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pdfNASS
USER’S MANUAL
This manual contains all instructions necessary to access the NASS website and enter ART
program information, and patient profile and cycle-specific data. Chapters provide information
on navigating through screens, and using on-screen menu links to access reference documents,
FAQs, and communication archives. The main NASS User’s Manual also provides a step-bystep guide for entering clinic and cycle-specific information required for all reporting years.
Please note that this manual does not include specific information on reporting
additional ART data required for cycles initiated on or after January 1, 2007 (i.e., the
beginning of Reporting Year 2007).
To access detailed information about additional data to be reported in NASS for cycles
initiated on or after January 1, 2007, please go to the menu on the left-hand side of any
NASS screen and click on the User’s Manuals menu, and then the NASS 07-09
Supplement submenu link.
NASS Help Desk Contact Information
Please contact the NASS Help Desk if you cannot find answers or clarifications to your
questions in this manual or on the NASS website.
You may contact the NASS Help Desk at:
Toll free number:
E-mail address:
1-888-650-0822
[email protected]
The NASS Help Desk is staffed from the hours of:
8:30 am- 10:00 pm Eastern Time, Monday through Friday
2:00 pm- 8:00 pm Eastern Time, Saturday and Sunday
The NASS Help Desk is closed on the following major holidays: Memorial Day, Fourth of July,
Labor Day, Thanksgiving, Christmas and New Year’s Day. NASS Help Desk staff will be able to
respond to your messages on the following business day after a major holiday.
June 2005
NASS User’s Manual Table of Contents
Chapter
1
Page
About the National ART Surveillance System (NASS) ................................................. 1-1
1.1
1.2
1.3
1.4
About This Manual ..................................................................................................... 1-1
Before You Begin ....................................................................................................... 1-1
Training ...................................................................................................................... 1-2
How to Enter the NASS Website................................................................................ 1-2
1.4.1
1.5
1.6
1.7
1.8
Introduction Screens .................................................................................................. 1-3
NASS Security............................................................................................................ 1-5
How to Log In ............................................................................................................. 1-6
About Passwords ....................................................................................................... 1-6
1.9
1.10
1.8.1
Initial Password ............................................................................................ 1-7
1.8.2
Changing a Password .................................................................................. 1-7
Log in Error Messages ............................................................................................... 1-9
Logging Off................................................................................................................. 1-9
1.10.1
1.11
1.12
1.13
1.14
The Top of the Screen................................................................................ 1-11
About the NASS Menu ............................................................................... 1-11
The NASS Sub-Menu ................................................................................. 1-12
Entering Data ........................................................................................................... 1-13
Collapsed/Open Questions ...................................................................................... 1-15
Maneuvering Between Screens ............................................................................... 1-16
1.14.1
1.15
Timed Log Outs .......................................................................................... 1-10
About the Screens.................................................................................................... 1-11
1.11.1
1.11.2
1.11.3
2
Creating a Shortcut....................................................................................... 1-2
Using the Back and Forward Buttons ......................................................... 1-17
A Word About Edit Messages .................................................................................. 1-18
Help and Documents Menus........................................................................................... 2-1
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
About This Chapter .................................................................................................... 2-1
Using Bookmarks ....................................................................................................... 2-1
FAQs .......................................................................................................................... 2-2
Data Definitions .......................................................................................................... 2-3
User’s Manual ............................................................................................................ 2-5
Contacts ..................................................................................................................... 2-5
Worksheet .................................................................................................................. 2-6
Memos........................................................................................................................ 2-7
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2.8
2.9
2.10
3
Selecting a Reporting Year ............................................................................................. 3-1
3.1
3.2
3.3
4
Memos........................................................................................................................ 2-7
Milestones .................................................................................................................. 2-7
What’s New in NASS.................................................................................................. 2-8
About This Chapter .................................................................................................... 3-1
Selecting the Reporting Year at Log In ...................................................................... 3-1
Selecting the Reporting Year During a Session ......................................................... 3-2
Clinic Information ............................................................................................................ 4-1
4.1
4.2
About This Chapter .................................................................................................... 4-1
How to Enter and Update Information About the Clinic.............................................. 4-1
4.2.1
4.2.2
4.2.3
4.2.4
4.2.5
4.3
5
How to Submit the Annual Report ............................................................................ 4-11
Adding New Patients/ Finding Existing Patients .......................................................... 5-1
5.1
5.2
About This Chapter .................................................................................................... 5-1
Adding a New Patient................................................................................................. 5-1
5.2.1
5.2.2
5.3
5.4
5.5
5.6
5.7
5.8
6
Accessing the Clinic Screens ....................................................................... 4-1
About the Name and Address Screen .......................................................... 4-2
About the Key Staff Screen .......................................................................... 4-5
About the Service&Profile Screen ................................................................ 4-7
About the Lab&Certification Screen ............................................................. 4-8
Duplicate Date of Births................................................................................ 5-2
New Patient: Patient Information Screen...................................................... 5-2
Finding an Existing Patient......................................................................................... 5-4
How to Add a New Cycle............................................................................................ 5-5
How to Change/Update Data for an Existing Cycle.................................................... 5-6
Updating the Patient Profile........................................................................................ 5-7
How to Delete a Cycle................................................................................................ 5-7
Conclusion.................................................................................................................. 5-8
Patient Information .......................................................................................................... 6-1
6.1
6.2
About This Chapter .................................................................................................... 6-1
The Demographics Screen......................................................................................... 6-1
6.2.1
6.2.2
6.2.3
6.3
History ........................................................................................................................ 6-4
6.3.1
6.3.2
6.4
Patient Profile ............................................................................................... 6-2
Patient Residency for Cycle ......................................................................... 6-2
Partner Race/Ethnicity.................................................................................. 6-3
Patient History I ............................................................................................ 6-5
Patient History II ........................................................................................... 6-6
The Treatment Screen ............................................................................................... 6-9
6.4.1
6.4.2
NASS User’s Manual
Treatment Detail ......................................................................................... 6-10
Special Techniques .................................................................................... 6-12
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6.5
The Medications/Complications Screen ................................................................... 6-13
6.5.1
6.5.2
6.5.3
6.5.4
6.6
The Retrieval/Manipulation Screen .......................................................................... 6-20
6.6.1
6.6.2
6.6.3
6.6.4
6.7
Treatment Outcome.................................................................................... 6-28
Pregnancy Outcome................................................................................... 6-30
Birth Section ............................................................................................... 6-31
Cycle Complete Section ............................................................................. 6-33
Where to Go Next?..................................................................................... 6-33
Importing/Exporting Data................................................................................................ 7-1
7.1
7.2
7.3
8
General Transfer Information ..................................................................... 6-25
Embryos Thawed........................................................................................ 6-26
Uterine Transfers........................................................................................ 6-26
Cryopreservation ........................................................................................ 6-26
Fallopian Tube Transfers............................................................................ 6-27
The Outcome Screen ............................................................................................... 6-28
6.8.1
6.8.2
6.8.3
6.8.4
6.8.5
7
Patient Retrieval Data................................................................................. 6-20
Donor Retrieval Data .................................................................................. 6-20
Semen Information ..................................................................................... 6-21
Manipulation Techniques............................................................................ 6-23
The Transfer Screen ................................................................................................ 6-25
6.7.1
6.7.2
6.7.3
6.7.4
6.7.5
6.8
Patient Medication ...................................................................................... 6-14
Donor Medication ....................................................................................... 6-15
Complications ............................................................................................. 6-16
Canceled Cycle Data.................................................................................. 6-18
About This Chapter .................................................................................................... 7-1
Exporting to NPL ........................................................................................................ 7-1
Import to NASS .......................................................................................................... 7-4
Reports ............................................................................................................................. 8-1
8.1
8.2
About This Chapter .................................................................................................... 8-1
Reports....................................................................................................................... 8-2
8.2.1
8.2.2
8.2.3
8.3
Output Format Options............................................................................................... 8-5
8.3.1
8.3.2
8.3.3
8.3.4
8.4
Report-001: All Cycles Added During Reporting Year.................................. 8-2
Report-002: Variables for a Patient and Cycle ............................................. 8-3
Report-003: Clinic Profile Variables.............................................................. 8-4
PDF Format .................................................................................................. 8-5
RTF Format .................................................................................................. 8-6
HTML Format ............................................................................................... 8-7
Excel Format ................................................................................................ 8-8
Additional Reports ........................................................................................................88
APPENDIX A.
NASS User’s Manual
NASS-Compatible Computer Software and Hardware .......................... A-1
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1. About the National ART Surveillance System (NASS)
1.1
About This Manual
This manual describes utilities, functions, and features of the National ART Surveillance
System (NASS). It focuses on patient cycle and clinic data entry, and provides instructions on
how to enter and maintain these data. The manual is directed toward clinic personnel who are
responsible for entering data pertaining to their ART program, the clinic patients and their
cycles.
1.2
Before You Begin
The NASS system has been designed to run on a Microsoft 2000 or Microsoft XP
operating system, using an Internet Explorer 6.0 or higher browser. To ensure that the system
performs as it should, you may find it necessary to upgrade your current computer configuration.
You probably have the Microsoft Windows operating system installed on your computer.
If so, you can download the Internet Explorer 6 Service Pack 1 at no charge from the Microsoft
Download Center at: http://www.microsoft.com/downloads
Internet Explorer 6 Service Pack 1 is likely to be listed under “Most Popular Downloads”
in the center of the page. If it is not, you may locate it by selecting “Internet Explorer” from the
Product/Technology drop-down list.
Finally, JavaScript and cookies need to be enabled on the web browser for NASS to
work. If these are not enabled on your system, you will receive the following message: To view
this site you need to have your browser set to accept cookies and to enable JavaScript.
Appendix A has a step-by-step description of how to set cookies and enable JavaScript. If you
have already turned cookies on and you are still seeing this message, you may have a firewall
that is blocking cookies. You should contact your organization’s computer support
representative or the NASS Help Desk at 1-888-650-0822.
Appendix A also contains details about all the computer configuration requirements. If
you need assistance in assessing your current computer configuration, contact your
organization’s computer support representative. If you need further assistance, please call the
NASS Help Desk at 1-888-650-0822.
In preparing this manual we assume you are familiar with basic Microsoft Windows
operations, and that you know how to type information into a data entry field, how to scroll, how
to use a drop-down list to select responses, and other standard data entry functions.
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1.3
Training
You may want to set aside a little time to view the NASS Video Training on your PC to
better acquaint yourself with the look and feel of NASS. The training will be on a CD and will be
sent to your Medical Director at the time of the initial mailout.
1.4
How to Enter the NASS Website
To go to the NASS website, use the following procedure:
Type https://www.artreporting.org into the Address field of your Web browser.
Note that the site is https.
Press the Enter key.
The NASS Welcome screen will then be displayed on your screen (see below).
Click here to
display the next
screen.
1.4.1
Creating a Shortcut
To simplify access to the NASS web site in the future you can do one of two things:
1)
Add this site to your “Favorite” list using your Web browser. To do this:
Open the NASS website to the Welcome page (see above)
Click on Favorites at the top of the screen
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2)
1.5
Click on Add to Favorites
Click on OK on the display below to add to your Favorites list.
The alternative approach is to create a shortcut icon to access the site directly
from your desktop. To create a shortcut, open the NASS website (see above).
From the file menu, choose Send and then choose Shortcut to Desktop from the
second menu that pops up.
Introduction Screens
The first two screens you encounter are the Welcome screen and the Public Reporting
Burden screen. The Welcome screen describes NASS, how it fulfills federal reporting
requirements, and who to contact for more information. Once you have read the Welcome
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screen, click on the Next Screen link (see bottom right of screen below) to display the public
reporting burden statement.
The next screen is the Public Burden screen and is required by law to appear as part of
the data collection system. Click on the Next Screen link at the bottom of the page to display the
Login screen.
Click here to display the
previous screen.
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Click here to
display the
Login screen
V.1 June 2005
1.6
NASS Security
The NASS system is web-based. This means that the information entered about a
patient or clinic is not stored on your computer’s hard drive or network drive, but on a server
residing at Westat. Therefore, in addition to security built in around the server hosting the data,
a strict security protocol for the clinics has been established to ensure the safety of the data and
patient confidentiality. The following describes NASS’ security procedures.
1.
Each clinic that is required to report annual data will be sent a letter that asks the
clinic’s Medical Director to call the NASS Help Desk at 1-888-650-0822 to obtain
a clinic-specific NASS User ID and password. The letter will contain a clinicspecific key code that the Medical Director must provide to the NASS Help Desk
prior to the release of the User ID and password. At that time, the Medical
Director will also be asked to provide Westat with the names and e-mail
addresses of a primary and secondary security contact at the clinic. The primary
security contact will be sent login account information via e-mail.
2.
In the event that a user forgets his/her username or password, the user should
contact the NASS Help Desk (1-888-650-0822). The NASS Help Desk will reset
the account with a temporary password and forward it to the primary security
contact via e-mail. In turn, the primary security contact will relay that information
to the user. If the primary security contact is unavailable, this task will be
performed by the secondary security contact person. Once the clinic user has
the newly assigned temporary password, he/she will be prompted to change this
password when entering NASS for the first time since the NASS Help Desk reset
the password.
3.
To ensure that the NASS Help Desk (1-888-650-0822) does not give out clinicspecific login information to a non-designated individual, they will never provide
this information over the phone. Login information will always be sent via e-mail
to the primary (or secondary) security contact.
4.
Additional login accounts for multiple users at your clinic can be requested by
contacting the NASS Help Desk (1-888-650-0822).
5.
NOTE: It will be the clinic’s responsibility to keep the NASS Help Desk (1-888650-0822) informed about staff changes that require security account
modifications. If a NASS user leaves the clinic for any reason, especially if
moving to another clinic, it is imperative that the user account be deactivated.
Anyone with a working User ID and password can enter NASS from any
computer hooked up to the Web. Therefore, it is highly recommended that all
passwords be reset when a key staff member or NASS user leaves your clinic.
The primary security contact or other key personnel should immediately contact
the NASS Help Desk to arrange for account deactivation and re-institution of the
account with a new User ID and password.
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1.7
How to Log In
The following procedures are general instructions on entering a User ID and a password. See
Section 1.8 for a more specific discussion on creating a unique password.
1.
The cursor should be in the User ID field. If it is not, place the cursor in the User
ID field with the mouse.
2.
Type in your User ID. It is not case-sensitive -- that is, it does not matter if you
type in letters as upper or lowercase. The text will appear in the appropriate field
on the screen.
3.
Move the cursor in the Password field with the mouse, or by pressing the Tab
key.
4.
Type in your password (the password is case-sensitive). For security purposes,
the text of the password entry is not displayed.
If you forget or misplace this information, call the NASS Help Desk at 1-888650-0822 and a password will be sent to your primary security contact.
5.
1.8
Click on the Submit button. You have now entered NASS.
About Passwords
Only authorized personnel may use NASS. A user account tied to a unique User ID and
password combination grants you access to view, add, modify and delete patient or cycle
records for your clinic.
Your User ID and password are confidential and should not be left on your desk
or in any other public area. For additional security, the information transfer of NASS data to
the Westat server is encrypted so that it cannot be read during transmission.
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1.8.1
Initial Password
You will be assigned an initial password by the NASS Help Desk (see Section 1.6 for
details). This password will only be used to get you started. When you enter in the User ID and
password provided to you, you will be asked to select a new password. (See Section 1.8.2).
1.8.2
Changing a Password
The very first time you enter the secure portion of NASS, the Change Password screen
will automatically appear. After you initially change your password, you will be required to
change it every 120 days. If you want to change a password at any other time, click on
Systems Utilities on the left- hand menu.
Click on System Utilities
to change your
password.
To change your password, type in your old password in the designated field. Then type
in a new password in the next field, and type in the new password a second time in the Confirm
New Password field to ensure that it has been typed correctly. Follow the rules below to select
a new password. Passwords must contain:
Between seven and ten characters
At least three uppercase or lowercase letters. For example, either:
abc
or
ABC
At least three numbers from 0 to 9
At least one of the following characters:
#&%?$
Passwords must not:
Contain either of the following slash characters: /
Contain any part of your full name.
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or
\
V.1 June 2005
Be re-used when they expire after 120 days. You cannot change your password to
one that you used previously.
This complete description of the password rules also can be found at the right-hand side
of the Change Password screen a shown below.
Rules for changing
your password.
If you incorrectly enter a password three times, the following message will be displayed:
To further enhance the security of the system, your password will expire every
120 days and must be changed to a new one, following the above rules. If you forget
your password, you need to contact the NASS Help Desk at 1-888-650-0822.
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1.9
Log in Error Messages
There are two types of Log In Error Messages that you may receive.
1.
The first and probably the most common is if you accidentally enter in the wrong
User ID or password. In this instance you will see the following message
indicating an invalid user login.
When this happens, just re-enter in the information correctly. Remember that the
password is case sensitive (the User ID is not case sensitive).
2.
1.10
A second error occurs if you enter a User ID and password incorrectly three
times in a row. You will receive the message shown below. As the instructions
indicate, you can try again or you can call the NASS Help Desk at 1-888-6500822 to assist you.
Logging Off
For security reasons, you should always take the time to log off before stepping away
from your computer. To log off, click on the Logoff menu option on the left-hand side of the
screen.
Click here to log off.
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Next, you will get a confirmation message. Click OK if you want to log off.
This will take you back to the NASS Welcome screen (a screen before the Log In
screen). If you want to leave NASS completely, and you are at the Welcome screen, click on
the Red X at the top right-hand corner of the screen. This will close your Web browser.
Click here to leave
NASS entirely and
close your Web
browser.
1.10.1 Timed Log Outs
If you leave NASS displayed on your computer for an extended period of time without
performing any activity, the system will automatically log you out. You will get a “Session Timed
Out” message. Click on here to login to resume your session.
Click here to log in for
Timed Out Sessions.
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1.11
About the Screens
Screens in NASS contain a variety of features designed to assist the data entry process.
1.11.1 The Top of the Screen
The blue header at the top of the data entry screens contains the following information:
The name of the system;
Your clinic ID number;
Your user name and User ID;
The reporting year (once selected); and
Your clinic reporting name (once recorded).
At the top of each page just underneath the blue header, you will notice a screen trail,
such as:
Clinic>>Enter Clinic Profile>>Name&Address
This helps you identify not only which menu or sub-menu you are in, but also which tab
you are in.
Darkened
tab.
Screen
trail.
Finally, for those screens that display multiple tabs across the top, the open tab is a
darker color. In the example shown above, the Name&Address tab is the open tab.
To maneuver from one tab to another, click on the new tab. As you move to a new tab,
you will notice that the screen trail reflects the change to the new tab on which you clicked.
1.11.2 About the NASS Menu
Once you have successfully logged in, the next screen displayed will enable you to
select a reporting year. This screen and each subsequent screen will display a menu on the lefthand side of the screen. To display the full menu, you must first select a reporting year.
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Menu items
featuring a plus
sign (+) contain
sub-menus. To
access these submenus, click on
the (+) sign or the
menu item.
1.11.3 The NASS Sub-Menu
This menu enables you to select the screen or set of screens you wish to display. Menu
items displaying a plus sign (see below) contain sub-menus. You may display the sub-menus
either by clicking on the plus sign or by clicking on the menu item itself. For example, to display
the sub-menus under Documents, either click on the plus sign or click directly on Documents.
You will also notice that the open screen will be displayed in blue in the menu on the left.
…or here…
Click either here…
To display these
sub-menus.
The menu contains the following 10 main options:
Click on What’s New in NASS to read about new developments in NASS.
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Click on Select Reporting Year to choose a reporting year for which to enter or
update information.
Click on Select/Add Patient to add new patients, to add or update cycles for an
existing patient, or to update a patient’s current demographic profile.
Click on Clinic to enter or update the clinic’s address, list of key staff, service profile
or lab address/certification, to import or export data, or to submit the annual report.
Click on Exporting/Importing for directions on how to export NASS Patient IDs to
NPL, and send annual data files for NASS import to Westat.
Click on Reports to display summary information pertaining to patients and cycles.
Click on Documents to review NASS-related memos and the reporting schedule, or
to print hard copy cycle data entry worksheets.
Click on User’s Manual to access documents on how to use NASS, the NPL
application, or create files for import into NASS.
Click on System Utilities to change your password.
Click on Help to access Frequently Asked Questions (FAQs), contact information,
variable definitions, the NPL Quick Start leaflet, and the NASS Quick Start reference
ring.
Click on Logoff to exit the application.
When you first enter NASS, the Select/Add Patient, Clinic and Reports menu items are
not shown. This is because you must enter a reporting year before adding or updating a cycle,
or updating clinic information.
1.12
Entering Data
Maneuvering the cursor throughout the screen is easy. Each point where data can be
entered is a field. You may use the mouse to click into a field. In addition, to move from field to
field, you can use the Tab key. To move forward to the next field, use the Tab key. You can use
the Shift Tab key to move back to the previous field. You cannot use the Enter or Return
keys to navigate. Should you have any difficulty with maneuvering between fields, call the
NASS Help Desk at 1-888-650-0822.
Depending on the field, NASS uses one of the four following methods for entering data:
Drop-down lists;
Select all that apply boxes;
Filling empty fields; or
Radio buttons.
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Drop-down lists: Click on the down arrow to the right of the box to display a list of
possible answers. Click on the appropriate response to select that response. An example of this
type of question is shown below.
NOTE: If you accidentally select an answer in a drop-down list, but really intended
for the response to be blank, click on the “---Select---” line item to return this response to
blank.
Select all that apply boxes: Some questions will allow you to select multiple responses
to a question. To record an answer, click in the box to the left of the selected response and a
“check” will appear. If you have entered a response in error, click on the checked box and the
response will be removed. An example of this method for entering data is shown in the question
below. A patient may report her race as both White and Asian. In such a case you would click
on the box next to “White”, and also click on the box next to “Asian”.
If you are using the tab key to move between fields in a data entry screen, you can
press the space bar to mark the desired check box. If you make a mistake, just press the space
bar again to remove the check mark.
Filling Empty Fields: In some instances, a field may be empty, and you will need to
type in the data. In the example below, the field for the U.S. city of primary residence is blank,
so you will need to type in the appropriate answer.
In other instances, the information will need to be entered in a specific format. As shown
below, the patient’s Date of Birth must be entered with 2 digits for month, 2 digits for day, and
four digits for the year. For example, the system will not accept “12/1/1975” because the day
requires two digits. You can enter dates with slashes (e.g., 12/01/1975), without the slashes
(e.g., 12011975), or with dashes (e.g., 12-01-1975), whichever is most comfortable.
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Radio buttons: These are circles that are located next to the response (see example
below). Click on the appropriate circle to respond to these questions. Alternatively, if you are
using the tab key to move between fields in a data entry screen, use the “up”, “down”, “left” or
“right” arrow keys to select different radio buttons. When you are satisfied with your selection,
use the tab key to move to the next field.
One word of caution about this type of question: while you can change a “Yes” response
to a “No” response and visa versa, once you have selected a response you cannot go back to a
blank response. In instances such as these, click on the “No” response if your intention was to
leave the question blank. If necessary, you can work with Westat to update the information at a
later time.
Click on radio buttons to record
response.
1.13
Collapsed/Open Questions
As you enter information on a patient, based on the responses you enter, some followup questions may not apply and you should skip those questions. The NASS system has been
designed so that sections that do not apply based on earlier answers will remain hidden or
collapsed. If the questions do apply, than the sections will be open and available for data entry.
Look at the example below. Based on the responses shown, the Oocyte/Embryo Source
is from a donor, not a patient.
In this case, when navigating to a follow-up question asking about medications (see
below), you will see that the Patient Medication Section remains collapsed (i.e., responses to
questions in this section are not necessary), but the Donor Medication Section is open for
responses.
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IMPORTANT: If you believe that a collapsed set of questions should be answered,
then you must go back and change a previous answer. In this case, if the patient
was the oocyte/embryo source, you would need to change that answer to “Yes”.
Then come back to the Patient Medication Section, which would now be open
instead of collapsed.
1.14
Maneuvering Between Screens
The NASS system is designed to allow you to maneuver from screen to screen using a
combination of three different approaches:
The Menu and Sub-Menu on the left-hand side of the screen: You can switch
between different system functions by clicking on a menu item.
The screen tabs near the top of data entry screens: Using the tabs allows you to
quickly view data you have already entered, or jump to a particular screen (e.g. to
enter birth outcomes).
The Next Screen and Previous Screen buttons at the bottom of the screen: It is
best to use these buttons when entering data on consecutive screens since data
is automatically saved when you click on either of them.
The NASS system has been organized to enter data moving across the tabs in order
from left to right. However, the system allows you to enter data out of order to some degree.
That is, you will need to answer some questions before being able to respond to others,
particularly in the Treatment screen, so that relevant collapsed sections can open. NOTE: If
you enter data out of order there is a possibility that you will trigger more edit checks (see
Section 1.15 for detailed description of edits), which could slow you down.
At the bottom of most data entry screens there will be the following three choices:
Clicking on the Next Screen button will save your data, and take
you to the next screen (moving across the tabs from left to right). The data you
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have just entered will automatically be saved when you select Next Screen, and
there is no need to select the Save Data button also (unless you want to stay on that
screen). For example, if you have just entered the patient’s Treatment information,
the Next Screen button will take you to the Medications and Complications tab.
Clicking on the Previous Screen button will save your data and take
you to the previous screen (going across from right to left). The data you have
just entered will automatically be saved when you select Previous Screen and there
is no need to select the Save Data button. For example, if you have just entered
Outcome data, the Previous Screen button will take you back to the Transfer screen.
Note that the previous screen might not be the screen that you were previously
working on if you have been using the tabs out of sequence.
Click on the Save Data button to save and review data on the
screen. Selecting Save Data will save the data that you have just entered and return
you to the top of the screen where a message will be displayed confirming your data
have been saved. To move to another screen, you will need to use the tabs at the
top or the menu on the left.
You may also exit any screen by clicking on any of the tabs at the top or the menu on
the left-hand side, which will take you to that data entry screen. If you have not saved the data
on the current page, the system will warn you that navigating away from the page will
result in a loss of any additions or updates made on that page (see below). To save the
data entered you should select Cancel and then the Save Data button. Once you have
clicked on the Save Data button you will not see the message again.
NOTE: When you see the message box below, you should only select the OK
button if you do NOT want to save the data on the screen that you are leaving.
1.14.1 Using the Back and Forward Buttons
When entering data, you should not use the back and forward Web browser arrows at the
top left-hand corner of the screen. When you use these arrows the data that you entered on the
screen may be lost. Instead, utilize the three maneuvering approaches listed above. NOTE:
You will need to use the back and forward Web browser arrows if you have opened a PDF
file or other document from the left-hand side menu. These types of documents include
the User’s Manuals, FAQs, Reports and Memos. When you are linking to one of these
documents, (and therefore are not entering data) you will need to use these Web browser
arrows.
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Refer to the following figure that illustrates the Web browser back and forward arrows.
DO NOT USE
THESE ARROWS
TO MOVE FROM
SCREEN TO
SCREEN
DURING NASS
DATA ENTRY.
1.15
A Word About Edit Messages
When you exit a screen using the Next Screen, Previous Screen or Tabs, the system
will take you to the appropriate screen, assuming that there are no inconsistencies in the data. If
inconsistencies are found, you will receive an edit message.
There are two types of edit messages:
“Unlikely” edit messages and
“Inconsistent” edit messages
You will receive an “unlikely” edit message when the information you have entered is
out of the usual range of expected answers, but is still possible. The main purpose of this edit
message is to confirm that the information entered is accurate and to reduce data entry errors.
In the example above, an “unlikely” edit message would be displayed because it is very
uncommon that a newborn would weigh 12 lbs. See the figure on the next page for an example
of the edit message that would appear on the screen in this situation.
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This message indicates that
unlikely data are detected.
Review and fix if necessary.
Edit ID
number
Description of
unlikely data
If the response of 12 lbs, 0 oz. was entered correctly, you can click on
the bottom of the screen to indicate that this is the data that you intended to enter.
If the response was entered incorrectly, fix the response and click on
the bottom of the screen.
at
at
With an “inconsistent” edit message, there is inconsistent data that need reconciling
before you can move away from the screen. The only way to correct an “inconsistent” edit
message is to change a response(s). The inconsistent edit screen will provide an explanation
for the inconsistency in the data. In the example below, the inconsistent edit message has
popped up because the date that the cycle was canceled is before the date that the cycle was
started. You may proceed to the next screen once you have fixed inconsistencies in responses.
An “inconsistent” edit message
indicates that erroneous data are
found. This must be reconciled before
you can continue.
Numerous “unlikely” and “inconsistent” edit checks have been programmed into the
system to help reduce errors in data entry or inconsistencies in data. In most instances, you will
be able to reconcile the reason for the error message. However, if you need assistance with
understanding an edit messages, please call the NASS Help Desk at 1-888-650-0822. You
should reference the edit number (e.g., E0192) to allow the NASS Help Desk to focus on your
problem.
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2. Help and Documents Menus
2.1
About This Chapter
This chapter discusses help available to facilitate using NASS. Areas of help include:
2.2
FAQs;
Data Definitions;
User’s Manual;
Contacts;
Worksheet;
What’s New in NASS;
Memos; and
Milestones.
Using Bookmarks
Several of the menu items (e.g., FAQs, Data Definitions and User’s Manual) utilize
bookmarks to help you locate information faster. The following describes how to use
bookmarks.
When you first open a document the bookmarks may not be displayed. To display
bookmarks click on the “Bookmarks” tab.
Click here to
display
bookmarks.
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The bookmarks are essentially a Table of Contents that are linked to sections and
chapters of the document.
1)
As with the NASS left-hand side menu, to expand a bookmark menu click on a
plus (+) sign. To collapse a menu, click on the minus (-) sign.
2)
To see the complete set of bookmarks you can scroll up and down (see below).
3)
To widen the bookmarks screen so that you can read the full name of each
bookmark title, drag the thin line on the right-hand side of the menu to the right
with your cursor (see below).
4)
To get more information on a particular bookmark, click on the bookmark.
By clicking on a specific bookmark, you are sent to the section of the document dealing
with that topic. For example, if you click on the Patient Residency Section bookmark, you will
see the screen below. As you will note, by selecting the Patient Residency Section bookmark,
you are directed to the portion of the Data Definitions document covering the items in this
section.
Scroll bar
Patient Residency
Section located in the
Update/Add Cycle Menu
on the Demographics
Screen
2.3
Data Definitions in the
Primary Residency Section
FAQs
To find answers to FAQs (Frequently Asked Questions), click on the FAQs sub-menu
located under the Help menu.
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Click here to
display FAQs.
FAQs address both operational and technical issues. Some of these answers will be in
one of the three user’s manuals (i.e., NASS, NPL or Import), but the FAQ section is offered for
ease of locating an answer to a specific question.
Click on either a bookmark listing the topic of interest, a topic section heading, or the
question itself to link to the answer for that question. The following is an example of an FAQ and
a response.
2.4
Data Definitions
Data definitions describe in detail each data point or field in NASS. If you want to learn
more about what is meant by a question, or what is covered by a question, click on a specific
data definition.
To access “Data Definitions”, click on the Data Definitions sub-menu located under the
Help menu.
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Click here to
display Data
Definitions.
Data definitions are divided into two groups, Patient/Cycle Data Items and Clinic Data
Items. You may look up data definitions either alphabetically or by screen/section order. For a
specific definition, click on one of the links that best meets your needs. For example, if you
wanted to look up a data definition for “moderate ovarian hyperstimulation” you would either
click on the Alphabetical NASS Data Definitions for Patient/Cycle Data Items and go to the
definitions beginning with “M”, or you could click on Listing of NASS Data Definitions for
Patient/Cycle Data Items for Screen/Section and go to the Complications Section within the
Medications/Complications screen.
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The data elements are listed as they appear on the NASS screen and are sorted
alphabetically. The data definitions are also located in the NASS User’s Manual in Chapter 4
and 6, but we also offer them separately under the Help menu for your convenience.
2.5
User’s Manual
To access an online version of this user’s manual (i.e., NASS User’s Manual), click on
the User’s Manual sub-menu located under the Help menu. This manual is a step-by-step
description of how to work in NASS.
Click here to display
the link to the NASS
User’s Manual.
2.6
Contacts
To find contact information, click on the Contacts sub-menu under the Help menu.
Click here to
display Contact
Information.
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The NASS Help Desk Contact Information screen gives you the toll-free number for the
NASS Help Desk at 1-888-650-0822 as well as an e-mail address. In addition, the hours of
operation for the NASS Help Desk are listed. The NASS Help Desk is available to help you with
any questions that you may have. In many cases the NASS Help Desk will be able to help you
on the spot. If they do not know an answer, they will direct the question to someone who can
provide an answer.
2.7
Worksheet
When you open up Documents from the list on the left-hand side of the screen you will
find sub-menus for the following three items: Worksheet; Memos; and Milestones.
Click on Documents to display the
sub-menu.
A worksheet has been developed for clinic staff to use if they wish to record the data
required for entry into NASS onto a hard-copy document first. Prior to entering data into NASS,
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clinic staff have the option of recording patient information onto this worksheet from the patient’s
medical records. The worksheet has been designed to mirror the NASS screens. Using the
worksheet to abstract information from medical records could facilitate data entry into NASS and
reduce the risk of error. Please note that the use of this worksheet is optional.
To access the worksheet, click on the sub-menu item Worksheet and a PDF file of the
worksheet will display. Print this file to get a hardcopy of the worksheet.
2.8
Memos
Formal communications from CDC and/or Westat will be posted under Memos. In some
instances the memos will be a copy of a communication that was already mailed to clinics.
Federal Register Notices and other official reference documents will also be posted here.
Click on Memos to display
communications.
The memos will be sorted with the most recent documents listed first to aid you in
determining if there are any new postings.
2.9
Milestones
Milestones is a listing of schedules for meeting reporting deadlines. To access a listing
of Milestones, click on Milestones in the sub-menu.
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Click on
Milestones.
For each reporting year, several different schedules will be posted. Click on the
schedule of interest to you and you will see a schedule of key events for the item you selected.
2.10
What’s New in NASS
From time to time new information will be posted in the What’s New in NASS menu.
Items posted under this menu offer the ability to communicate with all of the centers about
updates in the system, deadline reminders, as well as other information that will be helpful to the
user of NASS. Periodically you will want to click on What’s New in NASS to obtain up-to-date
information. We will also post a notice for a period of time on the login screen to alert users to
check in the What’s New in NASS menu item for updates.
To access What’s New in NASS click on the menu item on the left side of the screen.
Click on What’s New in NASS
to display updated information.
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3. Selecting a Reporting Year
3.1
About This Chapter
This chapter explains how to select the reporting year for which you wish to enter data.
No data entry activity can take place in NASS until you enter a reporting year.
The reporting year refers to the year in which a patient’s cycle begins regardless of the
year the cycle ends. For example, even though a cycle may begin in December of 2005 and
continue into 2006, the cycle should be reported under the 2005 Reporting Year.
The same patient may have cycles in more than one reporting year. The first cycle may
begin in 2005 and continue into 2006. As noted above, the reporting year for this cycle would be
2005. A second cycle for the same patient may begin in 2006. The reporting year for the second
cycle would then be 2006, regardless of when the cycle ended.
3.2
Selecting the Reporting Year at Log In
Upon logging in, the Reporting Year screen will be displayed (see below).
Select the reporting year from the drop-down list shown, and click on the Go button.
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Select the Reporting
Year from the drop-down
list and…
…click on the Go
button.
3.3
Selecting the Reporting Year During a Session
Should you want to change a reporting year during a session, you may do so by clicking
on Select Reporting Year in the menu on the left-hand side of the screen. This will take you to
the Select Reporting Year screen and allow you to select a new year.
Click here to display the
Reporting Year screen.
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4. Clinic Information
4.1
About This Chapter
This chapter explains how to:
4.2
Enter and update information about the clinic; and
How to submit the annual report.
How to Enter and Update Information About the Clinic
You must enter clinic information for each reporting year. The only way to record clinic
information is first to select a reporting year (Chapter 3).
At the beginning of each reporting year, enter the clinic information requested.
Throughout the year, it is important to update the clinic information should there be any changes
in the clinic name, address, key personnel, etc. Below you will find step-by-step instructions for
entering clinic information.
4.2.1
Accessing the Clinic Screens
To access the data entry screens for Clinic information, click on Clinic in the NASS
menu on the left-hand side of the screen.
Click here to expand the
sub-menu choices for
Clinic.
This will display two options as shown on the next page.
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The Enter Clinic Profile screens pertain to basic information, such as the name and
address of the clinic. Tabs across the top of the screen enable you to display screens to enter:
Name and address of the clinic;
Information about key staff;
Information about the clinic’s services and profile; and
Information about the clinic’s labs and certifications.
The Submit Annual Report menu offers a checklist of the actions you need to take
before submitting an annual report for your clinic.
4.2.2
About the Name and Address Screen
As you can see from the screen trail and the darkened tab, you are at the
Name&Address screen under the Enter Clinic Profile menu item.
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Reporting Year Clinic
Name 1 and Name 2:
Record the name of the ART program as it was known during
the reporting year. This name will be printed at the top of the
clinic table in the annual success rate report. Two lines have
been provided since some clinic names are long, or are
associated with a university or medical center, for example:
Name 1: The ART Program of Chicago
Name 2: Illinois University Hospital Center
√ Note: The current clinic name will be printed at the bottom of
the clinic table.
Reporting Year Clinic City:
Reporting Year Clinic
State:
Record the city where the clinic’s office was located during the
reporting year. If your practice has several office locations that
report cycle data collectively, choose the city under which you
would like to be classified in the annual report.
From the drop-down list, select the state where the clinic’s office
was located during the reporting year.
For the status field, use the drop-down list to indicate if the name of the clinic is the
same as the name listed above for the reporting year, if the name has changed subsequent to
the reporting year, or if the clinic has reorganized.
As noted on the screen, reorganization is a change in two of the
three following key staff - the Practice Director, Medical Director, or
Lab Director - or a change in clinic ownership or affiliation.
Then complete the remaining fields by typing in the information requested in the
corresponding fields. If your clinic has a SART ID it should automatically appear at the bottom
right-hand corner of this section.
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Clinic Name Status:
From the drop down list, select one of the following choices to
describe the clinic’s current name status:
Same as reporting year name: Select this if the clinic name is
the same as it was during the reporting year. By choosing this,
Name 1 and Name 2 from the Reporting Year Clinic Name
Section will be copied down into Name 1 and Name 2 in the
Clinic Name Section.
Different from reporting year name: Select this if the clinic
name has changed since the reporting year. When this is
selected, it will allow you to type the new name into Name 1 and
Name 2 in this section.
Reorganized, enter current clinic name: Select this if the
clinic has reorganized since the reporting year. A reorganization
is defined as a change in two of the three key staff (Practice
Director, Medical Director, Lab Director), or a change in
ownership or affiliation. If a clinic has reorganized since the
reporting year, its name and profile information will not be
printed at the bottom of the clinic table in the annual success
rate report. However, the clinic’s name and address prior to
reorganizing will be listed in the Appendix. The user should still
enter the reorganized clinic’s name, address, and contact
information in the NASS Current Clinic Information fields since
this information will be used for mailing and contact purposes.
Current Clinic Name 1 and
Name 2:
If the name has changed since the reporting year, record the
current clinic name. The name recorded in this section will be
printed at the bottom of the clinic table in the annual success
rate report. The address and contact information will be printed
as part of a complete clinic listing by state in the appendix, and
will also be used to keep in regular contact with each clinic.
Two lines have been provided since some clinic names are long
or are associated with a university or medical center. For
example:
Name 1: The ART Program of Chicago
Name 2: Illinois University Hospital Center
Current Clinic Address 1
and Address 2:
Record the clinic’s current street address, using two lines if
necessary. List the street address instead of a P.O. Box, since
Westat will be using the address entered here for overnight
courier mailings that do not deliver to P.O. Boxes.
Current Clinic City:
Record the city where the clinic’s office is currently located.
Current Clinic State:
Select the state where the clinic’s office is located from the dropdown list.
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Current Clinic Zip Code:
You can enter either five digits or nine digits using a dash after
the first five (i.e., 43420-1345).
Current Clinic Phone:
Enter the clinic’s main phone number. This is the phone number
that will be listed in the appendix of the annual success rate
report
Current Clinic Fax:
Enter the clinic’s fax number. This is the fax number that will be
listed in the appendix of the annual success rate report.
Current Clinic E-mail:
Enter the e-mail address that you would like Westat to use for
any e-mail correspondence. This e-mail address will not be
listed in the annual success rate report.
SART ID:
If the clinic has a SART ID, it will be automatically posted in this
field. If one is listed, confirm that it is correct and notify the
NASS Help Desk if it is not. This ID will be used solely for clinic
tracking purposes.
4.2.3
About the Key Staff Screen
This screen enables you to enter information about the following key clinical staff:
The Practice Director;
The Medical Director;
The Lab Director; and
The Data Manager
As you can see from the screen trail and the darkened tab, you are at the Key Staff
screen under the Enter Clinic Profile menu item.
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To enter information about the key clinical staff, click on the underlined title in the first
column of the screen shown above. For example, to record information on the Practice
Director, click on the words Practice Director to display a screen with fields to record information
on that person (see below).
Key Staff:
Westat plans to include the staff identified in this tab in their
correspondence. Choose the key staff role to update by clicking
on the associated key staff title underlined in the first column of
boxes.
√ Note: Only the Medical Director will appear on the annual
success rate report.
Staff Name:
Enter the First Name, Middle Initial (M.I.) and Last Name in the
corresponding fields.
Degree:
Enter the key staff member’s degree(s) abbreviated, including
periods, with multiple degrees separated by commas (e.g.,
“M.D., Ph.D.”).
Staff Phone:
Enter the phone number where Westat can reach this staff
member.
Staff Fax:
Enter the fax number where Westat can reach this staff
member.
Staff E-mail:
Enter the e-mail address where Westat can reach this staff
member.
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NOTE: You need to click on the Save Data button after entering information on each key
staff member. Clicking on the Save Data button will keep you in the Key Staff screen. You will
notice that the data you entered regarding a particular staff member now appears in the
corresponding fields in the table at the top of the screen.
Repeat this process by clicking on each title in the first column of the table, and record
the information in the fields provided. Updates can be made at a later date by clicking on an
individual key staff’s title.
4.2.4
About the Service&Profile Screen
This screen collects data about the services that are available at your clinic.
As you can see from the screen trail and the darkened tab, you are at the
Service&Profile screen under the Enter Clinic Profile menu item.
SART member:
Click on “Yes” or “No” to indicate the current SART membership
status of your clinic.
Do ART services include
gestational carriers?
Click on either “Yes” or “No” to indicate if your clinic provides
services to couples considering using a gestational carrier. A
gestational carrier is a woman who carries a child for another
woman.
Are ART services available
for single women?
Click on either “Yes” or “No” to indicate if your clinic provides
fertility services to single women.
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Does clinic have a donor
egg program?
Some clinics have programs for ART using donor eggs. Donor
eggs are oocytes that have been retrieved from one woman (the
donor) and then transferred to another woman who is unable to
conceive with her own oocytes (the patient). Policies regarding
sharing of donor eggs vary from clinic to clinic. Select one of
the following choices from the drop-down list:
Yes, single donor/single recipient: Select this choice if the
clinic has a donor egg program, but does not allow sharing of
eggs between multiple recipients.
Yes, single donor/single and multiple recipients: Select this
choice if the clinic has a donor egg program that allows for both
single egg donor to single patient agreements, and single egg
donor to multiple patient agreements. For example, one woman
may donate six eggs with the intent of giving two eggs to each
of three recipients.
No: Select this choice if the clinic does not have a donor egg
program.
Does clinic have a donor
embryo program?
Does clinic offer freezing
extra embryos?
4.2.5
Click “Yes” or “No” to indicate if the clinic offers patients the
option of using an embryo donated by another couple who has
undergone ART treatment and has extra embryos available.
Click “Yes” or “No” to indicate if the clinic offers patients the
option of cryopreserving extra embryos that may be available
from another patient’s ART cycle.
About the Lab&Certification Screen
In this section you will be entering embryo lab information about the lab(s) that your
clinic is currently using.
As you can see from the screen trail and the darkened tab, you are at the
Lab&Certification screen under the Enter Clinic Profile menu item.
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First you will enter the total number of embryo labs that are currently used by your ART
program. In many cases this will be one lab.
Adding a New Lab
Prior to entering any information about a lab, your lab summary section of the screen
will look like the above. To enter information about a new lab click on the Add New Lab button
toward the top of the screen, and the Current Embryo Lab Information screen will appear (see
below).
Total number of embryo
labs:
Enter the number of labs that your clinic currently uses for
embryology services.
Lab Name 1 and Name 2:
Enter the lab name, using two lines if necessary.
Lab Address 1 and
Address 2:
Enter the lab street address, using two lines if necessary.
Lab City:
Record the city where the embryology lab’s office is currently
located.
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Lab State:
From the drop-down list, select the state where the embryology
lab’s office is located.
Lab Zip Code:
You can enter either five digits or nine digits using a dash after
the first five (i.e., 43420-1345).
Lab Phone:
Enter the lab’s main phone number
Lab Fax:
Enter the lab’s fax number.
Lab E-mail:
Enter the e-mail address that you would like Westat to use for
correspondence
Current Embryo Lab
Certification Status:
Select one of the following choices from the drop down-list for
each of the three accrediting bodies listed (i.e., CAP, JCAHO
and NYSTB):
Yes (Submit documentation of status): Select “Yes” if
the embryology lab is certified by this accrediting body at
the time of data submission. Proof of certification status
must be submitted to Westat on or before the reporting
year submission deadline.
No: Select “No” if, at the time of data submission, the
embryology lab is not certified by this accrediting body.
Pending (Submit documentation of status): Select
“Pending” if the embryology lab has submitted an
application for accreditation by this accrediting body at
the time of data submission. Proof of such application
must be submitted to Westat on or before the reporting
year submission deadline.
Updating Information on an Existing Lab
Once contact information about a lab has been entered and saved, that lab will appear
in the Lab Summary Section.
In the example above, the XYZ clinic is an existing lab. To change contact information
for this lab, click on the lab name, XYZ Clinic, and the current contact information will be
displayed. Correct the contact information as necessary and click on the Save Data button to
store the new information.
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Deleting an Existing Lab
The only labs that should be included are those labs that the clinic is using at the time of
data submission. Therefore, if your clinic stops using a lab, you will want to delete the
information on that lab before submitting your data.
This can be done by clicking on the Delete button on the line of the lab that you want to
delete. You will see a screen confirming that you want to delete this lab. Click OK if you want to
proceed with the deletion or “Cancel” if you do not want to proceed. You will see a message
toward the top of the screen that reads, “Data deleted successfully”. You will also see that the
deleted lab is no longer on the list of labs in the Lab Summary Section.
Submitting Documentation of Lab Accreditation
If you selected “Yes” or “Pending” as the current embryo lab certification status, then
you must submit proof of this status to Westat on or before the reporting year submission
deadline. If you selected “Yes”, you must send a copy of your certificate of accreditation. If you
selected “Pending”, send a copy of the application for accreditation. You should send all
documentation to:
NASS Processing Center
Westat
1650 Research Blvd., TC 2074F
Rockville, MD 20850-3195
Phone number: 1-888-650-0822
4.3
How to Submit the Annual Report
Detailed instructions on how to submit an annual report will be available at least 90 days
in advance of the reporting year deadline. When these instructions are available, a notice will be
posted under the left-hand menu item What’s New in NASS.
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5. Adding New Patients/ Finding Existing Patients
5.1
About This Chapter
This chapter explains how to:
5.2
Add a new patient to NASS; and
Find an existing patient.
Adding a New Patient
The only way to add a new patient is first to select the reporting year (see Chapter 3).
Once you select the reporting year, you will see the Select/Add a Patient screen, which is where
you will be able to enter a new patient into NASS. You will see the following section on the
right-hand portion of the screen:
To add a new patient you must know her date of birth. If the patient’s date of birth is
unknown, no other information about the patient can be entered. Enter the date using the format
mm/dd/yyyy. The date of birth must include all 8 numbers. For example, a date of birth of April
5, 1970 would be recorded as 04/05/1970.
Unacceptable ways of entering this date include 4/5/1970 or 4/5/70.
If it is easier, you can enter the date of birth without the slashes (e.g., 04051970).
Once you have entered the date of birth click on the Add button. This creates a patient
record that can be accessed from any reporting year. Note that it is NOT necessary to add the
same patient in multiple reporting years. For example, if you add a patient who has her first
cycle in 2004, and she comes back for another cycle in 2005, you will be able to find her NASS
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patient record under either the 2004 or 2005 Reporting Years (see Section 5.3 for instructions
on how to find an existing patient).
5.2.1
Duplicate Date of Births
NASS has a safeguard to help prevent you from entering an existing patient into the
system as a new patient. If you enter a date of birth that is the same as one previously entered
for a patient, NASS will display the following screen:
Follow the instructions written in the tan box on the above screen.
5.2.2
If you accidentally were attempting to enter an existing patient as a new
patient, click on the NASS Patient ID number and you can begin working with
her cycle data.
If this is indeed a new patient, select the Continue Adding Patient button and
proceed.
If you want to go back to the original patient selection screen and start over,
select the Back to Select/Add Patient button.
New Patient: Patient Information Screen
For a new patient, the next screen displays two sections to enter the patient’s profile.
Optional Identifiers: To protect the patient’s privacy, no patient names, Social Security
Numbers, or other confidential identifiers are permitted in NASS. For tracking purposes, NASS
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automatically assigns each patient a unique NASS Patient ID. As an additional way of tracking
patients within the system, NASS allows you to enter up to two optional identifiers. The optional
identifiers allow you to use other methods for locating patients within the system. The first
optional identifier can only be three digits or characters long. You may want to use this field to
record the patient’s initials. The second optional identifier can only be four digits or characters
long, so you may want to consider using this field for the last four digits of her medical record
number or Social Security Number. As long as you are consistent, this information may make
accessing a patient’s record easier. As indicated by the title, it is not required that you assign
these IDs, but it is suggested.
Patient Profile: Next you will enter information about the patient’s race and ethnicity.
Date of Birth:
Patient Ethnicity:
The date of birth will be pre-filled in with the date of birth you just entered.
Using the drop-down list, select one of the following:
◊
◊
◊
◊
◊
NOT Hispanic or Latino;
Hispanic or Latino;
Refused;
Patient doesn’t know; or
Not ascertained by clinic.
Hispanic or Latino ethnicity should be self-reported by the patient, and
refers to anyone born in or having ancestors from Spain or one of the
western hemisphere countries or territories where Spanish is the primary
language (e.g., Mexico, Puerto Rico, Nicaragua, El Salvador, Dominican
Republic, Columbia, Peru, Chile).
Patient Race:
Check the box(es) of the patient’s self-reported race here.
√ Note: One or more race categories may be selected.
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Patient Race:
(continued)
If the patient refuses or does not know her race, or if this information was
not obtained at the time of her visit, then check the appropriate box on
the right side of the screen under “Select reason race not reported”. If
you do not have a self-reported race to enter, do not enter the race as it
may have been observed by clinic personnel.
Once you have completed this section, click on the Save and Next Screen button. This
will take you to the Update/Add Cycle screen (Section 5.4).
5.3
Finding an Existing Patient
The only way to find an existing patient is to have already selected the reporting year
(Chapter 3). Once you select the reporting year, you will see a screen with the following box on
the left-hand side, which will allow you to find an existing patient.
There are 3 ways to find an existing patient:
1. Narrow your search by entering one or more of the following pieces of information:
Date of Birth;
Optional Identifier 1; and/or
Optional Identifier 2.
2. Enter the NASS Patient ID; or
3. Show all patient records by selecting “Find”. This will display a complete listing of
all patients entered.
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After entering in one or more pieces of information, select the Find button to display all
the patients that match the selection criteria. In many instances you will find just one patient is
listed as a match. However, it is possible that your identifiers may match more than one patient.
If that is the case, be particularly careful that you choose the correct patient. For example, in the
case below there are two patients with the same date of birth (11/15/1968). However, the
patients have a different Optional Identifier 1 (bbb vs. sjh).
Based on the added information of the Optional Identifier 1 you can select the correct
patient. To select a patient, click on the NASS Patient ID for the desired patient. This is the
number in blue that is underlined.
If you enter an identifier and the patient is not located, you have either entered the
identifying information incorrectly or this patient has not been added to the system yet. This
could be because you accidentally mistyped the identifying information or you have inaccurate
identifying information.
Click the Back to Select/Add Patient button. This will take you back to a screen where
you can re-enter the identifier information or select “Find” to display all patients.
5.4
How to Add a New Cycle
Once you have selected a patient, you must now create a new cycle for that patient. To
add a new cycle, click on the Add New Cycle button.
Click here to add a new cycle.
A pop-up message will display, asking you to confirm that you wish to add a cycle for
the NASS Patient ID and reporting year contained in the message.
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If the information is correct, click on OK, and the top portion of the Demographics
screen with tabs will be displayed. (This screen will be discussed in Chapter 6).
If the information in the pop-up box is incorrect, click on Cancel, and you will be returned
to the screen.
If the information is incorrect because you are in the wrong reporting year,
click on Select Reporting Year from the menu on the left-hand side of the
screen. This will allow you to select a different year.
If the information is incorrect because you have the wrong patient, click on
Select/Add Patient from the menu on the left-hand side of the screen. This
will allow you to select a different patient.
You will notice that the NASS Patient ID has been assigned and that the date of birth
and optional Identifiers (if any) that you entered have been displayed in the gray box at the top
of the screen as shown in the figure below.
NASS Patient ID.
This box will continue to be displayed at the top of the screen as you enter cycle data,
so that you can verify that you are entering data under the correct patient’s record.
5.5
How to Change/Update Data for an Existing Cycle
To update information for a patient in an existing cycle, click on the cycle number you
wish to update.
Click here to update or change
information about an existing
file.
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5.6
Updating the Patient Profile
Should you want to change the Patient Profile click on the Update Patient Profile submenu on the left-hand side of the page.
Click here to update the patient
profile.
Updating the Patient Profile will allow you to add or change the Optional Identifiers, as
well as the patient’s Date of Birth and Race/Ethnicity information in the screen shown below.
5.7
How to Delete a Cycle
If for some reason a cycle has been entered in error, you can delete that cycle. This
may happen if you enter a cycle for the wrong year or if you enter a cycle for the wrong patient.
On the Update/Add Cycle screen, click on the Delete Cycle button.
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Click on the Delete Cycle
button.
You will see a confirmation screen that verifies which reporting year and cycle you are
about to delete. Click OK if you want to proceed with deleting the cycle. If not, click Cancel.
5.8
Conclusion
You are now ready to enter specific reporting year cycle data for the selected patient.
Chapter 6 will describe in detail how to enter patient information.
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6. Patient Information
6.1
About This Chapter
This chapter explains how to enter and update patient cycle information for either a new
or an existing patient. We will go over every screen in detail.
☼ Tip: If you are entering a batch of records with cycle start dates in different years, you should
sort the records by reporting year so that you can enter all records associated with a
reporting year together.
The information about a patient’s cycle is organized around seven tabs shown across
the top of the screen.
6.2
Demographics. This section contains questions on the patient’s residency
and the partner’s race/ethnicity.
History. This section includes the patient’s reproductive history information.
Treatment. This section deals with the treatment received by the patient for
the current cycle as well as any special techniques related to the treatment.
Medication/Complications. This section covers ART medications received
by the patient and/or donor, complications a patient might experience, and a
place to indicate whether the cycle was canceled.
Retrieval/Manipulation. This section includes patient and donor retrieval
information, information about semen source and method of collection, as
well as manipulation techniques.
Transfer. This section asks a series of questions about the transfer of
embryos and oocytes.
Outcome. This section covers the treatment and pregnancy outcome, and
information about the birth, when applicable.
The Demographics Screen
As you can see from the screen trail and the darkened tab (refer to screen shot on next
page), you are at the Demographics screen. This screen shows the profile that has been
entered previously for the patient, which is now linked to this cycle.
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6.2.1
Patient Profile
This is a read-only display, which means you cannot change the information on this
section of the screen. If the information is incorrect, you need to follow the instructions at the top
of this screen to implement a change.
6.2.2
Patient Residency for Cycle
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Primary residence in U.S:
Use the drop-down list to indicate whether the patient's main
residence is in the United States or its territories (regardless of
legal residency status). Primary residence refers to the place
where the person usually lives. U.S. territories that should be
considered include Puerto Rico, Guam, U.S. Virgin Islands,
American Samoa, Northern Mariana Islands, Wake Island, and
Johnston Atoll. If primary residence of the patient is unknown,
select “Not ascertained by clinic” from the drop-down menu.
U.S. city of primary
residence:
If the patient’s primary residence is in the U.S., enter the city of
her primary or main residence. If unknown, leave blank.
U.S. state of primary
residence:
If the patient’s primary residence is in the U.S., select the state
of her primary or main residence using the drop down menu of
states listed in alphabetical order. If unknown, leave the --Select--- box as is.
U.S. zip code at primary
residence:
If the patient’s primary residence is in the U.S., enter the US
Postal Service zip code of her primary residence. You can
enter either five digits or nine digits using a dash after the first
5 (i.e., 43420-1345). If unknown, leave blank.
Country of primary
residence:
If you entered “Yes” for Primary residence in U.S., then “United
States” will be automatically entered into the Country of
primary residence field. If you entered “No” in the Primary
residence in U.S. field, you must use the drop-down list to
select the country where the patient resides. The drop down
list of countries is arranged alphabetically. If unknown, leave
the ---Select--- box as is.
☼ Tip: Select “United Kingdom” for patients whose primary
residence is England or Great Britain.
6.2.3
Partner Race/Ethnicity
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Partner Ethnicity:
We are interested in the race and ethnicity of the partner even
if he did not provide sperm for this cycle. Using the drop-down
list, select one of the following:
◊
◊
◊
◊
◊
NOT Hispanic or Latino;
Hispanic or Latino;
Refused;
Patient doesn’t know; or
Not ascertained by clinic.
Hispanic or Latino ethnicity should be self-reported by the
partner, and refers to anyone born in or having ancestors from
Spain or one of the western hemisphere countries or territories
where Spanish is the primary language (e.g., Mexico, Puerto
Rico, Nicaragua, El Salvador, Dominican Republic, Columbia,
Peru, Chile).
☼Tip:
Partner Race:
If the patient does not have a partner, then select
“Patient doesn’t know”.
Check the box(es) of the partner’s race here, based on
patient/partner self report, even if he did not provide sperm for
this cycle.
√ Note: One or more race categories may be selected.
If the patient/partner refuses, or the patient does not know her
partner’s race, or if this information was not obtained, then
check the appropriate box on the right side of the screen under
“Select reason race not reported”. If you do not have a
reported race to enter, do not enter the race as it may have
been observed by clinic personnel.
☼Tip:
6.3
If the patient does not have a partner, then select
“Patient doesn’t know”.
History
As you can see from the screen trail and the darkened tab, you can move on to the
History screen next. This screen is divided into two sections: Patient History I and Patient
History II.
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6.3.1
Patient History I
This section contains reproductive history information for the patient. If information
regarding the patient’s reproductive history is not known, leave the fields blank.
Gravidity:
Number of prior full term
births (>=37 weeks):
Number of prior preterm
births (>=20 & <37 weeks):
Number of prior
spontaneous abortions
(<20 weeks):
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Gravidity is defined as the total number of prior pregnancies a
woman has had. This includes ectopic pregnancies, and
pregnancies that ended in therapeutic (or induced) abortion,
spontaneous abortion, stillbirth, or live birth.
Enter the total number of prior live and stillbirths a patient has
had that reached 37 completed weeks gestation. Births are
counted by birth events (e.g., triplets would be counted as one
birth).
Enter the total number of prior live and still births a patient has
had that were at least 20 but less than 37 completed weeks
gestation. Births are counted by birth events (e.g., triplets
would be counted as one birth).
This is the total number of prior clinical pregnancies ending in
spontaneous loss of the entire pregnancy prior to completion of
20 weeks of gestation (or 18 weeks from the date of transfer if
the pregnancy was achieved using ART). These are also
known as miscarriages.
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Surgical Sterilization –
Patient or Partner:
Select the appropriate response from the drop-down list based
on the guidelines below.
Neither patient nor partner: Neither the patient nor the
partner has undergone an operative procedure for the purpose
of termination of fertility without reversal.
Yes, patient:
The patient has undergone an operative
procedure for the purpose of termination of fertility without
reversal.
Surgical sterilization includes tubal ligation or
hysterectomy, for the purpose of termination of fertility, without
reversal.
Yes, partner: The partner has undergone an operative
procedure, such as a vasectomy, for the purpose of termination
of fertility, without reversal.
Both patient and partner: Both the patient and partner have
undergone operative procedures for the purpose of termination
of fertility without reversal (described above).
Patient does not know: The patient cannot recall the reason
for undergoing a procedure resulting in termination of fertility,
and/or does not know if her partner has undergone a
procedure described above.
√ Note: Sterilization of either the patient or partner occurring
as a result of surgery to treat cancer, fibroids, etc.,
should not be included here.
6.3.2
Patient History II
The top portion of this section (shown below) contains information about previous cycles
and FSH values.
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Number of prior fresh ART
cycles:
Enter the number of fresh ART cycles started before the
initiation of this cycle. ART is defined as all treatments or
procedures that include the handling of sperm or embryos for
the purpose of establishing a pregnancy. This includes but is
not limited to IVF, transcervical embryo transfer, GIFT, ZIFT,
and TET. ART does not include assisted insemination. A
prior ART cycle is defined as any cycle in which:
◊
◊
◊
Number of prior frozen
ART cycles:
ART has been used;
The patient has undergone ovarian stimulation or
monitoring (i.e., performance of sonogram, serum
estradiol, or LH measurements) with the intent of
undergoing ART; or
In the case of donor oocytes, a patient began
medication for endometrial preparation with the intent
of undergoing ART.
√ Note: Include ALL previous fresh ART cycles, even those
started at other clinics.
Enter the number of frozen embryo transfer procedures a
patient underwent prior to the initiation of this cycle.
√ Note: Include ALL previous frozen ART cycles, even those
FSH unknown:
Patient maximum FSH:
started at other clinics.
FSH (follicle stimulating hormone) is a gonadotropin hormone
produced and released from the pituitary that stimulates the
ovary to ripen a follicle for ovulation. Check this box if FSH
testing for this patient was never performed, or if the FSH level
is unknown.
If laboratory reports are available, review them to determine
the maximum FSH level observed on Day 2, 3, or 4 of the
patient’s menstrual cycle or Day 10 of a clomiphene challenge
test.
√ Note: You must have documentation of the FSH test results.
Lab upper normal FSH
unknown:
Check this box if the laboratory upper normal FSH level is
unknown. If you indicated that FSH is unknown, the system
will automatically lock this field from data entry since it would
not be relevant.
Lab upper normal FSH
(lUs):
Enter the upper limit of the laboratory's normal range if known.
The bottom portion of the Patient History II screen lists possible reasons for ART
treatment (shown on next page).
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Move cursor over the choices and click
on wording to show data definition.
Repeat process to hide definition.
Reason for ART (Select all
that apply):
Check the box next to all reasons that apply that make the
patient (and partner) a candidate for ART. For on-screen
definitions, click on the labels to show/hide the definition.
Male infertility: This is infertility due to abnormal semen
parameters, abnormal sperm function, or surgical sterilization
(vasectomy). If surgical sterilization of partner has been
selected in the Patient History I section, the box for Male
infertility should be checked.
History of endometriosis: This is the presence of tissue
resembling endometrium in locations outside the uterus such
as the ovaries, fallopian tubes, and abdominal cavity; a history
of all stages of endometriosis (minimal to severe) whether
treated or not, may be a reason for ART.
Tubal ligation (not reversed): Sterilization of the female by
constricting, severing, or crushing the uterine tubes;
constriction may be with an encircling plastic ring or other
ligature.
Tubal disease (hydrosalpinx): An accumulation of watery
fluid in a fallopian tube that usually results from damage to the
tube.
Other tubal disease (not hydrosalpinx): Any other tubal
disease, including, but not limited to, pelvic or peritubal
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Reason for ART
(continued)
adhesive disease, prior tubal surgery, prior ectopic pregnancy,
or tubal occlusion (partial or complete without hydrosalpinx).
Ovulatory disorders/PCO (polycystic ovaries): This
includes one or more disorders causing reduced fecundity
associated with structural, anatomic, or functional impairment
of one or both ovaries; includes multiple ovarian cysts affecting
fertility, oligo-ovulation (<6 cycles per year), anovulation (of
hypothalamic or non-hypothalamic causes).
Diminished ovarian reserve: A condition of reduced fecundity
related to diminished ovarian function; includes high FSH or
high estradiol measured in the early follicular phase or during a
clomiphene challenge test; reduced ovarian volume related to
congenital, medical, surgical or other causes; or advanced
maternal age.
Uterine factor: A factor causing reduced fecundity that is
associated with structural, anatomic, or functional injury to the
uterus whether repaired or not; includes septum, myoma,
Diethylstilbestrol (DES) exposure, intrauterine adhesions, or
congenital anomalies.
Other causes of infertility: Infertility due to other factors such
as immunologic, chromosomal, cancer chemotherapy, or
systemic disease.
√ Note: If this category is selected, type in the other cause of
infertility in the space provided.
Unexplained Infertility: Infertility in which no etiology (male
infertility, endometriosis, tubal factor, ovulatory disorders/PCO,
diminished ovarian reserve, uterine factor, or other factors
(such as immunologic, chromosomal, cancer chemotherapy,
systemic disease) has been identified.
6.4
The Treatment Screen
The next screen in the process to enter cycle data is the Treatment screen. As you can
see from the screen trail and the darkened tab, you are at the Treatment screen.
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The Treatment screen is divided into the following two portions:
6.4.1
Treatment Detail; and
Special Techniques.
Treatment Detail
Date Current Cycle
Started:
Enter the start date of the current cycle using NASS date
reporting conventions as indicated on the screen. The cycle
start date depends on the type of cycle as described below.
Fresh patient oocyte unstimulated cycles: First day of
natural menses or withdrawal bleeding.
Fresh patient oocyte stimulated cycles: First day medication
is given to stimulate follicular development.
Fresh donor oocyte cycles:
◊ If exogenous sex steroids were used to prepare
the endometrium, then first day the patient or
gestational carrier receives exogenous sex
steroids to prepare endometrium; or
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◊
Date Current Cycle Started
(continued)
If no drugs were given to prepare the
endometrium, then first day of natural menses
or withdrawal bleeding.
Thawed embryo cycles:
◊ If exogenous sex steroids were used to prepare
the endometrium, then first day the patient or
gestational carrier receives exogenous sex
steroids to prepare endometrium; or
◊ If no drugs were given to prepare the
endometrium, then first day of natural menses
or withdrawal bleeding.
Embryo or oocyte banking
cycle:
Oocyte/Embryo Source:
Click on either “Yes” or “No” to indicate if the current cycle is
intended to be an embryo or oocyte banking cycle initiated with
the intent of cryopreserving all oocytes or fertilized embryos for
later use. This does not apply to cycles initiated with the intent
to transfer embryos, but for which all embryos were
subsequently cryopreserved (regardless of the reason).
Click either on “Yes” or “No” for each of the following sources:
PATIENT: Intent to transfer embryos derived from patient
oocytes fertilized with either partner or donor sperm, or in
cases of GIFT, patient oocytes transferred with either partner
or donor sperm.
DONOR OOCYTE: Intent to transfer oocytes or embryos
derived from oocytes that were retrieved from a woman
serving as an oocyte donor.
√ Note: The sperm source may be either the patient’s partner
or a sperm donor selected by the patient.
Oocyte/Embryo State:
DONOR EMBRYO: Intent to transfer donated embryos,
defined as embryos derived from oocytes previously fertilized
for another couple’s ART that were subsequently donated.
Click either on “Yes” or “No” for each of the following states:
FRESH: Intent to transfer oocytes, or embryos derived from
oocytes, retrieved during the current cycle (from either the
patient or a donor).
FROZEN: Intent to transfer embryos that were cryopreserved
during a previous cycle, and will be thawed for transfer during
the current cycle. This applies to both donor and non-donor
embryos.
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Intended Transfer Method:
(Select all that apply)
Check the box next to each intended transfer method for the
current cycle.
IVF: In vitro fertilization is a method of assisted reproduction
that involves removing oocytes from a woman’s ovaries,
combining them with sperm in the laboratory, and after
fertilization and culture, placing the resulting embryo(s) into the
woman’s uterus.
GIFT: Gamete intrafallopian transfer involves removing oocytes
from a woman’s ovary, combining them with sperm, and
immediately transferring the oocytes and sperm into the
fallopian tube. Fertilization takes place inside the fallopian
tube.
Gestational Carrier:
ZIFT or TET: Zygote intrafallopian transfer is a procedure in
which the oocytes are collected and fertilized, and the resulting
zygotes are then transferred to the fallopian tube. Tubal
embryo transfer (TET) is the transfer of early stage embryos to
the fallopian tube.
Indicate “Yes” or “No” whether the intent is to use a gestational
carrier for the current cycle. A gestational carrier is a woman
who gestates an embryo that did not develop from her oocyte,
with the expectation of returning the infant to its intended
parents.
√ Note: A gestational carrier is sometimes referred to as a
gestational surrogate.
6.4.2
Special Techniques
For this section of the Treatment screen, you will check all of the special techniques that
apply. If none of them apply to this cycle, leave all responses blank and skip to the next screen.
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Special Techniques
Applicable in the Current
Cycle:
Round spermatid nucleic injection (ROSNI): A method of
assisted fertilization in which precursors of mature
spermatozoa are injected into oocytes.
Cytoplasmic transfer: Cytoplasmic transfer involves the
injection of a small amount of cytoplasm (the viscous
semifluid inside an oocyte), taken from a donor oocyte,
directly into the patient’s oocytes. The transferred cytoplasm
is thought to contain components missing or abnormally
functioning in the recipient oocytes.
IMMATURE oocyte retrieval & fertilization OR thawing
IMMATURE fertilized oocytes, with intent to transfer in
current cycle: Immature oocyte retrieval with the intent to
fertilize and transfer during the current treatment cycle OR
thawing previously fertilized immature oocytes for transfer
during the current treatment cycle.
√ Note: Do NOT check the box for immature oocyte research
if the intent was to cryopreserve all retrieved oocytes
for use in a later cycle. Select “Yes” to embryo or
oocyte banking.
Device study: An investigational device is a medical device
that is the subject of a clinical study designed to evaluate the
effectiveness and/or safety of the device.
Protocol study: A study involving the evaluation of a new
procedure.
Pharmacological study: A study involving the evaluation of
a new drug or a new application of an existing drug.
Other research: Check this box if the cycle is being
performed under an approved research protocol that does not
fit into any of the above categories.
6.5
The Medications/Complications Screen
The next sections are in the Medications/Complications screen.
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As you can see from the screen trail and the darkened tab in the screen shot on the
previous page, you are at the Medications/Complications screen. The Medications/
Complications screen is divided into four sections:
6.5.1
Patient Medication;
Donor Medication;
Complications; and
Canceled Cycle Data
Patient Medication
The Patient Medication Section should only be answered if the patient was designated
as the oocyte/embryo source, and a fresh oocyte/embryo state was selected in the treatment
screen. Otherwise the section will be collapsed, and you should move on to the next section.
Patient medicated to
stimulate follicular
development:
Click on either “Yes” or “No” to indicate if the patient received
medication to stimulate follicular development.
Medications containing
clomiphene:
Click on either “Yes” or “No” to report clomiphene
administration in this cycle. Clomiphene citrate is an ovulation
induction medication with trade names such as Clomid®,
Serophene®, and Milophene®.
Clomiphene dosage:
Report the total clomiphene dosage in mgs the patient received
in this cycle.
☼ Tip: You can enter the clomiphene dosage with up to two
decimal places to the right of the decimal point, instead
of rounding up.
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Medications containing
FSH:
FSH medication dosage:
Click on “Yes” or “No” to report FSH administration in this
cycle. FSH is available in several types of preparations, some
of which also include luteinizing hormone (LH). Trade names
include Gonal-f®, Metrodin®, Fertinex™, Bravelle™,
Repronex®, Pergonal®, Humegon®, and Follistim™.
Report the total FSH dosage in IUs the patient received in this
cycle.
√ Note: If the FSH preparation included luteinizing hormone,
report only the FSH dosage.
GnRH Protocol
☼ Tip: You can enter the FSH dosage with up to two decimal
places to the right of the decimal point, instead of
rounding up.
This should be answered if the patient was administered a
GnRH analog to control follicular development. Check the box
next to the one protocol that applies as described below.
GnRH Agonist Suppression: Select this box if a GnRH
agonist was used.
GnRH Agonist Flare: Select this box if a GnRH agonist was
used.
GnRH Antagonist Suppression: Check this box if a GnRH
antagonist was used.
6.5.2
Donor Medication
The Donor Medication Section will only be answered if a donor was designated as the
oocyte/embryo source, and a fresh oocyte/embryo state was selected in the Treatment screen.
Otherwise the section will be collapsed, and you should move on to the next section.
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Donor medicated to
stimulate follicular
development:
Donor medications
containing clomiphene:
Donor clomiphene
dosage:
Donor medications
containing FSH:
Donor FSH medication
Dosage:
Click on either “Yes” or “No” to indicate if the donor received
medication to stimulate follicular development.
Click on “Yes” or “No” to indicate if the donor was administered
clomiphene to stimulate follicular development during this
treatment cycle. Clomiphene citrate is an ovulation induction
medication with trade names such as Clomid®, Serophene®,
and Milophene®.
Report the total clomiphene dosage in mgs the donor received
in this cycle.
☼ Tip: You can enter the clomiphene dosage with up to two
decimal places to the right of the decimal point, instead
of rounding.
Click on “Yes” or “No” to report FSH administration in this
cycle. FSH is available in several types of preparations, some
of which also include luteinizing hormone (LH). Trade names
include Gonal-f®, Metrodin®, Fertinex™, Bravelle™,
Repronex®, Pergonal®, Humegon®, and Follistim™.
Report the total FSH dosage in IUs the donor received in this
cycle.
√ Note: If the FSH preparation included luteinizing hormone,
report only the FSH dosage.
Donor GnRH Protocol:
☼ Tip: You can enter the FSH dosage with up to two decimal
places to the right of the decimal point, instead of
rounding up.
This should be answered if the donor was administered a
GnRH analog to control follicular development. Check the box
next to the one protocol that applies as described below.
GnRH Agonist Suppression: Select this box if a GnRH
agonist was used.
GnRH Agonist Flare: Select this box if a GnRH agonist was
used.
GnRH Antagonist Suppression: Select this box if a GnRH
antagonist was used.
6.5.3
Complications
The Complications Section of the screen contains a list of complications a patient may
experience during the cycle. Check all that apply. If there are no complications, check “None”.
√ Note: Report only patient complications here, not complications that a donor or gestational
carrier might have experienced.
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Complications related to
ART:
Infection: Check this box if the patient had a temperature >
38°C (100.4°F) due to pelvic infection.
Hemorrhage: Check this box if the patient experienced
bleeding that was sufficiently severe to require a blood
transfusion.
Moderate ovarian hyperstimulation: Check this box if the
patient had abdominal distension and discomfort as well as
nausea, vomiting, and/or diarrhea; ovaries enlarged 5-12 cm;
and ultrasonic evidence of ascites (i.e., fluid in the abdominal
cavity).
Severe ovarian hyperstimulation: Check this box if the
patient exhibited features of moderate hyperstimulation plus
clinical evidence of ascites (i.e., fluid in the abdominal cavity),
and/or hydrothorax (i.e., fluid in the chest) and/or breathing
difficulties; change in blood volume, increased blood viscosity
due to hemoconcentration, coagulation abnormalities, and
diminished kidney perfusion and function.
Medication side effect: Check this box if the medication
produced side effect(s) severe enough to necessitate the start
of a different ART procedure than the one originally planned, or
discontinuation of the originally planned ART procedure.
Anesthetic complication: Check this box if the patient
experienced complications from the anesthetic used during an
ART procedure. Common complications include nausea, sore
throat, dizziness, headache, and/or bruising or soreness
around the injection site (if applicable).
Psychological stress: Check this box if the patient was
treated by a mental health professional because of
psychological stress.
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Complications related to
ART (continued)
Death of patient: Check here if the patient’s death occurred
under circumstances that could be related to ART.
Other: Check this if the patient had a complication not fitting
into the categories above.
None: Check this box if no complications occurred.
Hospitalization related to a
complication:
6.5.4
Skip this entry if the patient did not experience any
complications. Otherwise, select the appropriate answer from
the drop-down list to indicate whether or not the
complication(s) resulted in a hospitalization.
Canceled Cycle Data
The last portion in the Medications/Complications screen pertains to Canceled Cycle
Data. Here you will indicate whether a cycle was canceled before oocyte retrieval.
Cycle canceled before
oocyte retrieval:
Date cycle canceled:
Select reason cycle was
canceled:
Click on either “Yes” or “No”. A canceled cycle is one in which
ovarian stimulation or monitoring has been carried out with the
intent of undergoing ART, but which did not proceed to oocyte
retrieval, or in the case of frozen embryo cycles, to the transfer
of embryos.
Enter the month, day, and year the cycle was canceled using
NASS date reporting conventions as indicated on the screen.
Select the one main reason for canceling the cycle from the
following choices in the drop-down list.
√ Note: You may include reasons for canceling a cycle that
involve the patient, donor, or a gestational carrier here.
Low ovarian response: Check with your ART program to
determine its guidelines for classifying a low ovarian response
to follicular stimulation
High ovarian response: Check with your ART program to
determine its guidelines for classifying a high ovarian response
to follicular stimulation
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Select reason cycle was
canceled (continued)
Failure to survive thaw: Select this reason if embryos
cryopreserved in a previous cycle did not survive the thawing
process for transfer during this cycle
Inadequate endometrial response: This reason should be
selected if the endometrium is not adequately prepared for
transfer of embryos.
Concurrent illness: This reason should be selected if the
patient, donor, or gestational carrier manifests an illness that
prevents her from continuing the cycle.
Withdrawal only for personal reasons: This reason should
be selected if the patient, donor, or gestational carrier
withdraws from treatment due to personal reasons related only
to psychological, financial, or family matters.
Unable to obtain sperm specimen: This reason should be
selected if the cycle was cancelled because the sperm
specimen was not obtained.
You will see the message below when you cancel a cycle. You do not need to answer
any further questions in the Retrieval/Manipulation, Transfer or Outcome screens.
Click OK if you have
completed the Demographics,
History, Treatment, and
Medications/Complications
screens.
By clicking on OK, Cycle Complete has been checked (as shown below).
Cycle Complete has been
automatically checked.
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6.6
The Retrieval/Manipulation Screen
The next screen collects data on retrieval and manipulation. As you can see from the
screen trail and the darkened tab, you are at the Retrieval/Manipulation screen.
The Retrieval/Manipulation screen is divided into the four following sections:
6.6.1
Patient Retrieval Data;
Donor Retrieval Data;
Semen Information; and
Manipulation Techniques.
Patient Retrieval Data
The Patient Retrieval Data Section will only appear if the patient is the oocyte/embryo
source, and if the oocyte/embryo state is fresh (as indicated in the Treatment screen).
Otherwise this section will be collapsed, and you should move directly to the next section.
Date patient oocyte
retrieval performed:
Number of patient oocytes
retrieved:
6.6.2
Record the date that oocytes were retrieved from the patient,
or when retrieval was attempted, whether successful or not,
using NASS date reporting conventions as indicated on the
screen. Oocyte retrieval is defined as a procedure to collect
the eggs contained within the ovarian follicles.
Record the number of oocytes retrieved from the patient. If
retrieval was attempted but not successful, record “0”.
Donor Retrieval Data
The Donor Retrieval Data Section will only appear if the donor is the oocyte/embryo
source and the oocyte/embryo state is fresh (as indicated in the Treatment screen). Otherwise
this section will be collapsed and you should move directly to the next section.
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Date donor oocyte
retrieval performed:
Number of donor oocytes
retrieved:
Were donor oocytes
shared with multiple
partners?
6.6.3
Record the date that oocytes were retrieved from the donor, or
when retrieval was attempted, whether successful or not, using
NASS date reporting conventions as indicated on the screen.
Oocyte retrieval is defined as a procedure to collect the eggs
contained within the ovarian follicles.
Record the number of oocytes retrieved from the donor. If
retrieval was attempted but not successful, record “0”.
√ Note: When oocytes are distributed to more than one patient,
record the total number of donor oocytes collected,
no matter how many of these oocytes were used for
the patient whose cycle is being reported.
Click on either “Yes” or “No” to indicate if oocytes collected
from the donor for use in this cycle were also shared with other
patients.
Semen Information
Source of semen used for
fertilization:
Use the drop-down list to select the source of semen used for
fertilization during this patient’s ART cycle.
Partner: Semen used to fertilize the oocytes is that of the
patient’s partner.
Donor: Semen used to fertilize the oocytes is that of a donor
(whether known or anonymous).
Mixed (donor and partner): Semen from both the patient’s
partner and a donor are used to fertilize the oocytes.
Unknown because embryos thawed from previous cycle:
This response should only be selected for frozen cycles where
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Source of semen used for
fertilization (continued)
Choose the method for
obtaining semen:
the record does not provide the semen source. If the semen
source is known in a frozen cycle, it should be recorded in the
appropriate category above.
Use the drop-down list to choose the method for obtaining
semen.
Ejaculation: Sperm is collected from a semen sample
obtained by ejaculation. Ejaculation is the release of semen
from the penis during orgasm.
Epididymal aspiration: This is a technique in which sperm is
aspirated and sampled percutaneously from the epididymis.
Testicular biopsy: Sperm are obtained from a biopsy of
seminiferous tubules.
Electroejaculation: This procedure is used in men who have
a neurologic ejaculatory disorder, such as spinal cord injury or
psychogenic anejaculation, without mechanical obstruction of
the excurrent ductal system. This procedure involves the use
of electricity to directly stimulate the ejaculatory organs.
Retrograde ejaculation: Ejaculation in which semen travels
up the urethra towards the bladder instead of to the outside of
the body. Sperm can be collected directly from the bladder or
from voided urine.
Unknown because embryos thawed from previous cycle:
This response should only be selected for frozen cycles where
the record does not show how the semen was collected. If the
method of semen collection is known in a frozen cycle, it
should be recorded in the appropriate category above.
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6.6.4
Manipulation Techniques
Intracytoplasmic sperm
injection (ICSI) performed
on oocytes:
ICSI is the placement of a single sperm into the cytoplasm of
an oocyte by micro-operative techniques. Use the drop-down
list to select whether ICSI was performed on oocytes for this
cycle.
Yes: ICSI was performed on some or all of the oocytes in this
cycle.
No: ICSI was not performed on any oocytes in this cycle.
Unknown because embryos thawed from previous cycle:
This response should only be selected for frozen cycles where
the record does not show whether ICSI was performed on the
oocytes. If you are able to look up this information, it should be
recorded in the appropriate category above.
Assisted hatching
performed on embryos:
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Assisted hatching is a micromanipulation technique that
involves making a small opening in the zona wall of the embryo
in an effort to enhance implantation. Various methods of
assisted hatching have been utilized including chemical, laser,
and mechanical methods. Use the drop-down list to select
whether assisted hatching was performed on embryos in this
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cycle.
Assisted hatching
performed on embryos
(continued)
Pre-implantation genetic
diagnosis (PGD)
performed on embryos:
Yes: Assisted hatching was performed on some or all embryos
transferred in this cycle.
No: Assisted hatching was not performed on any embryos
transferred in this cycle.
Pre-implantation genetic diagnosis is a means to genetically
analyze a single cell from a 6- to 8-cell embryo (or the polar
body from an oocyte) to determine if it is free of select genetic
mutations or chromosomal abnormalities. This is performed
prior to transfer. Use the drop-down list to select whether PGD
was performed during this cycle.
√ Note: Include PGD performed on oocytes (i.e., polar bodies)
along with any embryo PGD.
Yes: PGD was performed on some or all embryos transferred
in this cycle.
No: PGD was not performed on any embryos transferred in
this cycle.
PGD Reason (Select all
that apply):
Unknown because embryos thawed from previous cycle:
This should only be selected for frozen cycles where the record
does not show whether PGD was performed on the embryos.
If PGD was performed on thawed embryos, or if you are able to
look up this information in a past cycle record, it should be
recorded in the appropriate category above.
Select all of the reasons for which PGD was performed. If
“Unknown” was checked for “PGD performed on embryos”,
then no reason should be specified.
PGD for prevention of genetic disorders: PGD was
performed to prevent the transfer of an embryo carrying the
gene for a severe genetic disorder (e.g., cystic fibrosis, x-linked
muscular dystrophy, sickle cell anemia, Tay-Sachs, Marfan’s).
PGD screening of embryos for aneuploidy: Aneuploidy is a
condition in which there is an abnormal number of
chromosomes, whether fewer as in Turner syndrome, or more
as in Down syndrome.
Other PGD: PGD was performed for some other reason.
Unknown: The reason PGD was performed is unknown (or not
recorded). If this box is checked, none of the other reason
choices should be selected.
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6.7
The Transfer Screen
The next section is the Transfer screen. The Transfer screen asks a series of questions
about the transfer of embryos or oocytes. As you can see from the screen trail and the
darkened tab, you are at the Transfer screen.
The Transfer screen is divided into the following five sections:
6.7.1
General Transfer Information;
Embryos Thawed;
Uterine Transfers;
Cryopreservation; and
Fallopian Tube Transfers.
General Transfer Information
The General Transfer Information Section will only appear if the oocyte/embryo state is
fresh and the number of oocytes retrieved is at least one or if the oocyte/embryo state is frozen.
Otherwise the section will be collapsed and you should move to the next section to mark the
cycle as complete. (Note that if Transfer screen sections are collapsed, then the Outcome
screen sections remain collapsed, with the exception of the Cycle Complete Section, which is
available.)
Transfer of embryos or
oocytes attempted even if
no embryos transferred:
Date of transfer:
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Click on either “Yes” or “No” to indicate if transfer was
attempted.
Enter the date of transfer or attempted transfer using the
NASS date reporting convention as shown on the screen.
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6.7.2
Embryos Thawed
The Embryo Thawed Section will only appear if the oocyte/embryo state is frozen.
Otherwise the section will be collapsed and you should move to the next section.
Number of embryos
THAWED with intent to
transfer:
6.7.3
Record the total number of embryos that were thawed with the
intent to transfer to the patient’s uterus or fallopian tubes.
Uterine Transfers
The Uterine Transfer Section will only appear if the intended transfer method is IVF and
a transfer was attempted. Otherwise, the section will be collapsed and you should move to the
next section.
Number of FRESH
embryos transferred to
uterus:
Number of THAWED
embryos transferred to
uterus:
Enter the number of fresh embryos transferred to the uterus
via transcervical transfer (IVF), or “0” to indicate that none
were successfully transferred. Leave this variable blank
ONLY if the transfer of fresh embryos to the uterus was not
attempted.
Enter the number of thawed embryos transferred to the uterus
via transcervical transfer, or “0” to indicate that none were
successfully transferred. Leave this variable blank ONLY if
the transfer of thawed embryos to the uterus was not
attempted.
√ Note: This number should include both thawed patient and
thawed donor embryos.
6.7.4
Cryopreservation
The Cryopreservation Section (next page) will be collapsed if the only intended transfer
method is GIFT. Otherwise it is available for data entry.
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Number of FRESH
embryos cryopreserved:
Number of THAWED
embryos cryopreserved
(re-frozen):
6.7.5
Enter the number of fresh embryos that were cryopreserved
(frozen), or “0” to indicate none.
Enter the number of embryos that were re-frozen (after thawing
for this cycle), or “0” to indicate none.
Fallopian Tube Transfers
The Fallopian Tube Transfer Section will only appear if the intended transfer method is
GIFT, ZIFT or TET and the transfer was attempted. Otherwise the section will be collapsed and
you should move to the next section.
Number of OOCYTES:
FRESH Transfers to
Fallopian Tubes:
Number of EMBRYOS:
FRESH Transfers to
Fallopian Tubes:
Fresh oocytes are transferred to fallopian tubes when GIFT is
chosen as the transfer method. Enter the number of fresh
oocytes transferred, or “0” to indicate that none were
successfully transferred. Do not leave this variable blank if the
transfer of fresh oocytes to the fallopian tubes was attempted.
Enter the number of fresh embryos transferred to the fallopian
tubes, or “0” to indicate that none were successfully
transferred. Do not leave this variable blank if the transfer of
fresh embryos to the fallopian tubes was attempted.
√ Note: Include the number of zygotes transferred to fallopian
tubes if zygote intrafallopian transfer (ZIFT) was the
method of transfer for this cycle. Record the number
of early stage embryos transferred if tubal embryo
transfer (TET) was used in this cycle.
Number of EMBRYOS:
THAWED Transfers to
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Enter the number of thawed embryos transferred to the
fallopian tubes, or “0” to indicate that none were successfully
transferred.
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Fallopian Tubes:
Number of EMBRYOS:
THAWED Transfers to
Fallopian Tubes
(continued)
6.8
√ Note: Include the number of thawed zygotes transferred to
fallopian tubes if zygote intrafallopian transfer (ZIFT)
was the method of transfer for this cycle. Also include
any zygotes that were produced from thawed oocytes
and sperm. Record the number of thawed early stage
embryos transferred if tubal embryo transfer (TET)
was used in this cycle
The Outcome Screen
As you can see from the screen trail and the darkened tab, you are at the Outcome
screen. The Outcome screen is divided into the following four sections:
6.8.1
Treatment Outcome;
Pregnancy Outcome;
Birth Section; and
Cycle Complete
Treatment Outcome
Outcome of treatment
cycle:
From the drop-down list, select the one appropriate outcome of
this treatment cycle.
Not pregnant: No indication of pregnancy from either BetahCG or ultrasound.
Biochemical only: Select this response if the patient’s serum
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Outcome of treatment
cycle (continued)
pregnancy test (Beta-hCG) result was positive without
ultrasound confirmation of a gestational sac within the uterus,
and without diagnosis of an ectopic pregnancy.
Ectopic: Select this response if a pregnancy was confirmed in
which the fertilized oocyte implanted outside the uterine cavity.
Ectopic pregnancies can be diagnosed either through an
ultrasound that confirmed the gestational sac(s) outside the
uterus, or by high serial serum Beta-hCG values in the
absence of intrauterine gestation (i.e., Beta-hCG levels are
indicative of ectopic pregnancy rather than early biochemical
pregnancy).
Clinical intrauterine gestation: Select this response when an
ultrasound confirms the presence of a gestational sac within
the uterus. In the case of missing ultrasound data, this may be
confirmed by documented occurrence of a birth, spontaneous
abortion, or induced abortion. Ectopic pregnancies should not
be counted here.
√ Note: Clinical pregnancies include all gestational sacs
regardless of whether or not a heartbeat is
observed or a fetal pole is established.
Heterotopic: This response should be selected in cases of a
clinical intrauterine gestation in combination with an ectopic
pregnancy.
Unknown: Select this response only if the patient was lost to
followup.
If pregnant, was
ultrasound performed:
Date ultrasound with max.
number of fetal hearts
observed:
Maximum fetal hearts on
ultrasound prior to
reduction, if any:
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Click on either “Yes” or “No” to indicate if an ultrasound was
performed.
Enter the earliest date that the maximum number of fetal hearts
were detected on ultrasound using NASS date reporting
conventions as indicated on the screen.
Record the highest number of fetal hearts noted during
ultrasounds after the date of transfer. If the number of fetuses
was reduced, record the highest number of fetal hearts
observed on ultrasound before the number of fetuses was
reduced.
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6.8.2
Pregnancy Outcome
Outcome of pregnancy:
Select the appropriate outcome from the drop-down list. In the
case of a multiple birth event with a combination of live born
with any other outcome (e.g., one twin stillborn, one twin live
born) select “Live birth”.
Live birth: A live birth includes a birth (delivery) in which at
least one fetus showed signs of life after the complete
expulsion or extraction from its mother. Signs of life include
breathing (not fleeting gasps), beating of the heart (not
transient cardiac contractions), pulsation of the umbilical cord,
or definite movement of the voluntary muscles. Any birth event
in which an infant shows signs of life should be counted as a
live birth, regardless of gestational age at birth.
Stillbirth: For pregnancies achieved by using ART, stillbirth is
defined as occurring at 18 weeks or later from the date of
transfer, in which no fetus showed signs of life after the
complete expulsion or extraction from the mother.
Spontaneous abortion (Miscarriage): For pregnancies
achieved by using ART, a spontaneous abortion is defined as
a clinical pregnancy ending in spontaneous loss of the entire
pregnancy prior to completion of 18 weeks from the date of
transfer.
Induced abortion: This is defined as an operative procedure
to electively terminate the entire pregnancy (no gestational age
limit).
Maternal death prior to birth: If one or more infants can be
classified as a live birth (i.e., the physician was able to extract
a live infant from the deceased mother), then record the
outcome as Live birth.
Outcome unknown: Select this choice if the patient was lost
to follow-up before the pregnancy outcome was reported.
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Date of pregnancy
outcome:
Source of information
confirming pregnancy
outcome:
Enter the date of the pregnancy outcome using NASS date
reporting conventions as indicated on the screen. In cases of
more than one birth during a single pregnancy that spans more
than one date, enter the birth for the first live-born infant.
From the drop-down list, choose the source of information for
outcome of pregnancy.
√ Note: A birth certificate, birth announcement, or letter from
the patient, physician, or the hospital in which the
outcome occurred would be classified as valid written
documents.
For each birth reported to the surveillance system, the clinic
should retain evidence of the birth in the patient’s medical
record. If the reporting of a birth and supplemental data
pertaining to that birth is based on an oral communication from
either the patient or her obstetric provider, that information
should be recorded in ink in the patient’s medical record and
signed by a licensed medical provider. Clinics that use
electronic medical records or clinics that have records that are
stored offsite should also record information in an onsite
patient medical record with a notation of where they obtained
the information.
Verbal confirmation, patient: The patient only reported the
pregnancy outcome verbally.
Written confirmation, patient: The patient submitted a written
document confirming the pregnancy outcome.
Verbal confirmation, physician or hospital: The pregnancy
outcome was reported verbally by the patient’s attending
physician or the hospital in which the outcome occurred.
Written confirmation, physician or hospital: The attending
physician or hospital submitted a written document confirming
the pregnancy outcome.
Number of infants born:
6.8.3
The number of infants born should include the total number of
live born and stillborn infants.
Birth Section
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If the number of infants born is “0”, as in the example on the screen on the previous
page, the Birth Section will be closed with the message “No births currently reported for this
cycle”. However, if one or more infants are reported born, the Birth Section will be open and
allow you to report on each infant born.
Birth #:
Birth Outcome:
This item will be pre-filled with a consecutive number of infants
born, matching the number entered into “Number of infants
born”.
Using the drop-down list, select a choice for each birth
outcome.
Live birth: A live birth is a birth (delivery) in which the
fetus showed signs of life after the complete expulsion
or extraction from its mother, regardless of gestational
age at birth. Signs of life include breathing (not fleeting
gasps), beating of the heart (not transient cardiac
contractions), pulsation of the umbilical cord, or definite
movement of the voluntary muscles.
Stillbirth: For pregnancies achieved by using ART,
stillbirth is defined as occurring at 18 weeks or later
from the date of transfer, in which the fetus showed no
sign of life after the complete expulsion or extraction
from the mother.
Gender:
Birth Weight:
Unknown: Select this choice if the birth outcome is
unknown for an infant reported in the birth event.
Using the drop-down list, select “Male”, “Female”, or “Don’t
know” for each infant included in the birth event.
If unknown, check “Weight unknown” for each infant born. If
known, enter either pounds and ounces, or only grams for
each infant born.
Do not attempt to convert weight
measurements to other units (e.g., grams to ounces).
√ Note: In the case of a multiple birth event, do not attempt to
convert the weights of infants to the same unit(s). For
example, if the weight for one twin was reported as
grams, and the other twin’s weight was reported in
pounds and ounces, enter the respective weight
measurements as is, for each infant.
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If you want to update information about a live birth after you have initially saved the
data, click on the Birth # button and update the information.
Click here to add or
correct information
about a birth.
Upon clicking on the Birth #, the Birth Section for that infant will open and allow you to
add or correct information about the birth.
6.8.4
Cycle Complete Section
If you have entered data for all the tabs, you should click on the box in this section.
Remember, since you can enter data using the tabs out of sequence, you may not have
completed filling in all the data for this patient’s cycle.
Click here if data entry is
complete for the patient cycle.
A checkmark will appear next to this cycle on the Update/Add Cycle screen for this
patient (see below). Please note that Edit Reports can only be generated on cycles that you
have marked as complete.
A checkmark will appear to
indicate data entry is complete
for this patient and cycle.
6.8.5
Where to Go Next?
After completing a cycle or entering data through the end of the Outcome screen, you
have the following options as to what to do next.
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Previous Screen: If you want to go back to the previous screen, click on this button and
the information you entered on this screen will be saved and you will move to the previous
screen.
Save Data: By clicking on the Save Data button, the information on the screen will be
saved and you will move to the top of the Outcome screen. From there you can move to another
tab.
Select Another Cycle for Same Patient: You will move to the Update/Add Cycle
screen by clicking on this button. At that point, you can add a new cycle for that patient. The
data entered on the Outcome screen will be saved.
Select Different Patient: You will move to the Select/Add Patient screen by clicking on
this button. The data entered on the Outcome screen will be saved.
Log Off NASS: You will log off of NASS by clicking on this button. You will see a
screen asking you to confirm that you want to exit NASS. Click on the OK button. At that point
you will have to log back in to begin using the system again.
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7. Importing/Exporting Data
7.1
About This Chapter
This chapter explains how to:
7.2
Export to NPL; and
Import to NASS.
Exporting to NPL
The following are instructions on how to Export to the NASS Patient Link (NPL)
application. Due to confidentiality issues, NASS does not allow for information such as patient
name, Social Security Number, medical record number or other identifying information to be
entered. NPL is an application that enables patient information collected in NASS to be
associated with patient identifying information on the clinic’s computers. Please note that the
NPL application does not have to be used if your clinic has some other system in place to link
NASS Patient IDs to patient identifying information. However, this linkage is essential for
validation purposes.
The NASS Patient Link (NPL) application must be installed locally before exporting
patient data. This installation only needs to be done once. Directions for installing the NPL
application can be found in the NPL User’s Manual, located under the User’s Manual menu
choice on the left-hand side of the screen. Quick start step-by-step installation instructions are
also available on a leaflet inside the front cover of the NPL installation CD jewel case.
Click here to display the NPL
User’s Manual.
Once you have installed the NPL application, you may proceed with the following steps.
1. Log in to the NASS website.
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2. Click on the Exporting/Importing menu choice on the left-hand side of the
screen.
3. Click on the sub-menu choice Export to NPL.
Click here to display directions
to export to NPL.
4. The following set of instructions will be displayed. Click on the Proceed
button at the bottom of the instructions.
Click here to
proceed.
5. Click Save on the File Download information box.
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Click here to save.
6. In the Save As dialogue box, use the Save in: drop-down to find the
following directory: C:\NASSPatientLink\Import\. Please note that this
directory was created at the time you installed the NPL application locally.
7. Do not change the file name (NASSImportData.txt). Click on Save.
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Do not change the file
name.
Click on Save
button.
Click on Yes.
If this is the first time you are exporting data to NPL, you will not see the
message above. If you have previously exported data to NPL, click “Yes”.
Your data have now been exported to your local drive and are ready to be imported into
NPL. For instructions on how to import NASS data into NPL, go to Section 4.2 of the NPL
User’s Manual.
7.3
Import to NASS
For instructions on creating import files and sending the files to Westat, go to the NASS
Import User’s Manual. This manual can be found at the sub-menu under User’s Manual.
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8. Reports
8.1
About This Chapter
This chapter explains how to select and produce reports available in NASS. These
reports are intended to assist you in preparing for the submission of the annual report. The three
currently available reports are:
A list of all patients with a cycle record added during the reporting year.
A list of all variables entered for a specific patient and cycle.
A list of all variables entered for the Clinic profile by reporting year.
To access the report function, click on Reports from the menu on the left-hand side of
the screen.
Click Reports to display a
list of reports.
There is a Report Title and Report Description to assist you in selecting the report you
wish to produce.
Click on the desired
report number to
display options for that
report.
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8.2
Reports
8.2.1
Report-001: All Cycles Added During Reporting Year
This report generates a hard copy document of all patient cycles added during a
specified reporting year. This report may be helpful in determining which cycles are awaiting
further data entry (i.e. ‘Open” cycles). After clicking on “Report-001”, the following report
options will display:
Use the drop down boxes to create the report desired.
1) Select the reporting year.
2) Select whether you want a report of patients only with an “Open” or “Completed”
cycle, or select “All” to include every cycle.
3) The report can be sorted by “NASS Patient ID” or “Date Cycle Started”.
4) Select either “PDF”, “RTF”, “HTML”, or “EXCEL” for the Output Format. The RTF file
will create a Word Document and EXCEL will create an Excel document. PDF and
HTML can be saved as separate documents. For illustrated instructions on how to
create reports in these different formats, see Section 8.3.
Click on
.
A report like the one below will be generated based on the specifications you
entered for the report.
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8.2.2
Report-002: Variables for a Patient and Cycle
This report generates a hard copy document of all the responses entered for a specific
patient for a specific cycle. The report may be useful in reconciling inconsistent data or as a
quality control check between NASS cycle data and cycle data contained in your medical
records. After clicking on “Report-002”, the following report options will display:
Use the drop-down boxes to create the desired report.
1)
Select the reporting year.
2)
Select the NASS Patient ID from the list of all patients in the reporting year.
3)
Enter the Cycle Number.
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4)
Select either “PDF”, “RTF”, “HTML”, or “EXCEL” for the Output Format. For
illustrated instructions on how to create reports in these different formats, see
Section 8.3.
Click on
.
A report like the one below will be generated based on the specifications you entered for
the report. The report will show the Data Element (i.e., question) and the response. If you
chose to generate the report in PDF format, you can move quickly to a specific variable by
utilizing the Bookmarks on the left-hand side of the screen.
Click on a Specific Data
Element to move quickly
to that response.
Listing of Data
Elements and
responses.
8.2.3
Report-003: Clinic Profile Variables
This report generates a hard copy document of the information entered on the Clinic
Profile screens, including full address information and information on key personnel. After
clicking on “Report-003”, the following report options will display:
Use the drop-down boxes to create the desired report.
1)
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2)
Select either “PDF”, “RTF”, “HTML”, or “EXCEL” for the Output Format. For
illustrated instructions on how to create reports in these different formats,
see Section 8.3.
Click on
.
A report like the one below will be generated based on the specifications you entered for
the report. The report will show the Data Element (i.e., question) and the response. If you
chose to generate the report in PDF, you can move quickly to a specific variable by utilizing
the Bookmarks on the left-hand side of the screen.
Listing of Data
Elements and
responses.
Click on a Specific Data
Element to move quickly to that
response.
8.3
8.3.1
Output Format Options
PDF Format
If you choose to generate a report in PDF format, you will see the following instruction
after clicking on the Generate Report button:
Click here
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If you see a blank page, click on the Refresh button (pictured below), which can be
found in the Internet Explorer menu bar:
Click here to Refresh.
Depending on your browser security settings, you may get the message below. It is
OK to click Yes.
Click Yes to display the
report.
The report will display in the Internet Explorer window as an Adobe Acrobat file. You
can then either print or save the report (or both) using the Internet Explorer menu or the Adobe
Acrobat toolbar. To return to NASS, you must use the back button in the upper left-hand corner
of the screen (shown below).
Click here to return to
NASS.
8.3.2
RTF Format
If you choose to generate a report in RTF format, you will see the following warning
twice after you click on the Generate Report button:
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Click the Open button
You may then see the following message box:
Click OK to display the
report.
The report will be opened in Microsoft Word, from which you can either print or save.
8.3.3
HTML Format
If you choose to generate a report in HTML format, the report will display in the Internet
Explorer window after clicking on the Generate Report button. You can then either print or save
the report (or both) using the Internet Explorer menu. To return to NASS, you must use the
back button in the upper left-hand corner of the screen (shown below).
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Click here to return to
NASS.
8.3.4
Excel Format
If you choose to generate a report in Excel format, you may see the following warning
twice after you click on the Generate Report button:
Click Open to display the
report.
The report will be opened in Microsoft Excel, from which you can either print or save.
8.4
Additional Reports
Over time, additional reports will be created to help with the reporting process. Any new
reports will be announced in the “What’s New in NASS” menu.
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APPENDIX A.
NASS-Compatible Computer Software and Hardware
Computer Specification Category
Minimum Configuration Requirements
Computer Equipment
Personal computer using an 800 MHz
processor or higher for NASS, and CD
reader if using the NASS Patient Link (NPL)
application
Operating System
Microsoft Windows 2000 or Microsoft
Windows XP
RAM
256 MB or higher
Disk Space
NASS: none (web-based)
NPL application: 7 MGs for the initial
download of system, and a projected 25 MGs
for database growth over five years
Optimal: high speed Internet connection (TI,
DSL, cable)
Internet Connection
Alternative: 56 KB or higher modem
connection
*
Web Browser
Internet Explorer 6 Service Pack 1 (SP1) with
128 bit encryption.*
Adobe Acrobat Reader
Most documents will be available from NASS
in Adobe Portable Document Format (PDF).
To view and print these documents, you will
need Adobe Acrobat Reader 5.0 or higher.**
Screen Resolution
The system was developed for an 800X600
screen resolution. If using a higher screen
resolution, NASS screens may not use the
entire screen.
Internet Explorer 6 SP1 can be downloaded for free from Microsoft Download Center at
http://www.microsoft.com/downloads. Explorer 6 SP1 should be listed under “Most Popular
Downloads”. If it is not listed, you can search by choosing “Internet Explorer” in the
Product/Technology drop-down list. Note that you may lose NASS functionality with other
web browsers.
** Adobe
Acrobat
Reader
can
be
downloaded
http://www.adobe.com/products/acrobat/readstep2.html.
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free
from
the
website
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ENABLING COOKIES AND JAVASCRIPT
To view the website the browser needs to be set to accept cookies and enable JavaScript.
Cookies are small pieces of information that a website puts on your hard disk to remember
something about you at a later time. JavaScript is a technology built into a browser that allows
validating the data entered.
To turn on cookies follow these steps:
1) Open Internet Explorer
2) Click Tools, and then click Internet Options.
3) In the Internet Options dialog box, Click the Privacy tab.
4) a) Select a security level of Medium or lower or, b) Click Advanced, and enable
Accept First-Party and Accept Third-Party Cookies
To enable JavaScript follow these steps:
1) Open Internet Explorer.
2) Click Tools, and then click Internet Options.
3) In the Internet Options dialog box select the Security tab.
4) Click Custom Level button at bottom. The Security Settings dialog box will pop up.
5) Scroll down until you reach the Scripting category. Under Scripting category enable
the following: Active Scripting, Allow paste options via script and Scripting of Java
applets.
6) Click OK twice to close out.
7) Hit Refresh.
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| File Type | application/pdf |
| Author | Dannie Ameti |
| File Modified | 2009-02-02 |
| File Created | 2005-06-10 |