December 5, 2002

Bylaws
The Bylaws were passed and that will lead us forward to complete our 501c3 requirements.

Council Seats
Jean Marso was added to the council.

Election
Mary Shelton was re-elected as Chair and Shirley Terry was re-elected as Secretary.

Treasurers Report
The budget which is proposed for 2003 was reviewed.  Some of the increases in the budget totals reflect the anticipated expenses for completion of our 501c3. Those anticipated are legal fees and accountant expenses. 

Discussion surrounding the budget led to a change in our food for the meetings, which currently is donated "in kind" by The Medical Center of Aurora.  Morning beverages will be offered by the hospital and lunches will be ordered from a local catering company.  This will require an RSVP from members who will be attending the meeting and will be paid by the individual members.  Jana Williams will check on the room schedule at the hospital for 2003.

We discussed the possibility of a workshop to be offered by the organization for 2003 and decided an initial venture, which would be worthwhile for both coordinators and registrars, is to assist Dr. Hedegaard with the Data Seminars she will offer quarterly in 2003.  April Settell will contact Dr. Hedegaard and Lori McDonald at Poudre Valley Medical Center to determine how we can support them.  If nothing else we can provide lunch.

Transfer Agreements
Jana Williams presented a revised Transfer Agreement which is generic and can be used to cover all transfers.  It includes the language required by EMTALA, HIPPA, and JCAHO.  It has been reviewed by the legal departments of several facilities and has been accepted.  Several of us have renewed our agreements in the last year and would not change to the generic agreement until we need to renew them again, which by rule is every three years currently. 

Accomplishments for 2002

	Increase in membership
	Bylaws approved
	Quality educational presentations with Continuing Ed Units

Goals for 2003

	Encourage continuing and new membership
	Complete our 501c3 application
	Support Dr. Hedegaard with the quarterly  Data Seminars
	Follow trauma related legislative issues and provide input when appropriate
	Continue to offer educational presentations and provide Continuing Ed Units

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September 26, 2002

Meeting Dates for 2003

Meeting dates for 2003 were discussed and dates were suggested that would work around the SEMTAC meeting dates.  It was felt that 4 meetings a year would be sufficient and the dates which were recommended were:

February 27

June 26

July-Luncheon at the Trauma and Emergency Medicine Conference

August28

December 4

Bylaws

Further changes in the bylaws were requested regarding the sections addressing a quorum and voting.  These will be made by Shirley Terry and sent to members via e-mail for review and voting for approval purposes. 

Executive Position Elections

The positions of Chair and Secretary are up for election by January 2003.  It was decided that e-mail nominations be sent to Shirley Terry no later than October 31st.  Nominations should be made only after the nominee is contacted and agrees to the nomination.  Following nominations notification of the members will be made by Shirley via e-mail.  Voting will then take place by the same method with a cutoff date of November 28th (1 week before the December meeting).
Nominees will be added to the web site for general information.

Council Positions

There are three council members who have not been to more than one meeting in 2002.  These members will be contacted as to their intent to remain on the council.  If they do not wish to continue to be on the council those positions will be filled by three general members.

Budget and Plan for 2003

Both of these need to be prepared at the next meeting.  Current goals and accomplishments will be reviewed and recommendations for ongoing or new goals will be decided.

Subcommittee Reports

	Resource Committee The file containing the mentorship information is still at large.   Karan Hutchins will be contacted regarding the status of the Mentorship Packets for members.
	Education Committee Suggestions for the 2003 Educational Offerings are encouraged from the CTN members.   Thoughts for the next year are:             The Drug Task Force-Jody Gingery             Changes in the Trauma Team Activation charges/reimbursements             AIS Coding-Holly Hedegaard MD
	Data Committee Need to have additional information regarding adding information on patients who have already been downloaded.  An example of that is autopsy information which is added later or patients who return later for treatment of injuries which were identified after discharge.  The committee will seek information on this from Holly and Skip Tinnell.

Skip Tinnell-CDM

When preparing patient files for export to the state use "Include Month" and not "Discharge Month"  for the file to be exported.  

List Serve

If you wish to participate in the List Serve you can subscribe by addressing an e-mail to :  subscribeColoTReg@yahoogroups.com

Educational Offering

Chart review of a patient who was transferred from St. Thomas More, Canyon City, to St. Anthony Central, Denver,  was intercepted by Penrose, Colorado Springs.  The case was presented by Lisa Walker, St. Thomas More, and Jody Wallace, Penrose.  

Teleconferencing available-see meeting minutes for details

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August 22, 2002

Treasurer's Report

There are 53 paid members at this time.  Find the financial details in the meeting minutes which are e-mailed to members.

Old Business

The Bylaws were reviewed again with more revisions.  Bylaws will be sent via e-mail and an electronic vote is requested by the members so that we can move along and complete them.    
The 501c3 is not complete and will be resubmitted after the Bylaws are finalized.

Subcommittee Reports

Education Committee:

Schedule for the remainder of the year is complete.

Resource Committee

	Only the  resource manual  will be provided to the members and each person will provide their own binder.
	Ronnie Fitzgerald is not able to continue as the Chair of the subcommittee.  Cris Linker will assume this position. Cris will locate the manuals so that we can mail them to the members.

Registry/Data Committee

	Abby Hawkes provided a computer demonstration of the ability of Trauma Base to produce reports using the Command Vocabulary, which is an "Advanced Tool" feature and TCL statements
	An informal discussion regarding the current trend of ACS Surveys took place.  In recent surveys the ACS did not want to review patients' charts who had an isolated hip fracture and/or an ISS < 5.

Educational Offering

Skip Tinnell presented a computer demonstration which addressed specific questions put forth by the group.  Questions included: 

	Use of the dictionary
	Building statements through TCL using the F1 key and the list short cut

	Schedule for the remainder of the year is complete
	August educational offering will be presented by CDM
	The needs assessment will be conducted in 2003

Resource Committee

	The mentorship package was discussed and is now the CTN Resource Manual.  Each member will receive the manual in a three-ring binder to enable updates as necessary
	Contents of the initial packet will include bylaws, meeting minutes, meeting schedule, directory, welcome letter, list of members etc.
	All new members will receive this Resource Manual with their membership card
	Resource contacts will be added to the website but not the entire manual

	Co morbid criteria was discussed and who is collecting what data will be further researched
	Holly Hedegaard will pursue e-code training
	The National Trauma Data Bank was discussed and explored as to who is downloading to the NTDB.  At this time there is no charge.  Discussion centered on Colorado perhaps being one state that downloads data to further recognition of the trauma system in Colorado

Dr. Hedegaard reviewed the current variables for downloading  to the state.  She handed out the manuals and will be sending the corrected pages later.  

Here is a list of the variable changes:

	#108- Hospital Admission date is not required
	#119- City of residence-Broomfield is 80
	#134- Injury County-Broomfield is 80
	#139- Injury Description and Circumstances-make it as complete as possible
	#145- Disposition from ED-new category called admit but where is unknown
	#152- Hospital added in notes-psych, nursing home, Dept. of Social Services, Hospice
	#404- ICD9 External cause codes added ski injuries
	#506- Transport agencies-updated agency and city codes
	#507- Transport personnel-use NA if not ALS or BLS and None if a transporting agency was used but the person was not ALS or BLS-could have been a First Responder
	#804- Co morbidity-if the hospital is tracking extra criteria, it will also be sent to the state.

Dr. Hedegaard reported that the Resource Committee of SEMTAC is providing funding for 1/5 FTE for pre-hospital data collection.  0.5 FTE will be for trauma registry for facilities.  CDM, Healthware Solutions and Cales are the current patching that the state can collect data.

Dr. Hedegaard will provide feedback regarding edit check program on a quarterly basis.  This edit check program is written in access and looks at the consistency among the data.

Dr. Hedegaard will explore loading the program onto hospital machines to allow facilities to conduct their own edit checks prior to submitting data to CDM.  The other option is to have the state do the edit check for the facilities and send a report back to the facility.

Questioned if there are more efficient ways to communicate versus the list serve.

Alison Hawkes from St. Anthony and Lori McDonald from Poudre Valley have some current edit checks in place and will present these at the August meeting.

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April 25, 2002

The bylaws were discussed at length with changes made.  They will be reviewed at the next meeting in May.

We still have not received the 501c3 status.  Part of the problem may be the time between the mail is in the postal mail box and it is received by the Treasurer.  Stacy Dorian will check it on a weekly basis and forward it on to Nancy Frizell.  Hopefully we will be able to accomplish this goal this year.  The bylaws must be completed before we can complete the application. 

Committees

Resource Committee:
The Mentorship Packet will be assembled and Karan Hutchins will check with various printers and get estimates on prices and types of booklets we can have made. These will be given to all current members and mailed out to new coordinators upon their request.   

Data Committee:
This group continues to evaluate the data needed by the state.  There was no meeting with Dr. Hedegaard following the CTN meeting.

Educational Offering

Dave Sullivan from the Metro Emergency Management Office presented a talk and slide show on the Response to Mass Casualty Incidents.  His approach to the subject was unique in that he spoke of the historical perspective on mass casualties.  From there he described the lessons learned and how we incorporate those into our approach to mass casualties today.  

The meeting was adjourned.  The next meeting will be May 23 in the conference room at the Medical Center of Aurora at 10:30.

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February 28, 2002

The February meeting focused primarily on three issues:

	New Members
	Bylaws Revision
	Treasurers Report

New Members

Introductory letters and applications have been sent to trauma personnel throughout the state.  The applications are requesting a little more information than the one we have been using.  (The one on this site will be updated soon).  Membership cards will be distributed this year to new members or renewals.  They will have our logo on them with the member's name and an expiration date of 3/31/03.  These will be mailed out when the applications have been processed.  

Bylaws Revisited

The Executive Committee went through the bylaws up to the last page and proposed changes to the council.  The revised bylaws will be distributed by Shirley Terry for everyone's review and input at the next meeting.  

Treasurer's Report

A check for our tax exempt status was sent to the IRS on Jan. 28th.  We have received over $1000 so far in membership fees.
According to the bylaws It has been necessary to review and approve any fee over $100.00. A motion was passed to increase that to 250.00 in the revised bylaws.  Two signatures are required for any withdrawals, those are the Treasurer and the Chair's.  With regard to the physical location of those officers, approval for a check by the Chair which is acknowledged by e-mail will be sufficient and the e-mail will be kept in the Treasurer's files.  This also will be included in the bylaws. 

Educational Offering

Brian Dailey, Division Chief, Lakewood Fire Dept., gave a presentation of the Colorado Urban Search and Rescue. With a great slide presentation he recounted the unit's assistance with the clean up at Ground Zero.  It was excellent and stimulated a lot of pertinent questions.

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January 24, 2002

During the meeting the subcommittees were asked to report their accomplishments from 2001 and set goals for 2002.

The budget for 2002 was proposed.

Money needed to produce the brochure was approved.

Resource Subcommittee

Accomplishments:  

	Mentorship library is assembled
	Web Site is functioning

Goals:

To look at the possibility of working within hospital systems to partnership with physicians and case managers to evaluate the effect of managed care on the care of trauma patients.

Data Subcommittee

Accomplishments:

	Established a good relationship with Dr. Hedegaard from the State Epidemiology Department to establish more standardized data collection from facilities.
	The development of the List Serve for the discussion of coding questions.

Goals:

	Facilitate the addition of new E-Codes which will be available for use in February by distribution from The State of Colorado to facilities within the trauma system.
	Work with Clinical Data Management to add new reports to our data bases.

Education Subcommittee

Accomplishments:

Successfully provided the educational offerings in 2001.

Goals:

Set the new schedule for educational offerings in 2002 to be as follows:

 

February       Brian Daily-Urban Search and Rescue

April             TBA

May              Data Base Applications for Quality Assurance and Process Improvement 

July              The meeting will be at the Trauma Conference in Breckenridge Colorado

August          Chart Reviews

September    TBA

 

The meeting agenda in February will focus on the review and revision of the organization's bylaws. 

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November 29, 2001

Old Business

Elections

The new officers were elected for the positions of Chair, Vice-Chair and Treasurer.  The results were:

        Chair------------Mary Shelton

        Vice-Chair-----April Settell   

        Treasurer------Nancy Frizell

Brochure--Shirley Terry

We reviewed the changes in the brochure and made additional recommendations for the final product.   The final draft will be available for review at the next meeting.

Tax ID Status

No report available

Subcommittee Reports

No report available

Bylaws

There was some discussion as to who has a current copy of the bylaws.  The Articles of Incorporation were available.  Kathy Mixdorf will be contacted regarding the location of the bylaws and current membership list.  When we do have the current bylaws they will be posted on the web to be available to the members for reference.  It was also decided that a small group would be formed to review the bylaws instead of the whole council.  

2002 Goals

2001 organizational goals were discussed and it was decided that these were tasks as opposed to goals.  The goals for next year still need to be determined.

New Business

Transfer Agreements

Shirley Terry suggested that transfer agreements need to be renewed soon.  She felt that there should be an efficient method to accomplish this project.  Not everyone in the group needs to renew their agreements as they had just done so.  Peggy Ray said theirs also needs to be renewed.  Ramona Zimbeck will work with Shirley on this project.

Budget

A spread sheet was presented by Jana Williams for the "in kind" services provided by The Medical Center of Aurora.

Christmas Party

The party was a success with lots of great goodies and fun gifts.  A good time was had by all!

The agenda for next meeting is:

Old Business

	Sub-committee Reports
	Brochure
	Tax ID status
	2002 Goals
	Bylaws Review taskforce report
	Transfer Agreement taskforce report
	Treasurers Report
	SEMTAC Report

New Business

	2001 Accomplishments of the subcommittees
	2002 Goals of the subcommittees
	Membership Drive
	2002 Strategic Plan

Educational Programs for 2002 are posted on the Education Page of this site. 

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September 27, 2001

	1030-1130  Sub-committees meet
	1130-1230  General Session
	1230-1330  Lunch and Educational Program
	1330-1400  Executive Session to plan the agenda for the next meeting.

We are hoping to arrange with Holly Hedegaard to hold the State Evaluation Sub-committee meeting following the CTN meetings from 1400-1700.  This will helpful for those who travel to Denver and also wish to attend this meeting. 

The agenda for next meeting is:

Old Business

Sub-committee Reports

Election of Officers for Chair, Vice-Chair and Treasurer

Review of Bylaws

Brochure status

Tax ID status

2002 Goals

New Business Christmas Party---Bring a white elephant gift for an exchange.  So dig around in the garage, basement or attic for something silly!

There won't be an Educational Program at this meeting.

Educational Programs suggested for 2002 are posted on the Education Page of this site. 

Other business discussed were the dues, to change or not to change that was the question!!  Not to change them was the answer.

In order to establish a budget it was decided that during 2002 all expenses would be tracked, including "in kind" expenses.  The advantage of doing this will be helpful in the future if we request grant monies.

TRAUMA:  Any external force applied to the body.  Any emotional shock that creates substantial and lasting damage to the psychological development of the individual which can lead to neurosis. Are you there yet???

Coordinate:  To harmonized in a common effort.  "Coordinate Bond" a covalent chemical bond produced when an atom shares a pair of electrons with an atom that lacks a pair.  Does this mean any thing to you?  We seem to have lots of atoms around us that lack a pair, of electrons that is.  We need to have all the electrons to hold folks together.  

	T  Trauma patients; that is why we survive.  Without them we would be coordinators of what?
	R  Risk; risk making changes, risk by making mistakes to learn from them.  Risk our necks when standing up to the trauma surgeon for patient care issues.
	A  Assessment; we can lose our assessment skills for the trauma patient.
	U  Uncertainty; we all have that, new trauma coordinators join the club with experienced trauma coordinators.  Unclean; what your patients are when you are working in the ED or helping out in the ICU with trauma patients.
	M  More; more time, more ideas, more paperwork, more decisions, more education.
	A  All together; it is mostly your job to hold the program all together.

	C  CMEs; what your doctors have to have and could care less about.  Cheerleader; what you feel like on most days to keep the team together.
	O  Organizer; organize the patient care, organize the meetings and try to organize the trauma director.
	O  Observe; observe the trauma team, observe the patients.  Observe the good and bad things about your trauma program.  Oatmeal, your favorite or almost favorite kind of cookie!
	R  Registrar; without them your life would be #*!!.
	D  Data; what we collect and live by.
	I  Inventive; "closing the loop" on PI issues.  Ice; what you need for your head after having a bad day, or what you need for your Margarita after having a bad day.
	N  Nude; what your trauma patients are when they arrive in the ED and what you hope to never be, in front of your peers.  Nickel; if you had one for every bad idea you ever had you could retire.  Negative; the attitude you have to sometimes face.
	A  Adapt; what you do daily, sometimes almost hourly.
	T  Thorough;  what you have to be with your PI program.  Timely; what you want your trauma activations to be and the response of your trauma surgeons. Tidy; could be your desk, but certainly not mine.
	O  Obscenity; what you would like to use sometime and what your head injured trauma patients always use.  Obstacle; what you face sometimes daily, but do with humor.  Obtuse; the angle you have to take to get thins accomplished.
	R  Review; review those charts for PI.

Put them all together and they spell Trauma Coordinator, words that mean the world to us.