1. What data elements are collected by the AAOS Registry Program?
2. Are there any tips for successful data submission?
3. What are the file error messaging definitions?
4. Are all data elements required?
5. How much time should I estimate for getting set up with the data submission process?
6. How do I submit data to the Registry Program?
7. In what format should I upload data to the Registry Program?
8. If my site is using a third-party vendor to collect data, is it necessary to collect and submit the same data twice?
9. How often should my site submit data?
10. Is retrospective data accepted?
11. Are my patients’ data secure?
12. What are your notification requirements in the event of a breach?
13. Will other sites be able to see my data?
14. How do you manage the integrity and quality of the data in the Registry Program?
15. Who do I reach out to for data submission support?
16. Can I access Registry Program data for clinical investigation?

 

1. What data elements are collected by the AAOS Registry Program?

The AAOS Registry Program collects procedural data, post-operative data, and patient-reported outcome measures (PROMs) data. Some anatomical registries may collect additional types of data. All Registry Program participants are provided with data specifications and a data dictionary with definitions of the data elements appropriate for each AAOS Registry. Learn more about data submission here.

 

2. Are there any tips for successful data submission?
   

Each of the three data categories will be submitted to the Registry Program in separate files. When submitting data, the procedural file is always submitted first.

Post-op and/or PROMs files are submitted 24 hours after submitting the corresponding procedural file to ensure proper processing. All post-op and PROMs submissions must reference the corresponding procedure to link to the patient record.

Lastly, patient data must match identically with each submission to ensure proper linking. An example would be adding a middle name or suffix to an existing record will not be linked properly.

If these steps are followed, your data and dashboard will accurately populate. Visit Tools & Resources to reference the document that describes the data elements that are required for appropriate linking.

Participants can also view a document in Tools & Resources that outlines how to prevent files from being rejected by the Registry. For best practices, we highly recommend using the most current version of the data specifications.

 

3. What are the file error messaging definitions?

Download the “Registry Data Submission - Enhanced Error Messaging for File Processing Issues” guide from the Tools & Resources section of RegistryInsights® for an overview of the enhanced error messaging associated with deficient file submissions. 

 

4. Are all data elements required?

No, but certain fields must be completed or the submission will not be accepted. There are also conditional fields that are not necessary to be completed for all uploads. Any field that is not required must be populated with either “Not Reported” or “NR.” A complete listing of non-required and required fields are designated in the data specifications and data dictionary documents found in the Tools & Resources section of RegistryInsights.

 

5. How much time should I estimate for getting set up with the data submission process?

Getting set up to continuously submit data to the Registry Program takes approximately 60 business days. An AAOS Registry Support Specialist will be assigned to work on your Registry implementation and walk you through the process.

 

6. How do I submit data to the Registry Program?

The data submission process involves extracting procedures from your site’s electronic health record (EHR) system, then submitting data through the RegistryInsights data upload process via a secure file transfer protocol (SFTP) or hypertext transfer protocol secure (HTTPS).

 

7. In what format should I upload data to the Registry Program?

Data is uploaded via Excel or CSV file. 

 

8. If my site is using a third-party vendor to collect data, is it necessary to collect and submit the same data twice?

That is not necessary if the third-party vendor is one of our Authorized Vendors. Our Authorized Vendors know our data requirements and we have established agreements allowing them to submit on your behalf. 

If the vendor you are using is not an AAOS Registry Program Authorized Vendor, we can work with the vendor to execute an agreement and avoid the burden of doubling your data collection and submission.

 

9. How often should my site submit data?

We recommend monthly submissions. If this does not work for your workflow or case volume, we suggest a quarterly upload at a minimum.

 

10. Is retrospective data accepted?

Yes, we accept retrospective data for all our registries. The time interval for retrospective data depends on which Registry you are submitting for. Contact Registry Support at RegistrySupport@aaos.org for specific Registry information.

 

11. Are my patients’ data secure?

AAOS follows all Health Information Portability and Accountability Act of 1996 (HIPAA) and Protected Health Information (PHI) regulations. Our PHI is secured, maintained, and released in accordance with all applicable federal and state laws, rules, and regulations, including HIPAA regulations. All our personnel who process, generate reports, or otherwise have contact with PHI must uphold the patient’s rights to confidentiality. This policy refers to all information resources, whether written, verbal, or electronic, and whether individually controlled, shared, stand-alone, or networked. Additionally, our staff have been trained in HIPAA privacy and security.

 

12. What are your notification requirements in the event of a breach?

We will report any breach well before the 60-day HIPAA breach notification requirement.

 

13. Will other sites be able to see my data?

Only your Authorized Users and PROM Site Administrator can see your site-wide data. Surgeon Users can only see their procedures. De-identified data on the national level can be seen in the aggregate.

 

14. How do you manage the integrity and quality of the data in the Registry Program?

We utilize strict protocols for data migration, security, privacy, review, and implementation. We also conduct an annual audit with the sites who are providing the data.

 

15. Who do I reach out to for data submission support?

Sites can use the Feedback & Support form on RegistryInsights or contact a Registry Support Specialist at RegistrySupport@aaos.org.

 

16. Can I access Registry Program data for clinical investigation?

Clinical scientists can apply to use analyses from the AAOS Registry Analytics Institute® (RAI).

The goal of the AAOS RAI is to provide a resource to the scientific community to further understand and improve orthopaedic and musculoskeletal care by making analyses available to examine outcomes related to orthopaedics. The Institute gives clinicians and clinician-scientists the opportunity to submit proposals for analytic insights.

To learn more about the application process and participate in a data analysis collaboration with the Registry Program, click here.