Every participating site will be responsible for appointing at least one GIQuIC Data Manager to oversee the administrative operations of the registry. The Data Manager should have some clinical knowledge and be familiar with the site’s endoscopic report writer (endowriter) if one is utilized. They will be the primary communication link between the physicians and the GIQuIC team. It is recommended to appoint one primary Data Manager for every ten physicians. Best practice is to ensure another individual also understands this role and its responsibilities. The Data Manager role can be divided according to responsibility between two or more people, depending on the size of the site and its workflow.
Data Manager Role and Responsibilities
Data Submission via an Endowriter
- Complete GIQuIC new Data Manager training which consists of two training sessions
- Receive training from the endowriter vendor to understand how to enter outstanding data into the endowriter and export complete procedures into a file that can be read by GIQuIC
- Populate pathology results and the final follow-up interval that is told to the patient into the endowriter if a biopsy is taken, and export completed records into a file that can be read by GIQuIC
- Upload the files to GIQuIC and address any resulting errors and/or warnings to ensure data is accurate and complete
- Run measure reports on a regular basis
Data Submission via Manual Entry
- Complete a training call with the GIQuIC team to become familiar with the registry and learn how to run measure reports
- Manually enter procedure data into GIQuIC
- Run measure reports on a regular basis
GIQuIC Data Manager Training
New Data Managers at sites that upload data to the registry via an endowriter will complete two one-hour training sessions to understand what GIQuIC is, why endoscopic units utilize it, and learn how to upload data to the registry and run measure reports. New Data Managers at sites that upload data via manual entry will participate in one training call with the GIQuIC team
Initial Training Call/Video
An initial training call is conducted by the GIQuIC team for Data Managers at sites that are new to the registry or for sites that will upload data via manual entry. This training session is designed to familiarize new Data Managers with GIQuIC and provide an overview of the registry that includes:
- background information
- an explanation of why endoscopy sites utilize GIQuIC
- an orientation of the registry site
- a review of the data fields collected by GIQuIC
- a demonstration of how to run measure reports (only for sites that do manual entry)
New Data Managers at existing sites that upload data via an endowriter will be provided with a video that covers this information.
If your site is new to GIQuIC and you need to schedule an initial training call, please email tbasham@gi.org.
Upload Training Call (Data Submission via an Endowriter)
This call with the GIQuIC team will be conducted once a file with at least a week’s worth of procedures has been exported from the endowriter. This training session will demonstrate:
- how to upload a file (containing at least a week’s worth of procedures that has been exported from the endowriter) to the registry
- how to address any errors or warnings to ensure the data being uploaded is complete and accurate
- the real-time reporting functionality of GIQuIC to learn how to run measure reports
If you are at an existing GIQuIC site and you have watched the initial training video and have a file or two exported from your endowriter and need to schedule an upload training call, please open a service ticket by clicking on Service Desk in the upper right-hand corner of the registry. To log into the GIQuIC registry, please click here.
If your site is new to GIQuIC, and you need to schedule an upload training call, please email tbasham@gi.org.
Data Manager Best Practices
- Complete initial training session
- Determine GIQuIC workflow
- Identify who will enter pathology and final follow-up interval told to the patient into the endowriter after results come back from the lab
- Identify who will export files from the endowriter to be uploaded to GIQuIC
- Identify who will upload files to GIQuIC and address any resulting errors and/or warnings
- Identify who will run reports to be shared with physicians
- Watch QuIC Bites webinar, Properly Populating Pathology, available on registry homepage
- Watch QuIC Bites webinar, Making the Grade, available on registry homepage
- Schedule upload training call (if site uses endowriter)
- Upload data on a regular basis and no less than once a month
- Always use Chrome as the browser when accessing the registry
- Always address errors and warnings to ensure data being uploaded to the registry is accurate and complete
- Run reports on a regular basis and share them with physicians; please note that CMS requires physicians to review their quality at least four times per MIPS reporting year
- When in need of assistance, open a service ticket by clicking on Service Desk in the upper right-hand corner of the registry
GIQuIC Login Credentials
If you require login credentials to access the registry as a Data Manager, please ask your site’s existing Data Manager to open a service ticket by clicking on Service Desk in the upper right-hand corner of the registry. If you aren’t sure who that is, please email info@giquic.org.
GIQuIC Definitions
- GIQuIC – GI Quality Improvement Consortium; a web-based specialty medical registry utilized by gastroenterologists
- Registry – a computer database that is utilized to collect, organize, and display healthcare information
- Data Manager – a person with access to the registry and whose responsibilities might include:
- Entering pathology results and the final follow-up interval into the endowriter
- Exporting files from the endowriter
- Uploading files to GIQuIC and addressing any resulting errors and/or warnings
- Running reports to share with physicians
- Error – indicates a required data element is missing or invalid and MUST be corrected
- Warning – indicates a data element may be incorrect or against best practice and should be investigated for accuracy
- Read-only Access – access to the registry that allows a Data Manager to view the informational resources on the homepage of the registry and run measure reports to view the data in the registry
- Full Access – access to the registry that allows a Data Manager to view the informational resources on the homepage of the registry, run measure reports, and create new records in GIQuIC (either via upload or manual entry)
- Endowriter – endoscopy-specific software; also known as an electronic report writer, or ERW (e.g. Provation or gGastro)
- Export – the process of reviewing procedures in the endowriter to confirm they are accurate and complete and then transferring that data into a file that can be read by GIQuIC and saving that file onto a computer or server
- File – a collection of GI procedures stored in one unit that can be read by GIQuIC
- Upload – the process of transferring a file that has been saved on a computer or server to GIQuIC
- Manual Entry – the process of creating a new procedure record or modifying an existing procedure record directly on the GIQuIC dashboard via web-based data entry
- Real-time Report – a measure report that can be generated to view the data in the registry for a physician, a site, or the entire cohort
- Cohort – all of the physicians participating in GIQuIC (sometimes referred to as the “Entire Study”)
- Benchmark – to compare the performance of one physician or a site against other physicians, sites, or the entire cohort
- GIQuIC Site ID – the unique 4-digit number that has been designated to a particular site in the registry
- GIQuIC Parent Site ID – the number that has been designated to a group of affiliated sites in the registry
- GIQuIC Audit – a formal process, initiated by the GIQuIC team, to examine the procedure data of a randomly selected physician who participates in GIQuIC to evaluate the accuracy of data fields critical for GIQuIC quality measures
- GIQuIC Self Assessment – reviewing your site’s data using tools developed by the GIQuIC team to ensure it is accurate and reliably reflects the performance of your physicians (See Auditing to Assess Accuracy, a QuIC Bite webinar, found under Previous Webinars on the homepage of the registry)
- QuIC Bites – a monthly webinar series conducted by the GIQuIC team to convey relevant registry information
Click here to download a copy of the GIQUIC Definitions document.