Developing the Registry of Patient Registries (Text Version) Slide Presentation from the AHRQ 2011 Annual ConferenceSlide presentation from the AHRQ 2011 conference. Developing the Registry of Patient RegistriesSlide Presentation from the AHRQ 2011 Annual ConferenceOn September 19, 2011, Dan Levy made this presentation at the 2011 Annual Conference. Select to access the PowerPoint® presentation (1.5 MB). Plugin Software Help.Slide 1Developing the Registry of Patient RegistriesSeptember 19, 2011Dan Levy—Chief Technology OfficerOutcome Science, IncSlide 2Primary ObjectiveTask 1—Develop the Registry of Patient Registries. Engage stakeholders in the design and development of the RoPR, a searchable central listing of patient registries in the U.S. that is compatible with ClinicalTrials.gov.Slide 3TopicsGoals of the RoPR System.Stakeholder engagement process.Implementation plans for the system.Slide 4RoPR GoalsProvide a voluntary, searchable, central listing of patient registries in the U.S.Encourage and facilitate the use of common data elements and definitions in similar conditions (to improve opportunities for sharing, comparing, and linkage) through the listing and searching of such elements.Provide a central repository of searchable summary results.Offer researchers a search tool to locate existing data to request for use in new studies (secondary analyses, linkage studies).Serve as a recruitment tool for researchers and patients interested in participating in patient registries.Slide 5Stakeholder Engagement ProcessUse-Centered Design: Design a system that is responsive to user needs. Approach:Involve users throughout all stages of the development lifecycle: formulating the requirements, designing the system, and building the system.Involve users seeking to perform various tasks, such as: Developing registries.Using data from registries.Evaluating registries.Reviewing manuscripts based on registry data.Participating in a registry.Slide 6Stakeholder GroupsPatients/consumers.Physicians, hospitals, other health care providers, and physician associations.Payers, including private health plans, employers, and public insurance programs (e.g., Medicare, State Medicaid, State Children's Health Insurance Program).Funding agencies (e.g., NIH).Government regulatory and public health agencies, (e.g., FDA, CDC, state health departments).Researchers.Industry, including pharmaceutical and device manufacturers.Journal editors.Slide 7Stakeholder Participation (>320)TopicWeb ConferencesIn-person MeetingsGeneral RequirementsNov. 18, 23, 30May 3Use CasesDecember 9, 10, 14Jan. 13Policies and Procedures Jan. 13, 18Data ElementsJanuary 4, 6Jan. 13 Feb. 15 March 7, 17, 24Search and Search ResultsFebruary 3, 8, 10 Standardized Outcome Measures and Data Elements Feb. 15 March 7, 17, 24 April 11 Slide 8RoPR Development LifecycleRequirements: Actor Catalog.Use Case Catalog.Detailed Use Cases.System Requirements.Data Elements.Design: System Design.Usability Testing.Test Plan.Test Scripts.Traceability Matrix.Build: Develop.Test.UAT.User Documentation.Deploy.Slide 9ActorsFunding Agency.Government Regulatory.Industry Representative.Journal Editor.Patient/Consumer.Payer.Pharmacist.Healthcare Provider.Physician Association.Public Health Agency.Researcher.Hospital.Social Worker.Patient Advocacy Group.Legal Representative.Registry Administrator.Registry Reviewer.Slide 10Actor CatalogActor IDNameDescriptionRoleRoPR AC1Funding AgencyResponsible for providing funding in the form of grants, bonds, research grants, scholarships, or through some other financing option. * Funding agencies exist at the federal and state level.Registry SeekerRoPR AC2Government RegulatoryResponsible for providing overall jurisdiction responsibility over the legislation (acts and regulations) for a given sector. * Regulatory agencies exist at the federal and state level.Registry SeekerRoPR AC3Healthcare ProviderResponsible for providing all aspects of medical care, treatment, diagnosis, counseling, or referral of a patient.Registry Holder Registry SeekerRoPR AC4HospitalResponsible for providing patient treatment by specialized staff and equipment.Registry Holder Registry SeekerRoPR AC5Industry RepresentativeResponsible for representing processes and procedures that specific industry currently has in place and the changes that will be made.Registry Holder Registry SeekerRoPR AC6Journal EditorResponsible for reviewing and editing submissions to a professional journal for a professional association.Registry SeekerRoPR AC7Legal RepresentativeResponsible for representing the legal rights of patients and providers.Registry SeekerRoPR AC8Patient Advocacy GroupResponsible for ensuring that ongoing projects and those being considered for funding will directly impact patients' lives, improving delivery of care and support for tertiary care. Also responsible to analyze cost containment and act as a proponent for best practices, advocating better protection for patients and providers for the greater good of society.Registry Holder Registry SeekerSlide 11RolesRolesPurposeFunctionsActorsRegistry SeekerUsers seeking information about registries for a wide variety of purposes such as identifying registries for patient enrollment, finding existing registries, and collaborating with registry holders.Search View Results Listings Link to Registry DetailsHealthcare Provider, Patient, Researcher, Payer, Government Regulatory, Journal Editor, Funding Agency, Industry Representative, Pharmacist, Physician Association, Public Health Agency, Hospital, Social Worker, Patient Advocacy Group, Legal RepresentativeRegistry HolderUsers interested in posting a registry to the RoPR database for the purpose of sharing information about their work, recruiting patients, and collaborating with others.Enter Registry DetailsIndustry Representative, Healthcare Provider, Physician Association, Public Health Agency, Researcher, Hospital, Patient Advocacy GroupAdministratorUsers tasked with managing RoPR accounts, and ensuring registry profiles are kept up to date.Manage Accounts Monitor RegistriesRegistry AdministratorReviewerUsers tasked with reviewing posted registries.Review/Approve Posted RegistriesRegistry Reviewer Slide 12Use CasesRegistry Holder Account Management.Account Management.Registry Profile Update Administration.Approve Registry Profile.Create a Registry Profile.Modify a Registry Profile.Registry Profile Management.Submit Registry Profiles.Delete a Registry Profile.Search for Information.Search for Participation.Search for Collaboration.Evaluating Registry-Based Studies.Search to Validate Funding Opportunity.Notifications.Data Audit.Search to Verify Commitment.Search for Progress Report.Search to Validate Payment.Search for Legal Information.Search for Redundancy.Search for Duplication.Search for Best Practices.ClinicalTrials.gov Integration.Slide 13Use Case—Registry Seeker WorkflowSearch.Results Listing.Registry Details.Slide 14Use Case—Registry Holder WorkflowUpload.Posted Registry.Web Entry.Registry Holder Login.Slide 15Use Case CatalogUC IDNameDescriptionFunctional AreaActor (s)RoPR UC1Registry Holder Account ManagementA Registry Holder shall be able to request a new account, and manage the personal profile information for that account.AdministrationAll Registry Holders: Healthcare Provider, Hospital, Industry Representative, Patient Advocacy Group, Physician Association, Public Health Agency, ResearcherRoPR UC2Account ManagementA Registry Administrator shall be able to create, modify and delete RoPR accounts, as well as assign permissions to accounts, so as to allow users to create, modify and delete registries.AdministrationRegistry AdministratorRoPR UC3Registry Profile Update AdministrationA Registry Administrator shall be able to view all registry profiles that require updating, so that their owners can be contacted if the recommended time period for updating is near or past.AdministrationRegistry AdministratorRoPR UC4Approve Registry ProfileA Registry Reviewer shall be able to approve a registry profile to ensure data integrity before it is released to search.ReviewRegistry ReviewerRoPR UC5Create a Registry ProfileA Registry Holder shall be able to create a registry profile so as to post their registry data.RegistrationAll Registry Holders: Healthcare Provider, Hospital, Industry Representative, Patient Advocacy Group, Physician Association, Public Health Agency, ResearcherRoPR UC6Modify a Registry ProfileA Registry Holder shall be able to modify a registry profile when changes to their registry data occur.RegistrationAll Registry Holders: Healthcare Provider, Hospital, Industry Representative, Patient Advocacy Group, Physician Association, Public Health Agency, ResearcherRoPR UC7Registry Profile ManagementA Registry Holder shall be able to view and manage all registry profiles that they have created or own.RegistrationAll Registry Holders: Healthcare Provider, Hospital, Industry Representative, Patient Advocacy Group, Physician Association, Public Health Agency, ResearcherSlide 16Detailed Use CaseUC ID.Basic Flow.Alternate Flow.Exceptions.Slide 17Detailed Use Case—SearchUse Case IDRoPR UC10Use Case NameSearch for InformationDescription/GoalA Registry Seeker that is a potential registry developer shall be able to search for registries that are relevant to a specific disease, condition, procedure and/or symptom to understand what types of registries exist, their purposes, and what information is being collected.Functional AreaSearchActor(s)Patient, Pharmacist, Healthcare Provider, Physician Association, Public Health Agency, Hospital, Social Worker, Patient Advocacy GroupPre-conditionsN/APost-conditionsN/AFrequency of UseFrequent RoPR UC10Basic FlowDescriptionExceptions (E) & Alternate Flows (AF)Step 1Registry Seeker accesses RoPRE1Step 2Registry Seeker navigates to Basic Search pageE2 AF 2.1, AF 2.2Step 3Registry Seeker enters in search criteria relevant to the disease or conditionE5, E6Step 4Summary results are displayed with links to more detailed informationAF4.1, AF4.2, AF4.3, AF4.4Step 5Registry Seeker clicks on a resultE7Step 6Registry Seeker contacts the registry holderE10 AF6.1Slide 18Search UC—Alternate FlowsAlternate Flow 2.1DescriptionExceptions (E) & Alternate Flows (AF)Step 2.1.1Registry Seeker navigates to Advanced Search pageE3Step 2.1.2Registry Seeker enters in text based search criteria, as well as selecting other detailed options from within required data elements in registry profilesN/AAlternate Flow 2.2DescriptionExceptions (E) & Alternate Flows (AF)Step 2.2.1Registry Seeker navigates to Topic Search pageE4Step 2.2.2Registry Seeker browses through registry profile summaries grouped by Topic, then listed by sub-topicN/AStep 2.2.3Registry Seeker browses through registry profile summaries grouped by Topic, then listed alphabeticallyN/ASlide 19Search UC—ExceptionsExceptionsDescriptionE1RoPR Web site unavailableE2Basic Search page unavailableE3Advanced Search page unavailableE4Topic Search page unavailableE5Registry Seeker is unable to enter in detailed search criteriaE6Registry Seeker is unable to enter basic search criteriaE7Clicking on a link displays a blank pageE8Registry Seeker is unable to download resultsE9Registry Seeker is unable to download results in a usable formatE10The listed contact information is incorrect Slide 20RoPR—System ComponentsSearch.Registration.Admin.Review.Slide 21Requirements Breakdown (104)Search: All Search: Basic Search.Advanced Search.Topic Sear.Registration.Search Results: Results Display.Detailed Registry Profile.Notifications.Registration: Registry Profile Data Entry: Create.Update.Registry Profile Upload.Administration: Account Create.Account Update.Review: Registry Profile Review.Slide 22Requirements—Registration (High)TitleReq IDUC IDRequirement NameRequirement DescriptionPriority (H-M-L)Registry Profile Management 01R29UC1Account LoginAs a Registry Holder, I want to be able to log in to my account.HighRegistry Profile Management 02R30UC1Account LogoutAs a Registry Holder, I want to be able to log out of my account.HighRegistry Profile Management 03R31UC5, UC7Registry Profile Modification AccessAs a Registry Holder, I want to be able to create and manage registry profiles tied to my user account.HighRegistry Profile Management 04R32UC5In-Progress Registry ProfileAs a Registry Holder, I want to be able to save a partially completed registry profile.HighRegistry Profile Management 05R33UC6In-Progress Registry Profile EditingAs a Registry Holder, I want to be able to edit a partially completed registry profile at any time.HighRegistry Profile Management 06R34UC9In-Progress Registry Profile DeletionAs a Registry Holder, I want to be able to delete a partially completed profile at any time.HighRegistry Profile Management 09R37UC5-6Registry Profile Business RulesAs a Registry Holder, I want business rules applied automatically to my inputs in the registry profile, to ensure integrity of the registry profile record.HighRegistry Profile Management 15R43UC5-6Registry Profile UIDAs a Registry Holder, I want each of my registry profiles to have a unique and uneditable identifier so that I have a way to find and link to it.HighRegistry Profile Management 17R45UC5-6Registry Required DataAs a Registry Holder, I want to be able to see what data elements are required vs. optional to complete my registry profile. (see Data Elements document for complete list of required data elements)HighRegistry Profile Management 18R46UC5-6Registry Distinct DataAs a Registry Holder, I want distinct language used to label registry specific data elements, so that I can easily differentiate them from ClinicalTrials.gov study data elements.HighRegistry Profile Management 23R51UC8Registry Profile SubmissionAs a Registry Holder, I want to be able to submit my registry profile for approval, once all required data elements are completed. (see Data Elements document for complete list of required data elements)HighRegistry Profile Management 24R52UC5-6Derivative Registry CaptureAs a Registry Holder, I want to be able to input a derivative study or studies into my registry profile.HighRegistry Profile Management 25R53UC5-6Registry Quality MetricsAs a Registry Holder, I want to be able to input key registry quality assurance procedures into my registry profile.HighRegistry Profile Management 26R54UC5-6Progress Report CaptureAs a Registry Holder, I want to be able to input progress report data into my registry profile.HighRegistry Profile Update 03R58UC8Updated Registry ApprovalAs a Registry Holder, I want to be able to submit my updated registry profile for approval, so the update will appear in search results.HighSlide 23Requirements—Search (High)TitleReq IDUC IDRequirement NameRequirement DescriptionPriority (H-M-L)All Search Types 01R59UC10-14, UC17-23Search AccessAs a Registry Seeker, I want to be able to search all approved registry profiles.HighAll Search Types 03R61UC10-14, UC17-23NavigationAs a Registry Seeker, I want to be able to navigate between search options using a tabular interface.HighBasic Search 01R62UC10-14, UC17-23Basic Text SearchAs a Registry Seeker, I want to input free text to search and find specific registry profiles.HighAdvanced Search 01R64UC10-14, UC17-23Advanced Search Data PointsAs a Registry Seeker, I want to be able to search using data elements which are required in all registry profiles. (see Data Elements document for definition of required data elements)HighSearch Results 01R77UC10-14, UC17-23Search Return SummaryAs a Registry Seeker, I want my search to return a summary list of results.HighDetailed Registry Profile 02R91UC10-14, UC17-23System URLsAs a Registry Seeker, I want to be able to share links to detailed registry information with others.HighDetailed Registry Profile 03R92UC10-14, UC17-23Registry Profile DataAs a Registry Seeker, I want the detailed registry profile to contain all data in the registry profile. (see Data Elements document for data elements definitions)HighDetailed Registry Profile 08R97UC10-14, UC17-23Detailed Profile Data ElementsAs a Registry Seeker, I want the detailed registry profile to show me data elements that are unique to patient registries.HighDetailed Registry Profile 09R98UC10-14, UC17-23Detailed Profile Registry VersionAs a Registry Seeker, I want the detailed registry profile to show me the registry version.HighDetailed Registry Profile 10R99UC10-14, UC17-23Detailed Profile Registry GeographyAs a Registry Seeker, I want the detailed registry profile to show me the registry geography.HighDetailed Registry Profile 11R100UC10-14, UC17-23Contact Registry HolderAs a Registry Seeker, I want the detailed registry profile to identify the interest and availability of a registry holder to be contacted.High Slide 24RoPR Data Element SectionsRegistry Description.Registry Classification and Purpose.Sponsor and Conditions of Access.Registry Design.Eligibility.Conditions, Exposures, and Keywords.Common Data Element Groups by Condition.Status.Quality Procedures.Progress Report.Related Information.Slide 251. Registry DescriptionRegistry DescriptionThis section contains Registry identification and description information.Data Element NameFormatRequired / OptionalDescriptionRegistry TitleTEXTRequiredRegistry title intended for the lay public.Registry VersionTEXTOptionalRegistry version identifier.Date of EntryDATERequired (auto-populated)Original date of Registry data entry into the RoPR.Date of UpdateDATERequired (auto-populated)Date of update of any Registry information.Brief DescriptionTEXTRequiredShort description of the Registry intended for the lay public.Long DescriptionTEXTOptionalExtended description of the Registry, including more technical information (as compared to the Brief Description).Registry GeographySELECT Single Institution/Practice, State, Regional, National, GlobalOptionalIdentify geographic area of Registry providers. Select one.Registry IDTEXTRequiredUnique identification assigned to the Registry by the sponsoring organization.Secondary ID(s)TEXTOptionalOther identification numbers assigned to the Registry.Derivative Study ID(s)TEXTOptionalStudy or studies derived from the Registry.Slide 262. Registry Classification and Purpose2. Registry Classification and Purpose This section contains information about the type of Registry and intended purpose.Data Element NameFormatRequired/OptionalDescriptionRegistry ClassificationMULTI-SELECT Disease/Disorder/Condition Service, Procedure Service, Encounter (office) Service, Hospitalization Product, Drug Product, Device Product, Biologic Pregnancy Vaccine Transplant Tumor Other (TEXT)RequiredType of Registry. Select all that apply. Enter Other if none or additional Classifications apply.Registry PurposeMULTI-SELECT Natural History of Disease Clinical Effectiveness Cost Effectiveness Comparative Effectiveness Safety or Harm Quality Improvement Clinical Practice Assessment Public Health Surveillance Payment/Certification Other (TEXT)RequiredPurpose of Registry. Select all that apply. Enter Other if none or additional Purposes apply.Slide 273. Sponsor and Conditions of Access3. Sponsor and Conditions of Access This section contains information about the sponsor, collaborators, conditions of access, and related contact information.Data Element NameFormatRequired/OptionalDescriptionSponsorTEXTRequiredName of primary organization that oversees implementation of the Registry.CollaboratorsTEXTOptionalOther organizations (if any) providing support, including funding, design, implementation, data analysis, and reporting.Responsible Party (name, title, E-mail, phone, organization)TEXTRequiredThe sponsor of the Registry or the Principal Investigator of the Registry if so designated by the sponsor.Interest in being contacted?SELECT Yes NoRequiredIdentify if the sponsor is interested in being contacted for reasons listed below.Reasons for being contacted?MULTI-SELECT Data Access More Information Collaboration Participation, Investigator Participation, Participant Other (TEXT)RequiredIdentify sponsor's reasons for being contacted. Enter Other if none or additional Reasons apply.Contact Person (name, title, E-mail, phone, organization)TEXTRequiredThe primary contact person, as designated by the sponsor, able to respond to interested parties.Link to Conditions of AccessTEXT (URL)Optional A link, including http://, to a document describing conditions of access required by sponsor.Uploaded file containing Conditions of AccessFILEOptionalAn uploaded document describing conditions of access required by sponsor. Slide 289. Quality Procedures9. Quality Procedures This section contains information about the quality procedures being conducted for the described Registry.Data Element NameFormatRequired/OptionalDescriptionRegistry ProceduresMULTI-SELECTQuality plan.Data checks are employed using range and consistency checks.Data is compared to medical record or other external data sources for accuracy, completeness, or representativeness.Data encoding dictionary with clear definitions.Number of participants or participant years needed to demonstrate an effect has been specified.There is a plan to address missing data.There is a statistical analysis plan.OptionalIdentify all quality procedures implemented as part of the Registry.OtherMULTI-SELECT3rd party certifications.On-site audit performed.External use of data for research.Other (TEXT).OptionalIdentify other factors that contribute to the quality of the Registry.Slide 2910. Progress Report10. Progress Report This section describes progress information associated with the Registry and includes information about the growth of the Registry and any relevant references to available progress reports.Data Element NameFormatRequired/OptionalDescriptionDate of Progress UpdateDATERequired (auto-populated)Date that this progress report section is updated. Progress Report SummaryTEXTRequiredSummary of all relevant progress report information. May include summary of interim reports, annual reports, and/or other related Registry progress reports.Link to Progress ReportTEXT (URL)OptionalLink to relevant Registry progress report(s).Progress ReportFILEOptionalUpload of relevant Registry progress report(s).Number of Participants in RegistryNUMBERRequiredProgress data identifying the current number of participants in the Registry.Length of Follow-upTEXTOptionalProgress data identifying the length of follow-up data currently available within the Registry.Slide 30Integrating with ClinicalTrials.govStakeholders wish to leverage ClinicalTrials.gov (awareness, existing investment, infrastructure and capabilities). In use since 2000.Over 100,000 studies listed.Modify ClinicalTrials.gov to accommodate patient registries. Add new �Patient Registry' study type.Add ~6 new patient registry specific data elements to �Design' section.Introduce links between ClinicalTrials.gov and to RoPR. Link to RoPR record Registration System (RRS).Link to RoPR Public Search Web Site.Link between ClinicalTrials.gov record (NCT#) and RoPR record (RoPR#).Slide 31Integration PathwaysImage: A flow chart of Integration Pathways is shown.Slide 32WireframesRegistering a Registry.Searching.Slide 33ClinicalTrials.gov—Patient RegistryImage: A screen shot of clinicaltrials.gov is shown.Slide 34ClinicalTrials.gov—link to RoPR Data EntryImage: A screen shot of clinicaltrials.gov is shown.Slide 35RoPR Data EntryImage: A screen shot of ROPR is shown.Slide 36RoPR—Registry DescriptionImage: A screen shot of ROPR is shown.Slide 37RoPR—Registry Classification and PurposeImage: A screen shot of ROPR is shown.Slide 38RoPR—Preview Registry ProfileImage: A screen shot of ROPR is shown.Slide 39RoPR—Save and ReleaseImage: A screen shot of ROPR is shown.Slide 40Searching—Basic SearchImage: A screen shot of ROPR is shown.Slide 41Searching—Advanced SearchImage: A screen shot of ROPR is shown.Slide 42Searching—Topic SearchImage: A screen shot of ROPR is shown.Slide 43Searching—Search ResultsImage: A screen shot of ROPR is shown.Slide 44Information about the RoPR ProjectThe Agency for Healthcare Research and Quality (AHRQ) Effective Health Care (EHC) Program is pleased to announce that the following draft report is now available and open for comment on the EHC Web site until October 10, 2011.To view and comment on these reports, please visit: http://www.effectivehealthcare.ahrq.gov/index.cfm/research-available-for-comment/comment-draft-reports/?pageaction=displayDraftCommentForm&topicid=311&productID=777.For more information. By E-mail: ropr@outcome.com.By phone: Willet Hossfeld at 202-775-0546.Slide 45Thank you!Current as of December 2011Internet Citation:Developing the Registry of Patient Registries. Slide Presentation from the AHRQ 2011 Annual Conference (Text Version). December 2011. Agency for Healthcare Research and Quality, Rockville, MD. http://www.ahrq.gov/about/annualconf11/berliner_gliklich_hyatt_levy/levy.htm Current as of March 2012 Internet Citation: Developing the Registry of Patient Registries (Text Version): Slide Presentation from the AHRQ 2011 Annual Conference. March 2012. Agency for Healthcare Research and Quality, Rockville, MD. http://www.ahrq.gov/news/events/conference/2011/levy/index.html