Treasurer's Report
Nancy Frizell submitted the financials as of December 31, 2003 and handed out the 2004 budget.  The web site maintenance fee needs to be increased.  

Outreach/Membership
Cris Geist called several Trauma Nurse Coordinators to encourage them to attend.  She feels that those who want to attend the meeting do so and those who do not either cannot or choose not to attend.

Mary Shelton made some magnets with the CTN card printed on them.  These can become permanent fixtures in TNC offices to serve as a reference for new coordinators.

Mary Shelton will develop a one-page information sheet on CTN to be e-mailed to new members.

Educational Offerings
Due to the day change, Donor Alliance will not be able to present today but will present in May.

Society of Trauma Nurses has been contacted regarding presenting the Trauma Outreach Process Improvement Course (TOPIC) during the July Rocky Mountain Conference at Copper Mountain.  STN will pay for materials up to 50 people.  It will cost approximately $65.00/person for the conference room, lunch and AV personnel.  The course is scheduled for July 17, 2004 from 7 AM to 4:30 PM.  The cost will be $75.00 for CTN members and $100.00 for non-members.  Fee will include lunch and breaks.  The TOPIC curricula will be e-mailed to everyone.  The brochures for the conference will be available sometime before May.  The Memorandum of Understanding still needs to be signed between STN and Denver Health Medical Center.

CTN Brochure
No one was assigned to update the brochure at the last meeting.  Mary Shelton and Shirley Terry will check into this.  Kendra Moldenhauer will see if PR at DH still has the template for the brochure.  Shirley will check with Signal Graphics to determine if they will have a disc with the artwork.  The question was raised as to the effectiveness of the brochures.  They were handed out at various conferences.  The decision was make to update the brochures.

New Business

Nomination of Officers Since Michael Evans has resigned from Boulder Community and CTN, nominations are open for a new treasurer.  Georgia Kennah was voted in as a new Council Member and as the new Treasurer

Dr. Holly Hedegaard Dr. Hedegaard will ask CDM to consider the following issues:     * add an asterisk to required fields     * look more into co-morbid conditions and complications     * look at the time of injury in terms of time zones, i.e., 30 minutes, unless you know the actual         time of injury     * documenting MVC speed time in terms of low, moderate or high Dr. Hedegaard has less time to devote to data since her hob was relocated several months ago.  The state may hire someone to work on trauma registry but are still developing the  job description. Currently hospitals are downloading to the National Data Bank individually.  The state may utilize  CDM to download the State's information. Dr. Hedegaard will be looking at obtaining more information regarding MVCs for "98 forward. She will be addressing ISS>9, disposition to rehab, SNIF or nursing home and multiple extremity fractures.  The issues of the current tort system are a concern for everyone.  Lori McDonald is  putting some Colorado citizens onto Medicaid for payment

2004 Meeting Schedule
There was a discussion as to when to have the meetings, Fridays or Thursdays.  The vote was to 
continue with Fridays. 

The meeting dates are as follows:
Friday, May 21, 2004
Saturday, July 17, 2004 after the TOPIC course (this date is still in question)
Friday, September 24, 2004
Friday, December 3, 2004

David Beckett will plan on attending in the future.

Potential Future Agendas
Category of coding and facial issues will be a subject which April Settell will coordinate and provide sample coding for everyone.

Next Meeting
May 21, 2004
1030 AM
The Medical Center of Aurora

Location- The Medical Center of Aurora,1501 S. Potomac, from 225 go east on Mississippi and  south on Potomac.  From the main hospital entrance, go to the left and the conference rooms are on the left. If you need more specific directions contact Jana Williams at (303) 873-5232 or e-mail her at: jana.williams@healthonecares.com

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December 4, 2003

Treasurer's Report
Nancy Frizell announced that the 501c3 has been completed and approved and the appropriate documentation has been received from the IRS.  The accountant who has been helping us did not charge for his assistance.  We will send a thank you letter to him.
She reviewed the status of our finances and membership which is 53 members.

2003 Accomplishments

	Completed the work on the 501c3
	Resource CD was distributed to all members at this meeting and will be sent to those  not able to be here.
	The CDPHE has a  representative who attends our meetings to increase communication with  the CDPHE. (David Beckett)
	Useful and good quality educational presentations throughout 2003.

2004 Goals

	One day conference
	Make web site more functional
	Continue to accumulate resource information
	Attempt to establish a method to track changes in Trauma Nurse Coordinators and Registrars
	Continue to provide quality educational offerings

Educational Offerings
The Education Subcommittee will arrange for Organ Donor Alliance to present at the February 
meeting.
The Society of Trauma Nurses will be contacted to see if they can provide a topic course at Breckenridge the day before the start of the Rocky Mountain Emergency Medicine and Trauma 
Conference the end of July. 

New Business

	Web site The web site will change to include a pass word protected page in which we can put all  our resource documents or other information we don't want accessible to the general population.
	Brochures Our old brochures are already outdated as they have our old address on them.  We will  look into having new ones made as we want to have them available for the conference in July.
	Out Reach We will try to do a quarterly e-mail to all trauma centers.  Shirley Terry will look into getting  information through the Rural Health Division at the State or through Colorado Health and  Hospitals.  Mary Shelton will make magnets for Trauma Centers which will contain pertinent CTN contact information for new coordinators and registrars.
	Mentorship Additional information will be added to the Mentorship CD.  Those discussed were a guide to  CQI and survey preparation/hot spots.

Election Nominations
The elections were held for Vice Chair and Treasurer.  April Settell agreed to keep the seat of Vice-Chair through 2004-2005.  Michael Evans was nominated and elected Treasurer.
(An update 1/04-Michael is no longer working at Boulder Community Hospital and will not be assuming that position.  New nominations and election for this seat will occur at the next meeting.)

2004 Meeting Schedule
We will try to have meetings on Fridays to see if that works better for everyone.  We discussed the possibility of having meetings in conjunction with the SEMTAC meeting schedule but all agreed that their schedule was difficult enough as it is.  We also feel like having at least one meeting on the Western Slope was an interesting idea.  We are considering Glenwood Springs for one of the meeting locations for 2004.  Meetings will be scheduled for May, July (at the Breckenridge conference), September and December. The next scheduled meeting is February 27, 2004.  Dates for subsequent meetings will be set at that meeting.   

Lunch and Christmas Party
A good time was had by all, especially Ray C. who got the creme' de la creme' of white elephant gifts!

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October 1, 2003

Treasurer's Report
Our new address change will be effective on Oct. 29, 2003.  The lawyer, accountant and the USPS have been notified of the new address.  The bylaws need to be changed to reflect the new address.   
Our new address is:   
Colorado Trauma Network
499 E. Hampden, Ste. 380
Englewood, CO 80113 

Old Business

Mentorship Peggy Ray has some information available to put on CDs.  She received additional information at this  meeting.  David Beckett has a guide which identifies "hot spots" for reviews of Level III, IV and V trauma site  surveys noted by the state and the ACS.  He will send Peggy a copy of the guide for the mentorship CD. In order to provide information about CTN, Inc. David would like to provide CTN brochures to those  coordinators he comes in contact with during the survey process.  Lisa Walker also felt it would be  useful to provide brochures to facilities associated with the RETACs.

New Business

State Update David Beckett is attending the CTN meetings to provide an information exchange between the organization and the state.  He has several new physician surveyors for the state designation system. The state has completed 9 surveys by the end of September.  Level V designation fees are currently the same as Level IV fees.  All of the Level V designations will be done by the end of ski season in 2004.   Level I and II surveys are being carried out by the ACS with a state representative in attendance.  All other levels will be done by the state.   The state is trying to match the survey team with the facility type. David is formulating a grid which should assist the state in getting back on schedule and keeping the  surveys from becoming compressed into a short time period. The surveys will be spread out over a  5 year period.  He discussed the details he is using for the designation time grid.   In the future it is anticipated that the application will be available electronically and the surveyors can obtain applications on a CD instead of a  "hard copy" which is currently used.

Election Nominations

The position which will end at the end of the year are the Treasurer and Vice Chair.  Please ask other members if they would accept the position before nominating them.  Nancy Frizell will not be available to continue as the Treasurer

2004 Meeting Schedule
We will request a meeting time in the subcommittee meeting schedule the day before the SEMTAC meetings to facilitate travel for people coming from outside the Denver area.  We will need to schedule additional meetings to have 8 meetings a year as dictated by our bylaws.

Next Meeting

	December 4, 2003
	White Elephant Christmas gift exchange (If you don't have any white elephants there is a $10.00 limit on gift purchases.)
	Location- The Medical Center of Aurora,1501 S. Potomac, from 225 go east on Mississippi and  south on Potomac.  From the main hospital entrance, go to the left and the conference rooms are on the left. If you need more specific directions contact Jana Williams at (303) 873-5232 or e-mail her at: jana.williams@healthonecares.com

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Treasurer's Report
There are 49 paid members at this time resulting $3000 in dues.  The expenses amount to those for food for the meetings and the cost of our 501c3 application to the IRS and accountant fees.    
Work continues on the 501c3, it will be reviewed by the accountant and sent on to the IRS.
The mailbox we have been using is identified as a barrier to getting the mail to the treasurer.  This has affected the membership applications and dues getting to the treasurer as well as mail pertinent to the 501c3 activities.  The group agreed that another method of receiving and sending mail on would be better served through a specific member at their hospital.  Phyllis Uribe agreed to allowing the CTN to use her office address as our primary mail address.  Her office mail goes to a specific address and not through Swedish Medical Center's mail system.  Our new address is:   
Colorado Trauma Network
499 E. Hampden, Ste. 380
Englewood, CO 80113 

Subcommittee Reports
The whole group worked together on the subcommittee projects.

	Education Committee Several topics were suggested for 2004 educational offerings.  The suggestions  included a multi-level case review; clinical issues utilizing interventional radiology; asystolic organ donation; planned or unplanned disasters; utilizing Factor 7A; the Society of Trauma Nurses Performance Improvement Course.  There is a new program from Donor Alliance to engage more people to join the donor registry for organ and tissue donation.  This may be a program to consider in the upcoming year.
	Resource Committee  Melissa Bennett has reformatted the Mentorship List and has sent it out for updates.   Melissa will add the trauma registrars to the list. To start the Resource Packet, trauma flow sheets, trauma team activations, job descriptions, and sample audit filters should be sent to Peggy Ray. Peggy will make CDs for everyone as a Christmas present.  We will add specific policies and procedures to the compilation in 2004.  Assignments were made so that a sample from all Trauma Center Levels will be included. Level I-Karan Hutchins will send that info from Denver Health. Level II-Donna Nayduch (Northern Colorado Medical Center), Cris Linder Geist (The Medical              Center of Aurora) and Jean Marso (University Hospital) Level III- Nancy Frizell (Valley View Hospital) and Mary Shelton (Aspen Valley Hospital) Level IV-Theresa Dorsey (St. Anthony's North) If anyone else would like to send their information to be included in the packet please feel  free to do so. (Contact information is available on the Directory web page) Phyllis Uribe and Donna Nayduch will add tips on site survey preparation and a basic guide to  TCQI. The due date for these documents is Sept. 26th.
	Registry/Data Committee  This group did not meet.

New Business
Goals

	We have no process to determine when a new Trauma Coordinator comes into a facility.  We need to find a way to identify those people.  Mary Shelton will contact David Beckett at the State to see if a system can be set up.  This would allow CTN, Inc. to welcome new coordinators.
	Consider a research project which we could work on in the future.

Educational Offering
Peggy Ray, Ray Coniglio and Donna Nayduch gave a presentation on Trauma Team Activation (TTA) charges.  They discussed the TTA codes, billing for multidisciplinary team charges and feedback from around the country regarding these charges and dealing with Medicare billing.

Announcements
There will be a small gathering for CTN on October 1, 2003 during the afternoon of the SEMTAC Committees for the purpose of determine if resource documents have been sent to compile the Resource CD.  When the schedule for SEMTAC Committees is available the time and date will be set. 

Next Meeting

	December 4, 2003
	White Elephant Christmas gift exchange (If you don't have any white elephants there is a $10.00 limit on gift purchases.)
	Location- The Medical Center of Aurora,1501 S. Potomac, from 225 go east on Mississippi and  south on Potomac.  From the main hospital entrance, go to the left and the conference rooms are on the left. If you need more specific directions contact Jana Williams at (303) 873-5232 or e-mail her at: jana.williams@healthonecares.com

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Treasurer's Report
Nancy Frizell continues to work on the 501c3.  Current expenses include the cost of the post office box, attorney fees and Letter of Incorporation.  A financial report was distributed. 

Old Business

	Dues The mailbox was temporarily closed by the post office and resulted in some membership checks  being returned.  Mail will be retrieved every 2 weeks by Abbie Brester.
	501c3 The application requires a narrative of the Council's duties, prioritized with time frames and objectives.  Discussion followed to accomplish this task.

Subcommittee Reports

	Education Committee The August educational offering for August will be Charging for Trauma Team Activation-the usage  of, and impact on, Trauma Centers and education regarding the new revenue code UV-92 68x.  It will  be presented by Ray Coniglio, Peggy Ray and Donna Nayduch. This committee would like to have input on the TNC role for the resource manual.   The committee will work on the educational offerings for 2004 at the August meeting.
	Resource Committee Melissa Bennett will reformat the Mentorship List and send it out for updates Tracy Jones will scan the documents and Peggy Ray will organize and distribute the CDs.  Everyone  is to send the following: Trauma Flow sheets, abstracts, policies and procedures, Q.I. plans, injury prevention activities or  programs, HIPAA regulations and policies, trauma team activation policies and procedures and any  other pertinent information for the manual.
	Registry/Data Committee Coding issues were discussed.  The 7 digit AIS coding that has some unmatched codes with the ICD 9  codes.  The linkage needs to be fine tuned.

New Business

Everyone was reminded of the Annual Rocky Mountain Trauma and Emergency Medicine Conference in be held in Breckenridge, August 2-6th.

Educational Offering

Esther Henry, the Security and Privacy Officer for University Hospital, provided information  surrounding HIPAA.  There was a lengthy discussion regarding how the various hospitals have  interpreted the HIPAA regulations and the impact it has had on communication between the  various hospitals.

Announcements

	Skip Tinnell announced that he is the new chair of the Disaster Health Services for the  Mile-High Chapter of the American Red Cross.  He discussed the chapter and the role of the  volunteers.
	There will be a CTN meeting/luncheon at the Breckenridge conference in Shirley Terry's  room on Sunday, August 3rd.  Please RSVP to Shirley if you are planning to attend. You can e-mail Shirley at:  shirley.terry@dhha.org

Next Meeting

	August 28th, 2003
	Location- The Medical Center of Aurora,1501 S. Potomac, from 225 go east on Mississippi and  south on Potomac.  From the main hospital entrance, go to the left and the conference rooms are on the left. If you need more specific directions contact Jana Williams at (303) 873-5232 or e-mail her at: jana.williams@healthonecares.com

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Treasurer's Report
Nancy Frizell reviewed the 2003 budget with the members.  The purchase of lunches for $10.00/pp was agreed upon with the average number of members at each meeting estimated at 25.  RSVP from members who will be attending the meetings is requested for future meetings.

A corporate rate for dues was discussed.  This would affect the hospitals which are represented by multiple individuals.  It was decided that this would not be appropriate and is not covered in the bylaws.  It was also pointed out that this subject was discussed in the initial setup of the organization. 

The Medical Center of Aurora will continue to provide a meeting room for the organization and as such the personnel representing the Medical Center will continue to be exempt from dues.

Nancy will contact an accountant to assist with the remainder of the paperwork required to complete the 501c3.  She will do as much background work as possible to keep the expenses down.  If anyone within the organization has prior experience with forming a 501c3 please contact Nancy.

Don't forget, Dues are due!

Council Seats
Ray Coniglio is relinquishing his council seat and Jean Marso will take his seat on the council. This will complete the 17 seats available. We will review the number of council members at the first meeting of the year in the future.

Transfer Agreements
Shirley Terry has a new Transfer Agreement from Denver Health which contains all the current HIPAA language.  She will e-mail it to the council.

Transfer Follow Up Information
This is an area which no one present had much information on in terms of HIPPA requirements.  Who can speak with whom,  and who can send written information to whom being the unclear points.  Shirley Terry will pursue this subject with Gail Finley-Rarey and report back to the group at the next meeting in May.

Subcommittees

	Resource Subcommittee This group will continue to put together the Resource Manuel.   April Settell will take the information and have packets put together at Kinko's to distribute  at the next meeting. Other concerns noted by the committee was the inconsistencies in the ACS reviews.  Some members felt that the state should work in coordination with the ACS for the Trauma Centers in  the State of Colorado. Medical record review sheets which we have been given to facilitate the surveyors chart reviews  are only appropriate for Level Threes and Fours, not Ones and Twos.
	Data Subcommittee In the last data quarterly meeting Dr. Hedegaard requested that each injury noted in the diagnosis  be coded individually.  In attempting to do this it has been noted that there are difficulties in the double coding injuries.  Clarification on this will be requested from her at the data meeting  tomorrow.
	Education Subcommittee The educational offering has not been set yet for the September meeting.  One suggestion was  presentation on HIPAA .  Members are encouraged to e-mail or call Jean Marso with any other  requests for the September presentation.

Adjournment
Next meeting will be at The Medical Center of Aurora
May 22, 2003 at 1030 AM

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