Registry Submission Management Services
Every registry submission carries a deadline, a completeness threshold, and a set of validation rules that must be met before the data counts. Registry submission management is the work that happens between abstraction and final submission: catching flagged data elements, tracking every deadline across every registry a hospital participates in, and clearing backlogs before they put a quarter's data at risk. Clinical Registry Solutions provides registry submission management for hospitals that are running behind on deadlines, carrying open backlogs, or losing internal staff time to resubmissions. Our clinician-trained abstractors review, correct, and track submissions across 25+ registries so your data goes in accurate and on time.
across all registry programs
across the U.S. and Canada
NCDR, STS, MBSAQIP, and GWTG
How It Works
What Registry Submission Management Covers
Registry submission management sits between abstraction and the registry’s final acceptance of a case. It includes reviewing abstracted data against each registry’s completeness and accuracy thresholds, resolving flagged or conflicting data elements before they cause a rejection, tracking every submission deadline across every registry program a hospital participates in, and working through backlogged cases so a missed quarter does not turn into a missed year.
Hospitals that participate in multiple registries, such as NCDR, STS, GWTG, MBSAQIP, and NSQIP, are managing several deadline calendars and several sets of validation rules at once. Each registry defines its own data dictionary, its own thresholds for what counts as a complete or accurate case, and its own consequences for missing a cycle. Registry submission management keeps all of that organized so nothing slips through because two deadlines landed in the same week.
The Real Cost
What Happens Without Dedicated Submission Management
Registries run submitted data through automated quality checks before it is accepted. Cases that fail completeness or accuracy thresholds get flagged for correction, and if they are not resolved before the deadline, that quarter’s data may be excluded from benchmarking and quality reporting altogether.
For hospitals, that has real consequences. A missed submission window means a gap in the data used for national benchmarking, quality scorecards, and accreditation review. Repeated misses raise questions during audits and accreditation surveys. And every hour spent chasing a flagged case or resubmitting a rejected file is an hour not spent on new cases, which is often how backlogs start compounding in the first place.
Is your registry team spending more time on resubmissions than new abstraction? Clinical Registry Solutions can review flagged cases and clear backlogs before they affect your next submission cycle.
Why Clinical Registry Solutions
There are several companies offering outsourced registry submission support. The differences come down to accuracy, flexibility, registry breadth, and what kind of partner experience you get.
Clinical Registry Solutions maintains an Inter-Rater Reliability rate of 98.3% or higher across registry programs. That is not a claim, it is a benchmark we report and monitor continuously, including on the cases we review before submission. Most competitors either do not publish their IRR or report it at a lower threshold. For hospitals that need every submission to clear a registry's completeness and accuracy checks on the first pass, this number matters.
Every Clinical Registry Solutions abstractor is U.S.-based. Our team includes registered nurses and clinically experienced professionals trained on the specific validation rules for the registries they support. There is no offshore component. The people catching a flagged data element before your deadline understand the clinical context behind it, not just the field it belongs in.
Clinical Registry Solutions works within your existing EMR and registry platform setup. We do not require you to switch systems, adopt proprietary software, or integrate with a new platform before we can start tracking your deadlines. Whether you are using Epic, Cerner, Meditech, or another system, we work inside your environment.
Our submission management coverage spans cardiac, bariatric, surgical quality, cancer, pediatric cardiac, stroke, and more. If your hospital participates in multiple registries across different service lines, each with its own deadline calendar, Clinical Registry Solutions can track and manage all of them under one engagement, which simplifies vendor management and keeps every submission on the same quality standard.
Clinical Registry Solutions offers one-year agreements with 30- to 60-day cancellation terms. We do not require multi-year contracts with volume commitments. You can start with one registry's submission calendar, add programs as needed, and scale down if your situation changes. That is a meaningful difference from the large platform-based competitors that lock hospitals into long-term terms before they have seen results.
Most Clinical Registry Solutions engagements go live within days, not months. There is no technology implementation timeline standing between signing and getting your deadline calendar under control. We get trained on your registry programs, map every upcoming submission date, and start reviewing cases.
Registries We Support
CRS provides registry submission management services across more than 25+ specialty registries. The following service lines each have dedicated registry support pages with program–specific details:Â
ACC NCDR®, STS, GWTG
MBSAQIP
SEER, NCDB, CIBMTR, others
PC4, PAC3, NPC-QIC, STS Congenital
ACS NSQIP, Pediatric NSQIP, surgical registries
GWTG Stroke, GWTG CAD, vascular-specific registries
If your program participates in a registry not listed here, contact us. Our registry submission management services are not limited to the list above.Â
Participating in multiple registries with one stretched team?
How we fit
How CRS Fits Your Team
Clinical Registry Solutions built its submission management process around the specific validation rules and deadlines of each registry, not a generic quality check. Abstractors are clinician-trained and onshore, U.S.-based, so the same reviewers who understand registry-specific coding definitions are the ones catching errors before submission.
Clinical Registry Solutions maintains a validated Inter-Rater Reliability accuracy rate of 98.3% or higher across every registry program supported, and tracks submission deadlines across all 25+ registries a hospital may participate in, so nothing depends on one internal staff member’s calendar.
Engagements are platform agnostic, working inside existing EMR and registry systems, including Epic, Cerner, and Meditech, and most programs can be reviewed and onboarded within days rather than months.
Are submission deadlines landing faster than your team can clear flagged cases? Clinical Registry Solutions can take over readiness checks and deadline tracking so your next cycle goes in clean.
Areas We Serve
CRS provides registry submission management services across more than 25+ specialty registries across the U.S.
| Northeast | Southeast | Midwest | South | West |
|---|---|---|---|---|
| New York, NY Boston, MA Philadelphia, PA Baltimore, MD Pittsburgh, PA |
Atlanta, GA Charlotte, NC Nashville, TN Miami, FL Orlando, FL |
Chicago, IL Detroit, MI Cleveland, OH Minneapolis, MN St. Louis, MO |
Dallas, TX Houston, TX San Antonio, TX New Orleans, LA Oklahoma City, OK |
Los Angeles, CA Phoenix, AZ Seattle, WA Denver, CO Portland, OR |
Full-Service or Supplemental - How Clinical Registry Solutions Fits Your Team
| In-House Submission Management | Clinical Registry Solutions Submission Management | |
|---|---|---|
| Annual cost | $70,000-$150,000 (salary, benefits, overhead) | 30%+ lower - no benefits, no PTO, no turnover costs |
| Deadline tracking | Manually managed across each registry | Centralized tracking across all 25+ registries |
| Error resolution | Depends on staff bandwidth and turnover | Dedicated review before every submission cycle |
| Scalability | Add headcount to scale - slow, expensive | Scale up or down without adding FTEs |
| Registry coverage | Limited to what internal staff manage | 25+ registries across specialties |
| Turnover risk | High - deadline knowledge leaves with staff | No impact on your operations - Clinical Registry Solutions absorbs it |
| Platform | Uses your existing systems | Platform agnostic - works in your EMR and registry tools |
| Onboarding time | Weeks to months | Days |
| Contract flexibility | Permanent hire | 1-year agreement, 30-60 day cancellation |
What the Engagement Looks Like
Contact
You contact us and describe your registry program, which registries you submit to, your current deadline history, and where cases are getting flagged or delayed. This can be done in a 30-minute call.
Engagement Details
We map every registry deadline on your calendar, establish access protocols, and assign abstractors trained on your specific registry programs and validation rules.
Delivery
Clinical Registry Solutions monitors every upcoming deadline, resolves flagged cases before they become rejections, and scales support up or down as your submission volume changes.
Cost Comparison
We provide a cost comparison and proposed engagement structure. This is where most quality directors and registry managers see what missed deadlines and resubmissions are actually costing them in staff time.
Launch
Submission review begins. Most programs go live within days. You receive a consolidated deadline calendar and regular reporting on flagged cases, corrections, and submission status.
Frequently Asked Questions About Registry Submission Management
Clinical Registry Solutions reviews abstracted data against each registry's completeness and accuracy thresholds, resolves flagged or conflicting data elements, tracks every submission deadline across the registries you participate in, and clears existing backlogs. We also provide ongoing IRR monitoring and audit support tied to submission history.
Cases are reviewed by clinician-trained abstractors before they are submitted, checking for the same completeness, accuracy, and consistency issues that would otherwise cause a registry to flag or reject the case after the fact.
Yes. Backlog clearance is a reason hospitals bring us in. We can take on a backlog of unsubmitted or flagged cases while also managing your ongoing submission schedule.
Yes. Many hospitals use Clinical Registry Solutions to manage submission deadlines and last-mile QA while their internal team focuses on other abstraction work, or to cover a specific registry where deadlines are consistently tight.
Clinical Registry Solutions maintains a consolidated calendar covering every registry a hospital participates in, so submission windows, resubmission periods, and data quality report deadlines are tracked in one place rather than left to individual staff members.
Our abstractors resolve flagged cases and coordinate corrections before the registry's resubmission window closes, so a flagged case does not turn into an excluded quarter.
We support 25+ registries, including ACC NCDR programs, AHA Get With The Guidelines, STS Adult Cardiac Surgery Database, MBSAQIP, NSQIP, cancer registries, and pediatric programs such as PC4 and PAC3.
Clinical Registry Solutions is platform agnostic and works within your existing systems, including Epic, Cerner, Meditech, and other EMR and registry platforms, without requiring new software.
Pricing is structured around your registry volume and scope of support, whether that is full submission management, backlog clearance, or supplemental support alongside an internal team. We provide a cost comparison against in-house staffing during the initial consultation.
Clinical Registry Solutions supports hospitals nationwide, including Seattle, WA, Denver, CO, and Portland, OR, along with health systems across the United States and Canada.