electronic patient tracking intro for healthcare 2005
TRANSCRIPT
Electronic Patient Tracking
San Francisco EMS & Emergency Operations Section
April 7, 2005
Lessons Learned…
Experience shows that current practices are inefficient and inaccurate
Current practices are problematic with mini-disasters but would be impossible with large disasters
Field to hospital communications may be improved Current alerting procedures are cumbersome Loved ones frequently distraught waiting for identification
and triage number cross-referencing
Current Procedure:
1. MCI Level I, II, or III is called
2. First Responders arrive, locate and triage with numbered triage tag
3. ECD queries Hospitals for status/capability-notifies ME
4. FR and ECD/Hospitals notify Transport Unit Leader
5. TUL assigns destinations to transport units-ME notified
6. TUL notifies ECD and/or Hospitals
7. Public starts calling all hospitals looking for loved ones
8. Hospitals attempt to identify, treat and notify loved ones
Data on Paper
Triage tags with tear-off numbered corners – To Transport Unit Leader– To Hospital patient tracking officer
TUL creates log of patients to be faxed to ECD ECD accumulates logs to be faxed to hospitals &
DPH DOC Hospitals to match numbers with medical
records/demographics Loved ones call hospitals looking for patient, tracking
officer matches info to tracking sheet– This may be assisted by Red Cross in larger incidents once
volunteers are available– May not be coordinated for several/many hours
Simplified for Disasters
Improved Triage tag with bar codes PDA with bar code scanner
– Minimize Errors– Quick Data Entry
Communications
Once Data is in
electronic form
it is transmitted
to central servers WiFi Internet WLAN with Satellite Cellular
Secure Sharing of Information
Data access is HIPAA Compliant through Secure Internet Site
Encrypted for privacy Password protected User only has access to permitted
functions Keeps detailed access log for auditing
Technology
Wireless communications– WiFi/802.11b
Primary (first line) where available (i.e. SBC Park, Union Sq, “Hot Spots”)
Backup (third line) through WLAN Satellite uplink– Cellular for second line communications/access
Provides immediate real-time notification to EMS, ECD, DOC, Hospitals and Medical Examiner
Hospital status can be updated real-time Single call center can be setup immediately anywhere
Frequent use for practice
Paramedics may notify hospitals via PDA – Field providers familiar with device and functions– Hospital staff familiar with software– Communications tested and issues addressed
Medical Examiner may use frequently– Policies and procedures updated/improved– Fatality tracking process similar to patient tracking
Regional collaboration– Other counties familiar with SF procedures– For instant interoperability
Alerting/Notification processes improved
The accelerated timeline…
12/04 Assigned to project manager
RFP written & released to 60 vendors
1/05 10 vendors submitted proposals
Review committee scored proposalsSFFD Rescue Captain and Deputy Chief
Private EMS Provider
Regional LEMSA
SFGH Disaster Coordinator
SF Community Clinic Consortium
Technical/Expert Review by Dr. Lenert UCSD & SDVA
2/05 Four vendors invited for presentation
One vendor selected unanimously
EMSystem, LLC.
Has been awarded similar RFP in Bay Area Have been working with Project Manager to
determine best practices for San Francisco Is providing all sub-contracted services and
products at their cost! Cellular/Satellite services are being directly
negotiated outside the scope of this award
Projected Benchmarks (2005)
3/05 PDA available for general testing6/05 First applications available for testing
Beta testing during area exercisesHospital tracking goes live
7/05 Training beginsHospital notification goes livePatient tracking goes live
8/05 Volunteer/Disaster tracking beta releaseCommunity/stakeholder outreach for databasePatient tracking drills conducted
11/05 Golden Guardian and CA EMSA statewide drills
Funding Source
UASI 2003 originally to provide $272,000– Sub-optimal patient tracking system– May 2005 deadline difficult to achieve
Modified request for UASI 2004 to provide $1.2 million– Provides adequate supplies, equipment, and services to
complete project– Includes EMSystem contract, wireless services, training
reimbursement for EMS, hospitals, and clinics.– Comfortably extends deadline to November 2005– System can be fully exercised prior to deadline
Recent news: HRSA 2001 may provide up to $102,000– To encourage regional interoperability
Project Summary
Contract with EMSystem, LLC for $914,465 from April 15, 2005 through May 30, 2008
EMSystem will provide equipment:– 200 PDA’s equipped with bar code scanner, cellular/wi-
fi/bluetooth communications– 30,000 WMD Triage tags w/bar codes– 20 Ruggedized touch screen computers in a hardened
carry case with power supply and router– 40 Satellite telephones w/data kits & antennas
EMSystem will provide software services:– EMSystem Resource Manager hospital tracking module– EMTrack patient tracking module– EMSystem volunteer/DSW/employee tracking module
EMSEOS Project Team
Medical Director – John Brown, MD Project Manager – Nikiah Nudell DPH Contracts Officer – Judith Matranga EMSystem, LLC.
– President – Chris Felton, MD– CEO – Andy Nunemaker– CTO – Bob Hedgcock– Operations Mgr. – Patrick Greischar
