SE REGIONAL TRAUMA ADVISORY COUNCIL

SE REGIONAL TRAUMA ADVISORY COUNCIL

MEETING MINUTES

DATE: June 27, 2006 CHAIR: Andrea Winthrop, MD

TIME: 3:20 PM – 5:20PM Recorder: Dan Burns,

PLACE: St. Joseph’s West Bend

ATTENDEES: Steve Andrews, Kathy Borst, Dan Burns, Stacey Carlen, Katrina Ceci, Mollie Collar, Al Davies, Tom Dietrich, John Emmar, Leanne Fredrich, Jean Green, Frederick Hornby, Diane Huck, Karen Keys, Robert Krantz, Mary Lewis, Todd Van Langen, Kyle Marohl, Suzanne Martens, Elaine Mason, Karen McCuaig, Laura Montgomery, Mary Muth, Ronald Pirrallo, Kim Pemble, Linda Ptack, Jill Raffay, Betsy Rambo, Robert Ramerez, Claire Rayford, Lisa Robinson, Craig Schicker, Tony Scholten, Ann Sokop, Melanie Stratman,Tom Sturino, Dennis Tomczyk, Cinda Werner, Andrea Winthrop

EXCUSED: Bill Bazan, Gloria Murawsky, Marianne Peck, Cindy Smyers,

TOPIC	DISCUSSION	ACTION
1. Call to order by Andrea Winthrop
2. Minutes April & May, 2006	Motion and unanimous approval to accept the April and May 2006 minutes. There were corrections made to the attendance listing of the meetings.	Closed
3. Welcome and Introductions	Dr. Winthrop, Chair of SERTAC, welcomed new members to the meeting.
4. SERTAC Chair Updates 5. RTAC Coordinator Updates	A. SERTAC Objectives The State of Wisconsin has designated three contract objectives for our RTAC. Funding for the SERTAC is based on percentage of completion of the three objectives. . 1- By June 30, 2007, the Department of Health and Family Services, Division of Public Health, will receive a written introductory Regional Trauma Plan from the SERTAC. The Medical Oversight Committee will be charged with completing this deliverable. 2- By June 30, 2007, Level III and IV State Designated Trauma Care Facilities within SERTAC will demonstrate an understanding of the State Trauma Registry through applicable data entry based on training provided by the RTAC. 3- By December 31, 2006, Level III and IV State Designated Trauma Care Facilities within SERTAC will have access to two training workshops in preparation for designation site review visits. B. Fixed Meeting Site Location The HRSA group is considering moving to a fixed site location for each monthly meeting. Discussion from the SERTAC mentioned Froedtert Hospital as a central location for SERTAC meetings. Report by Robert Ramerez: 1. Triage Tag disbursement: i. a. Milwaukee and Waukesha counties have not received their tags. ii. Washington, Racine, Sheboygan, Walworth counties have tags. A representative needs to be identified to disburse tags to EMS for Ozaukee and Kenosha counties. b. Hospitals will receive tags from HRSA. Our SERTAC needs a total of 55, 000 tags. c. Information about Triage Tuesdays, along with the Patient Tracking Policy, is available in PowerPoint format on the SERTAC website. d. More information about Triage Tuesday will be forwarded once everyone in the SERTAC receives tags. One 24-hour period on a Tuesday will be identified to complete and track patients using Triage Tags. Watch for e-mails from Robert. e. The EMS Board is working on standardizing the format of the triage tag statewide. 2. Website: The SERTAC website is growing, reaching a total of 2500 hits since its inception. Contact Robert for member only login name and password. 3. Tabletop Exercise: Tabletop exercise is for SERTAC is set for August 22 at the Milwaukee Police and Fire Training Academy in Milwaukee. A flyer announcing more information will be mailed shortly and will be available on the SERTAC website. Members need to RSVP by August 1, 2006. 4. WEEPP Completion: Reimbursement checks to departments completing WEEPP training during January – March timeframe were mailed last week. Departments completing training after March will receive their funding in August. Sixty percent of our SERTAC completed WEEPP training. 5. Survey Cards Members attending the meeting were asked to fill out a brief satisfaction survey on SERTAC meetings and location.	R. Ramerez will follow up with Betty C. regarding HRSA’s plans. SERTAC members should visit the site and log into the password protected portion of the website to individualize a login name and password so that in the event a SERTAC members leaves the committee, the individual login name can be deleted. Please follow the directions and example.
6. Executive Council Updates	Report by Andrea Winthrop: RTAC committee structure: 1-The PI and Registry committees will again separate as data submission will begin in July and data will be ready for review by fall, 2006. SERTAC Bylaws 1-The Executive Committee made the following changes to the Bylaws: a. The Chair of SERTAC does not need to be a physician. b. A trauma or ED physician should be a member of the SERTAC. If they do not fill a committee chair position, then a physician liaison will be added to the Executive Committee. Financial report a. HRSA grant period ends June 30, 2006. Money has been allocated for next fiscal year from the HRSA grant to fund projects and initiatives previously identified. b. The SERTAC will receive $50,000 from the State for next fiscal year. A majority of that money will be go toward salary and training. Registry Workshop a. Positive comments were received about the Trauma Registry training class held in June by the State of Wisconsin. Many of the SERTAC members attended the training session. b. The State is requesting that Level III and IV hospital begin submitting data on July 10 for trauma cases going back to July 1. The quarter will end on September 30. c. Our SERTAC needs clarification from the State regarding end of quarter submission of data. Typically Level I centers are allowed to submit data up to 60-days following the patient’s discharge from the hospital. d. Individual passwords for accessing the Trauma Registry are being distributed by the State. Local Trauma Registry: a. Many thanks to Cinda Werner for putting together local trauma registry training for our SERTAC members in May. b. A decision was made by the group to form a trauma coordinators committee (meeting for one-hour following SERTAC meetings). c. This group will be responsible for Contract Deliverable #3. Trauma Care Week June 25- July 1 has been designated by the State of Wisconsin as Trauma Care Week. The media has been contacting some members of SERTAC. A PSA for radio will be running during the week.	R. Ramerez will update the Bylaws and send to members via e-mail for their review. SERTAC Members -Voting on adopting the Bylaws will occur at the September SERTAC meeting
7. Report from Dennis Tomczyk	Upcoming grant year for HRSA begins September 2006. I. HRSA is raising the bar on the level of disaster preparedness in the State. 1. Creation of a tiered level of response for disaster planning in includes addressing escalation of events and coordinating communication between dispatch centers, EMS and hospitals. 2. Burn resources for hospitals a. Training and supplies so that hospitals can take of a burn patient for the first 72-hours following admission. 3. Pediatric resources for hospitals in rural areas, including pediatric training for EMS. 4. RTAC disaster exercise focusing on patient tracking is being developed for 2007 5. Special thanks to the SERTAC for its work. Trauma system development contributed to why the State Legislature developed a funding plan for State RTACs on an annual basis. 6. Operation “Dragon” disaster exercise in La Crosse, WI will be held upcoming. This training will incorporate 3,000 victims and will be held in cooperation with Fort McCoy. 7. There are also efforts underway for a joint exercise between Chicago and HRSA region 7 involving hospitals.
8. Sub-Committee Reports	Education: 1. Tabletop Exercise August 22. a. Ordering food is the only outstanding item for the August 22 drill. 2. TNCC class proposal a. $4,800 has been allocated for 24 students on a first come, first served basis. Class spots, one each per hospital, are being held for SERTAC members. Tuition for the class would be initially paid by the hospital with reimbursement following submission and verification to the SERTAC. Medical Oversight: 1. ATLS Classes a. Two courses have been funded for November and February. Priority for training established for surgeons at Level III Trauma Care Facilities. RNs may be able to audit the course. 2. Regional Trauma Plan a. Our SERTAC has most of the criteria for this deliverable in place. Registry: 1. Data elements and definitions are still being revised by the State with the date of the last revision – June 2006. 2. Discussed membership to the committee (for Bylaws) should include trauma registrars, trauma coordinators, and any other data entry personnel at hospitals responsible for entering trauma data. 3. Discussed having a liaison to the PI committee or meeting with PI periodically as issues from both committees tend to overlap. 4. Determined that any type of trauma activation qualifies as data submission for the State Registry. PI: 1. Awaiting further action on triage tag standardization following information from Triage Tuesday. 2. Data Filters being discussed. First filters to include length of stay for patients with injury severity score > 15 at a Level III or IV. Scene time. Also the State of WI is working on mandatory filters for all RTACs. It is recognized that our SERTAC may differ based on demographics	SERTAC Members- Requests for participation should be sent to RTAC Coordinator before July 30, 2006. RTAC Coordinator will send information to the e-mail list serve. Dr. Winthrop will seek more information. RTAC Coordinator to send e-mail to membership to determine gaps in trauma care participants belonging to the SERTAC. RTAC Coordinator will contact the State to determine final revision and distribution.
9. August meeting The RTAC will be conducting a Regional Table Top Exercise.	August 22,2006 Milwaukee Safety Academy 6680 N. Teutonia Ave. Milwaukee, WI 53209 Time: 12:00-1:00pm Lunch & Meet/Greet 1:00-3:30pm Table Top Exercise
10. September Meeting	September 26, 2006 Waukesha Memorial Hospital Room J (3:15-5:15) 725 American Ave Waukesha, WI 53188

TOPIC

DISCUSSION

ACTION

1. Call to order by Andrea Winthrop

2. Minutes April & May, 2006

Motion and unanimous approval to accept the April and May 2006 minutes.

There were corrections made to the attendance listing of the meetings.

Closed

3. Welcome and Introductions

Dr. Winthrop, Chair of SERTAC, welcomed new members to the meeting.

4. SERTAC Chair Updates

5. RTAC Coordinator Updates

A. SERTAC Objectives

The State of Wisconsin has designated three contract objectives for our RTAC. Funding for the SERTAC is based on percentage of completion of the three objectives.

1- By June 30, 2007, the Department of Health and Family Services, Division of Public Health, will receive a written introductory Regional Trauma Plan from the SERTAC. The Medical Oversight Committee will be charged with completing this deliverable.

2- By June 30, 2007, Level III and IV State Designated Trauma Care Facilities within SERTAC will demonstrate an understanding of the State Trauma Registry through applicable data entry based on training provided by the RTAC.

3- By December 31, 2006, Level III and IV State Designated Trauma Care Facilities within SERTAC will have access to two training workshops in preparation for designation site review visits.

B. Fixed Meeting Site Location

The HRSA group is considering moving to a fixed site location for each monthly meeting. Discussion from the SERTAC mentioned Froedtert Hospital as a central location for SERTAC meetings.

Report by Robert Ramerez:

1. Triage Tag disbursement:

i. a. Milwaukee and Waukesha counties have not received their tags.

ii. Washington, Racine, Sheboygan, Walworth counties have tags. A representative needs to be identified to disburse tags to EMS for Ozaukee and Kenosha counties.

b. Hospitals will receive tags from HRSA.

Our SERTAC needs a total of 55, 000 tags.

c. Information about Triage Tuesdays, along with the Patient Tracking Policy, is available in PowerPoint format on the SERTAC website.

d. More information about Triage Tuesday will be forwarded once everyone in the SERTAC receives tags. One 24-hour period on a Tuesday will be identified to complete and track patients using Triage Tags. Watch for e-mails from Robert.

e. The EMS Board is working on standardizing the format of the triage tag statewide.

2. Website:

The SERTAC website is growing, reaching a total of 2500 hits since its inception. Contact Robert for member only login name and password.

3. Tabletop Exercise:

Tabletop exercise is for SERTAC is set for August 22 at the Milwaukee Police and Fire Training Academy in Milwaukee. A flyer announcing more information will be mailed shortly and will be available on the SERTAC website. Members need to RSVP by August 1, 2006.

4. WEEPP Completion:

Reimbursement checks to departments completing WEEPP training during January – March timeframe were mailed last week. Departments completing training after March will receive their funding in August. Sixty percent of our SERTAC completed WEEPP training.

5. Survey Cards

Members attending the meeting were asked to fill out a brief satisfaction survey on SERTAC meetings and location.

R. Ramerez will follow up with Betty C. regarding HRSA’s plans.

SERTAC members should visit the site and log into the password protected portion of the website to individualize a login name and password so that in the event a SERTAC members leaves the committee, the individual login name can be deleted. Please follow the directions and example.

6. Executive Council Updates

Report by Andrea Winthrop:

RTAC committee structure:

1-The PI and Registry committees will again separate as data submission will begin in July and data will be ready for review by fall, 2006.

SERTAC Bylaws

1-The Executive Committee made the following changes to the Bylaws:

a. The Chair of SERTAC does not need to be a physician.

b. A trauma or ED physician should be a member of the SERTAC. If they do not fill a committee chair position, then a physician liaison will be added to the Executive Committee.

Financial report

a. HRSA grant period ends June 30, 2006. Money has been allocated for next fiscal year from the HRSA grant to fund projects and initiatives previously identified.

b. The SERTAC will receive $50,000 from the State for next fiscal year. A majority of that money will be go toward salary and training.

Registry Workshop

a. Positive comments were received about the Trauma Registry training class held in June by the State of Wisconsin. Many of the SERTAC members attended the training session.

b. The State is requesting that Level III and IV hospital begin submitting data on July 10 for trauma cases going back to July 1. The quarter will end on September 30.

c. Our SERTAC needs clarification from the State regarding end of quarter submission of data. Typically Level I centers are allowed to submit data up to 60-days following the patient’s discharge from the hospital.

d. Individual passwords for accessing the Trauma Registry are being distributed by the State.

Local Trauma Registry:

a. Many thanks to Cinda Werner for putting together local trauma registry training for our SERTAC members in May.

b. A decision was made by the group to form a trauma coordinators committee (meeting for one-hour following SERTAC meetings).

c. This group will be responsible for Contract Deliverable #3.

Trauma Care Week

June 25- July 1 has been designated by the State of Wisconsin as Trauma Care Week. The media has been contacting some members of SERTAC. A PSA for radio will be running during the week.

R. Ramerez will update the Bylaws and send to members via e-mail for their review.

SERTAC Members -Voting on adopting the Bylaws will occur at the September SERTAC meeting

7. Report from Dennis Tomczyk

Upcoming grant year for HRSA begins September 2006.

I. HRSA is raising the bar on the level of disaster preparedness in the State.

1. Creation of a tiered level of response for disaster planning in includes addressing escalation of events and coordinating communication between dispatch centers, EMS and hospitals.

2. Burn resources for hospitals

a. Training and supplies so that hospitals can take of a burn patient for the first 72-hours following admission.

3. Pediatric resources for hospitals in rural areas, including pediatric training for EMS.

4. RTAC disaster exercise focusing on patient tracking is being developed for 2007

5. Special thanks to the SERTAC for its work. Trauma system development contributed to why the State Legislature developed a funding plan for State RTACs on an annual basis.

6. Operation “Dragon” disaster exercise in La Crosse, WI will be held upcoming. This training will incorporate 3,000 victims and will be held in cooperation with Fort McCoy.

7. There are also efforts underway for a joint exercise between Chicago and HRSA region 7 involving hospitals.

8. Sub-Committee Reports

Education:

1. Tabletop Exercise August 22.

a. Ordering food is the only outstanding item for the August 22 drill.

2. TNCC class proposal

a. $4,800 has been allocated for 24 students on a first come, first served basis. Class spots, one each per hospital, are being held for SERTAC members. Tuition for the class would be initially paid by the hospital with reimbursement following submission and verification to the SERTAC.

Medical Oversight:

1. ATLS Classes

a. Two courses have been funded for November and February. Priority for training established for surgeons at Level III Trauma Care Facilities. RNs may be able to audit the course.

2. Regional Trauma Plan

a. Our SERTAC has most of the criteria for this deliverable in place.

Registry:

1. Data elements and definitions are still being revised by the State with the date of the last revision – June 2006.

2. Discussed membership to the committee (for Bylaws) should include trauma registrars, trauma coordinators, and any other data entry personnel at hospitals responsible for entering trauma data.

3. Discussed having a liaison to the PI committee or meeting with PI periodically as issues from both committees tend to overlap.

4. Determined that any type of trauma activation qualifies as data submission for the State Registry.

PI:

1. Awaiting further action on triage tag standardization following information from Triage Tuesday.

2. Data Filters being discussed. First filters to include length of stay for patients with injury severity score > 15 at a Level III or IV. Scene time. Also the State of WI is working on mandatory filters for all RTACs. It is recognized that our SERTAC may differ based on demographics

SERTAC Members- Requests for participation should be sent to RTAC Coordinator before July 30, 2006.

RTAC Coordinator will send information to the e-mail list serve.

Dr. Winthrop will seek more information.

RTAC Coordinator to send e-mail to membership to determine gaps in trauma care participants belonging to the SERTAC.

RTAC Coordinator will contact the State to determine final revision and distribution.

9. August meeting

The RTAC will be conducting a Regional Table Top Exercise.

August 22,2006

Milwaukee Safety Academy

6680 N. Teutonia Ave.

Milwaukee, WI 53209

Time: 12:00-1:00pm Lunch & Meet/Greet

1:00-3:30pm Table Top Exercise

10. September Meeting

September 26, 2006

Waukesha Memorial Hospital Room J (3:15-5:15) 725 American Ave
Waukesha, WI 53188