Level I and II CY2024 Readiness Cost Survey FAQ

Direct questions to [email protected] questions will be compiled on this document and reviewed on the open forum Q&A virtual session on April 11, 2025

The GTC will use the survey results to assess and highlight the costs associated with trauma center readiness across the state. These results will help identify gaps in funding and areas where trauma centers need more support. By analyzing the data, the GTC can advocate for increased funding from the legislature, demonstrating the value of trauma centers in improving patient outcomes and saving lives. Additionally, the survey results will help trauma centers benchmark their performance, justify resource allocation, and make data-driven decisions for improving care quality. Ultimately, the GTC will use this information to strengthen the trauma care system and ensure its sustainability.

The signature page should be printed, signed, and sent separately, along with the Excel file.   

Send completed assessment (Excel), signed signature page(PDF), and Organization Chart (PDF)* via "Warren Averett Connect." Each center will receive its own individual link for submission. Please do not send your data to the Georgia Trauma Commission.   

The facility can send the name and email for Warren Averett Connect access to Jessica Story, [email protected]

Calendar year 2024 costs associated with items on the tool should be used. 

All centers are required to return the completed survey by Friday, September 30, 2025   

The CY2024 Org Chart should be used.  It will be used to validate information reported in the tool. 

Yes, if there is a calculation method, column O is available for centers to indicate which calculation method was used.

The resource hub is available on the Georgia Trauma Commission website: https://trauma.georgia.gov/level-i-and-ii-readiness-cost-survey. We will also email any updates to the facility’s TPM, TMD, and Senior Executive. 

Yes, Warren Averett may audit your survey to validate costs. The survey has a notes section if needed. Please be keep track of any supporting documentation used to calculate costs

Yes, TQIP costs should be reported on row number 32, Participation in Risk-Adjusted Benchmarking Programs (TQIP).

Include if the facility has incurred costs, such as pediatric-specific equipment, to improve pediatric readiness gaps. 

These costs should be listed under Staff Providers, line 126. 

These costs are listed under Staff Providers, line 126. 

Child Life Administrator is listed on line 31, and Child Abuse Physician is listed on line 109

The terms “PM” and “night” are flexible and can be defined by each facility. The intent is to identify if additional costs are associated with specific shifts (e.g. 8, 10, or 12 hours)

05/06/25 Survey Update: A new calculation option, D, has been added 

"If you employ your physicians, determine net cost (salary + benefits - professional fee reimbursement) and estimate the portion attributable to trauma."

The previous option D (AAMC database) is now Option E.

The line item is specifically for the percent of time on administrative duties related to the Child Life Program, per Standard 2.14. 

05/06/25 Survey Update: A new line, 129,  item will be added to include child life specialists and related program costs using a facility multiplier

Use actual costs, not prorated.

Yes, it is reasonable as long as it is not already accounted for elsewhere (no double-dipping). 

Suggestions for calculating:

• Pull itemized bills and determine average reimbursement for a sample set of patients
• Work with finance and payer source analysis
• Document methodology and assumptions clearly
• Proposed methodology (from Attendee): We get reimbursed by DRG (lump-sum) for Inpatients, find the overall collection rate for Trauma patients, and allocate an estimated reimbursement based on the charges. 

Yes, if required for continuous service.

Yes, subtract grant-funded amounts.

Only the required costs for your level should be reported to avoid skewing totals. Non-required, facility-level costs may be noted in the survey’s notes section, as understanding these additional expenses can still be helpful.

 

This calculation aims to determine the net cost (gross costs attributable to trauma care less reimbursement).

• Gross costs refer to the actual expenses incurred by the facility for the equipment or resource.
• Reimbursement includes any offsets received for the use of that equipment in patient care.
• Your calculation should result in the net cost: gross cost attributable to trauma less reimbursement.

Example: Blood Product Calculation:

What does the facility pay for a unit of whole blood. Take that cost and subtract charge for infusing that unit of whole blood the difference is the net cost.  Multiply that by the number of units of whole blood utilized by trauma patients within the reporting time frame.

The survey is requesting the expense to the trauma center based on gross wages, the total amount paid to employees before any deductions. This information is typically available through payroll systems, not from W-2 forms, which only reflect taxable income.

Net reimbursement would be ideal, but it is hard for many centers to obtain consistently. 

 

Proposed calculation method:

• Run the inpatient trauma list
• Remove uncompensated care
• Compare charges vs. reimbursement to derive a facility-specific multiplier
• Document method in survey notes.

The workgroup will develop a standard calculation method that each facility can run on its own data. This method will be more accurate, given varying payer mixes.

The same formula will apply to the relevant Facility, Equipment, and Resources cost categories.

No. It should be categorized as an administrative stipend (if contracted) or a percentage of salary/benefits (if employed)

If there is no direct expense, enter $0 in the relevant category

Calculate based on the liaison’s salary and average hours of trauma-related support (monthly or annually), then apply a percentage to reflect trauma center administrative work.

Yes

Use registry consult volumes and cost formulas, such as compensation + benefits-pro fees

Use trauma-related percentages and apply total call pay or compensation as a multiplier

Track the average number of calls/day for 14 days, then calculate the trauma’s portion of the total call volume.

• Use only forward-facing, inpatient job roles (exclude admin/outpatient)
• Average their salaries, apply benefits, and use the facility multiplier.
• Avoid skewing salaries by ensuring only relevant roles are included

No, do not double-dip. Report under one line or split the cost proportionally. Add documentation/notes to clarify allocation rationale.

It is recommended that survey responses be validated by finance and clinical leads for consistency and accuracy.

Updated surveys are distributed to readiness cost survey stakeholders (TPM, TMD, Administrators), in addition to any attendees who have registered for the webinar. 

 

The survey is updated on the GTC Resource Hub, where updates, FAQs, and presentation recordings are posted: https://trauma.georgia.gov/level-i-and-ii-readiness-cost-survey

They are linked on the resource page. The download requires agreement to use the terms.

Link to the standards is available here: https://www.facs.org/quality-programs/trauma/quality/verification-review-and-consultation-program/standards/

Include only patients who met NTDB (National Trauma Data Bank) inclusion criteria for the year 2024. Be sure to involve your trauma team when working with registry data to ensure accurate NTDB query results.