Working with Fatal Crashes

A Fatal Supplement Form is required whenever there is a traffic crash resulting in a fatality. The death must occur within 30 days of the crash to be considered a traffic fatality. A fetus must be 28 weeks developed to be counted as a traffic fatality. This form replaces the paper and electronic MV3480 Fatal Supplement Form when submitted as part of a TraCS electronic crash report and is necessary to comply with the requirements of the federal Fatality Analysis Reporting System (FARS). This form is transmitted when validated.

If an electronic DT4000 (Crash report) has been completed for the crash but has not yet been end shifted, open the Crash report and click “Replicate” button on the menu bar, then select “Fatal Supplement”. Using the Replicate button sets up the Fatal Supplement correctly. The following must be added and entered on the Fatal Supplement.

• Every unit

• Every unit has at least one individual (usually the driver)

• Every individual that died as a result of the crash

• Every individual that was transported to the hospital

If the Fatal Supplement Form is submitted after the electronic crash is sent (e.g., a critically injured person dies two weeks after the crash), the original crash needs to be amended to reflect this information.

Creating the Fatal Supplement Form

To create a fatal supplement.

• Go to an Office Workstation

  • Note: Can use a mobile computer if using Web Services.

• Find Original Crash Form

• Note: The original might be in the Archive

• If the Original form is in Archive then Unarchive it.

• Replicate from Original. To Replicate

  • Either Highlight form and click Replicate from the Forms Manager

  • Or Highlight form, right click choose Open Form (Ctrl_O), then click Replicate from the Forms Viewer. Note: this option is better for Web Services Clients.

• Choose Fatal Supplement

• A new Fatal Supplement form will be opened and placed in Edit mode. Quite a few fields have been disabled, these fields match the Crash form. Note: if you need to change them, see updating date of death.

• Fill out the empty fields

• Validate

• Verify

• Transmit to the DOT

Updating date of death

If one of the following instances happen

• One or more the grayed out fields needs updating

• An individual died within the 30 day crash window

• It was found that someone was transported to the hospital

To update this items on the fatal supplement do the following

1. Create an amended crash report (See working with 2017 amended crash form)

2. Transmit the crash form

3. Open the Fatal supplement you are working on.

4. Place the fatal supplement form in Edit mode, by Clicking Edit Form

5. Click the Update button in the Crash ribbon.

6. The grayed out fields will update to the latest amended form.

7. Finish the report

8. Validate

9. Transmit.

How to Send a Fatal Email to the DOT

All fatal accidents need to be reported to the FARS group in the DOT. The DOT needs to get notification of a fatal accident as soon as possible. Most agencies have dispatch send a teletype to the DOT, but now if wanted the officer who fills out the crash report can send an email to the FARS group.

To send an email from TraCS, use the Crash form. Once in the Crash Form

1. In the Crash ribbon click Fatal Required to disable all the fields not needed for a Fatal Notification to be completed.

2. When entering the number killed, some fields will turn Yellow. These are the required fields for the notification to be sent. Note: some fields that drive the form are still enabled because otherwise you would not be able to fill out the crash form correctly.

   

3. Fill out the fields.

   1. Date, time and total units are required

   2. The Location of the crash

   3. In the Unit Summary Group fill out

      1. Unit status, vehicle operating as classification, Unit type, vehicle typesome are necessary for form design others are needed for the notification.

      2. Total Occs needs to be filled out otherwise your individuals in the unit will not appear.

   4. In the Individual Groups with a Fatal Injury fill out the following fields.

      1. Role is needed for the form design

      2. Last Name, First Name, Middle Initial and suffix along with the Date of Birth and Sex are required.

      3. Seating position, Safety Equipment, and Date of Death are required.

      4. Injury Severity is needed for the form design

      5. Time of death is added if entered but not required.

4. After all the necessary fields have been entered. In the Crash ribbon click the Fatal Requirement button.

5. First it will look at your fields to make sure everything required if filled out. If not an error message will appear, detailing what fields need to be entered.

6. 

7. Enter the fields on the list.

8. Repeat 4 until you get a question and not an OK box.

9. Choose Yes or No

10. Enter additional information if needed.

11. An email will be generated.

12. Add your email in the CC field along with other emails as necessary.

13. Click Send.

Sample Email