Common ACS Trauma PRQ Upload Mistakes (and How to Dodge Them)

If you’ve ever stared at the American College of Surgeons (ACS) Trauma Program’s Pre-Review Questionnaire (PRQ) upload portal with the same dread as a cat facing bath time, you’re not alone. The PRQ is a critical part of the Verification, Review, and Consultation (VRC) process, and yet, many trauma centers trip over the same avoidable mistakes. These errors don’t just cause headaches—they can delay verification, frustrate reviewers, and make your trauma program look less organized than it actually is.

1. The “Oops, Wrong File” Fumble

One of the most frequent blunders is uploading the wrong version of the PRQ—sometimes an outdated draft, sometimes a file from a completely different review cycle. This is the digital equivalent of showing up to a black-tie gala in gym shorts.

Pro Tip:

Maintain a clearly labeled folder for the current PRQ cycle.

Use version control naming conventions (e.g., PRQ_Final_2026-01-05.pdf).

According to the ACS (2024), ensuring the correct and final version is uploaded is essential for an efficient review process.

2. The “PDF Acrobatics” Problem

The ACS requires the PRQ to be uploaded in a specific format—usually PDF. Yet, some centers upload Word documents, image files, or PDFs so large they could double as a coffee table book. Oversized or improperly formatted files can cause upload failures or make navigation painful for reviewers.

Pro Tip:

Compress PDFs without sacrificing readability.

Double-check that all hyperlinks, tables, and embedded documents function properly before submission (ACS, 2024).

3. The “Deadline? What Deadline?” Disaster

The PRQ upload deadline is not a suggestion—it’s a hard stop. Late submissions can jeopardize your scheduled site visit and reflect poorly on your program’s organizational discipline.

Pro Tip:

Set internal deadlines at least one week before the ACS deadline.

Assign a “deadline hawk” on your team to track progress and send reminders.

4. The “Attachment Avalanche”

Some trauma centers upload every possible supporting document—whether relevant or not—turning the PRQ into a digital hoarder’s paradise. Reviewers don’t need your cafeteria menu from 2018.

Pro Tip:

Only include documents explicitly requested in the ACS PRQ instructions.

Use concise, clearly labeled attachments to make navigation painless (ACS, 2024).

5. The “Security Slip”

Uploading files with patient identifiers or unsecured sensitive data is a compliance nightmare. HIPAA violations are not the kind of excitement you want in your verification process.

Pro Tip:

Scrub all documents for protected health information (PHI) before upload.

Use secure, encrypted storage and transfer methods.

Bottom line: The PRQ upload process is not just a bureaucratic hoop—it’s your trauma center’s first impression in the ACS verification process. Treat it with the same care you would a patient handoff: clear, accurate, and timely.

Conclusion

The ACS Trauma PRQ upload is a deceptively simple task that can become a minefield of errors if approached casually. By avoiding the “wrong file” fumble, the “PDF acrobatics” problem, the “deadline disaster,” the “attachment avalanche,” and the “security slip,” you can present your trauma program as the well-oiled, high-functioning machine it truly is.

So, the next time you’re about to hit “upload,” ask yourself: Am I about to impress the reviewers—or give them a reason to question my organizational skills?

Download this ACS PRQ Upload Checklist to assist you in preventing mistakes.

References

American College of Surgeons. (2024). The verification, review, and consultation process. American College of Surgeons. https://www.facs.org/quality-programs/trauma/quality/verification-review-and-consultation-program/process/