CHRISTIAN MARQUEZ. Reporting to SART / BORN

Transcription

1 CHRISTIAN MARQUEZ Reporting to SART / BORN

2 What is SART? SART (Society of Assisted Reproductive Technology) is the primary organization of professionals dedicated to the practice of IVF, or assisted reproductive technology (ART). The organization represents the majority of the ART clinics in the country. The mission of SART is to establish and maintain standards for ART so that patients receive the highest possible level of care. SART includes more than 90% of the ART clinics in the U.S. SART clinics meet the highest standards for quality, safety and patient care.

3 Search term IVF Success Rates

4 IVF Success Rates Clinic Finder

5 Clinic Search for Zip Code 75234

6 SART Clinic report

7 Reporting to SART Five Step Process 1. Contact SARTCORS to obtain login information 2. Setup / Update Clinic information on SARTCORS 3. Run validation reports to check data and correct any errors 4. Create export files (.xml files) for Patient and Cycle 5. Import those same files onto SARTCORS portal

8 Understanding SART Requirements Before you begin, familiarize yourself with what SARTCORS wants

9 Reporting to SART 1. Contact SART to obtain: SART Clinic ID User ID and Password to access SARTCORS Portal Allow approximately 2 5 months for your SARTCORS Setup which includes signing a SARTCORS Import Gateway License Agreement, upload /import testing, etc. Please refer to SART CORS Online Import Gateway document for more detailed information. Ethan Wantman Ethan@sartcors.com SART Technical Support (877) SART CAL(L)

10 Reporting to SART 2. Setup Clinic Information on SARTCORS Portal Go to Two Types of Reporting 1. New Cycles 2. End of the Year Reporting

11 Reporting to SART 3. Run SART validation report to check data in eivf Launch eivf Query Engine Click on SART Reporting Select SART Validation

12 Reporting to SART 3. Run SART validation report to check data in eivf Select Date range Select Patient Validation Validate Fix data in eivf and repeat the process Wait 24 hours before rerunning the SART validation report

13 Reporting to SART 3. Run SART validation report to check data in eivf Select Date range Select Cycle Validation Validate Fix data in eivf and repeat the process Wait 24 hours before rerunning the SART validation report

14 Reporting to SART 4. Create Patient and Cycle.xml files for SARTCORS Launch eivf Query Engine Click on SART Reporting Select SART Profile Export Confirm report year, select export folder and export lists

15 Reporting to SART 5. Import Patient and Cycle Info files SARTCORS Log onto SARTCORS ( Click on Import Gateway Click on Start New Import

16 Reporting to SART 5. Import Patient and Cycle Info files SARTCORS Import Patient Records (Patient_2014.xml) Import Cycle Records (Cycle_2014.xml) Notify SART

17 Reporting to SART You can use the Query Engine App to create a mock SART report to verify results before submitting.xml files to SARTCORS.

18 Reporting to SART Mock SART Report

19 What s New for 2014 reporting? 1. Required Prospective reporting of thaw ART cycles. To prospectively report the cycle, users must log onto the SARTCORS site, create the patient s ART treatment cycle, enter the Start Date (within 4 days of treatment start date), and save that cycle into the system. It s the same process as fresh ART cycles. Alternatively, eivf users can use the eivf Query Engine application and export required.xml files every few days. The Start Date is the Stim Date field on the flowsheet. All fresh and thaw ART cycles must have this information entered.

20 What s New for 2014 reporting? 2. Banking options below can only be selected for fresh cycles whose subsequent thaws will occur 12 months or later. Oocyte Banking for Fertility Preservation Only Embryo Banking for Fertility Preservation Only

21 What s New for 2014 reporting? 2. Corresponding banking options on Flowsheet > Cycle Orders

22 What s New for 2014 reporting? 3. Medication and stimulation type added for reporting Aromatase Inhibitors (Femara/Letrozole) and their total dosage during the ART cycle Minimal Stimulation (can be defined by the clinic) Above info will be obtained and calculated from the flowsheet

23 What s New for 2014 reporting? 4. Invitro Maturation option This option can only be selected if immature oocyte retrieval and fertilization OR thawing of immature fertilized oocytes with intent to transfer occurred in the current cycle. It doesn t apply to those cycles intended to obtain mature eggs from which immature eggs were additionally obtained and matured in vitro.

24 What s New for 2014 reporting? 4. Invitro Maturation option (continued) eivf will determine this for you based on your inputs from the gamete sheet

25 What s New for 2014 reporting? 5. Failure to Survive Thaw can no longer be used as a cancellation reason. The cycle must be marked Completed. Then, choose one of the following Cycle Outcomes: No ET Inability to obtain sperm No ET Risk of OHSS No ET PGS/PGD No ET No Normal Oocytes/Embryos (after PGD results) No ET No Normal Oocytes/Embryos (did not utilize PGD/PGS) No ET Endometrial receptivity concerns No ET No Embryo Survival No ET Planned Multiple Cycles (Egg/Embryo accumulation) with PGD No ET Planned Multiple Cycles (Egg/Embryo accumulation) without PGD No ET Other

26 What s New for 2014 reporting? 5. Failure to Survive Thaw options on Flowsheet > Outcomes tab

27 What s New for 2014 reporting? 6. PGD information required for FET cycles.

28 What s New for 2014 reporting? 6. PGD information comes from Flowsheet>Cycle Orders>PGD tab and Gamete Sheet

29 What s New for 2014 reporting? 6. PGD information (continued)

30 What s New for 2014 reporting? 7. Multiple Retrieval Type sources can now be reported for each cycle. Depending on the cycle type, #of egg/embryo sources, and the state of the egg/embryos involved in the cycle, information for one or more of the following will need to be entered.

31 What s New for 2014 reporting? 7. Multiple Retrieval Type sources (continued)

32 What s New for 2014 reporting? 7. Multiple Retrieval Type sources (continued)

33 What s New for 2014 reporting? 7. Multiple Retrieval Type sources (continued)

34 What s New for 2014 reporting? 7. Multiple Retrieval Type sources (continued) In eivf, the information comes from the Flowsheet, Flowsheet Lab Notes, and Gamete/Thaw Sheet.

35 What s New for 2014 reporting? 7. Multiple Retrieval Type sources (continued)

36 What s New for 2014 reporting? 7. Multiple Retrieval Type sources (continued)

37 What s New for 2014 reporting? 7. Transfer information (location and quantity) is entered per retrieval source.

38 What s New for 2014 reporting? 7. Transfer information (continued) This information will come from the gamete sheet.

39 eivf SART Reporting Tips 1. For clinics choosing to switch from manual entry to eivf SART Reporting, wait until 1/1/2016 (Cycle Starts) to use eivf for prospective reporting. 2. If not currently using eivf for SART Reporting, you will not be able to use eivf for 2014 end of year reporting (deadline for 2014 submission is Oct/Nov 2015) 3. Run Validation Reports periodically. Don t wait until the end of the year. Recommended frequency = Weekly or Monthly

40 CHRISTIAN MARQUEZ BORN Reporting

41 What is BORN? BORN (Better Outcomes Registry & Network) is an organization established in 2009 to collect, interpret, share and rigorously protect critical data about pregnancy, birth and childhood for the province, Ontario, Canada.

42 BORN Reporting BORN Validation 1. Launch eivf Query Engine 2. Select BORN Reporting

43 BORN Reporting BORN Validation 3. Select BORN Validation

44 BORN Reporting BORN Validation 4. The validation screen will show you a list of data errors that need to be fixed before uploading to BORN s portal. a) The validation can be run by quarter b) The validation can be run by range of dates.

45 BORN Reporting BORN Validation 5. Select the quarter or enter the date range then select Validate to run the query.

46 BORN Reporting BORN Validation 5. (Continued ) a) Select Export to Excel b) Enter a file name c) Save Rec ID Patient ID Cycle Error Group Error Message Error Section Record number Patient ID Flowsheet Cycle number Indicate the area that need to be fixed The reason that cause the error Indication the location of missing or error data

47 BORN Reporting BORN Validation 5. (Continued ) d) Refer to the exported file to look up each cycle error and correct e) Wait 24 hrs, then repeat steps above until no errors are detected.

48 BORN Reporting BORN Profile Export 6. The export screen will allow you to export data into a special format file that is accepted by BORN, please remember not to rename or modify these files. a) Quarter: exporting the data quarterly b) Date: exporting the data by date range.

49 BORN Reporting BORN Profile Export 6. (continued) c) File Type: exporting your data as Test file or Production file. I. Test file is for testing purpose only. This file type will not create a report in the BORN portal. II. Production file is used when you are ready to import the data to BORN portal.

50 BORN Reporting BORN Profile Export 6. (continued) d) Select export folder

51 BORN Reporting BORN Profile Export 6. (continued) e) Select destination (i.e. Desktop) to save the file. f) Select OK

52 BORN Reporting BORN Profile Export 6. (continued) g) Select Export

53 BORN Reporting BORN Profile Export 6. (continued) h) The file will be named in a similar naming convention as below. (Remember do not rename or edit the file name)

54 Questions? Comments? Observations?