Injury Surveillance Workgroup Conference Call (Workgroup 2)
August 15, 2012
Call Attendees:
· Organizers/administrators:
o Marguerite Carroll (Falmouth Institute, Project Manager)
o Basla Andolsun (Falmouth Institute, Curriculum Development)
o Sheng Lor (Falmouth Institute, Curriculum Development)
· Workgroup members:
o Ward Jones
o Jon Peabody
o Siona Willie
Agenda :
1. Review of remainder of Objective #4
a. Page #52
i. In L2 this is more generic. Can be applied to doing study. Use alternative language.
1. For 1st bullet point: “What to include (your case definition).”
2. For 2nd bullet point: “Use the e-codes or injury cause to define injuries.”
3. For 3rd bullet point: “Variables to collect.”
4. For 4th bullet point: “Develop data form or forms.”
5. For 5th bullet point: “Pre-test.”
ii. (From #2 above) E-codes may not work for everyone. Can discuss this in class. Use “injury cause or e-code” as language. Can use either in defining case definition to define exactly what you’re looking for.
b. Page 53
i. Statisticians aren’t easy to get access to. Remove.
ii. Keep “easy on the eyes…”
iii. Yes to pre-code forms. This means a list of possible answers already given, not open-ended.
iv. Yes to test forms. Any feedback from people who will use it.
v. Full paragraph below bullet points: This is impractical. You can go back and talk to physicians if you can’t get a picture of what happened.
1. Best we can do is talk to medical staff and ask them to put as much info as they can in charts. They’re not going to fill out a form. We have enough trouble just getting 1 rabies form filled out.
2. “Option 2 looks good. That’s what we do with O.H. staff. Survey form. It stays in Office of Environmental Health, not patient’s medical record.”
a. “I thought it meant someone would be in ER to fill out the form, which is not practical.”
3. Option 3: Self administer forms?
a. NO WAY!
c. Page #54
i. Switch out form with one group sent Marguerite.
d. Page #55
i. Remove exercise. Not relevant – we aren’t there in the ER.
ii. “Frequency of Data Collection” – language is reasonable, but leave it up to local team to determine what works for them.
iii. “Active Collection”
1. Don’t do it as a general rule.
2. Most information is coming from police reports, ER logs, etc.
3. Patients are never questioned.
4. This could be proposed as ideal or alternative, as it doesn’t work everywhere.
iv. Passive Collection
1. We don’t have access to insurance forms, but try patient billing office, police department (criminal investigative reports), and ER logs.
a. Need a list of more potential data sources, please send lists to Marguerite.
2. (It gives sources Ward used in content he sent some time ago.)
e. Page #56
i. Most do universal surveillance, which attempts to capture all.
ii. We don’t deal with options 2-5 on list.
iii. “I thought it should just relate to developing surveillance system. … rest is not part of focus.”
iv. It is possible other areas would use 2-5 on list, but it would be for specific injuries, but not as a general surveillance sort of thing.
v. #2-5 may be done as follow-up to surveillance, e.g., you may go to police and follow up on assaults after you’ve looked at data, or as evaluation after intervention.
f. Page #57
i. EVERYONE uses electronic databases. Ex: scanning info to reduce errors, like Siona said last time.
ii. Should be left as a local decision based on what works best for the specific location.
iii. Wording is a little clumsy.
iv. Should be built into protocol.
g. Page #58-64
i. Everyone should have taken HIPAA course and be familiar with content.
ii. Let it be a brief overview; there is overlapping information.
iii. HIPAA is important, and in some places (not all), IRB.
iv. Medical records person is usually the onsite HIPAA coordinator and can help you.
v. Suggestion: provide information on IHS and recommend HIPAA courses.
vi. Page #64 – Don’t need to go over content; it varies depending on needs and some are common sense, basic information.
1. Summary: It is an IHS requirement to take these courses, so contents should already have previously been heavily covered.
h. Page #65
i. “Staff” is actually just 1 or 2 people
ii. Overkill and unnecessary. If they can’t figure this out for their own level, they can’t do their own surveillance system.
iii. Advisory board is worth mentioning, but is an issue of ideal vs. reality—mention as ideal, but reality is it is just a few people.
iv. CDC stuff is top-down. Tribal is grassroots, builds from bottom up with local support.
v. Mention getting local approval to start a surveillance system (varies locally). And take care of the politics involved.
vi. Marguerite: “Where does permission come from?”
1. A: Service unit management team. Other places, service unit director can give green light without prior discussion.
2. Next meeting Aug 24 1:00 EDT
a. Begin reviewing Objective 5
To Do:
All: IHS analysis materials we had been planning on discussing separately have now been inserted into the relevant sections of the CDC manual for Objective 5. Please print out revised document with objective 5 for next time, available at http://falmouthinstitute.com/cdc_ihs/workgroup-2/
All: Next meeting is August 24, 2012, 1:00-2:00pm EDT
All: Send list of potential data sources to Marguerite.
Injury Surveillance Conference Call Summary (Workgroup 2, third meeting)
8/15/12