ANZGOSA Audit User Manual
Contents
1. Medical Centre Bedford Park SA Austaia Remove A Showing 1 to 5 of 5 entries j All Hospitals te 1 ns 10 entries Search Click on Add to include in your My Hospitals list above Hospital Name Suburb State Country Add Royal Adelaide Hospital Adelaide SA Australia Add Royal Brisbane And Women s Hospital Royal Hobart Hospital Hobart Au Royal Mevoume Has Royal North Shore Hospital St Leonards Royal Perth Hospital Royal Prince Alfred Royal Talbot Rehabilitation Centre Kew Royal Womens Hospital Parkville Showing 71 to 9 of 9 entries filtered from 135 total entries l ANZGOSA Audit User Manual December2014 Page amp Royal Australasian College of Surgeons My Reports tool The main objective of the ANZGOSA Audit is to provide a self monitoring assessment tool for surgeons to use to evaluate their own surgical practice The My Reports section of the portal provides three reports comparing your practice to the bi national average as well as the facility to export your data into an Excel spreadsheet for personal analysis To produce a report on your data click on one of the buttons at the bottom of the screen Outcomes report provides a general overview of patient outcome Complications report is a full list of post operative complications Length of stay report indicates average post operative stay both in ICU and in hospital Export to excel exports selected data to an Excel2. entering de identified data you will see the ID_Code at the top of the screen rather than the patient name Pre Surgery Diagnosis and Treatment ID 891 DCD ben Patent information Pre surgery Surgical details If you enter invalid data such as a diagnosis date that is earlier than the patient s date of birth an error message will appear like the one below Please note that the database does not accept data on children Tumour Dimensions to record Distance ab oral O Tumour size None re Message from webpage Diagnosis date cannot be earlier than the patients 18th birthday Method of dial 98 641 Diagnosis dal YYVY MM _DOy Pre Treatment Staging ANZGOSA Audit User Manual December2014 Page 6 Royal Australasian College of Surgeons Note that the post operative tumour site and histopathology fields Resection Specimen Histopathology Post operative Proximal 1 3 Oesophagus w tumour site Resection Squamous Cell Carcinoma w histopathology Will show the answers that you have entered for pre surgery tumour site and histological diagnosis by default to save time in data entry Diagnosis Tumour Site Proximal 1 3 Oesophagus w Histological Diagnosis Squamous Cell Carcinoma w These responses will not be saved in the database until you have saved the post surgery page You can change the post surgery responses from the default using the drop down boxes ANZGOSA Audit User Manual D
3. spreadsheet for further analysis Data Managers will not be able to produce reports but can export data from this screen Reports and exports can be filtered according to diagnosis date tumour type procedure performed and or tumour site Hold down the Shift key to choose multiple options If you do not choose an option for a category the report will default to showing all cases If you choose tumour type GIST and tumour site oesophageal for example the report will provide information on GIST cases located in the oesophagus If you choose tumour type adenocarcinoma squamous cell carcinoma and tumour site oesophageal the report will provide information on oesophageal cancers that are either an adenocarcinoma or a squamous cell carcinoma Note that cases without a surgery date are excluded from all reports but not from the data export My Reports Surgery Date From Adenocarcinoma Squamous Gell Carcinome GIST Tumour Type Procedure Oesophagectomy Gastrectomy Local Excision Tumour Site Oesophageal Oesophages Junction Gastric Outcomes Report Complications Report Length of Stay Report Export to Excel ANZGOSA Audit User Manual December2014 Page 9 Royal Australasian College of Surgeons Reports Each report will display onscreen with the applied filters showing the figures for your patients compared to the Australian amp New Zealand average across the database The name of the report will
4. A N Z G O S A Audit Australia amp New Zealand Gastric amp Oesophageal Surgery Association User Manual Updated by the Morbidity Audit Department Research Audit and Academic Surgery Division Royal Australasian College of Surgeons December 2014 Contents Logging in to the ANZGOSA Audit Navigation My Patients Screen Creating a new patient Entering and editing data My Hospitals screen My Reports tool Reports Exporting data Help amp Support ANZGOSA Audit User Manual December2014 Royal Australasian College of Surgeons wo oo Dd oH A U N 10 11 12 Page 1 Royal Australasian College of Surgeons Logging in to the ANZGOSA Audit To log in to the ANZGOSA Audit go to https db anzgosa org and enter the username and temporary password issued by College staff Your name will appear in the top left of screen for all pages while you are logged in 1 There should be no reason for anyone but you to be using this account If you are a surgeon and wish to have someone else enter your data for you a data manager you can contact the Helpdesk and request Data Manager Access to your account for this person At your first log in you will be asked to choose a unique password This is for security reasons and will mean that College staff do not have access to password details The unique password should be used at every subsequent log in If you lose or forget your unique password this will need to be reset to
5. be displayed at the top of the page 1 along with details on which filters were applied 2 The denominator for calculations is shown for both My Practice figures and ANZGOSA Audit figures 3 If restrictive filters have been applied this may make the sample size too small for accurate calculations Outcomes Repot em Click on hyperlinks to list related cases Surgery date ALL 2002 01 29 to 2014 02 17 Tumour type ALL Tumour site ALL Procedures ALL My Prac ce AN 305A Audit OUTCOME N 25 N 1135 intraoperative complications 3 127 AS 450 lf surgery date shows as ALL this means that the AN4 GOSA Audit figures include cases from the onset of the audit until the current day If the report is showing that you have patients in the database with a negative outcome you can click on the hyperlink 4 for identification of these patients and further information on the outcome If you click on the figure for Blood transfusion for example you will see a list of your patients who had a blood transfusion You can then click on their patient ID to open the case in question 5 Outcomes Report Blood transfusion Sum ic First name Date of birth Surgery date Procedure fe pe moos rona ANZGOSA Audit User Manual December2014 Page 10 Royal Australasian College of Surgeons Exporting data The filters on the My Reports page can also be applied to the data export When you open the exported file in Excel yo
6. ecember2014 Page 7 Royal Australasian College of Surgeons My Hospitals screen During data entry you will need to specify which hospital a patient received their treatment using a drop down list of hospitals in Australia and New Zealand To personalise this list only showing those hospitals where you operate use the My Hospitals function of the online portal When you first go to My Hospitals you will see a list of hospitals entitled All Hospitals 1 Search for the hospital you want using the search box at the top of the table 2 If the hospital you want to add is not on the All Hospitals list contact the ANZGOSA Audit Helpdesk When you find the correct hospital click add This will move the hospital into your own my hospitals list Only the hospitals shown in this list will be displayed in your drop down hospital options during data entry If you have added a hospital in error or if you no longer perform surgery at a hospital you can remove the hospital from your personalised list 4 Removal of a hospital will not affect cases where you have already recorded the hospital If you enter a new case however the hospital will no longer be available as an option My Hospitals Ss 10 entries 7 The following hospitals will appear in your drop down hospital options during data entry Hospital Name Suburb State Country Remove Calvary Wakefield Hospital Adelaide S Australia Remove Flinders
7. entified data i e with patient name you may not see this field on your My Patients screen To navigate to a subsequent page of patient listings use the buttons at the bottom of the table 2 Alternatively you can change the settings to view a larger number of cases per page 3 Please note that this will revert back to the original settings when you leave the My Patients screen To add a new patient click add new patient at the top of the screen 4 This will open the first data entry screen for completion To search for a specific case enter your search criteria into the box at the top of the table 5 You can search by any criteria listed in the table Click on the patient ID to edit that case 6 Click delete to delete all information about the patient from the audit database 7 My Patients Rts 10 ees ah Delete a a Sumame Firstname Date of birth Surgery Date gt Date created 1944 09 71 2006 01 11 2013 09 12 Delete 1944 09 11 2006 01 11 2013 09 12 ete oso fem oven oeo zomoror faao foecs Showing 1 to 10 of 30 entries 2 ANZGOSA Audit User Manual December2014 Page 4 Royal Australasian College of Surgeons Creating a new patient When you click on Add a new patient in the My Patients screen the Create New Patient page will be displayed To save a new patient record you need to enter all mandatory fields These fields are identified on screen b
8. s users to download the most recent copy of the ANZGOSA Audit Data Dictionary and Data Collection Form as well as this User Manual The ANZGOSA Audit is managed for the ANZGOSA by the Morbidity Audits Department of the Research Audit and Academic Surgery Division of the Royal Australasian College of Surgeons For further information or assistance regarding the audit services contact the helpdesk Telephone 61 8 8219 0918 Post Facsimile 61 8 8219 0999 ANZGOSA Audit Email anzgosa audit surgeons org Royal Australasian College of Surgeons Webpage www surgeons org anzgosa 199 Ward Street Data entry portal https db anzgosa or North Adelaide SA 5006 Australia ANZGOSA Audit User Manual December2014 Page 12
9. set by the audit administrators U NOVARTIS ONCOLOGY 4 The My Reports section of the portal contains various reports comparing figures for your own practice against the aggregate for several pre determined areas of interest see page 9 This section also allows you to export your data into Microsoft Excel format for further analysis SECURED EF Geolrust click to verify 5 Password details can be changed here 26 Jul 12 01 35 GMT 6 Help features such as the data dictionary will be located here as well as contact details for audit management 7 Log out will end your session 8 Logos for the organisations involved with the audit Novartis the sponsors and the Royal Australasian College of Surgeons RACS the managers 9 Verification of site authenticity This should display the current date to show that the verification is current ANZGOSA Audit User Manual December2014 Page 3 Royal Australasian College of Surgeons My Patients Screen The My Patients screen shows an alphabetical listing of your patients with clinical data entered into the audit You can sort by different criteria by clicking the heading for each column 1 The screenshot below for example shows the cases sorted by Surname Click the heading a second time to reverse the sort order Note that ID_Code is a field for de identified cases where a unique code is given to the case rather than the full name of the patient If you are entering id
10. the temporary password by College staff Once logged in the case summary screen will be displayed The Case Summary table shows a summary of the cases entered into your account 2 as well as a summary of the total cases stored in the audit database for Australia and New Zealand 3 ANZGOSA AUDIT Logged in as Test Surgeon C Case Summary y My Patients A My Hospitals Number of My cases Total cases My Reports Total episodes My Account Help amp Support Log Out Tumour type Adenocarcinoma th NOVARTIS OM OOMLCNGT a Tumour site My cases Total cases Oesophageal TTA CE 26 Jul 12 01 35 GMT Procedure My cases Total cases ANZGOSA Audit User Manual December2014 Page 2 Royal Australasian College of Surgeons Navigation On the left hand side of the screen you will see the Navigation Menu This will appear on every screen of the portal 1 This option will bring you back to the Case Summary screen see page 2 My Patients My Hospitals 2 Click here to access a list of patients entered under your account My Reports From the My Patients screen you can edit patient records or enter My Account new patients see page 4 Data managers will see a Patient Admin Help amp Support option rather than My Patients Dene 3 Click My Hospitals to personalise the hospital list shown during data entry see page 8 Data managers will not have this option and must au A ew N EP have their hospitals
11. u will receive the following message Click Yes ieee colt Exon Ed i i 7 E H aa The file you are trying to open export 1 xls is in a different format than specified by the file extension Verify that the file is not corrupted and is from a trusted source before opening the file Do you want to open the file now The export file shows all fields in the database with the exception of patient identifying fields such as name and street address The colours in the field headings correspond to the tables in the audit database This should assist in finding the necessary field for analysis Fields where multiple options can be selected such as staging investigations or complications are exported as multiple columns This allows for each patient record to consist of one row in the spreadsheet making it easier for analysis from within Excel B p D E F G H i J K Patient Identifier Gender Date of Birth Suburb Town Locality Postcode Weight Height Body Mass Index Hospital 2 i Male 1 08 1992 Christchurch 4 __ Ashford Proximal 1 3 Premal 1 3 oesophagus Barrett s with HGD 3 2 15 08 1992 Stepney Adeno Squamous Carcin 4 jin 4 09 1992 ee a E A E ooo Adelaide Hospital Proximal 1 3 eae 5 g3Female 16 01 1973 o o To ST To ANZGOSA Audit User Manual December2014 Page 11 Royal Australasian College of Surgeons Help amp Support The Help amp Support screen of the portal allow
12. y a red asterisk 1 Note that if you are entering de identified data you do not need to enter the patient s Surname and First Name but do need to enter ID_Code To save the record and go on to the next data entry screen click save and continue 2 To save the record and come back to it later to complete click save and close 3 Clicking close without saving will not record any patient data in the database 4 Create new Patient Patient Information Sumame First Name Middle Initial s ID_CODE Gender Date of Birth yy y MM DD Country Street Address Suburb Town Weight kg Height cm Clinical Information Hospital Choose Cne i UO OA ANZGOSA Audit User Manual December2014 Page 5 Royal Australasian College of Surgeons Entering and editing data Once a patient has been saved the display will change to show the patient name and ID 1 the current section of data entry 2 and the tabs to access the other sections 3 The four tabs will take you directly to that section of the data entry module without saving any changes made on the current screen Pre Surgery Diagnosis and Treatment Bruce Crebbin ID 230 4 Patient information Pre surgery Surgical details Post surge J Diagnosis Tumour Site Choose One Histological Diagnosis Choose One Tumour Dimensions to record Distance ab oral Tumour size None recorded If you are
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