Data Manager Guidance
Advances in Quality Outcomes: A Data Managers Meeting
AQO 2025 will offer a unique opportunity to explore techniques for optimizing data collection using case scenarios and driving quality improvement. Head for San Antonio this September to attend the premier gathering of STS National Database professionals as they share valuable research and important clinical findings with hundreds of peers. Learn more here.
Data Manager Collaborative
This program (formerly the Data Manager Mentorship Program) pairs data managers who are seeking advice related to data abstraction. After submitting a sign-up form, you will be matched based on registry type, STS-certified software vendor, and other factors. STS will share your contact information with other data manager(s) to facilitate an ongoing professional relationship. Learn more and sign up.
If you have questions about the program, contact the STS Database Operations Team.
Regional Groups
STS National Database regional groups offer a collaborative networking environment for peer-to-peer support and non-clinical guidance related to data abstraction. Learn more.
STS National Database News
This monthly e-newsletter offers news and updates about the STS National Database. STS data managers and surgeon participants receive a free subscription, which includes updates for each registry in which they participate. Do you have colleagues who should be receiving STS National Database News? Or would you like to receive a copy? Fill out this form to be added to the mailing list for future issues.
Clinical Question Request Form
Are you struggling with a clinical question regarding data abstraction? Fill out the Clinical Question Request Form and get a response within 30 days.
Contact and Support
STS is available to help you with questions regarding the STS National Database.
If you have specific questions regarding the platform or participant reports, contact the STS National Database helpdesk. You will receive a helpdesk ticket, and STS will aim to follow up with you within 2 business days. Note: Heavy call and email volumes are anticipated as harvest deadlines approach. We appreciate your patience.
For general questions (like invoicing, updating contacts, or harvest schedules), contact the STS National Database staff team. For public reporting questions, contact STS Public Reporting.
Essential Forms and Resources
- Database participant role descriptions
- Database participant and platform roles
- Participant contact form
- Schedule A
- Schedule B
- Database software and vendors
- STS National Database audits (login required)
- List of mortality status fields
- STS/IQVIA uploader instructions
- Minor data requests for quality improvement
- 2025 Adult Cardiac Data Manager Survey
- 2025 Congenital Data Manager Survey
- 2025 General Thoracic Data Manager Survey
- 2025 Intermacs Data Manager Survey
How-To Videos
Adult Cardiac Surgery Database
The ACSD data collection forms and training manual require a participant login. (If you need assistance with your login credentials, contact STS Member services.)
- ACSD 2025 Harvest 2 Multiplier Table
- ACSD 2025 Harvest 1 Multiplier Table
- ACSD 2024 Harvest 4 Multiplier Table
- ACSD 2024 Harvest 3 Multiplier Table
- ACSD 2024 Harvest 2 Multiplier Table
- ACSD 2024 Harvest 1 Multiplier Table
- ACSD 2023 Harvest 4 Multiplier Table
- ACSD 2023 Harvest 3 Multiplier Table
- ACSD 2023 Harvest 2 Multiplier Table
- ACSD 2023 Harvest 1 Multiplier Table
- ACSD 2022 Harvest 4 Multiplier Table
- ACSD 2022 Harvest 3 Multiplier Table
- ACSD 2022 Harvest 2 Multiplier Table
- ACSD 2022 Harvest 1 Multiplier Table
- ACSD 2021 Harvest 4 Multiplier Table
- ACSD 2021 Harvest 3 Multiplier Table
- ACSD 2021 Harvest 2 Multiplier Table
- ACSD 2021 Harvest 1 Multiplier Table
- ACSD 2020 Harvest 4 Multiplier Table
- ACSD 2020 Harvest 3 Multiplier Table
- ACSD 2020 Harvest 1 Multiplier Table
Note: If you have changed software vendors since you last harvested data to the STS Data Warehouse, or if your 10-digit Hospital NPI number or Hospital Name has changed, complete the Participant Contact Form to make these updates prior to your data submission. Or complete the harvest opt-out form, if necessary.
2024 Harvest
| Term | Harvest Submission Window Close | Opt-Out Date | Includes Procedures Performed Through: | Report Posting | Comments |
|---|---|---|---|---|---|
| Harvest 1 | 2/23/2024 | 2/27/2024 | 12/31/2023 | Spring 2024 | Star Rating |
| Harvest 2 | 6/7/2024 | 6/11/2024 | 3/31/2024 | Summer 2024 | |
| Harvest 3 | 10/4/2024 | 10/8/2024 | 6/30/2024 | Fall 2024 | Star Rating |
| Harvest 4 | 11/22/2024 | 11/26/2024 | 9/30/2024 | Winter 2024 |
2025 Harvest
| Term | Harvest Submission Window Close | Opt-Out Date | Includes Procedures Performed Through: | Report Posting | Comments |
|---|---|---|---|---|---|
| Harvest 1 | 2/21/2025 | 2/25/2025 | 12/31/2024 | Spring 2025 | Star Rating |
| Harvest 2 | 5/23/2025 | 5/27/2025 | 3/31/2025 | Summer 2025 | |
| Harvest 3 | 8/22/2025 | 8/26/2025 | 6/30/2025 | Fall 2025 | Star Rating |
| Harvest 4 | 11/21/2025 | 11/25/2025 | 9/30/2025 | Winter 2025 | |
| Analysis for each harvest is based on a 36-month window. | |||||
Data Submission Open is continuous for all harvest terms. Submission Close occurs at 11:59 p.m. Eastern on the date listed.
Harvest Opt-Out closes at 5:00 p.m. Eastern on the date listed.
In highly extraordinary circumstances, adult cardiac index operations with rare co-morbidities that fall outside of the current STS risk models for benchmark operations may be performed by STS Database participants. If you believe a case meets exceptional risk criteria and would like it reviewed by the Exceptional Risk Exclusion Committee (EREC), complete this form prior to the date of surgery. STS will contact you or your data manager for specific case information and documentation to determine if the case meets the exclusion requirements. You will be notified of the final decision after the date of surgery. If the case is approved by the EREC as exceptional risk, the complete in-hospital and/or 30-day data including mortality information must still be submitted to the STS National Database, but it will be removed from outcome reporting.
Cases to be considered for exceptional risk include, but are not limited to, the following:
- Fourth-time or greater re-operative epicardial or intra-cardiac operations
- Hepatic cirrhosis with known portal hypertension manifested by clear varices or portal ultrasound
- Under active consideration/evaluation for liver or lung transplantation (being considered or listed for kidney transplantation is not an acceptable exclusion)
- Prior cardiac or lung transplantation
- More than one limb amputation (greater than phalanges)
- Prior pneumonectomy
- Implanted permanent mechanical circulatory support device (RVAD, LVAD, TAH)
The criteria for exceptional risk designation will evolve as risk models are modified for new and more frequent high-risk procedures. We expect exceptional risk cases to be rare, highly unusual, and infrequent.
STS will continue requiring Database participants to submit ALL cases to the STS National Database, including cases approved for exceptional risk. The approved exceptional risk cases will be flagged and removed from Database harvest analytics.
If you have questions, contact the STS National Database Team.
ACSD Webinars
ACSD Monthly Webinar
August 14 at 3 p.m. ET • 2 p.m. CT
Call In: 888-475-4499 or 312-626-6799
Webinar ID: 839 336 582
International Dial-in Numbers
ACSD Quality Improvement Webinar
August 20 at 3 p.m. ET • 2 p.m. CT
Canceled
ACSD Monthly Webinar
September 3 at 3 p.m. ET • 2 p.m. CT
Call In: 888-475-4499 or 312-626-6799
Webinar ID: 839 336 582
International Dial-in Numbers
Not receiving notices about weekly webinars? Add your name to the interest list.
General Thoracic Surgery Database
The GTSD data collection forms and training manual require a participant login. (If you need assistance with your login credentials, contact STS Member services.)
Note: If you have changed software vendors since you last harvested data to the STS Data Warehouse, or if your 10-digit Hospital NPI number or Hospital Name has changed, complete the Participant Contact Form to make these updates prior to your data submission. Or complete the harvest opt-out form, if necessary.
2024 Harvest
| Term |
Harvest Submission Window Close |
Opt-Out Date |
|
Report Posting |
Comments |
|---|---|---|---|---|---|
| Spring 2024 | 3/8/2024 |
3/12/2024 |
12/31/2023 | Summer 2024 |
Star Rating |
| Fall 2024 | 9/6/2024 |
9/10/2024 |
6/30/2024 | Winter 2024 | Star Rating |
2025 Harvest
| Term |
Harvest Submission Window Close |
Opt-Out Date |
|
Report Posting |
Comments |
|---|---|---|---|---|---|
| Spring 2025 | 3/7/2025 |
3/11/2025 |
12/31/2024 | Summer 2025 |
Star Rating |
| Fall 2025 | 9/5/2025 |
9/9/2025 |
6/30/2025 | Winter 2025 | Star Rating |
| Analysis for each harvest is based on a 36-month window. | |||||
Data Submission Open is continuous for all harvest terms. Data Submission Close occurs at 11:59 p.m. Eastern on the date listed.
GTSD Webinars
GTSD Quality Improvement Webinar
July 31 at 3 p.m. ET • 2 p.m. CT
Call In: 888-475-4499 or 312-626-6799
Webinar ID: 460 019 357
International Dial-in Numbers
GTSD Monthly Webinar
August 13 at 2:30 p.m. ET • 1:30 p.m. CT
Call In: 888-475-4499 or 312-626-6799
Webinar ID: 771 371 213
International Dial-in Numbers
GTSD Quality Improvement Webinar
August 28 at 3 p.m. ET • 2 p.m. CT
Call In: 888-475-4499 or 312-626-6799
Webinar ID: 460 019 357
International Dial-in Numbers
Not receiving notices about weekly webinars? Add your name to the interest list.
Congenital Heart Surgery Database
The CHSD data collection forms and training manual require a participant login. (If you need assistance with your login credentials, contact STS Member services.)
Note: If you have changed software vendors since you last harvested data to the STS Data Warehouse, or if your 10-digit Hospital NPI number or Hospital Name has changed, complete the Participant Contact Form to make these updates prior to your data submission. Or complete the harvest opt-out form, if necessary.
2024 Harvest
| Term | Harvest Submission Window Close | Opt-Out Date | Includes Procedures Performed Through: | Report Posting | Comments |
|---|---|---|---|---|---|
| Spring 2024 | 4/19/2024 | 4/23/2024 | 12/31/2023 | Summer 2024 | |
| Fall 2024 | 9/30/2024 | 10/4/2024 | 6/30/2024 | Winter 2024 |
2025 Harvest
| Term | Harvest Submission Window Close | Opt-Out Date | Includes Procedures Performed Through: | Report Posting | Comments |
|---|---|---|---|---|---|
| Spring 2025 | 4/11/2025 | 4/15/2025 | 12/31/2024 | Summer 2025 | |
| Fall 2025 | 9/26/2025 | 9/30/2025 | 6/30/2025 | Winter 2025 | |
| Analysis for each harvest is based on a 48-month window. | |||||
Data Submission Open is continuous for all harvest terms. Data Submission Close occurs at 11:59 p.m. Eastern on the date listed.
CHSD Webinars
CHSD Monthly Webinar
August 19 at 1 p.m. ET • 12 p.m. CT
Canceled
CHSD Monthly Webinar
September 16 at 1 p.m. ET • 12 p.m. CT
Call In: 888-475-4499 or 312-626-6799
Webinar ID: 394 740 549
International Dial-in Numbers
CHSD Monthly Webinar
October 21 at 1 p.m. ET • 12 p.m. CT
Call In: 888-475-4499 or 312-626-6799
Webinar ID: 394 740 549
International Dial-in Numbers
Not receiving notices about weekly webinars? Add your name to the interest list.
Intermacs Database
Intermacs Webinars
Intermacs User Group Call
July 30 at 2 p.m. ET • 1 p.m. CT
Call In: 888-475-4499 or 877-853-5257 or 312-626-6799
Meeting ID: 557 707 151
International Dial-in Numbers
Intermacs User Group Call
August 27 at 2 p.m. ET • 1 p.m. CT
Call In: 888-475-4499 or 877-853-5257 or 312-626-6799
Meeting ID: 557 707 151
International Dial-in Numbers
Intermacs User Group Call
September 24 at 2 p.m. ET • 1 p.m. CT
Canceled
Not receiving notices about weekly webinars? Add your name to the interest list.