Training Session Recording
Study sites are asked to complete and submit:
· One Survey (via Survey Monkey) LINK TO SURVEY
· One Burn Registrar Time Study Tracking Sheets (Excel) – all registrars will work on a shared sheet.
Example: XYZ Burn Center has 3 registrars that will participate in the study. At the end of the 1-month data collection period, the burn manager will work with each registrar to submit one survey on behalf of their center. XYZ Burn Center will also submit 1 Excel time tracking sheet.
Timeline:
Registrars should begin tracking the time they spend on registry work on January 15th. If you forget to track your time for a whole day or even a few hours, do not estimate your time. Only include time for activities and cases where you actively took start and stop times.
The time collection portion of the study will conclude on February 14th at 11:59 pm. Burn managers should complete the accompanying survey and submit the registrar Excel sheet to royer@ameriburn.org by Wednesday, February 19th end of day.
Target number of collection days- all workdays between January 15th and February 14th. For a full-time employee, this will be approximately 23 days if you take no vacation days.
Assigning Registrar Numbers:
At the beginning of the study, each registrar should be assigned a sequential number beginning with 1. You will fill out the information in the survey for each registrar. Registrar #1 in the survey, will also use the alias Registrar # 1 on their time tracking sheet. If 3 registrars at your burn center participate, they will be assigned as Registrar #1, Registrar #2, and Registrar #3 in both the survey and on the Excel time tracking sheet. Add your registrars and assigned registrar numbers to the “Sheet Info” Tab
Registry Case Number De-Identification:
· Use the provided registry Case Number De-Identification columns on the Case Detail Tab.
· Each unique registry case number should be de-identified prior to sending the sheet to ABA
· The first case entry on the sheet will be assigned 1 for the study number. All subsequent cases will be numbered 2,3,4,5 etc.
· Each burn center will share one sheet to ensure that the registry case number matches the assigned study #.
· Please use a shared drive or live document link to ensure this sheet will remain up to date for all registrars. (Do not work on multiple versions)
· If two registrars work on the same registry case number 87465, they will both report the same assigned Study # (1) for this case.
Related Admissions/Readmissions:
If during the time study you begin to abstract a readmission/related admission where the initial admission abstraction was completed prior to the study, on the Case Detail tab you will select “related admission or readmission” as the admission type.
If you abstract a case for a patient who is an initial admission, and then they are readmitted during the study, you will create an additional row on the case detail tab under the initial admission row. Use the same study number, but select “Related admission or readmission” as the admission type for the subsequent visit. If the patient is discharged after the related admission, you can enter the end-of-visit details listed in the light blue columns on the right of the case detail tab. Do not add ICU, LOS, Vent Days or total OR visits together for separate admission types.
See the videos below for more details.
Sheet Information Tab
This tab is where you enter general information about your burn center and registrar information.
Data Elements:
· Burn Center Name: Full name of burn center
· Registry Data Entry Vendor: Enter the system you use for data entry (BCQP Full Platform, ESO, Image Trend, Trauma One)
· Electronic Medical Record System Name (EMR): EMR burn center uses
· Registrar Name: First name and last name of registrar
· Registrar Assigned Number: Your assigned registrar number for this time study
· Registrar years of experience – number of years the registrar has had with data abstraction, data entry, and/or data validation (Does not have to be burn specific)
Case Detail Tab
You will log each case in the detail tab to better understand the time spent compared to the complexity of the injuries.
The case details page is where you will enter information about each registry case. The Study # should only appear once and not be duplicated on this tab unless the same patient has been readmitted.
Data Elements:
· Registry Case Number: number that is used by your facility to identify each case. Column to be deleted prior to being shared externally
· Patient Name: First name and last name of patient. Column to be deleted prior to being shared externally
· Study #: Number that you will use to identify and match the cases in your registry to the study # in this excel.
· Registrar #: Your assigned registrar number for this time study
· Admission Date: The date of the initial or related/readmission
· Admission Type: See Data Dictionary
o Initial Admission: first or initial admission to the reporting hospital
o Related Admission or Readmission: All other admissions to the same reporting facility for additional treatment of the same injury, should be considered a related admission or readmission
· Etiology of Burn Injury: See Data Dictionary
o Chemical/Corrosion
o Contact
o Electrical
o Flame
o Flash
o Radiant/Laser Burn
o Scald
o Other
o Not Applicable
o Not Documented/Unknown
· Non-Burn: See Data Dictionary
o Inhalation Injury Only
o Rash/Skin Infection
o Traumatic Injuries
o Friction/Shearing
o Cold Injury
o Other
o Not Applicable
o Not Documented/Unknown
· Inhalation Injury: See Data Dictionary
o No
o Yes - with cutaneous burn
o Yes - without cutaneous burn
· Total TBSA Percentage: Total burn surface area. For TBSA % round numbers to the nearest whole number (Ex; 1.5% = 2%. If the burn is greater than 0% but less than 1%, round to 1%).
· Was the patient discharged - Has the patient been discharged or died?
o Yes – Patient has been discharged or died
o No – Patient is still in burn unit
To be completed if patient has discharged or died
· Lived/Died:
o Lived – Patient was discharged alive
o Died – Patient has died in hospital during admission
· Total ICU Days: See Data Dictionary
· Total LOS: Total number of days the patient was on the burn service
· Total Ventilator Days: See Data Dictionary
· Total OR Visits: Number of operating room visits
Chart Abstraction Tab
Instructions: Each time you start working on a registry case, you will take note of your start time and stop time and record each instance on this sheet. The Study # may be recurring on this tab if you don’t finish the case in one sitting. The same Study # will be used throughout the entire excel and will correlate with the Study # on the case detail tab. Only track your abstraction time on this sheet.
If a patient is entered on the case detail tab as an initial admission and then returns to the hospital again within the study period as a related admission, use the same study number that was initially assigned to the patient. On this tab, you will use the same study number and indicate "type of abstraction" is "related/re-admission" for additional minutes spent abstracting for this case
Abstraction time activities include searching for data on a patient to put into the registry (abstraction sheets, reviewing patient charts, paper logs), all time spent entering data into your registry platform. As soon as a registry case is created for a patient, track all time accurately. IF YOU FORGET TO TRACK TIME, PLEASE DO NOT ESTIMATE
Data Elements:
· Study #: Number that you will use to identify and match the cases in your registry to the study # in this excel.
· Registrar #: Your assigned registrar number for this time study
· Type of Abstraction:
o Initial Admission: data entry first acute admission
o Related/readmission: data entry for subsequent admissions
o LTO: Data entry for long term outcomes
· Stage of Abstraction:
o Beginning Abstraction/Coding: Case is first added to the registry data entry platform
o Continued Abstraction/Coding: Continued data entry on case
o Abstraction Complete: Data entry is complete for the type of abstraction
· Date: The date (00/00/25) you worked on this case
· Total Task Time – Minutes spent on task rounded to the nearest whole minute.
Data Validation Tab
Whoever is in charge of validating the registry will use the Data Validation tab to track their time spent on validating activities.
Data Elements:
· Study #: Number that you will use to identify and match the cases in your registry to the study # in this excel.
· Registrar #: Your assigned registrar number for this time study
· Date: The date (00/00/25) you worked on this case
· Total Task Time – Minutes spent on task rounded to the nearest whole minute.
· Description / Comments (Optional): Space to provide more detail about case
Patient Identification Tab
Patient Identification activities should be tracked here. Patient Identification is the process your center will take to determine which patients need to be entered into the registry. This includes reviewing the EMR to obtain your patients for your registry.
Data Elements:
· Registrar # - Your assigned registrar number for this time study
· Date - Date you worked on task
· Total Task Time (in minutes) – Minutes spent on task rounded to the nearest whole minute.
· Description (optional) – Space to provide more detail about case
Other Registry Work Tab
This section is optional to complete; however, it does provide important context for the FTE need for these additional responsibilities
Any other work that is not included under abstraction will be recorded here.
Data Elements:
· Other Registry Work (Exclude breaks and lunch)
o Education/Training
o Email and administrative duties
o Grand rounds
o Meetings
o Other (e.g. Injury Prevention, burn photography, exporting of data etc.)
o QI/PI/Research Assistance
o Reporting
· Registrar #: Your assigned registrar number for this time study
· Date: The date (00/00/25) you worked on this case
· Total Task Time – Minutes spent on task rounded to the nearest whole minute.
· Description: Short description of activity