Apollo Data Entry Views

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1 Apollo Data Entry Views Enter data using the correct view STS 2.9 Core View STS 2.9 Extended View

2 Apollo Data Entry Views Adding a Record When adding a new event record to a patient, select the type of event record you want to add. Remember to choose the correct view.

3 Apollo Data Entry Views Types of Data Entry Elements Dates Drop down selection sets Free Entry Text Boxes 3 Phase Checkbox Blank, no entry Yes No

4 Apollo Data Entry Views Types of Data Entry Elements Temporary fields should remain blank until the STS activates them. The checkboxes should have gray checkmarks in them indicating there has been no entry. Remember a blank or all white box means an answer of No and will result in DQR errors if the STS has not activated the field.

5 Apollo Data Entry Views Types of Data Entry Elements Buttons on the screens may: 1. Populate fields with a default answer 2. Open a data entry window

6 Apollo Data Entry Views Types of Data Entry Elements Ellipsis Click on the button to open pop up entry screen

7 Apollo Data Entry Views Types of Data Entry Elements The Hospital List button Opens the Hospitals window to allow you to register your hospital(s) with their associated information. When a hospital is selected during data entry, the associated hospital information will populate the event record.

8 STS Fields Core Fields Harvested to the STS Labels = blue Extended Fields Not harvested to STS, but helpful Labels = black Core Fields used to calculate risk Labels = shaded in blue

9 Apollo Data Entry with Keyboard Shortcut Keys for Apollo Advanced Function Key Action CTRL Key Action F1 Help, Contents CTRL + T Add Patient F2 Patient Select CTRL + E Add Event F3 Picklist CTRL + F Find Patient F4 Clinical Documentation CTRL + L Lock Record F5 Patient Records CTRL + U Unlock Record F6 Add to Patient Pool CTRL + P Add to Pool F7 Previous Patient (Pool) CTRL + S Show Pool F8 Next Patient (Pool) CTRL + C Clear Pool F11 Field Information (Must CTRL + R Run Current Filter be in edit mode.) F12 Field Editor Patient Records (Demographics or Event Record) CTRL Keys CTRL Key Action CTRL Key Action CTRL + F View Field Properties CTRL + D Drill Down CTRL + O View Options CTRL + L Validate View ALT + DOWN Open Selection Set CTRL + S Save Record ARROW CTRL + X Cut CTRL + A Add Record CTRL + C Copy CTRL + E Edit Record CTRL + V Paste Shift + Delete Delete Record CTRL + I Paste Image CTRL + H Hyperlink CTRL + M Insert a line in a memo CTRL + R Report Dialog field CTRL + T Time Stamp CTRL + ALT + L Lock the Apollo session for the current user CTRL + P Auto Paragraph Spacebar + Tab Equivalent to one click in a checkbox

10 Field Definitions Use F11 key to open the field definition window You must be in edit mode and in the field in question. You may have several different definitions for different registries or versions. Make sure you are looking at the correct definition.

11 Data Validation Navigation Window Data Entry Validation Ensures data is accurate and complete Identifies empty and out-of-range fields There will be fields that sometimes will correctly be blank, the STS Temporary fields are an example. Until the STS activates a temporary field, no data should be entered there. This will cause an error at harvest.

12 Data Validation From the Apollo Advance User s Guide

13 Data Validation Built-in Field Validation To verify the data is in an acceptable range or format

14 Validation Report Registry Certified Validation Data Validation Confirms data complies with the STS Specifications Can run on current record or on all records within a date range Can run different types of validations Can export results to Word or Excel to review and use for clean up Validate individual records upon completion of data entry Validate records within a date range before harvest Invalid/Illegal errors will prevent the creation of an export file

15 STS Risk Algorithm STS created calculations generating data used for benchmarking Collection of formulas to determine a patient's predicted risk for certain medical outcomes Predicted risk is based upon the type of procedure done

16 STS Risk Scores Entering Edit Mode will cause the screen to refresh and display Procedure Name, ID, and Risk Scores Runs the STS Risk algorithms Calculates Risk Scores for defined procedure types only Stores the scores in the database Only populates fields when the entry screen is refreshed Procedures categorized as Other will not have a calculated risk score

17 STS Risk Scores Running the Risk populates the STS Calculated Procedure name and ID number as well as the individual risk scores. These fields are then available for use in queries. Procedure Name = Event_STS.STSProcedureName Predicted Risk of Mortality = Event_STS.STS_RiskAlgorithm All other risk scores are stored in table STS_240

18 STS Website

19 Data Process Entry 1. Find Patient 2. Add Event Record 3. Enter Data 4. Save Date 5. Validate Data 6. Correct Errors 7. Run Risk Score Harvest Process 1. Complete entry of all events within the harvest period 2. Validate and correct Data for all events within the harvest period 3. Run Risk Score for all events within the harvest period 4. Run the export to generate the harvest file 5. Upload harvest file 6. Receive a Data Quality Report (DQR) 7. Resolve issues on the DQR 8. Repeat steps 2-6 You should validate, correct errors, and then run the risk score after changing any data in a record.

20 STS Data Export

21 STS Website

22 STS Website STS Adult Cardiac Surgery

23 STS Website STS Adult Cardiac Surgery Harvest Schedule and Information Harvest Schedule dates When files will be accepted Procedure dates to include When Analysis Reports will be delivered Harvest upload process information

24 STS Website STS Adult Cardiac Surgery Harvest Instructions Contact information for questions Upload link and login information Your last submission file will be used for the Harvest Analysis Report unless you your Data Submission Coordinator and indicate you want to Opt Out of this analysis period

25 STS Website

26 STS Contacts

27 STS Website

28 STS Website Link to the updated training manual and FAQs

29 STS Website Form to submit a clinical question

30 STS Contact Q: Who is the Primary Data and File Contact at your hospital? A: The person specified to the STS who receives all communication s from the STS Contact STS if you have questions

31 Questions? Thanks for listening!

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