A clinical data registry is an organized system that collects uniform data (clinical and patient-reported) to evaluate specified outcomes for a population based on performance measures developed from Clinical Practice Guidelines.
With the increasing usage of electronic health record (EHR) systems, registries have emerged as valuable solutions to harness the power of information technology. Registries can capture statistically relevant, evidence-based data to aid in decisions regarding the most optimal patient care. Other medical specialties and medical associations, including the American College of Cardiology and the American Academy of Ophthalmology, have developed their own registries.
Based on the data abstracted from the practice’s EHR, quality metrics are populated and displayed on a dashboard. Where possible, Reg-ent schedules automatic extractions of this data (more below). The data received is mapped to the measure’s “data dictionary.” For each measure, there are specific codes and keywords to identify eligible encounters, such as patient’s diagnosis, procedures, age, etc. For encounters that qualify, the defined quality action is identified for the clinicians through codes and keywords in the data dictionary.
The performance calculated from the measure logic is visualized on the dashboard. Participating clinicians may review their performance on the dashboard, compare to benchmarks, and uncover potential areas for quality improvement. Users can drill down to a specific location or physician, and track trends over time.
Yes, Reg-ent participants musthave an EHR systemto participate in Reg-ent services. This includes using Reg-ent forMerit-based Incentive Payment System (MIPS) reporting.
Reg-ent currently works with about 25 EHRs and is launching pilots with additional EHRs. Please view here for more information on integrated EHRs.
Reg-ent partners with a technical vendor, FIGmd, to receive data and populate the quality dashboard. Reg-ent receives practice data in two ways:
Data Pull is an automated approach available for practices that locally host their EHRs. FIGmd works with the practice to install a connector. Through this connector, data is shared directly with FIGmd.
Data Push requires practices or EHR vendors to securely share relevant data files with FIGmd. This approach applies to practices with cloud hosted EHRs, or practices with locally hosted EHRs that do not want to install a connector. Pushing data requires active engagement from the practice and/or EHR vendor. Some EHRs charge additional fees for this data sharing
Reg-ent is focused on specific measures and patient data only for those patients meeting the registry measures criteria. Therefore, the report run time is much quicker than that of an EHR, whose reporting functions are poorly developed and often cumbersome to use. Reg-ent offers 33 quality measures, including 9 otolaryngology-specific measures developed by the Academy and available exclusively only in Reg-ent.
Reg-ent is also the MIPS reporting tool of choice for most of our participating practices. Over the coming years, CMS plans to phase out traditional MIPS reporting for MIPS Value Pathways (MVPs). With MVPs, practices will report on a focused, subspecialty-specific measure set.
Reg-ent is ready to help our participants prepare for this transition. Reg-ent is aims to engage its members with its otolaryngology-specific measures to enable their successful, continued use in MVP reporting. EHRs or Qualified Registries are not permitted to submit QCDR measures, which can make a half of the MVP quality measures within an MVP. Reg-ent also provides detailed knowledge of the program and measures to assist in meaningful measure selection.
Reg-Ent’s enhanced technology platform accommodates reporting for all required MIPS categories: Quality, Promoting Interoperability, and Improvement Activities. Reg-ent participants are able to view and track their scores in the Reg-ent MIPS dashboard. CMS determines final payment adjustments and shares updates directly with MIPS participants.
Reg-ent staff can also provide overviews of MIPS reporting requirements. To learn more about how Reg-ent can help your practice with the MIPS reporting, please click here.
CMS determines final payment adjustments and shares updates directly with MIPS participants.
Reg-ent participants are able to view and track their scores in each reporting category within the Reg-ent MIPS dashboard.
All final payment adjustments are determined by the Centers for Medicare and Medicaid Services (CMS) and will be applied in 2025 for the 2023 reporting year.
Make sure you have the following information at hand:
For participating clinicians:
AAO-HNS member ID numbers of otolaryngologists and allergists
National Provider Identifier (NPI) numbers
The practice Tax Identification Number (TIN)
Practice location address(es)
Credit card or check details
Upon completing the sign-up process, we begin the data sharing process. For “pull” practices, our technical vendor begins the data extraction from practice’s EHR. For “push” practices, the EHR vendor shares data files securely with our technical vendor. The data received is mapped to the measure’s “data dictionary.” For each measure, there are specific codes and keywords to identify eligible encounters, such as patient’s diagnosis, procedures, age, etc. For encounters that qualify, the quality action is identified for the clinicians through codes and keywords in the data dictionary.
The performance calculated from the measure logic is visualized on the dashboard.
The initial performance generated in your practice dashboard may show poor scores on some measures. This is often due to inconsistent data capture (not captured well, systematically, or put in the right place or right way), poor attribution (not clear which patients are in who’s panel), lack of data capture (how lab results are reported), or lack of patient panel management processes (no mechanism to identify patients who have not had immunizations, lab work, or a visit within prescribed time).
This is not unusual and is the reason why multiple mapping refinement calls are conducted. The goal is to assure better data capture, patient attribution and patient management.
You will be able to monitor patient-level quality measures, track interventions, and evaluate outcomes at a population level.
Reg-ent collects, stores and reports data on an otolaryngologist-head and neck surgeon’s behalf, taking every measure possible to safeguard it. The AAO-HNSF’s technology partner, FIGmd, is compliant with all local and federal regulations governing these areas, including HIPAA provisions and the recently updated provisions as part of the American Recovery and Reinvestment Act/Health Information Technology for Economic and Clinical Health Act.
The AAO-HNSF is working to develop more performance measures to track both the otolaryngology patient population as well as to support the depth and breadth of the specialty. Data will be used to formulate and test the measures developed.
We will also be creating quality benchmarks so that you can compare your outcomes, and study whether or not quality improvement is necessary to improve quality across the specialty. We will also engage in research, identify gaps in care to fuel the development of additional measures and to support testing Clinical Practice Guidelines. Reg-ent is also working to create de-deidentified data sets to promote research opportunities for our participants.
The aim of Reg-ent is to ease burden. It is designed to require minimal effort from your staff. EHR integration typically requires one to two hours per week for three to four weeks from IT staff to assist in the installation and mapping process.
Following installation, no additional work is required unless the practice’s EHR software is updated or changed, which could require repeat of the installation and mapping process. We encourage practices to review their dashboard performance with the Academy staff at least once every quarter, but the clinicians can review and track their scores based on their convenience as well.
To participate in Reg-ent, all otolaryngologists and allergists must be current members of the AAO-HNS. Each Reg-ent applicant will be validated for membership during the sign-on process. If you have any questions regarding membership status, please email the AAO-HNS Membership Services department at [email protected].
Non-physician providers such as nurse practitioners, physician assistants and speech-language pathologists are not required to become AAO-HNS members to participate in Reg-ent.
All U.S.-based practicing physicians are welcome to join Reg-ent. Physicians who are not otolaryngologists, head and neck surgeons are welcome to join AAO-HNS as Associate Members. If you have any questions regarding membership status, please email the AAO-HNS Membership Services department at [email protected].
Yes, Any U.S.-based practicing Member of the AAO-HNS, regardless of practice setting, can participate in Reg-ent. More information on Reg-ent for Academic Medical Centers can be found here.
Reg-ent is working to create de-deidentified data sets to promote research opportunities for our members. Reg-ent has partnered with OM1 for data curation and analytics. The company was founded by Richard Gliklich, MD from Harvard, who is an otolaryngologist, AAO-HNS member, and clinical data registry expert. OM1 is ingesting data from Reg-ent which will ultimately lead to research capabilities as well as clinical trial opportunities through OM1. Once the data is curated to research grade, these data sets will be available on an online research platform. More information on the Reg-ent Research can be found on our website here.
Reg-ent is also building out its capabilities to allow practices to participate in clinical trials on a voluntary basis, which can present revenue-generating opportunities for practices. Reg-ent will recruit volunteers to participate in programs in the following areas: 1) outcome and safety studies for chronic rhinosinusitis and nasal polyp treatments including both surgical and medical; 2) treatments for patients with specific devices for middle ear effusions, and 3) hearing loss and hearing aids.
Future modules beyond MIPS reporting are already under considerationincluding research, Maintenance of Certification, and device surveillance.
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