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VQI Registry: Driving Quality Improvement in Vascular Care

The VQI Registry, part of the SVS VQI, empowers hospitals to benchmark, analyze, and elevate vascular care delivery. Discover how executive leaders in quality and cardiovascular programs can harness this powerful database to drive measurable performance improvements.

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Why Vascular Health Requires a Precision Approach

The vascular system plays a foundational role in human health, delivering oxygen and nutrients through an intricate network of arteries, veins, and capillaries. Yet, vascular diseases remain alarmingly common—impacting up to 40 million Americans, according to the Society for Vascular Health. Left untreated, these conditions can lead to serious outcomes such as stroke, amputation, or death.

Effective vascular care isn’t just critical—it’s complex. Patients with vascular disease often require lifelong surveillance, coordinated interventions, and multidisciplinary care strategies. Success depends on more than surgical skill; it demands the ability to benchmark, monitor, and improve performance across the entire care continuum.

VQI Registry

The Role of the VQI Registry in Advancing Vascular Quality

Launched by the Society for Vascular Surgery in 2011, the VQI Registry—part of the SVS VQI (Vascular Quality Initiative)—was created to address these challenges head-on. Its mission is clear: to improve the quality, safety, effectiveness, and cost-efficiency of vascular healthcare through the collection and sharing of clinical data.

Participation in SVS VQI is open to a wide spectrum of providers and facilities, including academic medical centers, teaching hospitals, community hospitals, office-based labs, and private practices. As of 2024, more than 1,000 sites contribute data across 14 specialized VQI registries, creating a powerful foundation for performance improvement and research.

Inside the VQI Registry: What Data Is Collected?

The VQI Registry includes detailed, risk-adjusted data across the following registries:

  • Carotid Artery Stent
  • Carotid Endarterectomy
  • Endovascular AAA Repair
  • Open AAA Repair
  • Hemodialysis Access
  • Inferior Vena Cava Filter
  • Infra-Inguinal Bypass
  • Supra-Inguinal Bypass
  • Lower Extremity Amputation
  • Peripheral Vascular Intervention
  • Thoracic and Complex EVAR
  • Varicose Vein
  • Vascular Medicine
  • Venous Stent

Each record in the VQI database includes demographic, procedural, and outcomes data—spanning pre-op risk factors to one-year follow-up. With over 1 million procedures collected to date across the U.S., Canada, and Singapore, the VQI Registry offers unprecedented visibility into real-world vascular care.

How VQI Data Is Captured: The Role of the VQI Data Abstractor

High-quality data begins with high-quality abstraction. Each site participating in the VQI Registry employs trained VQI data abstractors to extract relevant information from patient charts—ensuring consistency, completeness, and compliance with registry standards.

This process supports several key quality objectives:

  • Benchmarking performance across providers and regions
  • Identifying care gaps
  • Monitoring compliance with evidence-based practices
  • Reducing medical errors
  • Supporting regulatory and accreditation reporting
  • Enabling performance-based payment models

Whether for internal dashboards or national benchmarking, the work of VQI data abstractors is central to the success of any VQI data strategy.

Because this role requires specialized clinical knowledge, proficiency in registry platforms, and strict attention to compliance, qualified VQI data abstractors can be difficult to source—especially in competitive or rural labor markets. Many organizations are now turning to experienced chart abstraction companies to ensure data integrity, avoid delays, and maintain compliance without overburdening internal teams. Click here to talk with our team to get pricing info for data abstraction outsourcing.

Executive-Level Benefits of Participating in the SVS VQI

Hospitals and health systems participating in the SVS VQI gain access to one of the most robust vascular datasets available today. For executive leaders in quality or cardiovascular care, benefits include:

  • Improved outcomes through real-time benchmarking and feedback reports
  • Cost savings by identifying high-variability areas and reducing complications
  • Data for research, clinical trials, and device surveillance
  • Support for value-based care initiatives
  • Collaboration with national stakeholders, including the American College of Cardiology, CMS, and device manufacturers

For quality and cardiovascular leaders focused on strategic improvement, the VQI Registry offers both macro-level insight and granular data to guide decision-making.

A Real-World Example: Stanford Reduces LOS Using VQI Registry Data

A study published in the Journal of Vascular Surgery illustrates how Stanford Health Care used the VQI Registry to identify and address excessive length of stay (LOS) after carotid endarterectomy (CEA) and endovascular aortic aneurysm repair (EVAR).

In 2021, Stanford’s LOS outlier rates were:

  • CEA >1 day: 67% (vs. target of 21%)
  • EVAR >2 days: 36% (vs. target of 22%)

After a full review of VQI data, Stanford implemented a multidisciplinary Plan-Do-Study-Act initiative from April 2022 to July 2023. By the end of the project:

  • CEA LOS >1 day dropped from 50% to 15%
  • EVAR LOS >2 days dropped from 26% to 7%
  • Same-day discharge rates rose significantly for both procedures (CEA: 85%, EVAR: 76%)

The takeaway: Data-driven, team-based quality improvement, guided by VQI database benchmarks, can result in measurable performance gains.

VQI Registry Momentum Continues to Build

With more than 1,000 participating centers and over 1 million procedures logged, the VQI Registry continues to expand its impact on vascular care. SVS leaders note that participating hospitals are demonstrating a strong commitment to data transparency, performance benchmarking, and continuous improvement.

“Improving quality is a high priority for everyone in the medical community. This long list of SVS VQI participating centers reflects their commitment to quality. By collecting detailed clinical and procedural data that is usable and actionable, the SVS VQI is a critical tool that provides invaluable insight to providers and device manufacturers. We are all committed to improving patient care, and the data provides a path,” said Jens Eldrup-Jorgensen, MD, Medical Director of the SVS Patient Safety Organization.

For hospital executives focused on delivering measurable value, the VQI Registry is not just a database—it’s a strategic asset for advancing clinical excellence and operational efficiency in vascular care.

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Registry Data Abstraction: Choosing the Best Outsourcing Partner

Struggling with accuracy, staffing, and compliance in registry data abstraction? Outsourcing to expert registry abstraction companies ensures precise data collection, reduces administrative burden, and enhances healthcare quality. Discover how to choose the right partner today.

Table of Contents

Registry data abstraction plays a crucial role in healthcare quality improvement, regulatory compliance, and performance benchmarking. Accurate registry abstraction is essential for hospitals participating in data abstraction registries such as the National Cardiovascular Data Registry (NCDR), Get With The Guidelines (GWTG), STS, Trauma, and other quality-focused initiatives. However, healthcare leaders often face challenges in maintaining in-house abstraction teams due to resource constraints, training demands, and evolving registry requirements.

Outsourcing registry data abstraction offers significant advantages, including improved accuracy, cost efficiency, scalability, and the ability to redirect internal clinical expertise toward patient care and performance improvement initiatives. By partnering with experienced registry abstraction companies, healthcare organizations can ensure compliance, reduce administrative burden, and enhance overall data quality—leading to better patient outcomes and stronger hospital performance.

Registry Data Abstraction Outsourcing

What is Registry Abstraction?

Registry data abstraction is the systematic process of extracting and submitting patient data from medical records into specialized registries to measure and improve healthcare quality. Data abstraction registries play a crucial role in benchmarking performance, ensuring compliance with registry standards and best practices, and enhancing patient outcomes.

Common clinical registry abstraction programs include:

Accurate registry abstraction requires deep expertise in clinical documentation, measure specifications, and quality assurance to ensure compliance and precise data reporting.

Why Outsource Registry Data Abstraction?

Free Template Banner Registry Data Abstraction Vendor Evaluation Template

Managing registry abstraction in-house can be resource-intensive, requiring extensive training, ongoing staff management, and compliance oversight. Partnering with registry abstraction companies offers several advantages:

1. Specialized Expertise

Professional abstractors ensure accurate data entry, reducing errors that could affect compliance, hospital rankings, and reimbursement. The pool of qualified experts in a registry is small even on a national scale. Finding great talent locally that can deliver high accuracy is difficult if not impossible in many markets.

2. Scalability and Staffing Flexibility

Outsourcing partners adjust staffing levels to meet fluctuating workload needs, prevent backlogs and ensure timely data submission.

3. Cost Efficiency

Outsourcing eliminates hiring, training, and turnover costs while offering predictable, per-chart pricing for easier financial planning.

4. Enhanced Accuracy and Compliance

Leading registry abstraction companies maintain rigorous quality assurance processes, such as Inter-Rater Reliability (IRR) assessments, ensuring data accuracy of 98% or higher across all data abstraction registries.

How to Choose a Registry Data Abstraction Partner

Selecting the right registry data abstraction partner is a strategic decision that impacts data accuracy, compliance, and operational efficiency. To ensure you choose a reliable and experienced partner, assess vendors based on the following key factors.

1. Prioritize Clear and Proactive Communication

Green Flag: Look for vendors that provide a dedicated Account Lead, structured onboarding, and a clearly defined communication plan. They should be proactive in updates and issue resolution.

🚩 Red Flag: If a vendor only discusses communication when prompted or struggles to explain their support model, it may indicate a lack of transparency or responsiveness.

2. Verify Registry Experience and Abstractor Expertise

Green Flag: The vendor should provide detailed case studies, client references, and abstractor qualifications (such as RNs, CPHQs, or extensive clinical backgrounds).

🚩 Red Flag: Avoid vendors with vague claims about experience and no clear evidence of their expertise in registries like NCDR, GWTG, STS, or Trauma.

3. Ensure a Rigorous Quality Assurance Program

Green Flag: Vendors should clearly outline their Inter-Rater Reliability (IRR) policies, dual abstraction processes, and ongoing quality monitoring. Industry-leading vendors maintain 95–98% accuracy.

🚩 Red Flag: Be wary of vendors claiming 99%+ accuracy without explaining their quality control processes—this could be an unrealistic or misleading claim.

4. Evaluate Ramp-Up Speed and Onboarding Structure

Green Flag: A strong vendor can initiate services within 4 weeks and has a well-defined onboarding plan with step-by-step guidance.

🚩 Red Flag: If a vendor offers an ambiguous or unclear onboarding timeline, it may signal delays in service initiation and potential workflow disruptions.

5. Assess Scalability and Turnaround Efficiency

Green Flag: Look for vendors with proven scalability, offering flexibility during peak reporting periods and fast turnaround times.

🚩 Red Flag: Vendors that fail to provide specific examples of handling high-volume workloads or peak periods may lack the necessary infrastructure or staffing flexibility.

6. Confirm EHR and Technology Integration Capabilities

Green Flag: The vendor should provide specific examples of successful integrations with Epic, Cerner, Meditech, and other EHR systems.

🚩 Red Flag: Vague promises about integration without a clear process or timeline indicate potential technical challenges.

7. Review Reputation and Client Satisfaction

Green Flag: A strong vendor reputation includes verified testimonials, long-term partnerships, and consistent client satisfaction.

🚩 Red Flag: Lack of publicly available testimonials or overly selective presentation of success stories may signal inconsistencies in service quality.

8. Examine Compliance and Security Measures

Green Flag: Vendors should readily answer security questionnaires and provide data security policies for IT review.

🚩 Red Flag: If a vendor is hesitant to provide security details, it raises concerns about data protection and regulatory compliance risks.

9. Look for Proactive Guidance and Consulting

Green Flag: High-value vendors offer strategic consulting beyond data abstraction, providing insights on performance trends and process improvements.

🚩 Red Flag: If the vendor only provides basic abstraction services with no added consulting support, they may not be the best long-term partner.

10. Demand Transparent Pricing and Cost Predictability

Green Flag: Vendors should provide clear, upfront pricing with no hidden fees, helping hospitals predict costs and budget effectively.

🚩 Red Flag: Beware of vague pricing models or hidden costs that can lead to unexpected financial burdens.

11. Final Consideration: Don’t Ignore Red Flags

Even if a vendor meets some of your requirements, red flags in key areas like quality assurance, communication, or security should not be ignored. A trusted partner should offer transparency, strong client relationships, and a proven track record in registry data abstraction.

For a structured comparison, download our Registry Data Abstraction Vendor Evaluation Template, which includes additional red flag/green flag guidance to help you make an informed decision.

Use a Structured Evaluation Process of Registry Abstraction Companies

A structured evaluation process should include:

  1. Defining your organization’s goals, such as:
    • Optimizing budget and cost savings by replacing unpredictable hiring, training, and turnover expenses with transparent, per-chart pricing. (Additional Resource: See ADN’s Cost-Benefit Analysis Template here.)
    • Improving data accuracy to ensure compliance with NCDR, GWTG, and other data abstraction registries
    • Maintaining staffing stability by eliminating disruptions caused by turnover, PTO, and extended leaves
    • Preventing and reducing backlogs, allowing for timely and complete registry submissions
    • Ensuring regulatory compliance with CMS, The Joint Commission, and other governing bodies
    • Freeing clinical teams to focus on performance improvement initiatives rather that routine data collection tasks
    • Gaining access to scarce specialized expertise in complex clinical registry abstraction processes
  2. Developing a scoring system to assess vendors based on experience, accuracy, technology integration, and responsiveness.
  3. Conducting interviews to gauge their registry abstraction expertise and operational processes.
  4. Initiating a pilot project to verify real-world performance before committing to a long-term partnership.

The Competitive Advantage of Registry Data Abstraction Outsourcing

Hospitals partnering with expert registry abstraction companies experience:

  • Higher abstraction accuracy
  • Increased staff efficiency and satisfaction
  • More time for clinical teams to focus on patient care and performance improvement

Conclusion

Choosing the right registry data abstraction partner enhances data accuracy, compliance, and operational efficiency. By evaluating experience, communication, scalability, and security, healthcare leaders can optimize data abstraction registries and focus on improving patient outcomes.

Strategic outsourcing isn’t just about reducing costs—it’s about elevating healthcare quality and driving long-term improvements.

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THA/TKA PRO-PM Data Collection

CMS THA/TKA PRO-PM: Your Guide to Mandatory Pre- and Post-Op Data Collection

The THA/TKA PRO-PM (Total Hip and Knee Arthroplasty Patient-Reported Outcome Performance Measure) is a CMS-mandated quality measure requiring hospitals to collect pre- and post-operative patient-reported outcomes (PROs) for elective hip and knee replacements. Compliance involves tracking patients for up to a year post-surgery, ensuring survey completion, and meeting a 50% response rate. This guide outlines key timelines, data collection strategies, and best practices to optimize workflows, improve patient engagement, and safeguard hospital performance under value-based care initiatives.

Table of Contents

As the U.S. healthcare system continues its shift toward value-based care, the Centers for Medicare & Medicaid Services (CMS) is raising the stakes by making patient-reported outcomes a critical component of quality measurement. For hospitals performing elective total hip arthroplasty (THA) and total knee arthroplasty (TKA), this effort takes shape in the THA/TKA PRO-PM (Patient-Reported Outcome Performance Measure)—a program with significant operational challenges and financial implications. With mandatory data collection and reporting well underway, hospitals must navigate complex workflows, including tracking patients for up to a year post-surgery and ensuring they complete both pre- and post-op surveys.

For Directors and VPs of Quality, this measure requires more than just a data-collection system. It demands strategic planning, rigorous follow-up, and solutions to overcome a key hurdle: patients are typically off-site when the critical 300–425-day post-op survey window arrives. Without a structured follow-up process—through calls, emails, text reminders, or patient portals—hospitals risk falling short of the required 50% completion rate. Below, we highlight essential timelines, compliance requirements, and best practices to help you meet the demands of this evolving measure and protect your organization’s performance under CMS’s value-based initiatives.

CMS THA/TKA PRO-PM

1. Understanding the THA/TKA PRO-PM

Why PROMs for Hip and Knee Surgery?

  • Direct Patient Voice: Traditional measures (e.g., complications, readmissions) capture clinical data, whereas patient-reported outcomes highlight how individuals perceive their pain, mobility, and overall quality of life.
  • Quality Improvement: By comparing pre- and post-op survey scores, hospitals can evaluate the effectiveness of surgical interventions, fine-tune rehabilitation, and identify areas that need enhancement.
  • Alignment with Value-Based Care: The CMS THA/TKA PRO-PM reflects CMS’s broader move toward patient-centered metrics that could influence reimbursement and public reporting.

2. Key Timeframes: Mandatory

THA/TKA PRO-PM Reporting Timeline Mandatory

Pre-Operative Data Collection Windows

  • Mandatory Period 1
    • Data Collection: April 2, 2024 – June 30, 2025
    • THA/TKA Procedures Performed: July 1, 2024 – June 30, 2025
    • Submission Deadline: September 30, 2025
  • Mandatory Period 2
    • Data Collection: April 2, 2025 – June 30, 2026
    • THA/TKA Procedures Performed: July 1, 2025 – June 30, 2026
    • Submission Deadline: September 30, 2026

During the pre-operative window, patients must complete the THA/TKA PRO-PM survey 0–90 days before the surgery date.

Post-Operative Data Collection Windows

  • Mandatory Period 1
    • Data Collection: April 27, 2025 – August 29, 2026
    • Submission Deadline: September 30, 2026
  • Mandatory Period 2
    • Data Collection: April 27, 2026 – August 29, 2027
    • Submission Deadline: September 30, 2027

For each pre-op cohort, the post-op portion of the CMS THA/TKA PRO-PM occurs 300–425 days following the procedure. For instance, for surgeries performed in the first mandatory cycle (July 1, 2024 – June 30, 2025), post-op data collection begins April 27, 2025, with a submission deadline of September 30, 2026.

THA/TKA PRO-PM Quote

3. What THA/TKA PRO-PM Data Do I Collect?

Before your hospital can submit performance data for the THA/TKA PRO-PM, you need to capture both preoperative and postoperative patient-reported outcomes (PROs)—along with key risk variables and matching information. These data elements enable CMS to:

  1. Link Survey Responses to Administrative Claims – Ensuring each patient’s outcome can be accurately identified and attributed.
  2. Calculate a Risk-Adjusted Score – Factoring in patient characteristics (e.g., comorbidities, health literacy) so hospitals that serve more complex populations are measured fairly.

The graphic below outlines the primary categories of information you’ll be gathering—ranging from HOOS Jr. or KOOS Jr. functional scores to patient-provider reported risk factors such as BMI, mental health subscales, and narcotic use. By collecting the right data points at the right times (pre-op and post-op), your hospital can maximize response rates, ensure data integrity, and demonstrate meaningful, risk-adjusted improvements in hip and knee arthroplasty.

THA/TKA PRO-PM What data to collect frame

4. Who Do I Collect THA/TKA PRO-PM Data On?

Before you can measure improvement in hip or knee function, you need to identify which patients fall within the THA/TKA PRO-PM’s eligibility criteria. As illustrated in the figure, CMS requires that patients be 65 or older, enrolled in Medicare fee-for-service (FFS), and undergoing an elective inpatient primary THA or TKA procedure (rather than a revision or partial arthroplasty). The guidelines also exclude patients with hip fractures, active malignancies in the surgical site, or simultaneous device removal. By focusing on this target population, your hospital ensures it captures the correct pre- and post-op patient-reported outcomes data—ultimately laying the groundwork for accurate, risk-adjusted performance measurement.

THA/TKA PRO-PM Who to collect data on frame

5. Meeting the 50% Completion Threshold

Under the THA/TKA PRO-PM, CMS requires hospitals to achieve at least 50% completion of matched pre- and post-op surveys. If a patient completes only one survey (pre or post), that case does NOT count toward compliance. The patient will also be excluded from the response rate if either the pre- or post-op survey is submitted as partial or incomplete.

THA/TKA PRO-PM Response rate calculation figure

Operational Implications

  • Pre-Op Completion First: Missing the pre-op survey guarantees you cannot meet the target for that patient’s post-op.
  • Post-Op Follow-Through: Patients are typically off-site when the 300–425-day postoperative window arrives. A structured follow-up process (calls, mail, text reminders, or portals) is crucial.

6. How THA/TKA PRO-PM Performance Will Be Scored

After navigating the data-collection timelines, matching at least 50% of your eligible patient population, and overcoming logistical hurdles, your hospital’s performance under the THA/TKA PRO-PM ultimately depends on how many patients meaningfully improve. In other words, CMS measures the percentage of patients whose self-reported scores indicate a “substantial clinical benefit” (SCB) one year post-surgery. Here’s how CMS calculates that percentage and why the right data-collection strategy is vitally important.

Defining the HOOS Jr. and KOOS Jr. Surveys

  • HOOS Jr. (Hip disability and Osteoarthritis Outcome Score for Joint Replacement): A short-form questionnaire assessing hip-related pain, stiffness, and daily function.
  • KOOS Jr. (Knee injury and Osteoarthritis Outcome Score for Joint Replacement): A parallel short-form survey focusing on knee pain, mobility, and activity limitations.

Each is scored on a 0–100 scale, with higher numbers indicating better function and/or less pain.

You can access both HOOS, JR. and KOOS, JR. survey forms here.

Substantial Clinical Benefit (SCB) Thresholds

CMS designates minimum point gains patients must achieve between pre-op (0–90 days before surgery) and post-op (300–425 days after surgery) to be considered improved:

  • HOOS Jr.: 22-point improvement
  • KOOS Jr.: 20-point improvement

If a patient’s post-op score rises by at least these amounts compared to their pre-op baseline, that patient’s outcome is classified as “substantial clinical benefit.”

Binary “Yes/No” Improvement

In practice, this means each patient’s result is categorized in one of two ways:

  • Yes: The patient meets or exceeds the threshold for improvement (≥22 points on HOOS Jr. or ≥20 on KOOS Jr.).
  • No: The patient does not meet that threshold.

Important: Patients must complete both a valid pre-op and a valid post-op survey to count toward your hospital’s measure performance at all.

Risk Adjustment

Recognizing that different patient populations have varying levels of complexity, CMS applies a risk-adjustment model to even the playing field. Key risk factors—often drawn from administrative claims data—include:

  • Comorbid conditions (e.g., diabetes, hypertension, obesity)
  • Patient demographics (e.g., age, sex)

By standardizing for these risks, CMS ensures hospitals treating more complex patients aren’t unfairly penalized when calculating improvement rates.

Hospital-Level Risk-Standardized Improvement Rate (RSIR)

Once each patient’s outcome is flagged “Yes” or “No,” CMS aggregates these results into a hospital-level Risk-Standardized Improvement Rate (RSIR). In essence:

  1. Numerator: The number of patients (out of those who have both surveys) who meet the SCB threshold.
  2. Denominator: All eligible patients who completed pre- and post-op surveys at your hospital.
  3. Risk Adjustment: A statistical adjustment is applied to account for your patient mix.

The final RSIR is a percentage reflecting how effectively your hospital improves patient-reported pain and function, relative to the expected outcome for your patient population.

The Role of Non-Response

Because non-response bias can skew performance scores if certain patient groups are less likely to complete surveys, CMS employs methods (e.g., weighting) to adjust for differences between responders and non-responders. However, this cannot fully compensate for a low response rate—which underscores the need to meet or exceed the 50% completion requirement to produce the most accurate, representative scores.

Bottom Line

Your performance on the THA/TKA PRO-PM is ultimately determined by the proportion of your matched patients who see a 20- or 22-point jump in their KOOS Jr. or HOOS Jr. scores, once CMS accounts for risk factors. Achieving a high Risk-Standardized Improvement Rate (RSIR) demands consistent patient engagement before and after surgery—and it hinges on robust workflows that capture data from a significant portion of your THA/TKA population. By optimizing data collection and timely follow-up, your hospital can demonstrate true patient-centered outcomes and position itself for long-term success in value-based care.

7. How Should I Submit My THA/TKA PRO-PM Data?

Submitting THA/TKA PRO-PM data accurately is critical for compliance with CMS requirements. Hospitals can simplify this process by using a specialized reporting tool like ADN’s Core Measures Application, which streamlines data mapping, ensures accuracy, and reduces administrative burden. Leveraging this type of solution ensures your hospital meets all CMS specifications while freeing your team to focus on patient care and quality improvement. If you don’t use ADN’s Core Measures Application, you can also submit an XML or CSV or manually enter data in CMS’s Hospital Quality Reporting System.

8. Will My Results Be Made Public?

Yes, CMS may publish your hospital’s THA/TKA PRO-PM results on platforms like Care Compare to promote transparency and accountability. These public reports allow patients, providers, and payers to view hospital performance on critical quality measures, including how well you improve patient outcomes after joint replacement surgeries. Strong results can enhance your hospital’s reputation, attract more patients, and provide benchmarks for ongoing quality improvement. Public transparency underscores the importance of robust data collection and achieving high performance under the THA/TKA PRO-PM.

9. Workflow Challenges and Recommended Solutions

Scheduling & Patient Identification

  • Challenge: The measure is procedure date-based, requiring early identification of patients.
  • Solution: Coordinate closely with clinics, scheduling, perioperative nurses, and orthopedic coordinators. Maintain a real-time or daily report of upcoming elective THA/TKA procedures within the 90-day pre-op window. Encourage patients to complete the pre-op survey during the days leading up to surgery or, at the latest, upon arrival onsite as part of their admission forms to ensure compliance and minimize delays.

Post-Op Tracking

  • Challenge: Collecting patient-reported outcome data nearly a year after surgery can be logistically complex, especially when patients are no longer onsite and may be hard to reach.
  • Solution: Leverage automated outreach—such as text or email reminders—or consider partnering with a specialized survey and data collection vendor like ADN that seamlessly manages post-op follow-up. These third-party systems can offload the burden from hospital staff by sending timed reminders, capturing patient responses, and integrating data directly into your reporting platform. This approach helps ensure higher response rates and keeps your facility on track to meet CMS THA/TKA PRO-PM deadlines.

Ready to streamline your post-op data collection? Contact us to learn how partnering with a specialized vendor can simplify your THA/TKA PRO-PM workflow and bolster compliance.

Data Integration & Submission

  • Challenge: Survey results often reside outside the primary EHR, and thus must be mapped to patient demographics, ICD codes, and procedure dates for the CMS THA/TKA PRO-PM submission.
  • Solution: Adopt standardized data-exchange formats and consistent exports—whether you use SurveyMonkey, a custom form, or an in-house system. Alternatively, partner with a survey and data integration vendor (such as ADN) that seamlessly consolidates responses and aligns them with patient identifiers. This automated approach minimizes errors, reduces manual labor, and ensures your hospital stays submission-ready for every data cycle.

Ongoing Monitoring

  • Challenge: Overlooking progress until the final month can result in suboptimal completion rates.
  • Solution: Establish monthly or quarterly dashboards that track pre-op completions, post-op completions, and overall match rates. Early detection of shortfalls allows timely course corrections.

10. Strategic Considerations for Quality Leaders

In-House vs. Vendor Solutions

Before deciding whether to manage the CMS THA/TKA PRO-PM requirements internally, savvy hospital leaders often weigh the cost-benefit of hiring staff—considering benefits, taxes, and other overhead—versus partnering with a specialized vendor. Some organizations find it more cost-effective to engage an experienced partner that provides automated reminders, survey platforms, and streamlined data aggregation, freeing internal teams to focus on direct patient care rather than administrative tasks.

Resource Allocation

If you opt to handle THA/TKA patient outreach in-house, you should plan for additional staffing or reassigning roles, especially around the one-year post-op mark when contacting patients is most challenging. However, a strategic vendor partnership may eliminate the need for new full-time equivalents (FTEs), decreasing overhead costs while still maintaining a robust, compliant workflow.

Long-Term Readiness

CMS’s emphasis on patient-reported outcomes will likely broaden beyond THA/TKA to include other elective procedures. By building (or outsourcing) a scalable infrastructure now, your hospital gains a significant head start on adopting future PROMs or similar mandates.

Performance Improvement

Leverage pre- and post-op outcome data to fuel continuous quality improvement. Share insights with surgical, rehabilitation, and executive teams to pinpoint successful tactics and address performance gaps—ultimately improving both care quality and patient satisfaction.

11. The Future of Patient-Reported Outcome Measures

The CMS THA/TKA PRO-PM marks a significant transition from purely clinical or process-based metrics to patient-centered performance measures. This shift extends well beyond regulatory compliance; it speaks to how hospitals will structure care delivery, engage patients, and align with future value-based initiatives.

Yet, how you implement THA/TKA PROM requirements now will set the precedent for future outcomes measurement. If a hurried, under-resourced workflow is established—one that becomes “business as usual”—your team may experience status quo bias, making it difficult to pivot when additional PROMs are inevitably mandated. Organizational inertia can lead to inefficient processes that become baked into daily operations, creating unnecessary costs and staff burden in the long run.

Conversely, standing up a thoughtful, well-organized approach from the beginning helps:

  • Avoid Legacy Pitfalls: A properly configured data-collection system can be easily expanded or adapted as new patient-reported measures come into play.
  • Reinforce Culture: When leadership champions PROMs strategically, staff embrace these processes as core components of quality improvement, rather than “just another mandate.”
  • Enhance Scalability: A robust infrastructure allows you to replicate successes for other service lines—cardiology, oncology, or beyond—where patient-reported outcomes may soon emerge.
  • Maintain Organizational Agility: By not settling for a suboptimal “quick fix,” you position the hospital to respond quickly to evolving CMS requirements, payer demands, and industry best practices.

Hospitals proficient in capturing, analyzing, and optimizing patient-reported outcomes through a solid initial framework not only fulfill CMS requirements but also build trust with patients, payers, and accreditation bodies. As future PROMs extend into additional service lines, early adopters with mature data-collection and analytics systems stand at a strategic advantage—ready to lead in patient-centered innovation rather than react to each new policy shift.

12. Essential Action Steps to Succeed with CMS THA/TKA PRO-PM

Implementing the CMS THA/TKA PRO-PM can seem daunting, especially as hospitals juggle timelines, staffing, and data integration. Yet, by focusing on the following practical measures, your organization can streamline workflow, strengthen compliance, and set a solid foundation for patient-reported outcomes in orthopedics—and beyond.

For Directors and VPs of Quality, the THA/TKA PRO-PM represents a key initiative that blends patient engagement with regulatory compliance:

  1. Confirm Timelines:
    Pin down your hospital’s readiness for mandatory pre-op data collection (April 2, 2024 – June 30, 2025) and the corresponding post-op windows. Establish a clear internal schedule—across quality, perioperative, and IT teams—to ensure everyone understands key milestones and CMS submission deadlines.
  2. Conduct a Workflow Gap Analysis:
    Assess how patients are currently identified, surveyed, and tracked before and after surgery. Map out each step to pinpoint where data continuity might fail—such as missing handoffs between clinics, schedulers, and survey administrators—then assign responsibilities to ensure no gaps remain.
  3. Invest in Monitoring Tools:
    Implement a dashboard or tracking system that offers real-time insight into your pre-op and post-op completion rates. Regularly review these metrics with your team to spot trends early, correct workflow issues, and keep your 50% match goal well within reach.
  4. Communicate the Value:
    Reinforce with surgeons, nurses, and schedulers that comprehensive PROM data enhances quality metrics and patient satisfaction, and may soon influence reimbursement. By stressing future financial and public reporting stakes, you instill a shared sense of urgency and importance across all levels of care.
  5. Plan for Growth:
    Position your hospital for future PROM expansions beyond THA/TKA by designing a scalable process now. As CMS broadens patient-reported measures to new procedures, your well-honed infrastructure and engaged teams will translate to quick adoption and ongoing quality leadership.

By proactively focusing on these areas, your organization can fulfill CMS requirements for the THA/TKA PRO-PM and harness these insights to elevate orthopedic care quality—now and in the future.

Further Readings

QualityNet Website > THA/TKA PRO-PM Page
Official CMS portal containing measure specifications, timelines, and updates for the THA/TKA PRO-PM.
Link: https://qualitynet.cms.gov/inpatient/measures/THA_TKA

THA/TKA-PRO-PM FAQs (May 2024)
CMS document addressing common questions about the measure, including data collection and reporting requirements.
Link: https://qualitynet.cms.gov/files/66570e4e42e274bb6b8ca1cc?filename=THA_TKA-PRO-PM_2024_FAQ.pdf

Response Rate Requirement and Calculation
Guidance on how to measure response rates and meet CMS thresholds for the THA/TKA PRO-PM.
Link: https://qualitynet.cms.gov/files/6639270c2b87360fd3524bd7?filename=THA_TKA-PRO-PM_RspnsRateExpln.pdf

THA/TKA PRO-PM Overview Measure Fact Sheet
A concise fact sheet summarizing measure intent, scope, and key requirements.
Link: https://qualitynet.cms.gov/files/66390d2a2b87360fd3524a22?filename=THA_TKA-PRO-PM_FactSheet.pdf

What Data Should I Collect?
Detailed guidance on which data elements are essential for THA/TKA PRO-PM reporting.
Link: https://qualitynet.cms.gov/files/66fd8fb72702fb414b5455bc?filename=THA_TKA-PRO-PM_WhatData.pdf

Who Do I Collect PRO Data On?
Clarifies patient eligibility criteria for THA/TKA PROM collection.
Link: https://qualitynet.cms.gov/files/66390d8a2b87360fd3524a2d?filename=THA_TKA-PRO-PM_WhoCllctData.pdf

Hospital-Level THA/TKA PRO-PM Reporting Timeline
Outlines key dates and windows for data collection, post-op follow-up, and final submission.
Link: https://qualitynet.cms.gov/files/66390d67cc07c26dc848419c?filename=THA_TKA-PRO-PM_Timeline.pdf

Understanding THA/TKA PRO-PM Requirements (September 2023 Webinar)
Slide deck summarizing measure requirements, deadlines, and best practices from a CMS webinar.
Link: https://qualitynet.cms.gov/files/653926fae03c52001c055864?filename=THA-TKA_PRO-PM_Rqmts_Sept2023.pdf

THA/TKA PRO-PM Development Methodology Report
Explains the research and methodologies used in creating the THA/TKA PRO-PM.
Link: https://qualitynet.cms.gov/files/66fd8fa03e7d849a57e26b31?filename=THA_TKA-PRO-PM_MeasMthdlgy.pdf

2025 THA/TKA PRO-PM Code Specifications (VR1)
Inclusion and exclusion codes for the 2025 voluntary reporting cohort.
Link: https://qualitynet.cms.gov/files/66392124cc07c26dc8484302?filename=VR1_THA_TKA-PRO-PM-SplmntFile.xlsx

2026 THA/TKA PRO-PM Code Specifications (VR2)
Inclusion and exclusion codes for the 2026 voluntary reporting cohort.
Link: https://qualitynet.cms.gov/files/66a24e7ddf50d5628e69a997?filename=VR2_THA_TKA-PRO-PM-SplmntFile.xlsx

Comparison of THA/TKA PRO-PM in IQR, OQR, & ASCOR Programs
Fact sheet comparing how the THA/TKA PROM requirements apply across different CMS reporting programs.
Link: https://qualitynet.cms.gov/files/66390d57cc07c26dc8484196?filename=THA_TKA-PRO-PM_ProgCompFctsht.pdf

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Medical Chart Abstraction

Medical Chart Abstraction: A Complete Guide for Healthcare Teams

Medical Chart Abstraction is a vital process in healthcare that ensures accurate data collection for compliance, quality improvement, and research. This guide provides a comprehensive look at the abstraction process, from extracting key metrics to overcoming common challenges like staffing shortages and regulatory updates. Learn about outsourcing options, career opportunities, and how effective abstraction can transform patient care and organizational efficiency. Whether you’re looking to optimize your data management or explore roles in abstraction, this guide has everything you need to get started.

9 min read

Table of Contents

Medical chart abstraction is a cornerstone of healthcare data management, enabling organizations to streamline information, ensure compliance, and focus on patient care. This process simplifies the extraction of critical data for quality improvement, research, and regulatory reporting. In this detailed guide, we’ll explain what it means to abstract medical records, explore career opportunities, and discuss how outsourcing abstraction services can transform healthcare operations.

What Does It Mean to Abstract Medical Records?

To abstract medical records is to extract data points that meet specific criteria—such as treatment outcomes, adherence to clinical guidelines, and demographic information—from either electronic health records (EHRs) or manual paper files. These records are the foundation for compliance with healthcare standards, including Centers for Medicare and Medicaid (CMS) and The Joint Commission (TJC) requirements, as well as for research and performance analysis.

By effectively abstracting medical records, healthcare providers ensure that their clinical data is both actionable and accurate, supporting better decision-making across the organization.

Why Medical Chart Abstraction is Critical

Ensuring Compliance with Industry Standards

Healthcare organizations must meet rigorous reporting standards from regulatory entities like the CMS, The Joint Commission, and other registries. Errors in abstraction can result in financial penalties, reputational damage, and missed opportunities for reimbursement. Accurately abstracting medical records ensures compliance and protects organizational integrity.

Driving Quality Improvement

By using clinical chart abstraction, healthcare organizations can identify gaps in care and monitor performance against benchmarks. For example, abstraction might reveal opportunities to improve sepsis care, stroke treatment, or surgical outcomes, guiding impactful quality improvement initiatives.

The Process of Abstracting Medical Records

Step 1: Identifying Data Sources

The abstraction process begins by selecting the medical records to review. This may include patients meeting certain criteria, such as those with chronic conditions, undergoing specific procedures, or enrolled in research studies. EHR systems like Epic and Cerner often serve as primary data sources.

Step 2: Defining Metrics for Abstraction

Data points are determined based on the goals of the project. Metrics might include vital signs, lab results, surgical outcomes, or adherence to specific clinical protocols. For example, a sepsis performance measure may require tracking timely administration of antibiotics.

Step 3: Reviewing and Extracting Data

Abstractors examine each record to extract relevant information while maintaining accuracy and consistency. This step often involves combing through detailed clinical notes, imaging reports, and diagnostic results.

Step 4: Quality Assurance

Once the data is abstracted, it undergoes inter-rater reliability (IRR) checks to ensure consistency among abstractors and compliance with established guidelines. These checks are essential for maintaining high data accuracy.

Step 5: Reporting and Analysis

Abstracted data is compiled into actionable reports used for internal performance tracking, quality improvement initiatives, or external submissions to regulatory agencies.

EHR Chart Abstraction: EHR Chart Abstraction: Bridging Manual and Automated Processes

While electronic systems streamline much of the abstraction process, manual review remains essential. Automated tools can miss contextual details that only trained abstractors can identify, ensuring more accurate and meaningful data.

Common Challenges in Abstracting Medical Records

Data Overload

Healthcare organizations manage vast volumes of patient data, making it challenging to prioritize the most relevant information.

Reducing Administrative Burden

Manually abstracting medical records is a time-intensive process that can strain internal resources. Outsourcing data abstraction allows healthcare teams to focus on strategic objectives, like enhancing patient safety and optimizing clinical workflows.

Frequent Updates to Standards

Regulatory guidelines for data reporting evolve constantly, requiring abstractors to stay current with new requirements. This creates a continuous need for training and adaptation.

Talent Acquisition and Retention

Finding and retaining skilled professionals to abstract medical records can be difficult, particularly as demand for healthcare quality roles grows. The difficulty index of hiring a skilled nurse is 3 months (87 days), perhaps longer for the specialized position of a data abstractor.

Outsourcing these tasks to experts like American Data Network ensures access to skilled teams who can manage these challenges with precision.

Chart Abstraction Services: Outsourcing for Efficiency

Outsourcing chart abstraction services has become an increasingly popular solution for healthcare organizations aiming to reduce costs, improve accuracy, and free up internal resources.

Why Choose Outsourcing to Abstract Medical Records?

  • Cost Savings: Outsourcing eliminates the overhead of hiring, training, and retaining in-house staff.
  • Improved Accuracy: Professional teams bring expertise in EHR platforms, clinical documentation, and regulatory compliance.
  • Flexibility: Outsourced teams can scale services up or down to match your needs. Some facilities outsource only part of their abstraction burden, others outsource their entire workload, and some only use data abstraction companies like ADN on a PRN basis for backlogs or other as-needed projects.
  • Strategic Focus: Clinical teams can shift their attention to high-priority quality improvement initiatives.

Partnering with providers like American Data Network offers access to industry-leading abstraction services tailored to your organization’s needs.

Specialized Services from ADN

American Data Network offers abstraction solutions for diverse measures and registries, including CMS Core Measures, Get With The Guidelines®, and NCDR® registries, trauma registries and more. Our experienced team ensures 98.4% accuracy, providing peace of mind for healthcare organizations.

Career Opportunities in Chart Abstraction

The field of medical chart abstraction offers a wealth of opportunities, particularly for professionals with a background in healthcare quality, nursing, or data management.

In-Demand Roles in Chart Abstraction

  • Chart Abstractor: Extract clinical data for reporting and compliance.
  • EHR Abstractor: Specialize in transferring and verifying data within electronic health systems.
  • Quality Analyst: Use abstracted data to identify trends and recommend improvements.

Remote Opportunities to Abstract Medical Records

The rise of telecommuting has expanded opportunities for remote roles in abstraction. These positions are ideal for professionals seeking flexibility and work-life balance while contributing to healthcare quality initiatives.

Skills and Qualifications for Abstractors

  • Expertise in medical terminology and coding.
  • Proficiency in EHR platforms like Epic or Cerner.
  • Attention to detail and analytical skills.
  • Nursing or clinical quality management experience.

Job boards and organizations like ADN regularly post listings for remote chart abstraction jobs and chart abstraction jobs from home.

How to Transition to Chart Abstraction

For those interested in pursuing careers in chart abstraction, the following steps can help:

  1. Gain Relevant Experience: Clinical experience in nursing, health information management, or coding provides a strong foundation.
  2. Familiarize Yourself with EHR Systems: Proficiency in platforms like Epic or Cerner is often a job requirement.
  3. Pursue Certification: Certifications such as Certified Professional in Healthcare Quality (CPHQ) or Certified Clinical Documentation Specialist (CCDS) enhance credibility.
  4. Start Small: Consider part-time or PRN positions to build experience before transitioning to full-time roles.

Abstracting Medical Records for Quality Improvement

Abstracting medical records plays a vital role in advancing healthcare quality and patient safety. By leveraging accurate data, healthcare organizations can:

  • Implement targeted quality improvement initiatives.
  • Achieve better compliance with reporting standards.
  • Optimize resource allocation and reduce administrative burdens.

For hospitals seeking support in this area, outsourcing can significantly enhance efficiency and outcomes.

Chart Abstraction: A Key to Healthcare Excellence

Medical Chart Abstraction is an essential process for improving healthcare data accuracy, compliance, and quality. Whether through in-house teams or outsourcing partners like American Data Network, abstracting medical records is the foundation for meaningful improvements in patient care.

Learn More about Chart Abstraction Outsourcing

Are you ready to optimize your abstraction process? Learn how ADN’s expertise in chart abstraction services can help your organization achieve its goals. Contact us today.

Medical Chart Abstraction

Explore how the CathPCI Registry helps hospitals improve cardiovascular care through comprehensive data collection and analysis. Learn how leveraging this powerful tool supports quality improvement initiatives, research opportunities, and enhanced patient safety.

Discover the truth about outsourcing clinical data abstraction and how ADN can debunk myths and boost healthcare data quality.

A frontline staff member enters patient safety data into a computer at a healthcare facility

Opportunity cost is vital for hospital quality leaders to optimize resources and enhance patient care. This article explains how decisions like outsourcing data abstraction can lead to cost savings, efficiency gains, and specialized expertise. It emphasizes the need to overcome status quo bias and make strategic choices for better healthcare outcomes and operational success.