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Traumatic Brain Injury (TBI) Polytrauma Edition

1. Figure 30 Polytrauma View Edit Users Screen 54 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry 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 Polytrauma Editor drop down list with VISN Access e TBI Polytrauma Read Only drop down list with VISN Access Click Save to save the changes or click Close to close the GUI without saving September 2011 User Manual Polytrauma Edition 55 Traumatic Brain Injury Registry Traumatic Brain Injury Registry me ete Ut Reed Osiy WISA derma F rne Paty treme tanw VION deessa I TRE Paty Trees Bood Osiy PINN terese I Pai Mpeg irar Nathomal WISA betes nej e WISN deren Figure 31 Edit Roles Screen 56 User Manual Polytrauma Edition 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 re Cat Wer Pevortes Too te N Py O DBA Peer Bore O D aA o ee neces arpo erto SODITE Lem nieri acey cee Stor sFickes me w gt i ns TBI Administrator Et tenor VIESN Access VISN 1 40 TOGUS MAINE VAMC VISN 1 0201 MACHHAS STATE VETERANS HOME OVIS 1 000GA CARIBOU MAINE CHOC VISN 1 200G8 CALAIS MAINE CBO
2. THIS PAGE INTENTIONALLY LEFT BLANK User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Part B About the Application September 2011 User Manual Polytrauma Edition 11 Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK User Manual Polytrauma Edition 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 Help files are available by clicking on the icon Help files are available for the Polytrauma application 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 browser typically does n
3. 18 User Manual Polytrauma Edition 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 he Edt imas Tools Het amp Internet Explorer He Ay c D A hetp www myhomepage a Fie Edit View Favorites Tools Help A Most Visited Getting Started Latest Headlines 24 My Home Page Q sak B P seach Folders Web images Yims Maca fines Sasons Sacks nese Address http www myhomepage com v Go 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 authentication 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
4. c ccccsssscccssssecessssccesssseeccssseecessseeeessaeecessseecceessecessseeccesseeeeessaeees 62 9 1 1 WANG LON ARN AE ARIE E E EE AE beste AE ieee AAE E A Ubon A deus AS ATS 62 9 12 POPUP WAIU S e a a aa a aa a a e a a e ee 62 9 1 3 Windows GUIEleM ntS iiciiaccessaveecteasecusducsvevestacsepivebencetsssieesuavoledtaessvavetecdodesuadbsagalae EE EEE a 62 APPENDIX A STANDARD WEB BROWSER SHORTCUT KEYS sscccssssssesssccssssccccsssccsssssscccsseee 69 APPENDIX B VA APPROVED INTERNET BROWSERS eesseeesssecsscoecssocecssecescsecssocecssoceesoecessseesssoesseceese 71 APPENDIX C WEB BASED APPLICATION ELEMENTS ssccccssssscsssssccsssssccssssscccsssccccsscscsesssescesnee 73 APPENDIX D ACCESSIBILITY FEATURES aocccsccisssscssccessssnsesssscesessscassecssscesstecsosdescsecesasecsevtecscoesecosvectesees 79 GLOSSARY isis sss ivesussssvesessesvecedsssues odduscesedsnsessasgseedsudeesesbastestsuevdossupecvessesse ssetuese ssuteesvsceses sdseesestcuswedesgusesdusesdeeseuzeceoses 83 vi User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Table of Figures FIGURE SCREEN AREA O T T a a a a a a Ee aea vii ea erae einet 15 FIGURE 2 MY TASKS gt POLYTRAUMA gt ADD NEW eeeececece cent cene eens eee eeeeeseeeteeseeeeseeeseeeseeeenaes 20 FIGURE 3 MY TASKS AND THE LEFT NAVIGATION PANEL 00 cece eeceeeeeeeeeeeeeeeeeseeeeeaeeseeeaeeaaes 23 FIGURE 4 DESTINATION ADDRESS SHOWS AVAILABILITY
5. After at least one character is typed in a lookup dialog box clicking the Search button will bring up matching entries 9 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 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 64 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry To select multiple separate entries from a list hold the lt Ctri gt key and click each of the items you want to select 9 1 3 19 Undo Reverses all changes made since the last save action and redisplays the original data 9 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 September 2011 User Manual Polytrauma Edition 65 Traumatic Brain Injury Registry Part H Appendices 66 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK September 2011 User Manual Polytrauma Edition 67 Traumatic Brain Injury Registry Appendix A Standard Web Browser Shortc
6. 0 ccceeseeeeee seer ceneeeeeeeeeseeeseeeseeeesaeeseeeeeeeaes 40 FIGURE 18 POLYTRAUMA PATIENTS LOOKUP SCREEN 0 cecesceesceseceeeeeeeeeeeeeeeeteeeeseeeseeeeeeeeeaes 41 FIGURE 19 POLYTRAUMA PATIENTS SEARCH RESULTS SCREEN 0 cee ceeeeeeeeeeeeeeneeeneeeneeeaes 42 FIGURE 20 POLYTRAUMA RESULTS PANEL NO RECORDS cece eee ee eeeeeeeeeneeeneesneetnaeeaaes 43 FIGURE 21 SEARCHING FOR PATIENTS BY TIME SPAN uo eee eee cenecene ener eeeeeeeeeseeeeeeeeseeeeeeeenaes 44 FIGURE 22 SEARCHING FOR PATIENTS OVER TIME SPAN ecceecseceeeeeeeeeeeeeseeeeeeeesaeesneeeaeeaaes 45 FIGURE 23 SEARCHING FOR PATIENTS FROM A SET DATE TO PRESENT 46 FIGURE 24 POLYTRAUMA PATIENT SEARCH BY VISN RESULTS 0 eee cee eee eeeeeeneeeneeeneeeaes 47 FIGURE 25 POLYTRAUMA PATIENTS SCREEN LINK eee eens eeneceneeeneeeeeeeeeeeeeeeeeeeseneseeeeeneenaes 48 FIGURE 26 ADMINISTRATION gt LIST USERS SCREEN cece ee eee eeeeeeeeeeeeeeeeeeeeeseeeesaeeseeenaeeaaes 52 FIGURE 27 LIST ALL USER ROLES 0 00 inni anionini daia ikidai eainiie iaa endda 53 FIGURE 28 EDIT USERS IDS SCREEN eee eee eee eee eae enaeeeaae cage saeeeaeseaesseeseeeseeeseeeeeeseeeaas 53 FIGURE 29 ADD NEW USER SCREEN oe eee cee cece cree eae eeae cease cage sage eeaeseaessaeeseeeseeeseneeeeeeseneseneeees 54 FIGURE 30 POLYTRAUMA VIEW EDIT USERS SCREEN o eee eee cece ceee seer seer eeeeeseeeeeaeesaeeeaeeeaes 54 FIGURE 31 EDIT ROLES SCREEN eee cee eeeeeneecncecaecaaeea
7. The Alliance TBI Technical Services Project Repository TSPR Terminal emulation software Text Integration Utilities TIU Theater Medical Data Store TMDS TMDS Tool tips 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 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 the same baseline code as JMeWS medical surveillance and medical
8. 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 43 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 September 2011 User Manual Polytrauma Edition 81 Traumatic Brain Injury Registry MouseKeys Pressing the left ALT left SHIFT 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 44 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
9. 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 oe 20 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 The TBI REGISTRY guides and manuals are distributed as the following set of files Table 4 Document File Sets Retrieval Format Zipped DOC distributive which includes both P BINARY I STRY2_ODOC1 AL and DOC formats gt TBI Application User Manual TBIUM File Name Contents TBI Instruments User Manual TBI INSUM TBI Polytrauma User Manual TBIPTUM gt gt I i o gt TBI Installation Guide TBIIG BINARY STRY2_0DOC2 21 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 Defense Veterans Traumatic Brain Injury Registry documentation may be found at http www va gov vdl application asp appid 198 September 2011 User Manual Polytrauma Edition 9 Traumatic Brain Injury Registry
10. Embedded Metal Fragments Registry EMFR DoD system for tracking information relevant to injuries associated with embedded metal fragments September 2011 User Manual Polytrauma Edition 91 Traumatic Brain Injury Registry Term or Acronym Description Embedded Metal This extract includes the following read only data ee e Social Security Number data 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 Extensible Mark An initiative from the W3C defining an extremely simple dialect of SGML up Language suitable for use on the World Wide Web XML Extract E
11. 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 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 See Theater Medical Data Store Tool tips are hints assigned to menu items which appear when the user hovers the mouse pointer over a menu September 2011 User Manual Polytrauma Edition 105 Traumatic Brain Injury Registry Term or Acronym Description Traumatic Brain The Traumatic Brain Injuries TBI Registry software application Injuries TBI allows case 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 tho
12. e Output which allows the system to produce the effects of the users manipulation 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 106 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Term or Acronym Description 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 Information Repository VADIR VACO See Veterans Affairs The VADIR database was established to support a One VA DoD data sharing initiative in order to consolidate data transfers between DoD and VA The DoD Defense Manpower Data Center DMDC stage shared data as defined in a 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 See Veterans Affairs Central Office VALU Veteran s Affairs Learning University VAMC Acronym for Veterans Affairs Medical Center Veterans Benefits Administration Veteran Tracking Application VTA Veteran Tracking Application VTA data extract clinician
13. ee ID Patient Name Screening D2 Add New View Edit Figure 3 My Tasks and the Left Navigation Panel On your user screen you will see all 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 2011 User Manual Polytrauma Edition 23 Traumatic Brain Injury Registry Table 7 Task Categories and Descriptions TAB TASK CATEGORY ACTIVITY View Edit My Tasks Polytrauma Add New Patients Polytrauma Patients Lookup Patient Search Edit Users Administration Edit Roles Remove Role Matrix Search 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 address will not appear indicating that you do not have access to that task lt Er Evi EA E Shows Availability Important When you hover near a task item a highlighting rectangle in lighter blue similar to select the link however you must click on the task text itself not just the highlighting rectangle 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 24 User Manual Polytrauma Edition September 2011
14. 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 Provides generalized help on the application or specialized help for the area in which you are Command Buttons OK SAMPLE 208 Confirms the input and initiates the action defined by the window Also indicates that you agree with the default choice shown in the window Save SAMPLE L2 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 September 2011 User Manual Polytrauma Edition 77 Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK 78 User Manual Polytrauma Edition S
15. 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 American College of Surgeons Commission on Cancer ACoS CoC American Health Information Management Association AHIMA 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 Professional group which strives to 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 Cancer AJCC Organization established in 1959 to formulate and publish systems of classification of cancer including staging and end results reporting Analyte A chemical substance that is the subject of chemical analysis Armed Forces Health Longitudinal AHLTA the military s electronic health r
16. 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 for 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 calcu
17. Traumatic Brain Injury Registry x 4 UNITED STATES DEPARTMENT OF VETERANS AFFAIRS 4 Traumatic Brain Injury Registry My Tasks Patients Reporting Administration Referrals New 97 In Process 364 My TASKS gt POLYTRAUMA gt ADD NEw leten z Patient List Completed f Select Patient from VA Patien ce Add New SSN View E E 777 Patient Last Name a wh ae Ee ae Figure 5 No Task Available A Note The tasks available in the LEFT NAVIGATION BAR will only include those assigned to your polytrauma tasks 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 6 Data Errors Message If you try to navigate away from a screen without saving or otherwise completing the screen you will see this popup warning September 2011 User Manual Polytrauma Edition 25 Traumatic Brain Injury Registry Windows Internet Explorer a x f re you sure you want to navigate away from this page Leaving this page will cause any unsaved data to be lost Press OK to continue or Cancel to stay on the current page cme Figure 7 Navigating Away from Page 5 3 TBI Registry Applications The TBI Registry consists of the following applications Table 8 TBI Registry Applications APPLICATION DESC
18. 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 add an additional item from the drop down list choose that item from the drop down and again click Add rest ate optional Cogent Comes tooog ape anon Doista er atorrete 129 2009 Diete aa List Box SAMPLE ltem68 Zi 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 September 2011 User Manual Polytrauma Edition 75 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 a 1a Keyboard keys and onscreen buttons are shown in different style brackets DO 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 a
19. established with a primary focus on HIV Public Health care the mission expanded to include Hepatitis C issues in January 2001 CQM 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 disposition 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 See U S Army Public Health Command Provisional Clinical A clinically experienced person who guides and supports clinicians IT 86 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Term or Acronym Description Application Coordinator experts and others through
20. 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 45 Turning on HighContrast 82 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Term or Acronym Description 0 9 508 See Section 508 Alliance The See National Alliance for Health Information Technology lt Alt gt lt Tab gt This keystroke combination used for switching between top level 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 AAG See Corporate Data Center Operations ACoS CoC See American Col
21. operations and helps ensure IT investments support corporate goals The IDMC works collaboratively with other committees and groups concerned with IT related issues The service which is involved in planning budgeting procurement and management in use of VA s information technology investments Refers to applied computer systems both hardware and software and often 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 The national VA patient record number An interface defines the communication boundary between two entities such piece of software a hardware device or a user September 2011 User Manual Polytrauma Edition 95 Traumatic Brain Injury Registry Term or Acronym International Statistical Classification of Diseases and Related Health Problems ICD 9 Description The nternational Statistical Classification of Diseases and Related Health Problems Ninth Edition commonly abbreviated as ICD 9 provides numeric codes to classify diseases and a wide variety of signs symptoms abnormal findings complaints social circumstances and external causes of injury or disease Every health condition can be assigned to a unique category and given a code up to six characters long Such categories can include a set of similar diseases The 9 refers to the ninth editio
22. programs that were not designed for accessibility 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 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 people with disabilities Agencies must ensure that this technology 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 The TBI must be 508 compliant able to extract data as needed including SNOMED codes Selection Rules A pre defined set of rules that define a registry patient Sensitive Any information which requires a degree of protection and which should be Information made available only to authorized system users Server 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 SGML See Standardized Generic Markup Language Single Sign On Single
23. 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 and Education provides materials that address the function and purpose of the Bi Office NT amp EO directional Laboratory 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 Association of standards for cancer registration provides education and training certifies Central Cancer population based registries aggregates and publishes data from central Registries cancer registries and promotes the use of cancer surveillance data and NAACCR systems for cancer control and 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 O OCO See Oversea
24. 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 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 make the program easier to use Sources http en wikipedia org wiki GUI http www webopedia com TERM G Graphical_User_Interface_GUI html
25. see TBI Registry run automatically September 2011 User Manual Polytrauma Edition 19 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 PR Authentication Required E FA rr Enter username and password for httpJiyzregistry va gov Hj User Name xyzregistry va gow Password User name user name Cancel Password loccccces 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 N UNITED STATES DEPARTMENT OF VETERANS AFFAIRS Traymatic Brain Injury Registry My Tasks Patients Reporting Administration 2 Help Is Referra My TASKS gt REFERRALS gt NEW New 101 In Process 365 Completed Pol i ing olytrauma ID Patient Name Screening D7 Add New View Edit Figure 2 My Tasks gt Polytrauma gt Add New At the top are the VA logo title search function and TABS My Tasks Patients Reporting and Administration The tabs
26. the Windows navigation arrows located at the top left corner of your Windows toolbar to move back through the Registry screens September 2011 User Manual Polytrauma Edition 27 Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK 28 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Part C Using the Polytrauma Entries Application September 2011 User Manual Polytrauma Edition 29 Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK 30 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry 6 Polytrauma Entries Application The Polytrauma Entries 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 3 UNITED STATES DEPARTMENT OF VETERANS AFFAIRS lt Traumatic Brain Injury Registry My Tasks Patients Reporting Dashboard Administration My Tasks gt Poty TRAUMA gt ADD NEW rLookup Patient SSN Patient Last Name Search Continue Without Selecting Patient Figure 9 Adding a New Polytrauma Patient Cont
27. then select Minimize by pressing lt n gt September 2011 User Manual Polytrauma Edition 79 Traumatic Brain Injury Registry PolyTrauma Tracking Windows Internet Explorer provided by HARRIS Corporation me regdey gs myharris net 8082 PolyTraumaEntry aspx7id 0 ITED STATES DEPARTMENT OF VETERANS AFFAIRS 447 Traumatic Brain Injury Registry My Tasks Patients Reporting Administration Referrals My TASKS gt POLYTRAUMA gt ADD New New 97 In Process 364 Completed Select Patient from VA Patient List Polytrauma Add New SSN View Edit _ _ _ _ Patient Last Name Figure 40 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 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 belo
28. v v lt Alt gt lt space gt lt M gt move v v lt Alt gt lt space gt lt S gt size v v lt Alt gt lt space gt lt N gt minimize v vA lt Alt gt lt space gt lt X gt maximize v v lt Alt gt lt space gt lt C gt close v v In versions prior to 8 0 not currently authorized for VA use and not tested with the application September 2011 User Manual Polytrauma Edition 69 Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK 70 User Manual Polytrauma Edition September 2011 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 10 Approved Browsers BROWSER VERSION S REMARKS Microsoft Internet Explorer Does not support tabbed browsing Mozilla Firefox 3 x Supports tabbed browsing August 2011 User Manual Polytrauma Edition 71 Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK 72 User Manual Polytrauma Edition August 2011 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 o
29. 00 cee ee eeceeeeeee seer eeeeeeeeeeaeeseesneeeeaes 24 FIGURE 5 NO TASK AVAILABLE ee eeeeee cree eee eteeeeeaeecaeesaeecaaesaaeceaesaeseaeseaeeseaeseaeseeeeseeeseessaaeeaaes 25 FIGURE 6 DATA ERRORS MESSAGE ee cceecceceeee sree cesses eae eaeecaaecaaesaeseaeseaeseeeeseeeseeeeneeseeeeneeneas 25 FIGURE 7 NAVIGATING AWAY FROM PAGE 1 eee eecceeeeeeeeenee cree ceaeeeaeceaeseaeseeeeeeeseeeseeeeseeeseeeseneenaes 26 FIGURE 8 NAVIGATING THROUGH TBI REGISTRY APPLICATIONS 0 cece eeeeeeeeeeeeretneeeaes 27 FIGURE 9 ADDING A NEW POLYTRAUMA PATIENT 0 00 eeceeceseeeceeeeeeceneeeeseeeeseeeseeeseeeeseeeseeeeeneeeaes 31 FIGURE 10 ADDING POLYTRAUMA PATIENT DATA ceceecceceseeeeeceeeceneeeneseeeeeeeeseeeseeeeeeeeseeeseneeeaes 32 FIGURE 11 ADDING POLYTRAUMA PATIENT TRACKING DATA cece cesses eeereeeneeeneesneeeneeeaaes 32 FIGURE 12 ADDING POLYTRAUMA INJURY DETAILS 0 0 eee eee eee scene cere seer eter eseeeseeeeeaeesaneseeeeeaes 33 FIGURE 13 ADDING POLYTRAUMA TREATMENT DATA ccceceeeeeeeeeeeeeneeeeeeeeeeeeeeseeeeeaeeseeeaeeaaes 34 FIGURE 14 ADDING ADMISSION AND DISCHARGE DATA 1 0 0 ceeeeceec tere e eee eeeeeeeeeteeeeaeeeeesaeeeaes 34 FIGURE 15 ADDING DISCHARGE TO DATA un eeceecceceeeneennee tee eaee cae eeaeseaeeeaeeeeeeseeeseeeseneeeaeeseeeeeeeeeaes 35 FIGURE 16 COMPLETING POLYTRAUMA PATIENT ENTRY 0 0 ecceeceeeseeeeeteeeeeeeeeeeeseeeesaeesneeeeeeeeaes 37 FIGURE 17 NEW POLYTRAUMA PATIENT SCREEN
30. 2011 User Manual Polytrauma Edition 63 Traumatic Brain Injury Registry 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 9 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 9 1 3 12 Close This command closes the active window 9 1 3 13 Edit This command is used to edit information 9 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 9 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 9 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 9 1 3 17 Search
31. 4 SOFTWARE DETAILS 1 0 02 cessscsssscsssscssscssssssssscssessees RIAI RIAIR PIAA AA LD AL STARTING THE APPLICATION eccna ien en aenea TEE T En EA OEE E O T a a a aa e Rien 19 V MP LOGGING NEEN EE EE E TS AET E O E 19 4 3 DEFAULT REGISTRY PAGE secorit adairean eana EnEn E aa a E a se a a a a E a a a 20 ST ACCESSING TASKS a a aaa a a aa a dead oe 5 2 ERROR AND WARNING MESSAGES 5 3 UBIIREGISTRY APPLICATIONS e ccesteeoutevesusrertee Seas ocasght tones a a A e a cantel O E a 6 POLYTRAUMA ENTRIES APPLICATION cssssccsssssscssssccccssscccssssscccssssccssssccccssssscscessccscsssesscsssssceesss J L 7 POLYTRAUMA PATIENT LOOKUP APPLICATION 0u cccsssssccssssscessscccssseccsesssceseses dissbasssevssesssesss4O Tete POLYTRAUMA PATIENTS LOOKUP i sisiseeeaccsaccadsavs caves deccbdeveack eta cad alavacvecbacodudaesuacsemnoatadaessasvedesveleuseavseanoucsdtvacaneseeece 40 September 2011 User Manual Polytrauma Edition v Traumatic Brain Injury Registry 8 USER ADMINISTRATION APPLICATION cssssccsssssscesssscccsssscccsssscccssssccsesssccscessscscesseccscssssececsscsecees 52 8 1 ROLE ADMINISTRATION APPLICATION cccccccssessseccccecceessssececcecceuensseccccceeeueusssececeseesuenseeceeeeseuaaeseeceeeeeseuanseeeeeeeeeaes 54 9 ABOUT THE TBI INTERFACE vcscccosscsssesecsdsvsosscscstescscevscsesvacssocsdsccssesoesesccsccseseaasesecsdceseteasosecss aceseseessseeness 62 9 1 GRAPHICAL USER INTERFACE GUI CONVENTIONS
32. 5 2005 0007 Seven Patient VAMC Figure 23 Searching for Patients from a Set Date to Present You can also search for patients by individual VISNs The VISNs available to you in the drop down list will depend on your role and access privileges You can only select one VISN at a time Click the arrow located on the right side of the drop down list to view the VISN list s choices Click a value in the drop down lists to select it and then click the Search button The results panel at the bottom of the screen will display the results of your search 46 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Unrrep STATES DEPARTMENT OF VETERANS FFAIRS Traumatic Brain Injury Registry My Tasks Patients Reporting Admimntreton gt Help TBI Patients PATIENTS gt POLYTRAUMA PATIENTS olytraume Patients Lookup Pabent SSN E Patient Last Name Injury Date From mm dd yyyy Injury Date To mm dd yyyy Adimigsion Date Injury Pol a Center estate O e Date One Thousand One Hundred and One Patient VISN 8 673 TAMPA 2 2 2010 2 1 2006 VAMC One Thousand One Hundred and Two Patient VISN 8 673 TAMPA VAMC 5 20 2007 9 1 2009 One Thousand One Hundred and VISN 8 673 TAMPA Eight Patient VAMC One Thousand One Hundred and VISN 8 673 TAMPA 5 8 2002 6 1 2004 3 1 2010 Figure 24 Polytrauma Patie
33. BI 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 procedures laboratory tests radiology exams patient demographics hospital admissions and clinical visits This access allows identified TBI Registry users to take advantage of the wealth of data supported through VistA 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 4 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry 1 5 Recommended Users The TBI Registry software is designed for use by designated case man
34. C VISN 1 202G6C RUMFORD MAINE CBOC ISN 1 22260 SACO MAINE COOC ISN 1 200HE BANGOR MAINE CBOC VISN 1 100C PORTLAND MAINE MH ORC VISN 1 02H ZZICALAIS MACHIAS VISN 1 205 WHITE RIVER JCT VAMAOC VISN 1 Q083AF BENN STATE NURSING HOME VIS 1 29607 BENNEN STATE HOME ISN 1 205GA BENNINGTON C9OC I VISN 1 205A BURLINGTON ORC VISN 1 MSHE MONTPELIER ORC OSN 1 20SMC ST JOMNSBURY OFC VISN 1 OSHO NEWPORT OFC VISN 1 006E KEENE ORC VISN 1 205HF RUTLAND MORC TBE Read Only VISN Access tVISN 1 202 TOGUS MAINE VAMC a OVISN 1 00034A TOGUS MAINE NHCU ISN 1 OOD MACIAS STATE VETERANS HOME SN 1 HOGE ALAS MAINE CBOC VISM 1 2026 RUMFORD MAINE CBOC VISN 1 00060 SACO MAINE CBOC VISN 1 400ME BANGOR MAINE CBOC VISN 1 202 C PORTLAND MAINE Net ORC ISN 1 202 ZITCALAISMACHIAS VISN 1 208 WHITE RIVER JCT VAMAOC VISN 1 Q06RAF BENNINGTON STATE NURSING HOME VISN 1 20507 BENNINGTON STATE HOME t gt Figure 32 Assigning VISN Access Screen Select the VISN Access and TBI Reporting User Station Pi dt wew Poote Too isb gt O O FBO Powe frre O S J JA D a Are hor CE E E E S gpjo CVIS 1 20694 RUTLAND MORC TR Poly Tree e Editor E Bi Poly Trawme Read Onty ED TBI Reporting User National Dret Reporting User WISN VEEN Access a OTE Reporting User Station VIESN Access oe Sp tscal rerernt Figure 33 TBI Reporting
35. IR 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 90 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Term or Acronym Description 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 Term or Acronym Description E EHR See Electronic Health Record Electronic Health Record EHR An evolving concept defined as a longitudinal collection of electronic health information 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
36. MMENDED USERS cv c ceneacicvecataet evaadectececnsetenadescatdecdecnaCasaccechecsennceeceadacdecaadacaccect eudesac oldu cacdevadCactedesessOseuaacease 5 1 6 HARDWARE RECOMMENDATIONG sscsssssssssssssssssssaseeseceeeaeaesaeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeeeeeeeeeeeseeeeeeeeeeees 5 17 REVATED DOCUMENTS 25225 a r a E a r dea Goensosedactics ss ckedecdedcadebawededsesnentssekeded se daveuehasdedeavbansascbagaiaealabens 5 2 1 PROJECT SCOPE AND OBJECTIVES ccccccccecccscececeseceeneseasaesuatacatatsessseseceeseasasaeseasasacapaueseeusseessensesusanaessssnsnssansngsasaaaes 7 2 2 TRAUMATIC BRAIN INJURY REGISTRY PROCESSES cccccesesssscecceceessssseeecceceseeaseeecceseeesasseeccesseeasseeeeesseeasaeeeeceseeeaaaaees 2 2 1 OVELVICW eessssssssstsssssssssssseseseseseseseeees 2 2 2 Data Receipt and Processing 2 3 RELEASE HISTORY 2 3 1 TBI Registry Relese TiO siisedis ks cccasevetccdecsuavecascihs lacte ate couedeuncauiace caabinlstegeesstunUucasdscceedtedue Uattevbe bundles cous i eia 8 2 4 OBTAINING SOFTWARE AND DOCUMENTATION cccccccccccceceeeeceeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeseseseseseseseseeeeeeeseeeeeeeeeeeeeeens 9 2 5 DOCUMENTATION ON THE INTRANET ccccccccccccccscececeeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseseseseseseseseseseseseseseceeeeeeeeeeeeeeseeeeeeeeeees 9 3 SOFRTWARE OVERVIEW sevcessisssesssacsscsossnsessssecsusscsessvesasovshesssseshesasensasensessesesscsebassoesesovenseswesdestebences
37. OONA NHCU Name SS of Patient with Positive Screen and Desiring Eval Five Hundred Twenty Seven Patient X 000 03 2857 Date of Screening mm dd yyyy 10 1 2009 Date of Consult Referral mm dd yyyy F Not Applicable Other Consult Referral Status Attempts to Contact Patient for Scheduling Purposes Select a Value 7 Date Scheduled with TBI Evaluation Team mm dd yyyy i _ Time to Scheduled Appointment with TBI Evaluation Team Delay in Completing Evaluation Select a Value z Date Evaluation Completed mm dd yyyy e A Time to Complete Evaluation Definitive TBI Diagnosis fy a Responsible TBI Evaluation Team Service Clinic C Select a Value H Status New Save Close Complete Figure 17 New Polytrauma Patient Screen 7 1 Polytrauma Patients Lookup To create a search of the Registry for polytrauma patients 1 Click the Patients tab to open the PATIENTS gt TBI PATIENTS screen 2 Navigate to the PATIENTS gt POLYTRAUMA PATIENTS screen by clicking the item The task Polytrauma Patients is highlighted by a light blue box You can initiate a search for a patient by providing either the patient s Social Security Number SSN or PseudSSN or their last name You can also search for patients by their date of injury or by VISN 40 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry UNITED States DEPARTMENT OF VETERANS AFFAIRS Tr
38. RIPTION Provides a Web based repository of patients Polytrauma Entries identified as having sustained multiple injuries in the OEF OIF missions An application that searches the TBI Registry s data for available information on patients Provides information about the TBI Registry s users and management of the system Provides management and control of access to the system through the use of defined user roles Polytrauma Patient Lookup TBI Registry User Administration TBI Role Administration 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 26 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry j UNITED STATES DEPARTMENT OF VETERANS AFFAIRS Traumatic Brain Injury Registry My Tasks Administration A AMMma E My TASKS gt POLYTRAUMA gt ADD NEw New 97 In Process 364 G leted si n RERE m Select Patient from VA Patient List Polytrauma SSN m Patient Last Name Figure 8 Navigating Through TBI Registry Applications You can use
39. Registry PATIENTS gt POLYTRAUMA PATIENTS Lookup Patient SSN 000 02 0004 Patient Last Name Injury Date From mm dd yyyy Injury Date To mm dd yyyy VISN P Select a Value Search Figure 20 Polytrauma Results Panel No Records If you are looking for patients who were screened during a certain time span you can enter a time span in the text boxes labeled Injury Date From mm dd yyyy and Injury Date To mm dd yyyy 5 Type a time span of days months or years in the appropriate text boxes 6 Click the Search button located at the bottom of the screen September 2011 User Manual Polytrauma Edition 43 Traumatic Brain Injury Registry UNITED STATES DEPARTMENT oF VETERANS AFFAIRS lt J Traumatic Brain Injury Registry My Taska Patents Reporting Administration 1 Pat t GI Patients PATIENTS gt POLYTRAUMA PATIENTS Potytrauma Patients Lookup Patient SSN mooo Patient Last Name penent Last mame Injury Date From mm dd yyyy 010172009 Injury Date To mm dd yyyy 06203 2009 VISN Select a Value gt Figure 21 Searching for Patients by Time Span If the search locates patient data you can view this data in the results panel located at the User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry UNITED STATES DEPARTMENT or VETERANS Arrains Traumatic Brain Injury Registry My Ta
40. Roles ID NT Username Full Name VISN Station Division BREE EG ww we Download To Excel Figure 27 List all User Roles You can also select Edit User ID to make edits to User IDs The editable fields are text fields Figure 28 Edit Users IDs Screen September 2011 User Manual Polytrauma Edition Traumatic Brain Injury Registry 8 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 First go to ADMINISTRATION gt ADD EDIT USERS gt ADD NEW USER to add a new user Search Patients zi j UNITED STATES DEPARTMENT OF VETERANS AFFAIRS 7 Po Seach Traumatic Brain Injury Registry Open Advanced Search My Tasks Patients Reporting Dashboard Administration ADMINISTRATION gt App EDIT USERS gt ADD New USER Add Edit Users Sparc NF Usermame To add a new user first search if the NT username exists in the Registries application Search Search Clear Edit User Roles Close Figure 29 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 Usrrep States DEPARTMENT of VETERANS Arvass R Traumatic Brain Injury Registry Lo we Noobs Petante toparse
41. SOURCE For a complete list of keyboard shortcuts see Appendix A For more information about accessibility features see Appendix D 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 before you begin 14 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Unrrep STATES DEPARTMENT OF VETERANS AFFAIRS X lt Jj Traumatic Brain Injury Registry BANNER My Tasks Patients Reporting Administration TH Patients PATIENTS gt POLYTRAUMA PATIENTS BREADCRUMBS Potytrauma Patients Lookup Patent SSN Patient L
42. See also User Interface September 2011 User Manual Polytrauma Edition 93 Traumatic Brain Injury Registry Term or Acronym Description on See Graphical User Interface GWOT Global War On Terror obsolete term see Overseas Contingency Operation BACK to Glossary Contents Term or Acronym Description 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 A hypertext document format used on the World Wide Web HTML is built on up Language top of SGML Tags are embedded in the text A tag consists of a lt a HTML 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 Information formatting and dissemination of many types of information and tools in Group HAIG support of national policies strategic planning and decision making processes HAIG develops corporate reports proceedings analyses and dissem
43. 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 September 2011 User Manual Polytrauma Edition 103 Traumatic Brain Injury Registry Term or Acronym Description Site A term used to refer to features in the system that can be modified to meet Configurable the needs of each local site SNOMED i SQL SQL Server SQL Server Integration can be used to perform a broad range of data migration tasks Services SSIS SSIS is a platform for data integration and workflow applications It features a data warehousing tool used for data extraction transformation and loading ETL The tool may also be used to automate maintenance of SQL Server databases and updates to extremely complex data SSIS See SOL Server Integration Services Standardized A generic markup language for representing documents SGML is an Generic Markup International Standard that describes the relationship between a document s Language content and its structure SGML allows document based information to be SGML shared and re used across applications and computer platforms in an open vendor neutral format Structured An industry standard language for creating updating and querying relational Query Language database management systems SQL was originally based upon relational SQL algebra Its scope includes data query and updat
44. TL is a process in database usage and especially in data warehousing Transform and that involves extracting data from outside sources transforming it to fit Load ETL operational needs which can include quality levels and loading it into the end target database or data warehouse BACK to Glossary Contents Term or Acronym Description 92 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Term or Acronym Description F Federal Recovery Coordinator FRC FRCs help severely injured combat Veterans and their families maneuver through 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 configured to permit deny encrypt decrypt or proxy all in and out computer traffic between different
45. Traumatic Brain Injury TBI Polytrauma Edition Vista Release 2 0 Department of Veterans Affairs Office of Information and Technology OIT Product Development Department of Veterans Affairs Office of Enterprise Development Health Data Systems Registries Traumatic Brain Injury Registry Revision History Review Issue Type Date 9 08 11 Version Description Author Reviewer s Minor textual edits scrubbed Dan Zaudtke screenshots of potential PII Version 1 Final Robin Aubrey 9 22 10 Third Draft Robin Aubrey it 9 22 10 First Draft S Robin Aubrey 8 80 10 September 2011 User Manual Polytrauma Edition Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Table of Contents 1 1 TYPOGRAPHICAL CONVENTIONS USED IN THE MANUAL sssssssssssscscssscsssceseeccseceseeeceseeeesseeeeeeseeeeeeeeeeeseeeeeeseeeeeeeeeseseeses 3 1 2 COMMAND BUTTONS AND COMMAND ICONS ssssssssssssssssscsssssascececeeeaeasaeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeseeseseseseeessss 4 1 3 THE TRAUMATIC BRAIN INJURY REGISTRY APPLICATION ssssssssssssssscssssceccsecceseeeaeseseeeeeesececeseseeeceeeeeseeeeeeeeeeseeeseseeeeess 4 1 4 PURPOSE OF THEIMANUAL e aa catecasncatedececedededaescuecceg lassuacdaaneescdeacane ca vedeacaacencdesgeeecde jaaeedes eves aaa aeeai Aasaa OSEE 4 1 5 RECO
46. User Station September 2011 User Manual Polytrauma Edition 57 Traumatic Brain Injury Registry Select User Roles from the drop down list provided Figure 34 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 35 Role Administration Screen There is a search function text box with Search and Clear buttons to the right of the field 58 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Add New User 6 Tester TRATOR TB REPORTING USER NATIONAL 9 1 17 34 PM Figure 36 Add New User Screen List All User Roles Figure 37 List All User Roles Screen September 2011 User Manual Polytrauma Edition 59 Traumatic Brain Injury Registry Part G About the TBI Interface 60 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry THIS PAGE LEFT INTENTIONALLY BLANK September 2011 User Manual Polytrauma Edition 61 Traumatic Brain Injury Registry 9 About the TBI Interface 9 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 platform at this time If you have l
47. W trevsarryyy P ode Discharge FIM Code Rehab Onscharge Date a asieisment fz Sm Ekr 5 tent User James Hagerty Role TBI ADMINISTRATOR TEI EDITOR THE POLYTRAUMA EDITOR TEI POLYTRAUMS READ ONLY TEI READ ONLY TEI REPORTING USER NATTONAL 20 200 3 18 28 PM Sj toca renet Figure 15 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 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 September 2011 User Manual Polytrauma Edition 35 Traumatic Brain Injury Registry Then the case manager can click the Save button to save the edits or click the Close button to 36 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry ED States DEPARTMENT OF VETERANS AFFAIRS aumatic Brain Injury Re My Taske P Patient Information SSN First Name Middle Name Last Name l I I Gender Date of Bh Male E B mm dd vyyy Marital Status Date of Death Manied E imaa Rac White Not Hispanic or Latino Address City iver Spring Addr
48. agers 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 September 2011 User Manual Polytrauma Edition 5 Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK User Manual Polytrauma Edition 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 TBI evaluation Each facility ca
49. al 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 The Cancel command allows you to cancel 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
50. alth Administration The VHA Support Service Center VSSC was established in 1996 as an information and technical support arm for VHA healthcare operations The VSSC delivers 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 108 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Term or Acronym Description po Analysis See Veterans Health Information Systems and Technology Architecture VA DOD Reporting and Analysis Data Mart Web based In software engineering a web application is an application that is accessed Application via a web browser over a network such as the Internet or an intranet The WBA 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 rea
51. anagement Systems Society Healthcare HIMSS is a healthcare stakeholder membership organization exclusively Information and focused on providing global leadership for the optimal use of information Management technology IT and management systems for the betterment of healthcare Systems Society HIMSS HIV See Human Immunodeficiency Virus Human Immuno deficiency Virus HIV HIV is a lentivirus a member of the retrovirus family that can lead to acquired immunodeficiency syndrome AIDS a condition in humans in which the immune 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 ICD 9 Information and Data Management Committee IDMC Information Resources Management IRM Information Technology IT Integration Control Number ICN Interface IDMC is the advisory group to the Under Secretary for Health through the National Leadership Board NLB on Information Technology IT issues The IDMC membership is comprised of a cross section of Veterans Health Administration VHA leadership representing VHA health care programs and
52. and you wish to clear 74 User Manual Polytrauma Edition September 2011 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 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 i SAMPLE 2 CHEYENNE RURAL amp COMNTY HLTCR MOC CHEYENNE VAMC CHI PRRTP CHICAGO HEALTH CARE SYSTEM LAKESIDE DIVISION CHICAGO HEIGHTS CBOC CO cu RE CBOC CLAREMORE VETERANS CENTER CLARKSVILLE COMMUNITY BASES OUTPATIENT CLINIC CLAYTON OUTPATIENT CLINIC CLEMENT J ZABLOCKI Mi CHEYENNE NHCU Facility Name 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
53. ar Figure 12 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 Pathology 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 Af Note An FIM Code is a scoring mechanism used to indicate the degree of a Veteran s injuries The smaller the score the worse the injury FIM codes are established for all the various regions of the body 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 Durham VAMC Virginia Neurocare and the Veterans Benefit September 2011 User Manual Polytrauma Edition 33 Traumatic Brain Injury Registry Ortho Cl Neurology C Paysistry Mer e
54. ast Name Uninen kaanan R Injury Date From mm dd yyyy CONTENT AREA Injury Date To mw dd yyyy fs lt m z lt e gt a z Lu a VISN Select a Value Sech Figure 1 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 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 Administration To create user accounts and assign roles This tab is only visible to people who have administrative credentials 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 September 2011 User Manual Polytrauma Edition 15 Traumatic Brain Injury Registry 3 4 3 Breadcrumbs Note the so called below the tabs showing in this case PATIENTS gt POLYTRAUMA PATIENTS this shows you wher
55. at casualty care JTTR also helps ensure that decision makers have 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 JPTA See Joint Patien
56. ated 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 mic A tip or additional information that may be helpful to the user 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 Indicates a resource available either in this document or elsewhere September 2011 User Manual Polytrauma Edition 3 Traumatic Brain Injury Registry 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 AS 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 shown at left In the text of this document both command button and command icon names ane 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 T
57. aumatic Brain Injury Registry My Tasks Patients Reporting Admimntretron BiePatients gt POLYTRAUMA PATIENTS ii Patients SOKUP Pabent SSN 000 02 0003 Injury Date From mm dd yyyy _ Injury Date To mm dd yyyy Figure 18 Polytrauma Patients Lookup Screen 3 Place the cursor in the labeled text box and type the patient s SSN or PseudoSSN or last When entering the SSN or Pseudo SSN of a patient you can enter numbers in the text box with or without hyphens for example 000020003 or 000 02 0003 Both formats are accepted by the application If the search is successful you can view the patient s SSN or PseudoSSN first and last name the Polytrauma Center the patient visited the injury date and the admission date in September 2011 User Manual Polytrauma Edition 41 Traumatic Brain Injury Registry Unrrep STATES DEPARTMENT OF VETERANS APPAIRS Y Traumatic Brain Injury Registry My Tasks Patents Reporting Admmntreton dhs Potytraume Patients Lookup Patent SSN 7000 02 0003 Patient Last Name Injury Date From mm dd yyyy Injury Date To mm dd yyyy Prbaais sion Date Patient Name Polytrauma Center One Thousand One Hundred and VISN 21 640 PALO ALTO 3 14 2007 3 1 2008 Three Patient HCS Figure 19 Polytrauma Patients Search Results Screen 42 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury
58. cilities to Glossary Contents Term or Acronym Description N NAACCR See North American Association of Central Cancer Registries NAHIT See National Alliance for Health Information Technology National Alliance NAHIT was founded in 2002 as a technical standards organization In for Health 2004 it launched a comprehensive directory of healthcare IT standards Information intended to be a starting point and common ground for healthcare Technology organizations and vendors that are discussing IT implementations In NAHIT 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 National Case Registry NCR All sites running the TBI software transmit their data to the central database for the registry National Data Service NDS NDS is a division of Information Assurance VHA Office of Information It 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 Infor
59. 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 computable data 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 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 is a representation of data values in a form that can be machine processed and reasoned upon It is usually depicted i
60. dy 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 September 2011 User Manual Polytrauma Edition 109 Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK 110 User Manual Polytrauma Edition September 2011
61. e includes Active Duty That Retumed To Military Uni S Followup Clinical Needs T ortho I Neurology F Physiatry Tor r rse F Community Re entry I VRRE assessment F other Followup Site Description ome Tollowup desc 3 y Followup Provider information Follaw Up Polytrauma Case Manager Location Email fdsmah email com See o Figure 16 Completing Polytrauma Patient Entry September 2011 User Manual Polytrauma Edition Traumatic Brain Injury Registry Part E Using the Polytrauma Patient Lookup Application 38 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK September 2011 User Manual Polytrauma Edition 39 Traumatic Brain Injury Registry 7 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 Unrrep Stares DEPARTMENT or VETERANS AFFAIRS lraumatic Brain Injury Registry My TASKS gt REFERRALS gt New gt Eoir REFERRAL ID 1431 Click here to view Data Definitions for each of the fields Facility VISN 4 503944 ALT
62. e schema creation and modification and data access control The data displayed in TBI is stored in SQL databases Typically the acronym SQL pronounced sequel is used instead of the actual phrase Structured A relational database management system RDBMS which is part of the Query Language Microsoft BackOffice family of servers SQL Server was designed for Server SQL client server use and is accessed by applications using SQL It runs on Server Windows NT version 3 5 or higher and is compliant with the ANSI SQL 92 and FIPS 127 2 SQL standards Surveillance Systematic collection analysis and interpretation of health data about a disease or condition Surveillance A program of the National Cancer Institute SEER is a source of Epidemiology information on cancer incidence and survival in the United States and End Results SEER Systematized SNOMED is a terminology that originated as the systematized nomenclature Nomenclature of Of pathology SNOP in the early 1960s under the guidance of the College of Medicine American Pathologists In the late 1970s the concept was expanded to SNOMED 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 104 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Term or Acronym Description
63. e 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 ei irein ts Wcontains 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 Your ability to use various features of TBI Registry will depend upon your assigned role Some choices 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 3 5 1 TBI Registry Administrator As an administrator you have super user access and you can perform the following activities e Edit all polytrauma entries e Access the administration section of the Registry and create edit and delete user permissions 16 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry 3 5 2 TBI Registry Polytrauma Editor As a polytrauma editor you can perfor
64. eceaaecaaeeaaeseaeseaeseaeseeeeseeeseaeseeeeseeeeaaeeaae 56 FIGURE 32 ASSIGNING VISN ACCESS SCREEN Wu ececceecee seer ere eee eeeeeeeeeeeeeeeeeaeseeeeseeeseeeeeaeeeaes 57 FIGURE 33 TBI REPORTING USER STATION eee cee eeee cree cee enae eras seaeecaeseaeseaeseaeseeeeseeeseneeeaeenaes 57 FIGURE 34 STATION ACCESS SGREEN 0 cece eeee cece eee ene enaeecaee sae eeaeseaeeeaesseeeseeeseeeseeesseneseneeeaeeeaes 58 FIGURE 35 ROLE ADMINISTRATION SGCREEN 00 cc cecceeceeeeeneceneeeeeeeeeeeeeeseaeseeeseeeseeeseeeseaeeseesaeeeaes 58 FIGURE 36 ADD NEW USER SCREEN oniiir ipeta eaaa i aaia aKa aera aaea aa aeniea 59 FIGURE 37 LIST ALL USER ROLES SGREEN aoisean ii aaee ai ean ai aai e i aati aa ierni 59 FIGURE 38 TOOLTIP FOR TEXT BOX neinni enie aa aa aa Erea aria aaa kaaa aerae aS 73 FIGURE 39 READ ONLY DATA FIELDS niipea aaaea a taa aa a anti aaia aa paaa ai 76 FIGURE 40 RESIZING THE BROWSER SCREEN 00 0 ceeecseeseeeneceeeeeaeceaeeeeeeeeeseeeseeeseaeeneeeseeeeeneenaes 80 FIGURE 41 TURNING ON STICKYKEYS iiri panii aaaea iaa aaa aaa Ra aana a a a e aaa EE 81 FIGURE 42 TURNING ON FILTERKEYS 000 eee iaeiae anaiarte aran tae as Rerata aaa Aaaa T aeara EE 81 FIGURE 43 TURNING ON TOGGLEKEYS iiri ae eei a a aani a aa aa e ia 81 FIGURE 44 TURNING ON MOUSEKENS riein aianei faaeaea tiaara aetan Eneu ia anen ida paaa eaer E Pas ea 82 FIGURE 45 TURNING ON HIGHCONTRAS T 0 0 ceeeecceeeeeeeeenee eee sees cae eeaeeeaaesaaesaeseaeseaesse
65. ecord EHR marks a significant new era in healthcare for the Military Health System MHS and the Technology nation In his January 2004 State of the Union address the President set Application the goal of ensuring most Americans had an EHR by 2014 The AHLTA 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 84 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Term or Acronym Description Armed Forces Institute of Pathology AFIP Source http www ahlta us about php tests and additional information essential to providing quality care Provides diagnostic consultations on pathologic specimens from military Veterans and civilian medical dental and veterinary sources Conducts scientific research in fields such 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 technol
66. eeseeeseneseneenaes 82 September 2011 User Manual Polytrauma Edition vii Traumatic Brain Injury Registry List of Tables TABLE 1 TYPOGRAPHIGAL CONVENTIONS cccsssossecssssssscsesecsessesscsssscsscsetecsecusscsscncseesesucetesecectessessceuss 3 TABLE 2 GRAPHICAL CONVENTIONS csccssssccesscsecescsccscscsscceseceecseseieessecessessessesesecssscasssecucasancoscacaeeneesses 3 TABLE 3 LOCATIONS FOR DOCUMENTATION FILES cccccssccscssesccsessessesessesessesteseseeseaseseeseaveseareaceseasens 9 TABLE 4 DOCUMENT FILE SETS cccssccsscsesscssscesscsssecsscssssccceseseceessesesscssecssssosessascsscsssssustecsesasancaeceeesenseases 9 TABLE 5 TABS BY ROME eiss occ ostecscedacadiareesaceeasaviactiacs aie eesansd Mankkaan La L AA LAELA AAAA AELA AEA LAELA tual 17 TABLE 6 TASKS BY ROLE ace ceri teas ac fac ccbvgscicsi sig bloat ae cess Sd dees asta L AALL ELA AALA AE LARA LARA Bessa 17 TABLE 7 TASK CATEGORIES AND DESCRIPTIONS c csssssesccsescssccsesscsecsssecccesesecsecsssscscsesserscsessarsees 24 TABLE 8 TBI REGISTRY APPLICATIONS csscsecsescssssososssessesscossssssccssscsecessecessecaseuesncessscsecnsesesesscnenseseses 26 TABLE 9 STANDARD WEB BROWSER SHORTCUT KEYS un ccscsccscsssssssessesessesecssesesesseasesesresvareaceseareasens 69 TABLE 10 APPROVED BROWSER 6 ecsk assovcrsdccleaesrs serait foal khaan kank netateel woman A na A nna k anann an 71 viii User Manual Polytrauma Edition September 2011 Traumatic Brain Inj
67. eptember 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 4 gt or down arrow key lt V 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 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
68. er Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Term or Acronym Description Joint Theater JTTS is an approach to providing improved trauma care across the Trauma System continuum of the Levels of Care to trauma patients especially in the JTTS battlefield environment Its 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 Joint Theatre JTTR is the DoD s data repository collecting and hosting all trauma related Trauma Registry data Sited at Fort Sam Houston Texas helps track casualty information JTTR 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 comb
69. erans Affairs Medical Center Biomonitoring or Process of assessing and measuring clinical response to toxins introduced Biological into the body as a result of embedded fragment trauma Specimens are Monitoring collected and sent to a laboratory to establish baseline levels of analytes The process of collection and analysis is then repeated periodically to prognosis September 2011 User Manual Polytrauma Edition 85 Traumatic Brain Injury Registry Term or Acronym Description to Glossary Contents Term or Acronym Description C 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 Information Technology CCR Clinical Case Registry 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 CQM based in the VA Palo Alto Health Care System functions as part of Quality the VA Public Health Strategic Health Care Group at VA Central Office in Management in Washington DC CQM was first
70. ess Line 2 State vo Addrress Linea Postal Code i Baer Pe Country sx Email Address zest T Home VAMC ISN 5 612PA BALTIMORE PRRTP Current User 508 tester Military Service Branch Military Duty Status ole TBI ADMINISTRATOR aR FORCE je IONAL Veteran 11 4 2009 2 44 15 PM Military Status at Discharge Medical Evaluation Board In Process Tracking MTF Referral Source Walter Reed Trauma Information Injury Date 3 14 2007 Jj immdd vyyy Injury Geographic Location Blast Explosion Vehicle Injury aq a Yes a ves a Bullet Injury Other Injury Mm Yes a Other Injury Description some dese a Injury Details F Brain Injury F Fractures I Eye Injury Visual Impairment I Wounds Shri F Soft Tissue Orthopedic Injuries I Ear Injury Hearing I Nerve Injuries F Lung Injuries T Burns F Behavioral Health Conditions F Amputation F Spinal Cord Injury F Gastro Intestinal Bowel F Internat Organ Other F Cardiovascular injury F pain F Infection F Other Treatment F Is Patient Emerging Consciousness Date of Altered Conscit Patient Emerged mm dd yy menfad yyyy Admission FIM Score 18 126 Admission Date 0 3 1 2008 a immen ad yyyy FRG Cod Number of days off unit EE Discharge FIM Score 18 126 Rehab Discharge Date fa prsa mm d yyyy Age at Admission 2007 LOS 14 Discharged To Fom
71. inates 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 Associated establish a comprehensive electronic surveillance system for monitoring Infection and healthcare associated infections and antibiotic resistance trends as well as Influenza influenza and other emerging infectious diseases or syndromes potentially Surveillance associated with bioterrorist activity This project is now being merged with System the project known as Electronic Surveillance System for the Early HAIISS 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 94 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Term or Acronym Description HIMSS See Healthcare Information and M
72. inue 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 September 2011 User Manual Polytrauma Edition 31 Traumatic Brain Injury Registry Figure 10 Adding Polytrauma Patient Data Additional tracking information includes the Military Treatment Facility 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 calendar icon and select a date from the calendar that displays see Figure 11 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 32 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Brain Enjury Eve Isjury Visual Impoiresent Soft Tisswe Orthopedic Injuries E
73. ittle or no familiarity with the Microsoft Windows GUI environment information can be found by accessing the Microsoft Windows Help file 9 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 9 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 9 1 3 Windows GUI Elements The following sections describe typical Windows GUI elements used in TBI s applications 9 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 9 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 check boxes may be used to provide more than one choice in such cases more than one box can be selected 9 1 3 3 Radio Butt
74. late 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 CPT is the most widely accepted medical nomenclature used to report Procedural medical procedures and services under public and private health insurance Terminology programs CPT codes describe a procedure or service identified with a five CPT or CPT 4 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 September 2011 User Manual Polytrauma Edition 89 Traumatic Brain Injury Registry Term or Acronym Description 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 CPT is a registered trademark of the American Medical Association to Glossary Contents Term or Acronym Description D Data Dictionary A data structure that stores meta data 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
75. lege of Surgeons Commission on Cancer Acquired Immune Disease of the immune system characterized by increased susceptibility Deficiency to opportunistic infections to certain cancers and to neurological Syndrome AIDS 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 is a technology created by Microsoft that provides a variety of network AD services including user authentication For TBI AD essentially keeps track of who the users are and what TBI functions they are authorized to perform Active Dual A beneficiary who has received or can potentially receive health care from September 2011 User Manual Polytrauma Edition 83 Traumatic Brain Injury Registry Term or Acronym Description Consumer the 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 ADPAC See Automated Data Processing Application Coordinator AFIP See Armed Forces Institute of Pathology
76. m or Acronym Description 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 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 roll n scroll display as 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
77. m 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 3 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 Table 5 Tabs by Role Shows the tabs available for each role Table 6 Tasks by Role Shows the tasks available for all roles Table 5 Tabs by Role ADMINISTRATOR POLYTRAUMA EDITOR POLYTRAUMA READ ONLY USER My TASKS v v v PATIENTS v v v ADMINISTRATION v Table 6 Tasks by Role ADMINISTRATOR POLYTRAUMA EDITOR POLYTRAUMA READ ONLY USER Polytrauma Add New v v v September 2011 User Manual Polytrauma Edition 17 Traumatic Brain Injury Registry ADMINISTRATOR POLYTRAUMA EDITOR POLYTRAUMA READ ONLY USER Polytrauma View v v v Polytrauma Edit v v TBI Patients v Polytrauma Patients v v v Users v Roles Matrix v
78. mation Network NHIN NHIN is a collection of standards protocols legal agreements specifications and services that enables the secure exchange of health information over the internet The NHIN is a key component of the nationwide health information technology strategy and will provide a common platform for health information exchange across diverse entities within communities and across the country September 2011 User Manual Polytrauma Edition 99 Traumatic Brain Injury Registry Term or Acronym Description National NLB plays an active and extensive role in determining VHA policy Leadership Board strategy and oversight of organizational performance It serves as a forum NLB 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 Care Database is the VHA s centralized relational database a data warehouse that NPCD receives encounter 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
79. n 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 and valuable to a caregiver but does not allow the 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 Patient Record System CPRS A Computerized Patient Record CPR is a comprehensive database system used to store and access patients healthcare information CPRS is the Department of 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 therapeutic 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 s
80. n 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 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 before they will close Clicking buttons with the words OK Cancel Exit or by pressing the lt Esc gt key closes these windows Web based Application WBA Elements The following sections describe typical WBA elements Text Box SAMPLES 1 2 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 38 Tool Ti
81. n of these codes the tenth edition has been published but is not in widespread use at this time 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 Term or Acronym Description 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 an integral part of the TMIP J capability Joint Patient JTPA tracks the location and disposition of ill or injured patients as they Tracking move through the echelons of care from the U S Central Command theater Application of operations to Landstuhl Regional Medical Center and back to selected JPTA Military Health System or Department of Veterans Affairs medical facilities in the U S 96 Us
82. n produce local reports information related to patients evaluated and treated in their system 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 Polytrauma Entries Application Provides a Web based repository of patients identified as having 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 e TBI Role Administration Provides management and con
83. ng 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 Provider 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 care 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 September 2011 User Manual Polytrauma Edition 101 Traumatic Brain Injury Registry Term or Acronym Description to Glossary Contents Ter
84. nt Search by VISN Results Once you have located a patient using the features of the Patients gt Polytrauma Patients screen and have the results of your search displayed in the Lookup Patient panel you can view additional information on the patient and edit the patient s referral by using the following step 9 Click the View box located on the extreme left of the results panel to view the Patient ID September 2011 User Manual Polytrauma Edition 47 Traumatic Brain Injury Registry Unrrep STATES DEPARTMENT OF VETERANS AFFAIRS lt Traumatic Brain Injury Registry My Tasks Patients Reporting Adeninnt n rd BI Patients _ PATIENTS gt POLYTRAUMA PATIENTS olytrauma Patients Lookup Pabent SSN f000 02 0003 Patient Last Name Injury Date From mm dd yyyy Injury Date To mm dd yyyy n Inju Admission Patient Name Polytrauma Center Injury misto Date Date One Thousand One Hundred and VISN 21 640 PALO ALTO 3 14 2007 3 1 2008 Three Patient HCS Figure 25 Polytrauma Patients Screen Link If your role allows access to the Polytrauma Edit task this step will take you to the My Tasks gt Polytrauma gt Edit Tracking Item ID screen 48 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK September 2011 User Manual Polytrauma Edition 49 Traumatic Brain Injury Registry Part G Using the User Administra
85. nward arrow Select the entry you want by clicking the list entry 9 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 9 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 9 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 9 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 the window left click and while holding the mouse button down move the mouse and drag to September
86. ogy IT needs of 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 The ADPAC is the person responsible for planning and implementing new Processing work methods and technology for employees throughout a medical center Application ADPAGs train employees and assist users when they run into difficulties Coordinator and needs to know how all components of the system work ADPACs ADPAC 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 end 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 Vet
87. on 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 be selected at any one time Clicking on the radio button places a solid dot in the circle selecting 62 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry 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 9 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 9 1 3 5 Data Fields The date field is identified by ora 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 i e 02 02 1996 The selected entry will not be effective until you tab off or exit from the date field 9 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 you click the dow
88. ot display such an icon Help Click the Help menu option on the browser s menu bar 3 2 2 Application Help 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 Build 1 if you see and click on the TBI Registry help icon you will see only a placeholder Web page September 2011 User Manual Polytrauma Edition 13 Traumatic Brain Injury Registry 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 F1 gt will not open TBI Registry help Instead it will open help for the browser that you are using 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 RE
89. p for Text Box September 2011 User Manual Polytrauma Edition 73 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 M or an X X and is usually accompanied by text Clicking the box or tabbing to the field and pressing the spacebar toggles the checkbox setting In some instances check boxes 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 O Family 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 dimension
90. pectrum of health care workers and provides a consistent event driven September 2011 User Manual Polytrauma Edition 87 Traumatic Brain Injury Registry Term or Acronym Description Windows style interface context sensitive Online help is topic oriented procedural or reference information delivered help through 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 situation 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
91. r sw Community Re entry VRAE assesment v 2 Ejire Figure 13 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 re Cat Wer FPevertes Tok tem 1 2 O O BH Pawn firme amp m A tee ec sheet 4009 TRL_Lnerintert sce Paty 7 mamatntry apr 0 Cardiovesceter Injery Infection Crowder intorna Pronder Locabon Richmond VAMC 1D Number Phone 111222333 PolyTr auma VAMC ISN 6 657 MCHMOND Vi Adressen FIM Code 47M FRG Code Discharge FIM Code Admason Date maoa M ivox x Rahab Discharge Date E ovn Discharged To Select Value 1 Physistry Dor Community Re entry l VRAE assessment Figure 14 Adding Admission and Discharge Data The Discharged To field is a drop down list of possibilities Make a selection from this field see 34 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry fe Cat Wow Peoia Tok tem Q gt a 2 pi amh Petree E a E Eam e 5 o E Poptes Dre ort tee Laton AINTE Lom irte eP Tr mamatrtry sep NSO Be Richemend VAMC ad 1D Number Name Emad Prone 111 222 3333 PotyTraume VAMC ISN 6 642 RICHMOND VAMC Adrres stor Fil Code Adamso Date ou oranane
92. 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 VALU supports all employee learning and performance improvement across VA VBA in partnership with the Veterans Health Administration and the National Cemetery Administration provides benefits and services to the Veterans and their families in a responsive timely and compassionate manner in recognition of their service to the Nation VHA administers the United States Veterans Healthcare System whose mission is to serve the needs of America s Veterans by providing primary care specialized care and related medical and social support services VistA is a comprehensive integrated health care information system composed of numerous software modules See http www va gov VistA_monograph docs 2008 VistAHealtheVet_Monogra ph pdf and http www virec research va gov DataSourcesName VISTA VISTA htm VHA organizes its local facilities into networks called VISNS VA Integrated Service Networks At the VISN level VistA data from multiple local facilities may be combined into a data warehouse See Veterans He
93. s Contingency Operation OEF OIF Operation Enduring Freedom Operation Iraqi Freedom 100 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry OEF OIF Coordinators and Case Managers Each VA Medical Center has an OEF OIF case management team consisting of 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 acting 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 OFHPR office is 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 Contingency Operation OCO Term used to replace the terms Global War on Terror GWOT and Long War Per direction from the Office of Management and Budget OMB through the VA Communications Division the terms GWOT and Lo
94. s access to medical records on combat wounded soldiers throughout the continuum of care from the battlefield to a VA hospital This extract includes the following read only data Patient Last Name 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 September 2011 User Manual Polytrauma Edition 107 Traumatic Brain Injury Registry Term or Acronym Description Central Office VACO Veterans Affairs Department of VA Veterans Affairs Learning University VALU Veterans Benefits Administration VBA Veterans Health Administration VHA Veterans Health Information Systems and Technology Architecture VistA Veterans Integrated Service Network VISN VHA Support Service Center VSSC field operations throughout the VA The VA mission is to serve America s Veterans and their families with dignity and compassion and to be their principal advocate in ensuring that they receive medical care benefits social support and lasting memorials promoting the health welfare and dignity of all Veterans in
95. s 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 inctupes 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 Business 001 555 0001 Fax 001 555 0002 Type Optometrist NPE 9876543210 Dote Referred a ia Sen Caw Figure 39 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 76 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry 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 pointer over the right edge of the column or the outside edge of the window left click and while holding the mouse button down
96. se 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 Formerly Universal Resource Locator A standard way of specifying the Resource location of an object typically a web page on the Internet URLs are the Locator URL 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 The former U S Army Center for Health Promotion and Preventive Medicine Public Health is now the U S Army Public Health Command Provisional The overall Command objectives of the USAPHC are to Provisional Enhance health and wellness of Soldiers and military retirees their families and Army civilian employees Optimize public health support to the Army Create a single 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
97. 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 My Tasks gt Referrals gt New 20 User Manual Polytrauma Edition 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 Administration Permits you to assign users and user roles view and sort user role lists view and edit user records September 2011 User Manual Polytrauma Edition 21 Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK 22 User Manual Polytrauma Edition 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 3 shows the tasks available for some roles under the My TASKS tab Z g 3 UNITED STATES DEPARTMENT OF VETERANS AFFAIRS IRA Traymatic Brain Injury Registry e J SS My Tasks Patients Reporting Administration pH My TASKS gt REFERRALS gt NEw New 101 In Process 365 completer
98. ska Patents Reporting Administration dp Patient n FOI Patients PATIENTS gt POLYTRAUMA PATIENTS Polytrauma Patients Lookup Patient SSN pm Patient Last Name Injury Date From mm dd yyyy 01 01 2009 Injury Date To mm dd yyyy 0620172009 VISN Select a Value Search View 000 02 One Thousand One Hundred and VISN 23 618 MINNEAPOLIS 4 15 2009 0007 Seven Patient VAMC Admission Date 4 15 2005 Figure 22 Searching for Patients Over Time Span If you enter in a date in the Screening Date From mm dd yyyy text box but leave the Screening Date To mm dd yyyy text box empty the application will search for all records September 2011 User Manual Polytrauma Edition 45 Traumatic Brain Injury Registry Unrrep STATES DEPARTMENT oF VETERANS Arrains lt Jj Traumatic Brain Injury Registry My Tasks Patents Reporting Administration FBI Patients PATIENTS gt POLYTRAUMA PATIENTS Polytrauma Patients Lookup Patient SSN mooo Patient Last Name Injury Date From mm dd yyyy 01 01 2009 Injury Date To mm d yyyy VISN Select a Value Search SSN Polytrauma Center lnincy Date Admission Date 000 00 One Thousand One Hundred and VISN 8 673 TAMPA VAMC 2 2 2010 2 1 2006 0001 One Patient View 000 02 One Thousand One Hundred and VISN 23 616 MINNEAPOLIS 4 15 2009 4 1
99. sssosusesed O 3 1 WEB BASED APPLICATION ELEMENTS iascs c0 dbontevsveveacaunheatevevereed benssusedden suse Seehteseedeedbskins desdsasevelsctevdverted SECES oaa 13 B22 ONLINE HELP ses cacsacte E avhivsatsie leteds coud beds loud E coueids eu cueuds EO EE E AEAT 13 3 2 1 BROW SEF HEID ERE sai oedes eas ead caidas A da levee dec ET E E da daveuas vedetuasccsi ota stvasceleseiaabedatesiivtness 13 3 2 2 Application HID minerne a a a a ae ee eae E E T aA E 13 32 3 Accessibility FedtuleS veessceeiiitees ve cecsnat iiatnesssetyetdilestgeedsesl denles vue duns balesoeedntde de eutelenlees deve Sebetbie duededs paveaeweeses 14 3 3 DATE OF DEATH AND DECEASED CHECK ccccccccccececeseeeceeeeeeacaeeeaeesasasesensneseneseseesesesesesesesenessssseussenssssssssesssssesssasanans 14 3 4 SCREEN AREAS AND FUNCTIONS 3 4 1 BONNE Aled uieesesssssssssssssssssssssssseseseeees 3 4 2 Tabs Common Navigation Area 3 4 3 BRCOQAGIUINDS AEE EN E A EE E E AE E ET BAA teft NAVIGATION BOI cecec3 aids Foca ce Sedge bsrtek Gatco a a a a e a a i a aii 3 4 5 Content ATEA isine asraha aaa r a a a ede coscbedabelectsobaethenssabsacessbvsnielastsovestatainededaustinets 3 5 gt E E EANTA ETRAS PETE E A E TAT 3 5 1 TBI Registry AdMiNIStratOr mirenan a a a a E E iaa 3 52 TBUREGIStry Polytrauma Edito F si irran a E aa EE a a EEEREN NE 3 5 3 TBI Registry Polytrauma Read Only USef ccssscccccesseesssccscesssensaneesecessesssuseesccsssessssseseceesessseeeeeeesenaea 17
100. t Tracking Application JTTR See Joint Theatre Trauma Registry JTTS See Joint Theater Trauma System September 2011 User Manual Polytrauma Edition 97 Traumatic Brain Injury Registry Term or Acronym Description Medical supplies used to collect specimens or fragments Also referred to as specimen collection kit or fragment collection kit as appropriate Term or Acronym Description Manager LIM L Longitudinal Occurring over a period of time Laboratory Manager of the laboratory files in VistA Additional duties include creation of Information new tests interface set up and maintenance of instruments coordination with staff outside of lab to create quick orders order sets and other Local Registry The local file of patients that were grandfathered into the registry or have passed the selection rules and been added to the registry Local Registry Update This process adds new patients that have had data entered since the last update was run and pass the selection rules to the local registry 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 organiza
101. 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 Center franchise fund or fee for service organization CDCO Austin provides cost Operations efficient IT enterprise solutions to support the information technology needs CDCO 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 88 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Term or Acronym Description Corporate Data CDW is a national repository comprising data from several Veterans Health Warehouse Administration VHA clinical and administrative systems The CDW s CDW objective is to provide data and tools to support management decision making performance measurement and research objectives lts 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
102. 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 have been referred to as roll and scroll for this reason 102 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Term or Acronym Description 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
103. tion maintains the LOINC database and supporting documentation See http loinc org Term or Acronym Description Medical SAS Datasets Militar Eye Vision Injury Registry were provisions of the Military Eye Trauma Treatment Act Registry MEVIR 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 ici The Vision Center of Excellence and an accompanying Military Eye Injury METTA that were included in the Fiscal Year FY 2008 National Defense Authorization Act passed in late January 2008 98 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry Term or Acronym Description 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 Acronym for Medical Treatment Fa
104. tion Application 50 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK September 2011 User Manual Polytrauma Edition 51 Traumatic Brain Injury Registry 8 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 not specific to any facility At ADMINISTRATION gt LIST USERS a list displays on the GUI The NT Usernames and names have been removed from the image for security purposes Search Patents Unrrep STATES DEPARTMENT OF VETERANS AFFAIRS ee JJ Traumatic Brain Injury Registry gt Open Advanced Search My Tasks Patents Reporting Dashboard Adrara tratan ADMINISTRATION gt List Users Id NT Username Name Edt Roles Remove Eos Roles Remove Eds Roles Remove Eos Roles Remove Edt Roles Remove Eos Roles Remove RERREE Figure 26 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 52 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry UNITED STATES DEPARTMENT oF VETERANS AFFAIRS es Traumatic Brain Injury Registry Oren Advanced search My Tasks Patent Reporting Dashboard Adrrenas tra bon ADMINISTRATION gt TGT Rowes User
105. trol of access to the system through the use of defined user roles 2 2 1 Overview September 2011 User Manual Polytrauma Edition 7 Traumatic Brain Injury Registry The TBI Registry is not installed on your computer workstation Rather TBI Registry runs in a Web 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 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 green 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 8 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry
106. ury Registry Part A Introduction September 2011 User Manual Polytrauma Edition 1 Traumatic Brain Injury Registry THIS PAGE INTENTIONALLY LEFT BLANK User Manual Polytrauma Edition September 2011 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 a 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 italics 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 Rel
107. 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 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 Decentralized Hospital Computer Program DHCP Defense Health Information Management System DHIMS System designed to provide a trusted comprehensive health information management system that seamlessly captures manages and shares health information from the Theater of Operations to the home front and beyond Defense Veteran s Eye Injury Registry DVEIR DVE
108. ut 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 the keys should be pressed at the same time These keys can be used while running DSSA in a Web browser Table 9 Standard Web Browser Shortcut Keys BROWSER OPTION SHORTCUT IE FIREFOX Bookmark menu lt Ctrl gt lt B gt v v Bookmark new for current page lt Ctrl gt lt D gt y v Browser window new lt Ctrl gt lt N gt v v 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 v y Help lt F1 gt v v So oe lt Alt gt lt gt gt Z 4 Location in history go to next lt Space gt 7 PE lt Alt gt lt gt v P3 Location in history go to previous lt Backspace gt 7 7 Location open lt Ctrl gt lt L gt v v Home page goto __ lt Alt gt lt Home gt Y 7 New browser window lt Ctrl gt lt N gt v v Open location lt Ctrl gt lt L gt v v Print lt Alt gt lt F gt lt P gt v v Select All on the page displayed lt Ctrl gt lt A gt Z v Tab close lt Ctrl gt lt W gt n a v Tab open new lt Ctrl gt lt T gt n a v Window management lt Alt gt lt space gt lt R gt restore
109. w 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 80 User Manual Polytrauma Edition September 2011 Traumatic Brain Injury Registry 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 Figure 41 Turning on StickyKeys FilterKeys FilterKeys causes Windows to ignore brief or repeated keystrokes and slows down the 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 Figure 42 Turning on FilterKeys ToggleKeys

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