How to Become a Participant

Steps to Participation in the STS National Database

STEP 1 - Complete an STS Participant Contact Form

Each potential participant will need to complete a Participant Contact Form and submit it to the STS. The Contact Form provides STS with basic demographic information for all individuals who will be involved in the database.

The information required on the Contact Form is as follows:

  1. Identification of the STS software vendor selected
  2. Identification and demographic information for:
  • Primary Data and File Manager
  • Backup Data and File Manager
  • Data Quality Report Recipient
  • National Report Recipient
  • Billing Contact
  • Contract Contact
  • Marketing Communications Contact
  • Surgeon Representative
  • Participant Surgeons

The Contact Form and a form describing the roles of all the parties can be accessed by clicking here.
Click here for the Anesthesiologist Participant Contact Form.

Once STS receives your Participant Contact Form, the Participation Agreement and Business Associate and Data Use Agreement will be sent to you.

Note for Current Participants: If you are already an active participant in the STS National Database and want to update your surgeon list, submit a Schedule A signature sheet along with the contact form above for each surgeon being added:

SCHEDULE A - SURGEON SIGNATURE SHEETS
SCHEDULE B - ANESTHESIOLOGIST SIGNATURE SHEETS

Adult Cardiac Surgery Database and/or Congenital Heart Surgery Database
SCHEDULE A - SURGEON SIGNATURE SHEET
Adult Cardiac Surgery Database Schedule A - Surgeon Signature Form

SCHEDULE B - ANESTHESIOLOGIST SIGNATURE SHEET
Adult Cardiac Surgery Database Schedule B - Anesthesiologist Signature Form and Contact Sheet

General Thoracic Surgery Database
SCHEDULE A - SURGEON SIGNATURE SHEET - Indicate "General Surgeon" for each general surgeon added.
General Thoracic Surgery Database Schedule A - Surgeon Signature Form

Congenital Heart Surgery Database
SCHEDULE A - SURGEON SIGNATURE SHEET
Congenital Heart Surgery Database Schedule A - Surgeon Signature Form
SCHEDULE B - ANESTHESIOLOGIST SIGNATURE SHEET
Congenital Heart Surgery Database Schedule B - Anesthesiologist Signature Form and Contact Sheet

STEP 2 - Complete the Participation Agreement and Business Associate Contract and Data Use Agreement

Once STS receives the Contact Form, the Participation Agreement, Business Associate Contract and Data Use Agreement along with instructions for completing each agreement will be sent to the Contract Contact you identified on the Participant Contact Form.

Click here for samples of completed agreements.

For additional assistance or to mail the executed agreements use the STS contact information below:

Gerry Tarafa
Operations Manager, STS National Database

The Society of Thoracic Surgeons
633 North Saint Clair Street, Floor 23
Chicago, IL 60611
Phone: 312/202-5858
Fax: 312/202-5867
gtarafa [at] sts [dot] org

Once the Agreements are fully executed, a five digit Participant ID # (PID) will be issued.

STEP 3 - Purchase STS Certified or Harvest Compliant Software

Each potential STS National Database participant will need to purchase commercial software in order to submit its surgical procedures to the STS data warehouse and analysis center, Duke Clinical Research Institute (DCRI).

The link below provides contact information for all the software vendors who offer STS Certified Software or STS Harvest Compliant Software for each of the three STS National Databases: Adult Cardiac Surgery Database, General Thoracic Surgery Database, and Congenital Heart Surgery Database.

Select the software vendor link on the right - hand side menu or by clicking here.

STEP 4 - Harvest Submission

Each of the three STS National Databases, Adult Cardiac Surgery Database, General Thoracic Surgery Database, and the Congenital Heart Surgery Database has its respective timeline for data harvests.

The links below provide a 2014 timeline for each of the three databases:
2014 Adult Cardiac Surgery Database Harvest Schedule
2014 General Thoracic Surgery Database Harvest Schedule
2014 Congenital Heart Surgery Database Harvest Schedule

The links below provide a 2013 timeline for each of the three databases:
2013 Adult Cardiac Surgery Database Harvest Schedule
2013 General Thoracic Surgery Database Harvest Schedule
2013 Congenital Heart Surgery Database Harvest Schedule

Once your data has been submitted to DCRI, a Data Quality Report (DQR) will be sent to the individual(s) identified as your DQR Recipient.

For any questions related to this report or your clinical data submission, please contact your respective Clinical Data Specialist at DCRI.

For the Adult Cardiac Surgery Database, the Clinical Data Specialists (CDS) at DCRI are assigned by state:
CDS Map - Adult Cardiac Surgery Database

Adult Cardiac Surgery Database:

  • Haywood A. Allen, Jr. - haywood [dot] allen [at] duke [dot] edu
  • Carol Elliott - carol [dot] elliott [at] duke [dot] edu
  • Grace Ryan - grace [dot] ryan [at] duke [dot] edu

General Thoracic Surgery Database and Congenital Heart Surgery Database (all states):

  • Leigh Ann Jones - leigh [dot] jones [at] duke [dot] edu - Primary CDS
  • Carol Elliott - carol [dot] elliott [at] duke [dot] edu - Backup CDS
  • Grace Ryan - grace [dot] ryan [at] duke [dot] edu - Backup CDS
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