surgeons Commission on Cancer ACoS CoC ADPAC See Automated Data Processing Application Coordinator AFIP See Armed Forces Institute of Pathology AHIMA See American Health Information Management Association AHLTA See Armed Forces Health Longitudinal Technology Application AIDS See Acquired Immune Deficiency Syndrome AITC See Austin Information Technology Center AJCC See American Joint Commission on Cancer Aliquot Contained an exact number of times in something else used of a divisor or part Fractional Chemistry Pharmacology comprising a known fraction of a whole and constituting a sample an aliquot quantity of acid for analysis As a noun an aliquot part A consortium of professional organizations dedicated to improving survival and quality of life for cancer patients through standard setting prevention research education and the monitoring of comprehensive quality care American Health Information Management Association AHIMA Professional group which strives to
144. ts date range from April 2007 04 01 2007 to the present date Time to Scheduled Appointment with TBI Evaluation Team Calculated value that is the difference in days between the date of the positive TBI screen and the date of the scheduled appointment with the TBI evaluation team Delay in Completing Evaluation Delays in completing a scheduled appointment can occur for a number of reasons The tracking application defines these delays as No Show The patient did not show for their scheduled appointment for the comprehensive evaluation Cancellation by Patient The patient cancelled their scheduled appointment for the comprehensive TBI evaluation Cancellation by Clinic The clinic cancelled the scheduled appointment for the comprehensive TBI evaluation Note that this response does not justify not completing the evaluation and will create a new entry beginning with the Contact fields Delay in Consult Referral Submission The time delay in completing the TBI evaluation was impacted by a delay in submission of the consultation or referral to the TBI evaluation team No Delay in Completing an Evaluation This option is selected if the TBI evaluation process fell within 30 days of the positive TBI screening Clinic Capacity This option is selected if your available clinic does not have sufficient appointment time slots to meet the demand Delay in Success
145. ult choice shown in the window Save sampe Zo Saves all changes made since the last save action If you attempt to save and all required fields have not yet been completed you will receive notification that the required fields must be completed before saving System Timeout A timeout function is automatically enforced in DSSA When you open the application your activity is programmatically monitored If there is no activity for 20 minutes the application will begin to shut itself down The Application Time Out message window displays for 30 seconds If there is still no activity within 30 seconds the application automatically closes a countdown of seconds remaining is displayed 104 User Manual September 2011 Traumatic Brain Injury Registry Appendix D Accessibility Features Application Accessibility Features Activating Drop down Lists You can activate drop down lists from the keyboard Simply tab to the drop down list field and press the up lt gt or down arrow key lt y gt Navigating the Date Picker Calendar Pop ups Using the date selection pop up calendars known as date pickers may be somewhat problematic for than text feature that is designed to be navigated using the mouse There are no keyboard equivalents in this application You can however simply type a properly formatted date into the text box Browser Accessibility Features Using the lt Ctrl gt lt Alt gt and
146. uma Add New View Edit Screening Der Figure 4 My Tasks and Left Navigation Panel In many of the samples shown in this document you will see all possible tasks shown as the tasks associated with that tab but not all of them may be available to you Availability depends on your assigned role Contact your supervisor or the TBI Registry Administrator for questions about your role September 201 1 User Manual 25 Traumatic Brain Injury Registry Table 8 Task Categories and Tasks Task Category Report Task Activity Category New SE In Process Completed My Tasks View Edit Polytrauma Add New TBI Patients Lookup Patient Patients Reporting SE Lookup Patient Search Edit Users Edit Roles Administration Remove Role Matrix Search Initial Screening Reports National Summary VISN Summary Station Summary Positive Screen Detail Missed Screen Detail Veteran Search Questions VHA Summary Comprehensive VISN Summary GES VISN Comparison VISN Facility Comparison Facility Detail Status Counts TBI Diagnosis Counts TBI Evaluation Team Appointment Counts De Time to Complete gt 30 Counts Average Time to Complete Eval Attempts Counts When you hover your mouse pointer over a tab or task that is available to you a Web address If the task is not available the destination addres
147. utic procedures and interventions Both a graphic user interface version and a character based interface version are available CPRS provides a single interface for health care providers to review and update a patient s medical record and to place orders including medications special procedures x rays patient care nursing orders diets and laboratory tests CPRS is flexible enough to be implemented in a wide variety of settings for a broad spectrum of health care workers and provides a consistent event driven Windows style interface Context Sensitive Online help is topic oriented procedural or reference information delivered through Help computer software It is a form of user assistance Most online help is designed to give assistance in the use of a software application or operating system but can also be used to present information on a broad range of subjects When a user presses the F1 key while using the GUI application the application automatically opens the online help file which is distributed and installed alongside the application file itself Context sensitive help is a kind of online help that is obtained from a specific point in the state of the software providing help for the situation that is associated with that state Context sensitive help as opposed to general online help or online manuals doesn t need to be accessible for reading as a whole Each topic is supposed to describe extensively one state s
148. viding improved trauma care across the continuum of the Levels of Care to trauma patients especially in the battlefield environment lts mission is to Establish and maintain a Department of Defense Trauma Registry System to capture data and provide information on care and outcomes of military and civilian trauma patients Provide the Department of Defense and other authorized interests with timely and relevant information about care and outcomes of military and civilian injuries Create a research strategy that supports reduction of morbidity and mortality in military and civilian trauma patients Establish and maintain a trauma outcomes database to analyze and evaluate clinical decision making and measure subsequent outcomes for improving treatment modalities Provide activities of each of the services with full and complete access to data resident in the DoD Trauma Registry September 201 1 User Manual 119 Traumatic Brain Injury Registry Term or Acronym Description Joint Theatre Trauma Registry JTTR JTTR is the DoD s data repository collecting and hosting all trauma related data Sited at Fort Sam Houston Texas helps track casualty information from Iraq and Afghanistan to give senior leaders the concrete information they need as they make decisions about everything from what protective gear troops will use to how to better deliver combat casualty care JTTR also helps ensure that decision makers have
149. ving sustained multiple injuries in the OEF OIF missions e TBI and Polytrauma Patient Lookup An application that searches the TBI Registry s data for available information on patients e TBI Registry User Administration Provides information about the TBI Registry s users and management of the system September 201 1 User Manual 5 Traumatic Brain Injury Registry e TBI Role Administration Provides management and control of access to the system through the use of defined user roles e TBI Referral Reports 17 total reports 11 screening and consultation reports and 6 tracking reports Provides summary reports based on the patient data residing in the TBI Reader Portable Document Format PDF and Microsoft Excel 2 2 1 Overview use with TBI Registry Note This document does not attempt to explain everything about how to operate in the Web browser environment itself if you need help with using a browser please contact your supervisor for information about training in browser use 2 2 2 Data Receipt and Processing 2 2 2 1 Basic Patient Data person there should not be multiple records for the same person although that could happen In the future a process will be available to allow users to place the record into a pending status until the duplicates can be resolved 2 2 2 2 Referral Review Process A designated reviewer the Medical Professional then reviews the record and either approve

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