Data Submissions

Submission Policies

Hospital data extracts must be submitted quarterly to Mass-DAC and uploaded to the Mass-DAC Secure Document Repository which is on the Harvard Medical School (HMS)virtual private network (VPN) at https://secure.med.harvard.edu/. Each hospital must have at least one data manger with a HMS VPN sponsored account or a HMS eCommons account through a HMS affiliated institution who can access the secure repository.  All files uploaded to the repository should be encrypted with PGP encryption keys. 

The quarterly data submissions are due 60 days after the end of each calendar quarter (e.g., Jan-Mar 2013 data must be submitted by June 1, 2013).  Mass-DAC will process and validate the data submission and return a data quality report to the hospital.  If there are issues that need to be resolved, then the next submission must be submitted within 30-days of receiving the data quality report.

Data Collection Tools

Mass-DAC utilizes four sets of data collection specifications.

  1. Massachusetts specific data specifications for cardiac surgery data,
  2. STS data collection instruments for cardiac surgery data,
  3. Massachusetts specific data specifications for angioplasty data,
  4. ACC-NCDR CathPCI data collection instruments for angioplasty data

Additional details and specifications files are located on the Data Manger-Data Submission cohort pages:

  • Cardiac Surgery CohortSurgeries on the heart and the thoracic great vessels performed on persons 18 years of age and older. Examples of cardiac surgery include coronary artery bypass grafts, heart valve repair or replacement, heart transplantation, surgery of the thoracic aorta, repair of congenital heart defects and minimally invasive heart surgery.
  • Percutaneous Coronary Intervention (PCI) Cohort: The placement in persons 18 years of age or older, of an angioplasty guide wire, balloon, or other device (e.g. stent, atherectomy, brachytherapy, or thrombectomy catheter) into a native coronary artery or coronary artery bypass graft for the purpose of mechanical coronary revascularization.
  • PCI Definition: A non-surgical procedure designed to open and maintain the patency of obstructed coronary vessels. This treatment is an invasive procedure performed in the cardiac catheterization lab (i.e., outside of an operating room) by an interventional cardiologist in which a balloon, stent, or other device is delivered to the affected vessel to open and maintain its patency.

Since 2002, the data specifications for STS and ACC-NCDR have evolved and been updated about every three years.  Please view the STS and ACC-NCDR Data Collection Tool Version History (pdf) file for details.

Reporting Timelines

The harvest schedule below highlights the important dates for the fiscal year data submission and adjudication periods. Hospitals must submit their first harvest by the first business day of the month.  The records submitted for each quarter are based on the date the cardiac surgery or PCI procedure occurred on.

Semi-annually, Mass-DAC performs an adjudication of medical records related to the data submitted in the harvests.   Hospital data mangers receive a list of patient records to be included in the audit and the adjudication reviews occur about 6 weeks later.  Upon completion of the adjudication, analysis begins on the CABG and PCI annual reports which are released in February each year.

* The Harvest Start and Close-out days occur on the first business day of the month.
Calendar Year
Quarter
Harvest
Start*

Close-out*
Audit
Months
* The Harvest Start and Close-out days occur on the first business day of the month.

Fiscal Year 2015: Oct 1, 2014 - Sep 30, 2015 Procedures

2014 Q4March 2015July 2015Apr-May 2016
2015 Q1June 2015October 2015Apr-May 2016
2015 Q2September 2015January 2016Sep-Oct 2016
2015 Q3December 2015April 2016Sep-Oct 2016

Fiscal Year 2016: Oct 1, 2015 - Sep 30, 2016 Procedures

2015 Q4March 2016July 2016Apr-Jun 2017
2016 Q1June 2016October 2016Apr-Jun 2017
2016 Q2September 2016January 2017Sep-Oct 2017
2016 Q3December 2016April 2017Sep-Oct 2017

Fiscal Year 2017: Oct 1, 2016 - Sep 30, 2017 Procedures

2016 Q4March 2017July 2017Apr-May 2018
2017 Q1June 2017October 2017Apr-May 2018
2017 Q2September 2017January 2018Sep-Oct 2018
2017 Q3December 2017April 2018Sep-Oct 2018