Trauma One User Manual - Oregon

Trauma One
User Manual

Oregon Trauma Registry

Oregon Health Authority
Office of Public Health & Health Planning

EMS & Trauma Systems

Revised: 1/25/07

TABLE OF CONTENTS
BASIC CONCEPTS

Accessing Trauma One..................................................1
Using the Master Desktop..............................................3

I. Modules ........................................................................................3
II. Working in Trauma One...............................................................4

Maintaining System Security..........................................6

I. Changing your password ..............................................................6
II. Using the Quick Login feature......................................................7

DATA ENTRY
Creating New Patient Records.......................................8
Navigating in Data Entry ................................................9

I. Moving from field-to-field...............................................................9
II. Moving from page-to-page...........................................................9
III. Date fields.................................................................................10
IV. Time fields ................................................................................10
V. Numeric fields............................................................................11
VI. Calculated fields .......................................................................11

Entering Data in Multicopy Fields................................. 12

I. Scrolling windows .......................................................................12
II. Data blocks ................................................................................13

Using Field Status Flags .............................................. 14

Working with Picklists .................................................. 15

I. Opening, closing, and navigating in picklists ..............................15
II. Entering data from picklists........................................................16
III. Child lists ..................................................................................17
IV. Using picklists in multicopy fields .............................................17

Erasing Data ............................................................... 18

I. Erasing data in multicopy fields ..................................................18

Attaching Notes to Fields ............................................ 19

I. Viewing previously created notes ...............................................20
II. Attaching notes to scrolling windows .........................................20

Closing and Opening Records ..................................... 20

I. Closing records...........................................................................20
II. Opening previously created records ..........................................20

Navigating with the Open Record Finder ..................... 23
Running a Quick Report .............................................. 24

Data Entry Tips

1. A field with a picklist icon to the right of the box signifies that there is a 
pick list. There are three ways to open this list:
With your mouse, right-click on the field, the field label, or picklist
icon.

Double-click its field label, the field label, or picklist icon .

With the cursor in the field, press CTRL-P.

2. When selecting multiple choices from a pick list in a scrolling window (e.g., safety
equipment), make your selection by pressing the space bar, then using your down
arrow key to the next selection. When you have completed your selections, press
ENTER.

3. Although picklists are available in many fields, you do have the option of typing
directly within a field, providing you enter an exact response.

4. To delete all contents in a field, press F9.

5. To delete an entire row within a scrolling window, press CTRL-D.

6. Some fields are dependent on the entry of data in another field. When the first field is
completed, subsequent fields may auto fill with NA.

Examples: Dependent Fields
1st Field

Work Related = N Occupation
Employer

E-code = E888.0 (fall) MV Speed

Accessing Trauma One

1. To log in to the Remote Desktop, click on the Trauma One icon
on your desktop.

2. Enter your assigned username and password
3. Click OK

4. Enter your user name for Trauma One, which is the same user
name you used for the Remote Desktop.

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5. For your first login to Trauma One, your password is the same as
your user name. You will be immediately instructed to change
your password. Select your personal password according to the
following criteria:

i) Length. All passwords must contain eight (8) characters.
ii) Contain both alphabetic and numeric characters. All

passwords shall contain at least one alphabetic (a – z) and
one numeric character (0 – 9).
iii) Passwords shall not be constructed by using personal
information or words found in a dictionary. Examples of
personal information include a spouse's name, children's
names, automobile license plate, social security number,
birthday, etc.
iv) User generated passwords shall not be reused.

6. If you forget your Trauma One password, your hospital site
supervisor for Trauma One will be able to reset it for you.

7. Reminder: User identifications must be used only by the assigned
user.
a) Authorized users are responsible for activities taken using their
assigned user identification and password.
b) OHA assigned user identifications shall not be used as personal
user identifications outside of OHA network systems (e.g.,
non-OHA websites, Internet, Yahoo, AOL, etc.).

For additional information regarding Trauma One, you may contact any of the following
OHA staff:

Susan Harding (971) 673-0527 [email protected]

Donald Au (971) 673-0521 [email protected]

Office Fax # (971) 673-0555

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Using the Master Desktop

Figure 1-1: the Master Desktop

A
B

C

D

A. Menu Bar. Users can perform all functions in C. Current Module Indicator. Color-
Trauma One using the drop-down menus on the coded titles show users which module is
menu bar. currently active.

B. Icon Bar. Users can perform many common D. Module Navigation Tree. Click a
functions with a single click of the mouse by module’s name to enter that module.
using the icon bar.

I. Modules

All work in Trauma One is done in one of several ‘modules’. A module is
a group of commands and interfaces that have been put together because
they perform related functions. If a user wants to change tasks in Trauma
One, he must change modules. For instance, if you are currently entering
patient data and you wish to run a report, you must exit the Data Entry
module and enter the Reports module.

To move to another module:

From the Master Desktop, click the button of the module
you wish to move to on the Module Navigation Tree.

Choose Modules > [name of desired module]

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II. Working in Trauma One

Trauma One‘s interface is visually similar to many commonly used
programs running on the Windows platform. Most functions in Trauma
One can be activated in any of three ways: by clicking icons or buttons
with your mouse, by making selections from drop-down menus at the top
of the screen, or by using keyboard shortcuts.

Arrows indicate hidden sub-menus

The menu bar is located just beneath the blue Trauma One title at the
very top of the screen. To use a menu, click it once to activate its
dropdown list, then click the desired selection (some selections have a
small arrow to their right, indicating that there is a drop-down sub-menu
attached to this menu choice). Menus may also be activated without using
the mouse. Note that each menu on the menu bar has one letter of its name
underlined. Pressing ALT-[UNDERLINED-LETTER] will open that menu, then
use the arrow keys on your keyboard to move through the menu‘s choices,
pressing ENTER to make a selection.

The icon bar is located just beneath the menu bar. Icons give users a
visual method for perfoming frequently-used tasks with a single click
of the mouse. Many icons on the icon bar appear in several modules,
but often perform different functions. For example, the New icon
(shown at left) appears in both the Data Entry and Reports modules.
When clicked in Data Entry, it opens a new, blank patient record.
However, when it is clicked in Reports, it creates a new report.

Many tasks with icons or menu choices can also be accomplished using
keyboard shortcuts. Many of these shortcuts are listed with the instructions
throughout this manual. To see a list of all keyboard shortcuts
while working in Trauma One, choose Help > On Keyboard. (In the list
that appears, the caret symbol (^) is used to denote the CTRL key.) To close
this list, click OK.

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Trauma One Key Guide

Function Key

F2 Enter the current date or time

F3 Enter last entered date or time

F4 Restore default value in selected field

F6 Flag the selected field as Not Documented

F7 Flag the selected field as Not Applicable

F8 Calculate selected calculable field

CTRL-F8 Calculate selected calculable fields in the window

F9 Clear selected field

F10 Set the current pathway and page to the user's defaults

F11 Move to the next field group defined on the current window/page. (Valid only in Data Entry)

SHIFT-F11 Move to the previous field group defined on the current window/page. (Valid only in Data Entry)

F11 Place non-leaf picklist item in selected field. (Used only in Report Definition and Population Definition)

F12 Return to parent

CTRL-PGUP Go to previous page in pathway or in multiple-paged window

CTRL-PGDN Go to next page in pathway or in multiple-paged window

Commands for Scrolling Windows

PGUP In scrolling window and picklists, move up a windowful of items at a time

PGDN In scrolling window and picklists, move down a windowful of items at a time
CTRL- Move out of scrolling window to previous item
CTRL- Move out of scrolling window to next item

CTRL-A Add new row to scrolling window

CTRL-I Insert new row above current row in scrolling window

CTRL-D Delete selected row in scrolling window

CTRL-C Copy selected row in scrolling window to the end of the scrolling window

SHIFT+F9 Copy selected field value in scrolling window to the same field in successive rows having no values

ALT+R Resize scrolling windows and graphic boxes with arrows. (Valid only in Reconfiguration.)

CTRL-F Go to first row in scrolling window

CTRL-B Go to last row in scrolling window

Hot Keys Make a new ….(Report, Pathway, Page, etc…)
CTRL-N Open ….(Report, Pathway, Page, etc…)
CTRL-O Save….(Report, Pathway, Page, etc…)
CTRL-S Close ….(Report, Pathway, Page, etc…)
CTRL-E

CTRL-K Run cross-checks for all field in the current window now

CTRL-L List open windows

CTRL-M Open note attached to selected field

CTRL-I Make new window copy

CTRL-U Undo

CTRL-X Cut

CTRL-C Copy

CTRL-V Paste

CTRL-P Open picklist for selected field

CTRL-T Display descriptive text for the code entered in the selected field (Valid only in Data Entry)

ESC Close open picklist, dialog window, or menu

CTRL-R Reconfigure object (Valid only in Page Manager and Reconfiguration)

ALT+Q Quick exit from the system

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Maintaining System Security

I. Changing your password

To change your password:

1. From the Master Desktop (in any module) select
Tools > Personal Settings. The Personal Settings dialog
box opens.

2. Click the Change Password button. The Password dialog
box opens.

3. Type your current password in the Enter Old Password
box, then type your new password in the Enter New
Password and Reenter New to Confirm boxes.

4. Click OK.

5. Click OK again to exit the Personal Settings dialog box.

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II. Using the Quick Login feature

The Quick Login feature allows you to keep your system secure
when you step away from your computer for a short period of time
without having to save your work and shut down Trauma One.
When Quick Login is activated, Trauma One ―locks‖ the system
and displays a login screen similar to the one displayed when the
program is started. By default, any user with a valid username
and password can re-enter the system.

To activate Quick Login:
Click the Quick Login icon.
Choose File > Quick Login.




To re-enter a Quick Login protected system:
Enter a valid username and password, then click OK.

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Figure 2-1: the Data Entry Screen
Desktop

A
E

B
C

F
G

A. Menu Bar. Users can perform all functions in E. Open Record Finder. Search patient H
Trauma One using the drop-down menus on the records without closing the current record.
menu bar.

D

B. Icon Bar. Users can perform many common F. Read-Only Field. Fields with gray
functions with a single click of the mouse by
using the icon bar. backgrounds are read-only, meaning no
C. Page File-Tabs. Click file-tabs to move data may be entered into them.
between pages in a pathway.
G. Date Field. Unicopy fields – date fields
D. Pathway Bar. Move to a new pathway by are one of several types – can only contain
clicking its name on the pathway bar. a single data copy.

H. Scrolling Window. Multicopy fields –

scrolling windows are the most frequently
encountered type – can contain unlimited
data copies.

Creating New Patient Records

There are three ways to create a new patient record in Trauma One:

Click the New Patient icon.
Choose File > New Patient.
Hit CTRL-N.

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Navigating in Data Entry

Before actually entering any data, most users find it useful to know how to
move between pages within the patient record, and how to move the cursor
from field-to-field on a page.

I. Moving from field-to-field

Field-to-field navigation can be accomplished both through the mouse and
keyboard shortcuts.

To use your mouse, simply click in any field to move the cursor into that
field.

TIP:
When using your mouse to click into a new field, it is always a good
idea to click on the field label rather than the field itself. When you
click on a field label, the cursor is always left-justified (meaning it is
as far to the left in the field as it can go). When you click in the field
itself, the cursor will sometimes appear exactly where you clicked; if
you didn’t click in the leftmost portion of the field, a number of
undesirable blank spaces may be included with your entry.

When navigating by keyboard, it is important to note your auto-tabs
setting. When auto-tabs are activated, the cursor will automatically jump
to the next field once the current field has been filled with a complete,
valid entry. If auto-tabs are deactivated, you must manually move to the
next field after entering data. To check or change your auto-tabs setting,
go to Tools > Personal Settings.

To move the cursor ahead one field:

Press TAB
Press ENTER
Press the DOWN ARROW key

To move the cursor back one field:

Press the UP ARROW key
Press SHIFT-TAB

II. Moving from page-to-page

To move between data entry pages:

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With your mouse, click the desired page‘s file tab near the
top of the screen (see ―Figure 2: the Data Entry Screen‖ on
page 8 for an illustration of file tabs).

With your keyboard, press CTRL-PGDN to move one page
forward, or CTRL-PGUP to move one page backward.

On the menu bar, choose Pathways > [name of current
pathway] > [name of desired page].

Entering Data in Unicopy Fields

A unicopy field is one in which only one copy of data may be entered.
For example, the unicopy field Date of Birth allows users to enter only one
date of birth for a patient.

I. Free-text fields

Most fields you will encounter during data entry will be free-text fields. A
free-text field is any field in which the user enters data by typing. Many
free-text fields have attached picklists to make data entry faster (see
―Working with Picklists‖ on Page 16).

II. Date fields

Dates in Trauma One are entered in mm/dd/yyyy format. When entering
the year, two or four digits can be entered for the current century, such as
―07‖ or ―2007‖. For dates prior to 2000, four digits must be entered for
the year (e.g., ―1956‖). Backslashes do not need to be typed into the date
field, as they are inserted automatically.

Date fields contain a ‗shortcut‘ that allows you to enter the current date
with a single keystroke.

To enter the current date:

With the cursor in the date field, click the
Current/Date/Time icon.

With the cursor in the date field, press the F2 key

To enter the last-entered date:

With the cursor in the date field, click the Last Date/Time
icon.

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With the cursor in the date field, press the F3 key.

III. Time fields

Times are based on a 24-hour clock. In Trauma One, midnight is 00:00
rather than 24:00.

To enter the current time:

With the cursor in the time field, click the Current
Date/Time icon.

With the cursor in the time field, press the F2 key.

To enter the last-entered time:

With the cursor in the time field, click the Last Date/Time
icon.

With the cursor in the time field, press the F3 key.

IV. Numeric fields

An empty numeric field Numeric fields are similar to free-text fields, except that only numbers can
be entered into numeric fields. If a numeric field has not yet had any data
entered into it, it will display the ―0‖ character.

CAUTION!

Because numeric fields display a ―0‖ when they are empty, it is easy to
become confused about whether or not a zero has been purposefully entered
or is the result of an a untouched field.

A filled numeric field TIP:

If filled, there will be a to the left of the field box. (See “using

field status flags” on page ??.)

V. Calculated fields

Calculated fields are fields that automatically fill based on values entered
in other fields. For example, the calculated field Age is automatically
computed by comparing Admission Date to Date of Birth.

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To fill a calculated field:

If the fields that the calculated field is derived from are filled
with valid data, simply position the cursor in the calculated
field and it will fill automatically. (Some calculated fields,
such as Injury Severity Score, fill automatically even
without moving the cursor into them.)

Note: The majority of calculated fields are grayed out and
unable to edit.

Entering Data in Multicopy Fields

Multicopy fields allow users to enter one or more rows of data into a field.
For instance, the multicopy field Trauma Team/Consults lets the user enter
information for as many trauma team members as were associated with the
patient. It is helpful to think of multicopy fields as groups of unicopy
fields, or sub-fields, strung together, each of which is capable of holding
unlimited rows of data. A multicopy field might consist of date fields, time
fields, free-text fields, and numeric fields; inside the multicoy field, these
all behave just as they do when they are stand-along unicopy fields.

I. Scrolling windows

The most frequently encountered type of multicopy field is the scrolling

window. Scrolling windows present data in a columnar format. In the

Trauma Team/Consults window, notice how multiple copies of data appear
vertically under each sub-field.

Data is entered in scrolling window sub-fields just as it would be if the sub-
fields were stand-alone unicopy fields.

To use your mouse to navigate into or within a scrolling window, simply
click in an empty space below a sub-field label.

TIP:

Clicking directly on a sub-field’s label will not move the cursor into

that sub-field; you must click somewhere in the column (the white

space) below it.

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To move the cursor left or right within the scrolling window:

To move one column to the right, press TAB, ENTER, or the
RIGHT ARROW key.
To move one column to the left, press SHIFT-TAB or the
LEFT ARROW key.

To move the cursor up or down within the scrolling window:

To move one row up, press the UP ARROW key.
To move one row down, press the DOWN ARROW key.

To move the cursor out of the scrolling window:

To move into the next field, press CTRL-DOWN ARROW.
To move into the previous field, pres CTRL-UP ARROW.

Scrolling windows allows user to save time by filling an entire column with
identical data copies using a single keystroke. For example, if the Trauma
Team has entries for eight team members who were all called at the same
time, users can enter the time in the top row, then use the keyboard shortcut
to automatically fill in the time for the eight rows beneath it.

To auto-fill a scrolling window column:

1. Enter the desired data in the top row of the column.

2. With the cursor still in that field box, press ALT-F9 to fill all
rows with identified data (if your auto-tabs are activated, you
will have to move back into the field). This is often used in
date and time fields.

To change a scrolling window to a data block (available in
Complication and PI tabs only):

Select Edit > Scrolling Window View > Data Block.
Click the Data Block View icon.

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II. Data blocks

A data block is nothing more than an alternate way of viewing a scrolling
window. Both scrolling windows and data blocks allow you to enter
multiple copies for each of their sub-fields, but only a scrolling window lets
you see multiple copies on a single screen. Data blocks show one copy of
each of their sub-fields at a time, requiring users to toggle back and forth
between copies to see all their information.

To navigate copies within a data block:

To move forwards or backwards one copy, click the Next or
Previous button.
To move to the first or last copy, click the First or Last
button.
Any of these buttons may also be selected by using TAB or
the arrow keys to highlight them, then pressing ENTER.

It is most useful to view a multicopy field as a data block when it contains a
large number of sub-fields. If a scrolling window contains a lot of sub-
fields, users will most likely have to move left and right with the scroll bar
at the bottom of the window in order to see every column.

Though data blocks only allow you to view one copy of data at a time, they
ensure that every sub-field can be seen at once.

Some multicopy fields are configured to let users switch between scrolling
window and data block view.

To change a data block to a scrolling window:

Select Edit > Scrolling Window View > Scrolling Window.
Click the Scrolling Window View icon.

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Using Field Status Flags

Every data entry field in Trauma One is always in one of four field
states. Field states are denoted by small icons, called field status flags,
that appear just to the left of the field box. Field status flags tell users
whether a field is properly filled, purposely not documented, not applicable
to the current patient, or has been left blank.

Filled Figure 3: Field Status Flags

Field is filled with valid, complete
data

Not documented Data was unavailable at time of
record creation.
___
___ Field is not applicable to current
___ patient.

Not applicable No data has been entered in field.

Ø

Blank

TIP:

Look for the filled field status flag to determine whether or not a
“0” in a numeric field has been purposefully entered.

If data is not applicable or unavailable during data entry, it is preferable to
flag a field appropriately rather than leaving it blank, so as not to cause
confusion for future users or in reporting.

To flag a field as not documented:

• With the cursor in the field, click the Not Documented icon.
• With the cursor in the field, press F6.

To flag a field as not applicable:

• With the cursor in the field, click the Not Applicable icon.
• With the cursor in the field, press F7

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Working with Picklists

Many fields--of all the types mentioned above--have attached picklists.
Picklists are pop-up menus that allow users to select entries from a list
rather than typing them. Fields with picklists are denoted by the double-
arrow Picklist Icon to the immediate right of the field box.

I. Opening, closing, and navigating in picklists

To open a picklist:

With your mouse, right-click on the field, the field label, or

 picklist icon.
Double-click its field label, the field label, or picklist icon.
With the cursor in the field, press CTRL-P.

While some picklists can have as little as one entry, others can have
several hundred. The active entry in a picklist is indicated by the
cursor, a blue box around the entry, and a small arrow to it‘s
immediate left.

To move between picklist entries:

Use the UP ARROW and DOWN ARROW keys.
Click the entry with your mouse; if there are more entries
than can be viewed at once, use the scroll bar at the right of
the picklist to move up or down.

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For long picklists, there is a shortcut for finding your desired entry
quickly.

To move quickly between picklist entries:

With the picklist open, press the first letter (or number) of the entry
you are looking for. If multiple entries begin with the same letter,
continue pressing that letter to cycle through all choices beginning
with it.

If you are a fast typist, type the first two or three letters of your
entry in rapid succession. For instance in the county picklist, while
typing M might bring you to Marion, typing MU will take you
directly to Multnomah.

But be quick: hitting the second or third letter too slowly will take
you to entries beginning with that letter.

To close a picklist without making a selection:

Click the close button in the picklist‘s upper-right corner.
Press ESC or CTRL-F4.

II. Entering data from picklists

To make a selection from a picklist:

Double-click the desired entry.

With the desired entry active, hit ENTER.

NOTE:
Some fields with picklists allow users to type in data that does not match the
available picklist choices, while others do not. If a user enters non-
matching data in a field that does not allow it, a dialog box appears
warning that the data is invalid. To proceed, click OK and enter a valid
selection. Use the F9 key to erase the prior selection.

TIP:
Users are always free to type data into a field that is identical to
one of its picklist entries.

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III. Child lists

Sometimes, the Picklist icon will appear to the left of an entry in a picklist.
This means that the picklist entry has an attached child list. A child list--or
subpicklist--is simply a picklist within a picklist, a way of subcategorizing
entries so the original picklist, or parent list, does not become unwieldy.

To open a child list:

Double-click a picklist entry that has the Picklist icon to its
left.
In an active picklist entry with a Picklist icon, hit ENTER.

Just like their parents, entries in a child list may have children of their own.
Theoretically, a picklist could be a never-ending string of parents and
children, but in practice picklists rarely go more than three child lists deep.
Selections inside a child list are made just as in ordinary picklists. Closing
a child list using the methods described in the ―Opening, closing, and
navigating in picklists‖ section will close the parent and all children,
bringing the user back to the data entry screen.

To return to a parent list without making a selection:

Click the Up One Level icon.

IV. Using picklists in multicopy fields

Picklists offer a special shortcut in multicopy fields to make data entry
faster. When a multicopy sub-field has a picklist, users are able to select
multiple entries while only opening the picklist once.

To make multiple selections from a picklist:

1. Open the picklist.
2. Move to the first desired entry; press SPACEBAR; move to

the next entry and press SPACEBAR again; repeat until all

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desired entries are selected. (Selected entries are highlighted
in blue.)
3. Press ENTER, or double-click the last desired entry.

Erasing Data

Yes, even you make mistakes.

Not long after learning how to get data into a field, you are going to want to
know how to get it out. Data can be erased in Trauma One using the same
methods as any word processor--moving the cursor to a character or
highlighting it, then pressing BACKSPACE or DELETE—but there are
some other time saving features as well.

TIP:

If you choose to erase data by using the DELETE or BACKSPACE
keys, be sure that you have erased all data by checking to see that the
Filled field status flag has disappeared after you tab out of the field.

To be sure that a field has been completely emptied with a single click or
keystroke, Trauma One has a handy erase shortcut.

To completely erase all data from a field:

With the cursor in the field, click the Clear Field icon or
press F9.

(If auto-tabs are activated, the cursor will automatically jump to the
next field.)

I. Erasing data in multicopy fields

All of the methods for erasing data in unicopy fields can be employed to
erase data from sub-fields in a multicopy field.

To erase an entire row in a scrolling window, an entire copy in a
data block, or an entire copy in an exploded scrolling window:

With the cursor in any sub-field of the row, press CTRL-D.

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Attaching Notes to Fields

For instances when a patient‘s situation is anomalous or their information
requires more explanation than can be entered into a field, Trauma One
allows users to attach notes to data entry fields. Notes are attached to
individual data entry fields, not patient records; a patient could, in theory,
have a separate note attached to every field in his record (though this would
be very cumbersome).

To attach a note to a field:

1. Click the Open Note icon, choose Actions > Open Note, or
press CTRL-M.

2. The Picture Comments dialog box opens. Click the Text
Note file tab.

3. Type your note in the blank space (if the cursor does not
appear, click once in the large blank space).

You may add a second note to the same field by clicking the New button in
the Picture Comments box. Use the directional arrow buttons near the
bottom of the window to move through all notes for a field. To delete a
note, click the Delete button when the note you wish to eliminate is visible.
To close a note and return to data entry, click OK.

TIP:
Notes are intended to aid in situations where a patient’s information is
very out of the ordinary.

I. Viewing previously created notes

Fields with previously created notes attached are indicated by the Note icon
just to the left of the field box. Previously created notes are opened in the
same way new notes are created (see ―To attach a note to a field:‖ on
page25). Once they are opened, notes can be edited, added to, or deleted by
users.

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II. Attaching notes to scrolling windows

In scrolling windows, notes are attached to rows of data rather than
individual sub-fields. In every scrolling window, the leftmost column is
labeled with the Note icon; when a row has a note attached, the Note icon
will appear in this column.

Closing and Opening Records

I. Closing records

Closing a record automatically saves all data that has been entered.
When you close a record, the system asks if you would like to lock it. DO
NOT LOCK RECORDS. If a record is locked, it means that it cannot be
edited or deleted unless a system administrator unlocks it. Locked records
can be opened for viewing, but they will appear in read-only mode.

To close a record:

1. Click the Close Patient icon, choose File > Close Patient, or
press CTRL-E.

2. A dialog box opens asking ―Do you wish to lock this
record?‖ Hit Yes to lock the record, or No to leave it
unlocked.

II. Opening previously created records

To open previously created records, Trauma One users can either
search for a specific record or browse a list of all existing records. All
searching and browsing is done in the Patient Browse dialog box.

To open the Patient Browse dialog box:

Click the Open Patient icon.

Choose File > Open Patient.

Press CTRL-O.

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By default, the Patient Browse dialog box shows a list of all patient
records in the system, sorted by Trauma Band #. Use the scroll bar at the
right of the window to move through the list.

The Patient Browse dialog box

To open a record from the Patient Browse dialog box:
With any column in the record‘s row highlighted, click
Open.
Double-click any column in the record‘s row.

The Patient Browse list can be sorted by any of the criteria listed in
the Specify Search Criteria drop-down menu.

To sort the full patient list by any of the available criteria:

1. Open the Specify Search Criteria drop-down menu by
clicking the down arrow on the right side of its field.

2. From the menu, click the criterion by which you would like
to sort (you may have to use the scroll bar at the right of the
menu to see all available options).

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To find specific records, Trauma One offers two search options, fetch and
browse. Fetch finds a desired record and opens it automatically. Browse
moves to and highlights a desired record in the Patient Browse list, but does
not automatically open it.

To fetch or browse for a record:

1. Sort the patient list by the criterion you would like to search
by. (See ―To sort the full patient list by any of the available
criteria,‖ above.)

2. Click the Find button.

3. In the Patient Details dialog box, enter the patient‘s
information. (For example, if you chose to search by
Admission Date, enter the patient‘s date of admission.)

4. Fetch or browse for the record.

Click Fetch to find the patient record and open it
automatically
Click Browse to highlight the patient record in patient
list without opening it.

If you try to fetch a record using information that matches more than one
record in the database, Trauma One displays a message saying ―Multiple
matches found. Going to browse mode.‖ Click OK, and the system brings
you to the first record in the list matching the information you searched by.
If you try to fetch a record using information that does not match any
records in the database, Trauma One displays a message saying ―No exact
match found. Going to browse mode.‖ Click OK, and the system brings
you to the record that most closely matches the information you searched
by.

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Navigating with the Open Record Finder

The Open Record Finder offers Trauma One users a convenient
method for searching the contents of patient records. As opposed to the
Patient Browse function, which allows users to view only a limited number
of fields while searching, the Open Record Finder lets users see all data
fields as they move through open patient records.

To use the Open Record Finder, first select the type of patients to search
through, then select the field to sort by, then use the CD-player-style
navigation buttons to move through all matching records.

To use the Open Record Finder:

1. Open a patient record.

2. From the left drop-down menu on the Open Record Finder,
select the type of patients you would like to search through.
Choices include:

All Patients ED/TRA to OR
Transferred In Direct ICU Admissions
Transferred Out Pediatric Only
Transferred Out in a Day Adult Only
Died in ED/TRA Entered in Last Week
ED Admissions Entered in Last Month
TRA Admissions Entered in Last Year

3. From the right drop-down menu on the Open Record Finder,
select the field to sort by.

4. Use the four navigation buttons to look through all patients
that match your search.

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Figure 4: Open Record Finder navigation buttons
Moves to first matching record in database.
Moves to previous matching record in database.
Moves to next matching record in database.
Moves to last matching record in database.

Understanding Pathways

Pathways are intended to streamline the process of entering data by
organizing data entry screens for the specific task at hand. For example, a
hospital might use an ―admitting‖ pathway, consisting of just one or two
screens containing only the fields that are typically entered when a patient
is admitted. Since fields that are not pertinent to the admissions process are
omitted, users do not have a tab or mouise through unnecessary fields in
order to enter data, saving time and effort. An institution‘s Trauma One
system can have numerous pathways to aid its users in data entry.

Every individual user must have a default pathway, which is the pathway
they see, but default, upon opening or creating a new record. Though
records will always appear in the default pathway upon opening, users are
free to change pathways once a record is open.

To move between pathways in data entry:

Click the name of the desired pathway on the Pathway Bar
near the bottom of the screen.

From the Pathways menu, select the name of the desired
pathway.

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Running Quick Reports

A Quick Report is a report that can be run from the Data Entry Module on
a single patient. Most reporting requires users to exit data entry and enter
the Report Definition Module, but the limited number of reports designated
as Quick Reports can be run without so much as
closing the patient record.

Unlike an ordinary report, which can include large subsets of patients or
even the entire database, a Quick Report includes only a single patient: the
patient whose record is open when you run the Quick Report. (Readers
familiar with reporting concepts might find it helpful to think of Quick
Reports as having a population equal to the current patient.)

Typically, Quick Reports are reports such as Issue-Filter Reports, or the
Painted Report Patient Summary. These types of reports can give useful
information about a single patient, and are useful for QI purposes.

To run a Quick Report:

1. Click the Quick Reports icon; or choose Actions > Quick
Reports; or press CTRL-Q.

2. The Quick Reports dialog box opens. From the drop-down
menu towards the bottom of the dialog box, choose the type
of report you would like to run.

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3. The large window at the top of the dialog lists all available
reports of the selected type. Highlight the desired report.

4. Run the report.
To see it on the screen, click Screen

To send it to the printer, click Printer.

If you send the report to the printer, use the
Number of Copies box to specify how many
copies to print (default is 1).

5. If you chose the report type Painted Report (Pt Summary-
Short) in Step 2, an additional dialog box will open, asking
what pages should be included in the report.

To include all pages, click Add All.

To add selected pages, highlight them in the
Pages in report box, then click Add.

To remove pages, highlight them in the Pages to
print box, then click Remove.

When you have selected the desired pages, click
OK.

6. If you chose Screen in step 4, the report appears. To print it,
select the Number of copies, then click Print. To close the
report and return to the data entry screen, click Done, then
click Done again.

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