Each hospital determines what processes work best, given its own resources, expertise, and experience. For example, hospitals may collect the data retrospectively, concurrently, or a combination; enter onto a paper form, use a Web-based tool, or export from another cardiac registry. Because data entry from paper forms has more opportunity for entry error and is more labor-intensive (and thus more expensive), COAP encourages all hospitals to use the Access database if possible; an Access db for COAP users is available free of charge. If you are considering changing to an electronic method, or are planning any change, please notify COAP’s Program Manager to discuss transition issues.

COAP strongly recommends that data NOT be emailed: password-protection is not considered to be sufficient protection of the hospital and patient information, and COAP does not condone email as an acceptable option. Electronic data should be transferred to disk and should be sent via 2-day air with a tracking number. Similarly, paper records should be sent via any method with a tracking mechanism (e.g. FedEx, UPS, USPS)

COAP has selected 42 data elements considered essential to building and maintaining a useful registry of cardiac revascularization procedures and outcomes. These data elements include patient demographics to permit tracking and linking of patients; predictive clinical factors; procedure type, the postprocedure events or outcomes; and key information to risk-adjust for severity of illness.

A high percentage of missing or invalid required elements can affect hospitals’ data and annually-assessed participation status: missing elements required for risk adjustment may be “normalized,” which may make patients appear not as sick as they may actually be; in addition, if a threshold of missing elements is reached, it may not be possible to risk-adjust hospital data, and the hospital’s participation status may be adversely affected.

Where feasible, quarterly and annual reports will be prepared for hospitals submitting datasets without the required elements. All missing data are reflected in the reports as “% missing.” Each hospital should monitor its reports and work to improve the completeness of the data submitted to COAP.

Please contact the COAP Program Manager or Director for more information.