Navigating downtime as a cardiac data abstractor: ensuring data quality and registry submission

Electronic medical records (EMRs) have become foundational to healthcare, improving communication, data access, and patient outcomes. However, increasing reliance on EMR's has increased vulnerabitlity during downtime. In paediatric cardiac care, where patients require highly specialized, multidisciplinary treatment, the absence of a functional EMR significantly disrupts documentation workflows and threatens the accuracy of data submitted to national cardiac registries including the Paediatric Cardiac Critical Care Consortium and the Society of Thoracic Surgeons.

This article examines the impact of an unexpected 27-day complete EMR downtime followed by a 10-day partial downtime, where a data abstraction team manually managed data for 123 unique cardiac patient encounters totalling 762 patient days at a paediatric heart centre and the response of the cardiac data abstraction team. We describe how the team adapted its abstraction process during the downtime, used collaborative strategies, enhanced paper tracking, and proactively communicated to maintain data integrity. Efforts were grounded in a deep understanding of paediatric registry metrics and submission requirements.

Despite significant workflow disruptions, the team was able to preserve data accuracy and meet registry deadlines by identifying documentation gaps, supplementing data from paper records, and coordinating with frontline providers. The event revealed key vulnerabilities in downtime preparedness but also demonstrated the value of dedicated data abstractors in ensuring continuity of quality reporting.

Downtime events highlight the critical role of data abstractors and the need for institutional planning and registry-level guidance. Developing robust downtime protocols and embedding abstraction-aware workflows can mitigate documentation risks and protect data quality, ultimately supporting improved outcomes for paediatric cardiac patients.