Developing the Registry of Patient Registries (Text Version)

Slide Presentation from the AHRQ 2011 Annual Conference

Slide presentation from the AHRQ 2011 conference.

Developing the Registry of Patient Registries

Slide Presentation from the AHRQ 2011 Annual Conference


On 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.


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Developing the Registry of Patient Registries

September 19, 2011
Dan Levy—Chief Technology Officer
Outcome Science, Inc

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Primary Objective

  • Task 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.

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Topics

  • Goals of the RoPR System.
  • Stakeholder engagement process.
  • Implementation plans for the system.

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RoPR Goals

  • Provide 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.

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Stakeholder Engagement Process

Use-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.

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Stakeholder Groups

  • Patients/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.

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Stakeholder Participation (>320)

Topic

Web Conferences

In-person Meetings

General Requirements

Nov.  18, 23, 30

May 3

Use Cases

December 9, 10, 14

Jan. 13

Policies and Procedures

 

Jan. 13, 18

Data Elements

January 4, 6

Jan. 13
Feb. 15
March 7, 17, 24

Search and Search Results

February 3, 8, 10

 

Standardized Outcome Measures and Data Elements

 

Feb. 15
March 7, 17, 24
April 11

 

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RoPR Development Lifecycle

  1. Requirements:
    1. Actor Catalog.
    2. Use Case Catalog.
    3. Detailed Use Cases.
    4. System Requirements.
    5. Data Elements.
  2. Design:
    1. System Design.
    2. Usability Testing.
    3. Test Plan.
    4. Test Scripts.
    5. Traceability Matrix.
  3. Build:
    1. Develop.
    2. Test.
    3. UAT.
    4. User Documentation.
    5. Deploy.

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Actors

  1. Funding Agency.
  2. Government Regulatory.
  3. Industry Representative.
  4. Journal Editor.
  5. Patient/Consumer.
  6. Payer.
  7. Pharmacist.
  8. Healthcare Provider.
  9. Physician Association.
  10. Public Health Agency.
  11. Researcher.
  12. Hospital.
  13. Social Worker.
  14. Patient Advocacy Group.
  15. Legal Representative.
  16. Registry Administrator.
  17. Registry Reviewer.

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Actor Catalog

Actor ID

Name

Description

Role

RoPR AC1

Funding Agency

Responsible 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 Seeker

RoPR AC2

Government Regulatory

Responsible 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 Seeker

RoPR AC3

Healthcare Provider

Responsible for providing all aspects of medical care, treatment, diagnosis, counseling, or referral of a patient.

Registry Holder
Registry Seeker

RoPR AC4

Hospital

Responsible for providing patient treatment by specialized staff and equipment.

Registry Holder
Registry Seeker

RoPR AC5

Industry Representative

Responsible for representing processes and procedures that specific industry currently has in place and the changes that will be made.

Registry Holder
Registry Seeker

RoPR AC6

Journal Editor

Responsible for reviewing and editing submissions to a professional journal for a professional association.

Registry Seeker

RoPR AC7

Legal Representative

Responsible for representing the legal rights of patients and providers.

Registry Seeker

RoPR AC8

Patient Advocacy Group

Responsible 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 Seeker

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Roles

Roles

Purpose

Functions

Actors

Registry
Seeker

Users 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 Details

Healthcare 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 Representative

Registry
Holder

Users 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 Details

Industry Representative, Healthcare Provider, Physician Association, Public Health Agency, Researcher, Hospital, Patient Advocacy Group

Administrator

Users tasked with managing RoPR accounts, and ensuring registry profiles are kept up to date.

Manage Accounts
Monitor Registries

Registry Administrator

Reviewer

Users tasked with reviewing posted registries.

Review/Approve Posted Registries

Registry Reviewer

 

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Use Cases

  1. Registry Holder Account Management.
  2. Account Management.
  3. Registry Profile Update Administration.
  4. Approve Registry Profile.
  5. Create a Registry Profile.
  6. Modify a Registry Profile.
  7. Registry Profile Management.
  8. Submit Registry Profiles.
  9. Delete a Registry Profile.
  10. Search for Information.
  11. Search for Participation.
  12. Search for Collaboration.
  13. Evaluating Registry-Based Studies.
  14. Search to Validate Funding Opportunity.
  15. Notifications.
  16. Data Audit.
  17. Search to Verify Commitment.
  18. Search for Progress Report.
  19. Search to Validate Payment.
  20. Search for Legal Information.
  21. Search for Redundancy.
  22. Search for Duplication.
  23. Search for Best Practices.
  24. ClinicalTrials.gov Integration.

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Use Case—Registry Seeker Workflow

  • Search.
  • Results Listing.
  • Registry Details.

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Use Case—Registry Holder Workflow

  • Upload.
  • Posted Registry.
  • Web Entry.
  • Registry Holder Login.

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Use Case Catalog

UC ID

Name

Description

Functional Area

Actor (s)

RoPR UC1

Registry Holder Account Management

A Registry Holder shall be able to request a new account, and manage the personal profile information for that account.

Administration

All Registry Holders: Healthcare Provider, Hospital, Industry Representative, Patient Advocacy Group, Physician Association, Public Health Agency, Researcher

RoPR UC2

Account Management

A 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.

Administration

Registry Administrator

RoPR UC3

Registry Profile Update Administration

A 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.

Administration

Registry Administrator

RoPR UC4

Approve Registry Profile

A Registry Reviewer shall be able to approve a registry profile to ensure data integrity before it is released to search.

Review

Registry Reviewer

RoPR UC5

Create a Registry Profile

A Registry Holder shall be able to create a registry profile so as to post their registry data.

Registration

All Registry Holders: Healthcare Provider, Hospital, Industry Representative, Patient Advocacy Group, Physician Association, Public Health Agency, Researcher

RoPR UC6

Modify a Registry Profile

A Registry Holder shall be able to modify a registry profile when changes to their registry data occur.

Registration

All Registry Holders: Healthcare Provider, Hospital, Industry Representative, Patient Advocacy Group, Physician Association, Public Health Agency, Researcher

RoPR UC7

Registry Profile Management

A Registry Holder shall be able to view and manage all registry profiles that they have created or own.

Registration

All Registry Holders: Healthcare Provider, Hospital, Industry Representative, Patient Advocacy Group, Physician Association, Public Health Agency, Researcher

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Detailed Use Case

  • UC ID.
  • Basic Flow.
  • Alternate Flow.
  • Exceptions.

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Detailed Use Case—Search

Use Case ID

RoPR UC10

Use Case Name

Search for Information

Description/Goal

A 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 Area

Search

Actor(s)

Patient, Pharmacist, Healthcare Provider, Physician Association, Public Health Agency, Hospital, Social Worker, Patient Advocacy Group

Pre-conditions

N/A

Post-conditions

N/A

Frequency of Use

Frequent

 

RoPR UC10

Basic Flow

Description

Exceptions (E) & Alternate Flows (AF)

Step 1

Registry Seeker accesses RoPR

E1

Step 2

Registry Seeker navigates to Basic Search page

E2
AF 2.1, AF 2.2

Step 3

Registry Seeker enters in search criteria relevant to the disease or condition

E5, E6

Step 4

Summary results are displayed with links to more detailed information

AF4.1, AF4.2, AF4.3, AF4.4

Step 5

Registry Seeker clicks on a result

E7

Step 6

Registry Seeker contacts the registry holder

E10
AF6.1

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Search UC—Alternate Flows

Alternate Flow 2.1

Description

Exceptions (E) & Alternate Flows (AF)

Step 2.1.1

Registry Seeker navigates to Advanced Search page

E3

Step 2.1.2

Registry Seeker enters in text based search criteria, as well as selecting other detailed options from within required data elements in registry profiles

N/A

Alternate Flow 2.2

Description

Exceptions (E) & Alternate Flows (AF)

Step 2.2.1

Registry Seeker navigates to Topic Search page

E4

Step 2.2.2

Registry Seeker browses through registry profile summaries grouped by Topic, then listed by sub-topic

N/A

Step 2.2.3

Registry Seeker browses through registry profile summaries grouped by Topic, then listed alphabetically

N/A

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Search UC—Exceptions

Exceptions

Description

E1

RoPR Web site unavailable

E2

Basic Search page unavailable

E3

Advanced Search page unavailable

E4

Topic Search page unavailable

E5

Registry Seeker is unable to enter in detailed search criteria

E6

Registry Seeker is unable to enter basic search criteria

E7

Clicking on a link displays a blank page

E8

Registry Seeker is unable to download results

E9

Registry Seeker is unable to download results in a usable format

E10

The listed contact information is incorrect

 

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RoPR—System Components

  • Search.
  • Registration.
  • Admin.
  • Review.

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Requirements 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.

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Requirements—Registration (High)

Title

Req ID

UC ID

Requirement Name

Requirement Description

Priority
(H-M-L)

Registry Profile Management 01

R29

UC1

Account Login

As a Registry Holder, I want to be able to log in to my account.

High

Registry Profile Management 02

R30

UC1

Account Logout

As a Registry Holder, I want to be able to log out of my account.

High

Registry Profile Management 03

R31

UC5, UC7

Registry Profile Modification Access

As a Registry Holder, I want to be able to create and manage registry profiles tied to my user account.

High

Registry Profile Management 04

R32

UC5

In-Progress Registry Profile

As a Registry Holder, I want to be able to save a partially completed registry profile.

High

Registry Profile Management 05

R33

UC6

In-Progress Registry Profile Editing

As a Registry Holder, I want to be able to edit a partially completed registry profile at any time.

High

Registry Profile Management 06

R34

UC9

In-Progress Registry Profile Deletion

As a Registry Holder, I want to be able to delete a partially completed profile at any time.

High

Registry Profile Management 09

R37

UC5-6

Registry Profile Business Rules

As a Registry Holder, I want business rules applied automatically to my inputs in the registry profile, to ensure integrity of the registry profile record.

High

Registry Profile Management 15

R43

UC5-6

Registry Profile UID

As 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.

High

Registry Profile Management 17

R45

UC5-6

Registry Required Data

As 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)

High

Registry Profile Management 18

R46

UC5-6

Registry Distinct Data

As 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.

High

Registry Profile Management 23

R51

UC8

Registry Profile Submission

As 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)

High

Registry Profile Management 24

R52

UC5-6

Derivative Registry Capture

As a Registry Holder, I want to be able to input a derivative study or studies into my registry profile.

High

Registry Profile Management 25

R53

UC5-6

Registry Quality Metrics

As a Registry Holder, I want to be able to input key registry quality assurance procedures into my registry profile.

High

Registry Profile Management 26

R54

UC5-6

Progress Report Capture

As a Registry Holder, I want to be able to input progress report data into my registry profile.

High

Registry Profile Update 03

R58

UC8

Updated Registry Approval

As a Registry Holder, I want to be able to submit my updated registry profile for approval, so the update will appear in search results.

High

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Requirements—Search (High)

Title

Req ID

UC ID

Requirement Name

Requirement Description

Priority
(H-M-L)

All Search Types 01

R59

UC10-14, UC17-23

Search Access

As a Registry Seeker, I want to be able to search all approved registry profiles.

High

All Search Types 03

R61

UC10-14, UC17-23

Navigation

As a Registry Seeker, I want to be able to navigate between search options using a tabular interface.

High

Basic Search 01

R62

UC10-14, UC17-23

Basic Text Search

As a Registry Seeker, I want to input free text to search and find specific registry profiles.

High

Advanced Search 01

R64

UC10-14, UC17-23

Advanced Search Data Points

As 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)

High

Search Results 01

R77

UC10-14, UC17-23

Search Return Summary

As a Registry Seeker, I want my search to return a summary list of results.

High

Detailed Registry Profile 02

R91

UC10-14, UC17-23

System URLs

As a Registry Seeker, I want to be able to share links to detailed registry information with others.

High

Detailed Registry Profile 03

R92

UC10-14, UC17-23

Registry Profile Data

As 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)

High

Detailed Registry Profile 08

R97

UC10-14, UC17-23

Detailed Profile Data Elements

As a Registry Seeker, I want the detailed registry profile to show me data elements that are unique to patient registries.

High

Detailed Registry Profile 09

R98

UC10-14, UC17-23

Detailed Profile Registry Version

As a Registry Seeker, I want the detailed registry profile to show me the registry version.

High

Detailed Registry Profile 10

R99

UC10-14, UC17-23

Detailed Profile Registry Geography

As a Registry Seeker, I want the detailed registry profile to show me the registry geography.

High

Detailed Registry Profile 11

R100

UC10-14, UC17-23

Contact Registry Holder

As a Registry Seeker, I want the detailed registry profile to identify the interest and availability of a registry holder to be contacted.

High

 

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RoPR Data Element Sections

  1. Registry Description.
  2. Registry Classification and Purpose.
  3. Sponsor and Conditions of Access.
  4. Registry Design.
  5. Eligibility.
  6. Conditions, Exposures, and Keywords.
  7. Common Data Element Groups by Condition.
  8. Status.
  9. Quality Procedures.
  10. Progress Report.
  11. Related Information.

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1. Registry Description

  1. Registry Description

This section contains Registry identification and description information.

Data Element Name

Format

Required / Optional

Description

Registry Title

TEXT

Required

Registry title intended for the lay public.

Registry Version

TEXT

Optional

Registry version identifier.

Date of Entry

DATE

Required (auto-populated)

Original date of Registry data entry into the RoPR.

Date of Update

DATE

Required (auto-populated)

Date of update of any Registry information.

Brief Description

TEXT

Required

Short description of the Registry intended for the lay public.

Long Description

TEXT

Optional

Extended description of the Registry, including more technical information (as compared to the Brief Description).

Registry Geography

SELECT
Single Institution/Practice,
State, Regional,
National, Global

Optional

Identify geographic area of Registry providers. Select one.

Registry ID

TEXT

Required

Unique identification assigned to the Registry by the sponsoring organization.

Secondary ID(s)

TEXT

Optional

Other identification numbers assigned to the Registry.

Derivative Study ID(s)

TEXT

Optional

Study or studies derived from the Registry.

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2. Registry Classification and Purpose

2. Registry Classification and Purpose
This section contains information about the type of Registry and intended purpose.

Data Element Name

Format

Required/Optional

Description

Registry Classification

MULTI-SELECT
Disease/Disorder/Condition
Service, Procedure
Service, Encounter (office)
Service, Hospitalization
Product, Drug
Product, Device
Product, Biologic
Pregnancy
Vaccine
Transplant
Tumor
Other (TEXT)

Required

Type of Registry.
Select all that apply.
Enter Other if none or additional Classifications apply.

Registry Purpose

MULTI-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)

Required

Purpose of Registry.
Select all that apply.
Enter Other if none or additional Purposes apply.

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3. Sponsor and Conditions of Access

3. Sponsor and Conditions of Access
This section contains information about the sponsor, collaborators, conditions of access, and related contact information.

Data Element Name

Format

Required/Optional

Description

Sponsor

TEXT

Required

Name of primary organization that oversees implementation of the Registry.

Collaborators

TEXT

Optional

Other organizations (if any) providing support, including funding, design, implementation, data analysis, and reporting.

Responsible Party (name, title, E-mail, phone, organization)

TEXT

Required

The sponsor of the Registry or the Principal Investigator of the Registry if so designated by the sponsor.

Interest in being contacted?

SELECT
Yes
No

Required

Identify 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)

Required

Identify sponsor's reasons for being contacted.  Enter Other if none or additional Reasons apply.

Contact Person
(name, title, E-mail, phone, organization)

TEXT

Required

The primary contact person, as designated by the sponsor, able to respond to interested parties.

Link to Conditions of Access

TEXT (URL)

Optional

 A link, including http://, to a document describing conditions of access required by sponsor.

Uploaded file containing Conditions of Access

FILE

Optional

An uploaded document describing conditions of access required by sponsor.

 

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9. Quality Procedures

9. Quality Procedures
This section contains information about the quality procedures being conducted for the described Registry.

Data Element Name

Format

Required/Optional

Description

Registry Procedures

MULTI-SELECT

  1. Quality plan.
  2. Data checks are employed using range and consistency checks.
  3. Data is compared to medical record or other external data sources for accuracy, completeness, or representativeness.
  4. Data encoding dictionary with clear definitions.
  5. Number of participants or participant years needed to demonstrate an effect has been specified.
  6. There is a plan to address missing data.
  7. There is a statistical analysis plan.

Optional

Identify all quality procedures implemented as part of the Registry.

Other

MULTI-SELECT

  1. 3rd party certifications.
  2. On-site audit performed.
  3. External use of data for research.
  4. Other (TEXT).

Optional

Identify other factors that contribute to the quality of the Registry.

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10. Progress Report

10. 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 Name

Format

Required/Optional

Description

Date of Progress Update

DATE

Required (auto-populated)

Date that this progress report section is updated. 

Progress Report Summary

TEXT

Required

Summary of all relevant progress report information.  May include summary of interim reports, annual reports, and/or other related Registry progress reports.

Link to Progress Report

TEXT (URL)

Optional

Link to relevant Registry progress report(s).

Progress Report

FILE

Optional

Upload of relevant Registry progress report(s).

Number of Participants in Registry

NUMBER

Required

Progress data identifying the current number of participants in the Registry.

Length of Follow-up

TEXT

Optional

Progress data identifying the length of follow-up data currently available within the Registry.

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Integrating with ClinicalTrials.gov

  • Stakeholders 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#).

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Integration Pathways

Image: A flow chart of Integration Pathways is shown.

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Wireframes

  • Registering a Registry.
  • Searching.

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ClinicalTrials.gov—Patient Registry

Image: A screen shot of clinicaltrials.gov is shown.

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ClinicalTrials.gov—link to RoPR Data Entry

Image: A screen shot of clinicaltrials.gov is shown.

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RoPR Data Entry

Image: A screen shot of ROPR is shown.

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RoPR—Registry Description

Image: A screen shot of ROPR is shown.

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RoPR—Registry Classification and Purpose

Image: A screen shot of ROPR is shown.

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RoPR—Preview Registry Profile

Image: A screen shot of ROPR is shown.

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RoPR—Save and Release

Image: A screen shot of ROPR is shown.

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Searching—Basic Search

Image: A screen shot of ROPR is shown.

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Searching—Advanced Search

Image: A screen shot of ROPR is shown.

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Searching—Topic Search

Image: A screen shot of ROPR is shown.

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Searching—Search Results

Image: A screen shot of ROPR is shown.

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Information about the RoPR Project

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Thank you!

Current as of December 2011


Internet 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