Development of a new data entry system suitable for the Japan Adult Cardiovascular Surgery Database
Patient data related to cardiovascular surgery are usually managed separately by surgeons and clinical engineers in their respective data files. Recently, with our participation in the Japan Adult Cardiovascular Surgery Database (JACVSD), we newly prepared JACVSD-ready cardiovascular surgery data files by combining two data entry systems.
We constructed a cardiovascular surgery database system using FileMaker Pro and FileMaker Server. When preparing the data files, we attempted to eliminate excessive labor during data input and to enable easy distinction of items for which input has not been completed. In addition, we added some items required for clinical work so the files could be used not only for registration with the JACVSD but also for clinical work.
All the items for the cases in 2005 and 2006 were input by the end of each year. Registration in the JACVSD in 2005 and 2006 was completed by the set deadline, except in one case in which the patient remained hospitalized at the time of the deadline.
Our newly developed JACVSD-ready data files have increased the interest of surgeons in data entry and in collecting data. With the new system, we can manage patient data more easily and more effectively at low cost.
Available from: Lukas C Heukamp
- "Developing a database with FileMaker is widely used with a wide range of purposes: Hambek et al. developed a database for clinical and scientific documentation of Head and Neck Oncology patients. Further databases have been published in the field of cardiovascular surgery, electronic health care management, pharmacovigilance, parathyroid glands, microarray data management, management of mouse colonies or oncological gynecology. "
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ABSTRACT: In the setting of a histological research core facility sample tracking and project specific archiving of tissue specimens and communication of related data is of central importance.
Over a 24-month period 10 laboratories from two transregional research centers submitted in excess of 3000 tissue samples for histological processing and evaluation to our core facility. A web based database was set up to overcome the logistical problem of managing samples with inconsistent, duplicate and missing labels and to allow for efficient sample tracking, archiving and communication with the collaborating research laboratories. The database allows the users to remotely generate unique sample identifiers and enter sample annotation prior to sample processing. Furthermore the database facilitates communication about experimental set-up results and media files such as histological images.
Our newly constructed web based portal is an important tool for the management of research samples of our histological core facility and facilitates significantly interdisciplinary and transregional research. It is freely available for scientific use.
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ABSTRACT: The International Consortium for Evidence-Based Perfusion (ICEBP) is a collaborative group whose mission is to improve, continuously, the delivery of care and outcomes for patients undergoing cardiac surgery. To achieve this end, the ICEBP supports the development of perfusion registries to evaluate clinical practices and has established evidence-based guidelines for perfusion. The Japanese Society of Extra-Corporeal Technology in Medicine (JaSECT) developed a perfusion registry to examine variation in perfusion practice in Japan. A pilot study was designed to determine the rate and accuracy of data extraction from patients' medical records and perfusion practice records and the subsequent entry of data into the registry form. We designed an input matching test using medical records and perfusion records from a sample of patients. Five institutions participated in data. extraction and entry from 10 randomly selected case records. Perfusionists entered data in the registry form in accordance with the instruction manual prepared by the JaSECT guideline committee. The time taken to input every case in the registry was measured. An interview-based survey was carried out across institutions after the completion of the pilot. The time required for data entry stabilized after approximately five cases to a rate that was 40% of the first case entry time. Data entered into the registry by perfusionists for multiple-choice items were accurate 65% of the time and accurate 25% of the time for numerical data. The interview-based survey identified a total of 38 opportunities for improvement in the input form and 58 recommended changes for the instruction manual. The accuracy of data may be improved by developing a method allowing the objective detection of deficient data when present in the perfusion case record by developing automatic data acquisition from the automatic perfusion recording system currently in use, and by changing as many numerical value input items as possible to multiple-choice items.
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