The EMS/Trauma Registry System currently checks for duplicate records. Before May 2004, the system used to only delete exact duplicates where ALL of the fields matched exactly. As of May 2004, the system identifies records as duplicates only if all of the critical fields listed below MATCH EXACTLY.
For example, if the only field you update is the patient's Pulse, which is not a critical field, then the older record (the first record you sent to us) will be automatically deleted and the newest copy of the record will be kept. If you update the Race of a patient and send the record in, both versions of that record will be kept in the system since Race is a critical field. You will need to go into the system and delete the older version of the record manually.
Below is the list of critical fields, those fields that must be exactly the same for a record to be considered a duplicate and the older record deleted:
| EMS Providers |
|
Hospitals |
| Entity Number |
|
Entity Number |
| Run Report ID |
|
Trauma Registry Number |
| Race |
|
Race |
| Sex |
|
Sex |
| First Name |
|
Date of Birth |
| Last Name |
|
Date of Injury |
| Date of Birth |
|
Time of Injury |
| Date of Call |
|
County of Injury |
| Time of Call |
|
Date of Arrival |
| Time of Arrival at Scene |
|
Time of Arrival |
| Time of Arrival at Destination |
|
Date of Discharge or Death |
| Run Type |
|
Time of Discharge or Death |
| Response Type |
|
Cause of Injury |
| Location of Injury |
|
Payer Source |
| County of Occurrence |
|
Injury Severity Score |
| County of Residence |
|
Test Record |
| Injury 1 |
|
|
| Injury 2 |
|
|
| Illness 1 |
|
|
| Illness 2 |
|
|
| Test Record |