1.   Call to order by Andrea Winthrop, MD

2.   Minutes, January 24, 2006

Members Approved January 24, 2006 Minutes.

Minutes approved with some minor typo’s corrections.

3.   Introductions

A.                    New Members

   Welcome to one new member for attending!

4.   SERTAC Chair Announcements

1        Announcements from the chair – by Andrea Winthrop

a)      Winthrop reported that she will no longer provide copies of meeting minutes or other attachments that have been previously sent to members of this committee.  These minutes and attachments are available on the website and sent out to members via email prior to the meeting.  Please bring your own copy and peruse these minutes prior to attending the meeting.

b)      SERTAC meeting minutes on the website were recently restricted to members unless they logged on to the website using a password.  Committee members agreed to make these minutes available to anyone viewing the wwww.sertac.org website.

c)      SERTAC members it is your responsibility to verify the accuracy of your information on the website and reporting errors or revisions to the RTAC Coordinator.

d)      As of January 2006, the SERTAC membership directory includes 14 hospitals and 29 EMS services.

e)      If any members are interested in becoming a site reviewer, contact Marianne Peck at peckme@dafs.state.wi.us to inquire about the application process, fees and credential requirements.

f)        The State of Wisconsin Trauma Registry database is expected to go live in July 2006.  This committee is planning to offer registry database training courses in June 2006.

2        Introduce new RTAC Coordinator – by Andrea Winthrop

a)      The RTAC coordinator position has been offered and accepted by Robert Ramerez.  Robert previously worked for Covenant Health Care, volunteered on the New Berlin fire department as a Firefighter / EMT-B and obtained his EMS training from Milwaukee Area Technical College.  He is currently furthering his education at Marquette University.  His official start date is today and his contact demographics will be available soon, members may use his Froedtert Hospital email address: roramere@fmhh.edu.

b)      The executive council voted and approved training expenses for Robert from the previous coordinator – Amy McCray.  If Robert is interested in obtaining Amy’s expertise, he may utilize her for a maximum of thirty hours.

3        Executive Council Meeting Report – by Andrea Winthrop report from today’s executive council meeting today at 2:15.

a)      Bylaws -The final version of the SERTAC bylaws has been approved and will be posted on the website.

b)      Vice Chair Position - Dr. Ram Nirula is relocating to another state and this committee will need to vote for a Vice Chair to replace him.  The execute council will present potential candidates for Vice Chair replacement. Note:  The RTAC Coordinator is not allowed to vote.

c)     Finance – The first accurate financial report has been obtained from the fiscal agent!

d)    The treasurer, B. Rambo has established a direct contact with the fiscal agent’s accounting management to obtain monthly expense reports and verify that monthly statements are submitted to the State of WI for reimbursement.

4  . Upcoming Education activities  - Report by A. Winthrop

WEMS-C - presents the Childhood Emergencies: Prevention and Management Conference in Madison, WI at the Monona Terrace on March 20 & 21, 2006.  Registration fees are $120.00 for entire conference or $70.00 per day. (See attached Conference Brochure & Policy Forum Agenda).

5.Other State trauma system developments:

a)      WEEP – Train the trainer -The State of Wisconsin’s deadline date to be eligible to receive the WEPPS-“train the trainer” grant funding is April 15, 2006.  Twenty-two EMS units have completed the training and received or will receive the $1400.00 in grant funding.   Regular EMS transportation units will be awarded $1400 and $100.00 for volunteer units.  If EMS transportation units do meet the state’s deadline of April 15, they will not receive the grant funding.  However, it will be mandatory for them to complete the training and not receive the grant funding. 

b)      Triage Tuesday’s – The State has purchased some “California” tags for EMS units to begin practicing triage Tuesdays. These tags will be distributed by the RTAC Coordinator.  All RTAC’s are encouraged to tell people to use these tags on Tuesday’s.  This item will be revisited once the RTAC coordinator has received the tags from the State.

c)      Table Top Exercises – April 15 – August 31, 2006 this SERTAC region are required to perform tabletop exercises.  The State of Wisconsin has approved an approximate $5,000 maximum reimbursement expense for table top exercises in this region.  Plus, approval to hire a secretary and a facilitator at $200.00 each, which can be billed separately to the state.  The estimated cost per tabletop exercise is $1500.00 which will include conference room rental, food, printing, postage and hotel accommodations.

d)      Conduct seminars to train hospitals on how to prepare for site reviewers and what to expect.

e)      Trauma Registry – The State of WI registry go- live across the entire state on July 1, 2006.  Digital Innovation (Collector) Training:  The State is in the process of looking for funding in an effort to bring the American College of Surgeons in for a regional tabletop exercises or a private training entity to Wisconsin to perform a basis trauma registry coding and data entry course for members, possibility of a liaison and data entry person from each hospital.

f)        Trauma Coordinator training - Cinda Werner, Trauma Coordinator for Children’s Hospital of WI, volunteered to perform a training section for Trauma Coordinators’/Managers’.

g)      Transport Guidelines - Report by A. Winthrop.  Members were suggested to purchase a copy of the “Resources for Optimal Care” referred to as the “Gold Book” from the American College of Surgeons.  This book provides excellent resources for “triage guidelines in the field” and activation criteria.  The SERTAC website does not have definition indicators or “trauma team activations” triage guidelines on line, because it varies per providers’ resources availability and capacity for treatment of patients.  If members are having difficulty obtaining approval to hire a full-time trauma coordinator, A. Winthrop and R. Ramerez would be willing to present to your administration.  *Note: when considering scheduling these meetings, please bring all decision makers to the table, so that the message can be delivered once!

Closed

R. Evans – contact the web designer to unrestrict SERTAC meeting minutes ASAP.

Committee Members - Please review your EMS services and/or hospital information on the website to verify the accuracy.  You may submit revisions, additions and changes to the RTAC Coordinator – Robert Ramerez.

R. Ramerez - solicit other services to join our SERTAC membership.

Executive Council – Provide Trauma Registry training dates, once they become available.

A. Winthrop – Provide Robert with a revised SERTAC Bylaws to have loaded to the website.

B. Ramsey – forward a copy of the budget to Robert to post on the website.

R. Ramerez – Please format and draft a letter to send to all EMS services to inform them of the deadline of April 15, 2006 for the WEEP – “Train the trainer”.

Future Agenda item:

þ      R. Ramerez – add “California” tags to the agenda once you have received them in your office.

þ      R. Ramerez – inquire with Dennis from the State on out how long these tags will be used.

A. Winthrop – share with the committee with a copy of Children’s Hospital & Froedtert Hospital “Trauma Team Activation” guidelines.

6. Report from Registry Committee

Investigate pricing for the American College of Surgeons and Digital Innovation to come in set up training courses for the trauma registry training and trauma coordinator training.

Follow up items:

þ     Pricing for workshops for trauma registry and trauma coordinator training.

7. Report for Education Sub-Committee

1.            T. Blazer – contact Betty Corneliuson, HRSA Coordinator to see if it is possible to schedule SERTAC tabletop exercises with their group and share the expenses. 

2.            PHTLS Course - SERTAC will be sponsoring 24 students to attend the upcoming PHTLS course on April 22 & 23, 2006.  Only serious applicants should submit an application, please have an alternative person available to fill in at the last minute.  Submit applications to Lisa Heinz (lheinz@mrmcffl.org or 414/805-6432) and list a contact person.

3.            Train the Trainer – The Train the Trainer course will receive $1400.00 in funding from the State of WI, if they meet the deadline of April 15, 2006.  Organizations are encourage to complete the training prior to the fund expiration date.  All group of the SERTAC region will be required to perform “train the trainer” exercises and will not receive grant money if they complete these sessions after April 15.  Additional questions you may contact R. Ramerez. 

4.            Farm Accident Training – There will be a “Farm Accident Training” section held by Burlington Memorial Hospital on May 6 & 7, 2006

Follow up items:

þ     T. Blazer- Share table top exercise with HRSA.

þ     Estimate cost of tabletop expenses.

þ      

Donations for breakfast, lunch, snacks and beverages are needed for the PTHL course!

Please forward a electronic copy to R. Ramerez to be posted on the SERTAC website.

Report from the Medical Oversight Sub-Committee

1.      Several members mentioned “Transfer Agreement” letter sent to all area hospitals on behalf of Froedtert Hospital from John A. Weigelt, Professor  & Chief Trauma Surgery and Cathy Buck, Executive Vice President/Operations raised some questions for committee members (see attached letter).  A. Winthrop will inquire with Children’s Hospital administration on their current policy and submit it to this committee for review.  Please forward additional questions on the “Transfer Agreement” to A. Winthrop for follow up.

2.      Questions were raised as to the response time for surgeons when a patient(s) meets criteria for trauma activation A. Winthrop reiteration the ACS guidelines for a Surgeon’s Response time for major resuscitations for Levels I & II – the response time is 15 minutes.  Level III the response time is 30 minutes, occasionally within the thirty minute call time a patient could be in the process of being transferred to another facility, however, the surgeon should proceed to the hospital until notification of cancellation of call.

Add to the  SERTAC website the following links:

þ     EMS Website, EMS guidelines and resources.  

þ     ACS Resources for Optimal Care of the Injured Patient: 1999 guidelines.

þ     HRSA region 7 & Medical Society Bylaws

þ     CHW & FMLH PI filters & activation guidelines

*Follow up After the committee meeting.

January 28 SERTAC meeting minutes – Received corrections on typo’s from S. Martens and made corrections and forwarded to R. Ramerez and web designer to update website.  Thanks so much!

Closed

8.   New Discussion Items

None

12. Next Executive Council Meeting

Tuesday, March  28, 2006 @ 2:15 PM – 3:15 PM

Kindred Hospital

5017 S. 110^th Street

Greenfield, WI

13. Next  SERTAC Meeting

Tuesday, March  28, 2006 @ 2:15 PM – 5:15 PM

Kindred Hospital

5017 S. 110^th Street

Greenfield, WI