Data Capture

For custom/new registries, heartbase® can be configured in two ways:

  1. Option 1: heartbase® would work directly with hospital staff to build the custom registries, including: data elements, record type modification, layout, triggers, audit tools, reporting, and exports. This method is typically preferred by our user base, as heartbase® staff can lend input on how to properly create/define a registry through our 20+ years of experience with registry development and creation.
  2. Option 2: Hospital staff is trained to perform modifications through a series of instructional sessions. We recommend limiting this training to database administrators

Heartbase® certifies in a timely manner with all registry organizations. As the heartbase® database platform stores all historic versions in one place, once a new version is available, the correct form will auto-load depending on either the discharge/admit/surgery date entered.

All version updates are provided and installed by a heartbase® support team member. Limited IT involvement is required for the life of the heartbase® project, with the exception of providing a hardware backup for the heartbase® server.

Yes. Heartbase® can migrate data (all registry versions) from third-party vendors and the ACC-NCDR online tool.

Heartbase® provides sophisticated auditing tools to ensure the highest level of quality in the repository. Data can be audited on a procedure, date range, and period basis.

When auditing on the patient level, registry outliers and missing data elements are highlighted by clicking the ‘audit’ button. Once an audit is run, an interactive audit box will appear. When the user clicks on any of these items, they will be taken directly to where the missing data element is.

When auditing for a date range, an interactive running patient list is created allowing for the user to click on the patient and be brought directly into the record to correct outliers or missing data elements.

Additionally, the HIPAA security module tracks detailed field-by-field changes, as well as any other interaction to the database.

When heartbase® captures information from the real-time ADT interface from the EHR, a campus-ID is also transmitted. This campus-id is stored within each event. At the time of harvest, there is a drop-down for multi-campus databases. The user simply selects the campus they wish to harvest and a file is generated specifically for that site.

Heartbase®, Inc. successfully completed IHE Connectathon Testing in January 2013, for the Retrieve Form for Data Capture(RFD) Profile. This profile enables pre-population of hbCOR forms with discrete data elements from the EHR and sends changed elements back to the EHR post entry/audit. This interface is scalable to include any coded or discrete data element from Epic Systems, Cerner, and Allscripts.

Heartbase® has also built an array of labs, medications, and other custom EHR interfaces. For data pre-population into the STS Adult Cardiac registry, the STS is very strict about allowing interfaces as specified in their contracts with both the hospital and vendor. We will need to ensure that the data elements have an exact match in definition in order to have the flow into heartbase®.


Always vital in the industry, heartbase® has been working with the IHE (Integrating Healthcare Enterprise) Cardiology Planning and Technical Committee since 2009- helping our clients prepare for future CV industry standards. Heartbase® president Nicholas Gawrit currently serves as co-chair of the Technical Committee, contributing on various profiles including authoring the IHE CRC (Cath Report Content) Profile and the IHE EPRC-IE (Electrophysiology Report Content – Implant/Explant) Profile.

Additionally, heartbase® has heavily contributed in the development of the TAVR Registry Submission profile, which will be tested at the 2017 IHE North American Connectathon; and on the ACC’s newly required CathPCI Registry Submission Profile, which heartbase® successfully tested on in January 2015.

Heartbase® is also a participating author for two upcoming Health Policy Statements: HRS 2016 Health Policy Statement on Structured Reporting for Ablation & HRS 2016 Health Policy Statement on Structured Reporting for Implants/Explants.

Yes. Currently we export the data as either a flat-file (csv), QRDA, or as the CMS XML file format. Other formats can be discussed.

Heartbase® provides protocols for a real-time ADT interface to pre-populate and create necessary records in heartbase® for each patient encounter. For each transaction an audit log is created. Records can be reprocessed.


All reports include a .csv file and can be configured to auto-pdf the report.

Users can quickly query any field from any registry without manual table joining. The user simply defines the parameters and clicks run – the report parameters can be saved so that the report can be run at a later time.

Patient listings can be programmed and automatically generated. In addition, through our Advanced HIPAA module, we track every single change made in the database from a user accessing a record to adding a new patient. The HIPAA module also tracks all changes made by installed interfaces. Our HIPAA module is in accordance with Meaningful Use Stage 1 – Security and Privacy.

Client Support

Heartbase® provides the following:

  • Monthly newsletter
  • heartbase®, Inc. User’s Conference with Training every 18 months
  • Monthly Online Training Classes on a variety of topics including but not limited to: General Data Entry, General Auditing/Harvesting, General Reporting Lesion Complexity Analysis, DQR Analysis, AD-Hoc Reporting, Executive Summary Analysis
  • Monthly Notices on upcoming harvest deadlines and device updates

Heartbase® does offer an abstracting and data entry service through our partnership with Cardiac Registry Support (CRS). This can be done on a case-by-case or hourly rate.

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