MellowoodMedical Online Help
QIVF API - reference to required fields
- Mhairi West
Suggested workflow
When the cycle lab data is entered, the QIVF submission should be checked on that individual patient , to fix any errors there may be in the data entry. they can then change the patient approval to ‘yes’ - the form will not submit without doing this, but it should only be changed to yes once you are happy it is ready to submit.
Then , at regular intervals of your choice , someone should submit forms in a batch using the QIVF manager .
Instructions are below - please note that some field still need to manually entered for quality purposes.
To access a QIVF form for an individual patient from the treatment cycle
Open the form by clicking the QIVF button on the QIVF tab
Click collect
Review the validation rules and amend any fields required. See below table for the items that you will need to enter manually.
You should ALWAYS review the information in the form, even when there are no validation rules, to ensure it is correct - see the comments in the table below.
Once you are ready to submit the form, change field 7 to ‘yes’ (it will always default to no) - you will have to manually update to ‘yes’ once you are happy that the information in the form is correct and you are ready to submit. All validation issues should have been resolved before you select ‘yes’.
Click save and close - if you haven’t selected yes in field 7 before you do this , the form will not be submitted.
You will then go to QIVF Manager to submit this form
QIVF Manager
Go to Extra>QIVF Manager
Choose the appropriate action and start date range from the drop down menus.
Click Collect
Any validation errors need to be resolved before Export to QIVF.
Forms with validation errors are indicated in the ‘Status’ column.
Double click on a cycle to open it and resolve the errors.
Remember that forms will not be able to be exported unless the patient consent in field 7 is noted as ‘yes’
Once you are ready to submit the forms to QIVF click ‘Export’
Table of QIVF fields
QIVF Form field | Allowed values | QIVF comment | Related IDEAS field |
| YYMMDD-1234 | The full personal identity number must be filled in, ten digits. For foreign patients, who do not have the last four digits, use the code system you usually use. However, it must be made clear that it is patients abroad. Type of social security number for the woman. |
 this must be completed in Demographic details for it to autocomplete in the form |
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| This will complete as option 1. Swedish in the form - if this is not the case you will have manually edit in the form |
3. Partner's social security number | YYYYMMDD-1234 | The full personal identity number must be filled in, 12 digits. For foreign patients, who do not have the last four digits, use the code system you usually use. However, it must be made clear that these are foreign patients. For patients who wish to remain anonymous, data must be submitted, but provide ID only by year and month. |
this must be completed in Demographic details for it to autocomplete in the form |
4. Type of social security number, partner | 1 Swedish | No. 1: for foreign personal identity number No. 4: used for all single people doing treatment Option 'not relevant' is used, for example, in egg freezing (own or donor). Thus used in cycles that are not intended to go to pregnancy. New option 2018. 'Partner missing" refers to e.g. IVF or AID, single women. | This will complete as option 1. Swedish if there is a partner - if this is not the case you will have manually edit in the form |
5. Intends to give birth in Sweden | 1 Yes |
| This should be manually completed in the form |
6. Previously given birth | 0 = No. 1 = Yes. | Specified regardless of the partner. No further comment. | This should be manually completed in the form |
| 0 = No. |
| This will autocomplete as ‘no’. you will have to manually update to ‘yes’ once you are happy that the information in the form is correct and you are ready to submit. All validation issues should have been resolved before you select. ‘yes’ |
| Digit | Unique number for each treatment, fresh as well as frozen, cancelled as well as completed. | this is the Tx number of the cycle - you can manually complete this , but there is no validation associated with it and will not stop you submitting the form |
| YYYY-MM-DD |
*Fresh, natural cycle: = SM. . *Freeze stimulated cycle = start date regardless of the hormone preparation. *Freeze natural cycle = SM. If SM unknown, the thaw date minus 14 days is entered as the start date. *AID/AIH = given as thawing cycles | Treatment Plan Start Date
|
10. Type of Embryo transfer | 1 = Fresh. | Refers to all planned IVF. To be completed regardless of ET or not. | This completes automatically - related to treatment type |
11. Planned treatment |
| Indicated in "fresh treatments", treatment with freeze-thawed oocytes or recipient cycle for egg donation. *To be completed also for cycles broken prior to egg aspiration. *Combination can e.g. be 50/50 or 30/70. *Converted (ovulation induction/AIH) converted to IVF should be written as "IVF" In the database there is also a historical option (5-Receive treatment egg donation). Not to be reported Option 5, remains for the time being due to historical data, | these will autocomplete - you should review for accuracy every time either field 11 or field 12 should be completed NOT both |
12. Other type of treatment |
| Applies only to cycles that are not intended to go to ET for the person in question in this cycle. No. 1: Egg donor = stimulation prior to egg donation. No 2: Egg freezing own (oncological, social or other medical or before sex change) = unfertilized eggs frozen for personal use No. 3: Embryo freezer oncologic = embryos frozen for personal use e.g. for cytostatic treatment No 7: Egg receiving cycle where no fresh ET is planned. Applies to both fresh donor eggs and freeze-thawed donor eggs . As the start of the cycle, write the estimated day of conception (day 0) minus 14 days. | these will autocomplete - you should review for accuracy every time either field 11 or field 12 should be completed NOT both |
13. Stimulation | Stimulated
| Stimulation refers to all types of stimulation (CC, GnRH, FSH, hMG, hCG, E2 before freeze cycle). Point 2: Unstimulated = natural cycle. | Mellowood to review - what field does this come from? |
14. Egg origin |
| Applies to all started cycles, fresh and freeze |
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15. Freeze-thawed oocytes | 0 = No. | Applies to all started cycles, fresh and freeze | Manually review |
16. In vitro maturation | 0 = No. |
| Manually review |
17. Sperm Origin |
| Applies to all started cycles, fresh and freeze | Autocompletes from Gametes tab / semen source 
|
18. Freeze-thawed sperm | 0 = No. | Applies to all started cycles, fresh and freeze | Autocompletes from Gametes tab / semen source/use frozen semen check box |
19. Sperm Access |
| To be completed also for cycles that do not go to egg aspiration and also for freezing cycles where embryos have been thawed but not ET. If multiple types of sperm access were used in the cycle, indicate the one used for ET. Retrograde ejaculation = sperm extracted from your bladder. | Currently this should be manually complete Future - Mapping of these fields to the IDEAS options will mean that Autocompletes from Gametes tab / semen source/collection method 
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20. Egg retrieval date | YYYY-MM-DD | Also to be indicated during thawing cycles. The aim is to be able to derive frozen embryos to the respective fresh cycle. Also applies to self-donation. The same date will also be the freezing date for oocytes Date follicle aspiration. | Fresh cycles this date will autocomplete from the date in the egg collection Lab event
In the case of thaw cycles; this date will autocomplete with the date of the most recent fresh cycle egg collection, but this may not be the correct one - this date should be manually reviewed and edited if necessary - the form will automatically pull the egg collection date for the most recent fresh egg collection , |
21 Number of oocytes obtained | n | All obtained at OPU. Valid for fresh cycle Number received oocytes. Indicated only for fresh cycle. | Fresh cycles this date will autocomplete from the date in the egg collection Lab event |
22. Carried out fertilization method |
| Refers to how oocytes are fertilized.
| This information will autocomplete from the insemination/injection lab event |
23. Transferred embryo |
| method of fertilisation of the embryo(s) transferred; Indicated at both fresh and frozen cycles. | This information will autocomplete from the insemination/injection lab event connected to the embryo transferred in the embryo transfer lab event |
24. Cancel treatment |
| No. 1: All reasons to cancel before OPU No. 2: No longer used. Use point 5. No. 3: May be 0 eggs or sperm at OPU. No. 4: All total freeze to avoid OHSS No 5: e.g. lack of fertilisation or embryonic development (used instead of point 2). No. | this is manual completion field - you should manually select an appropriate option
Mellowood - to remove option 2 and 8 |
25. Date Embryo thawing | YYYY-MM-DD | Applies to freezing cycles only. To be completed regardless of whether ET or not. | this date will autocomplete from the Thaw Lab event |
26. Date of embryo transfer | YYYY-MM-DD | Valid for both fresh and frozen cycles. | this date will autocomplete from the Embryo Transfer Lab event |
27.Number of frozen Embryos | n | Only in the case of fresh cycle. | this number will autocomplete from the Freeze Lab event |
28. Date embryo freezing | YYYY-MM-DD |
| this date will autocomplete from the Freeze Lab event |
29. Number of transferred Embryos | n
| For example. 1 or 2. "0" does not need to be filled in as it appears from the fact that no ET date is filled in.
| this date will autocomplete from the Embryo Transfer Lab event |
30. Date Pregnancy test | YYYY-MM-DD |
| This date will autocomplete from the pregnancy date in the Treatment Plan 
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31. Pregnancy test results |
| "N/A" includes if the result is not known. Later it will be clear for the group "Missing" if it is an ongoing pregnancy, see variable 32. Results pregnancy test. | This date will autocomplete from the drop down fields beside the pregnancy test date in the Treatment Plan - see above |
32. Date of ultrasound | YYYY-MM-DD | Guideline: Performed no earlier than 5 weeks after OPU. | This date will autocomplete from the date of gestational scan record
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33. Number of gestational sacs | N | For example. 0, 1, 2, 3. If monocygotic twins, i.e. two foetuses in the same sac, indicate only a gestational sacs. That they are twins is shown in variables 35-37 | This number will autocomplete from the sac field in the gestational scan record - as above |
34. Date of termination of pregnancy (for pregnancies not going into delivery) | YYYY-MM-DD | Applies to all complete miscarriages (pregnancies where the entire pregnancy goes to miscarriage and not, for example, when there is a spontaneous reduction from two fetuses to one) before week 22+0. If a miscarriage diagnosis is made on ultrasound, the date of termination of pregnancy = date of ultrasound . If no Ultrasound performed indicated the date of termination of pregnancy= first day of bleeding. For ectopic pregnancy, the date of termination of pregnancy = date of Stillborn infants weeks 22+0 to 27+6 should be reported as childbirth. | this field may autocomplete from the cycle outcome but should always be manually reviewed |
35. Pregnancy Outcome futus 1 |
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Point 2: Positive pregnancy test, no pregnancy visible on ultrasound no earlier than 5 weeks after OPU.
Point 3: Requirements for previous ultrasound or PAD verified pregnancy.
| Autocompletes from cycle outcome folder 
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36. Pregnancy Outcome fetus 2 | Options as above |
| As above |
37. Pregnancy Outcome fetus 3 | Options as above |
| AS above |
38 Contact requested | Y/N |
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39. Date of childbirth | YYYY-MM-DD | Indicated at all live births, as well as at stillborn babies from week 22+0. | Autocompletes from cycle outcome folder - date of outcome field |
40. Number Thawed Embryos | 1, 2, 3.... | Thawing cycles only. Indicates how many embryos needed to be thawed for ET. | Autocompletes from thaw lab event |
41. Method of freezing of Transferred embryos |
| If the ET of both slow freezing and vitrification , it is indicated as vitrification | only related to thaw cycles - from original freeze cycle. This should always be reviewed manually |
42. BMI | Numeric variable (13-52) | Enter with one decimal place at the start of treatment. Specified for each cycle. | Autocompletes from Progress Notes / Physical Characteristics 
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43. Lost of follow up |
| Indicated for cycles where pregnancy is unknown or not, and for cycles where termination of pregnancy is unknown . | Autocompletes from cycle outcome folder
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44. Total gonadotropin dose | Numeric variable | Enter the total dose of recombinant gonadotropin and/or urine-derived gonadotropin. Applies to fresh cycles only Enter total dose FSH+hMG for the cycle. Enter total dose of recombinant gonadotropin and/or urine derived gonadotropin. | Should autocomplete - need 7.0.14.83 Stimulation codes need added to Product Code in DTP |
45. Preimplantation genetic diagnosis | 0 = No.
1 = PGD.
2 = PGS.
| These cycles are also reported as "proprietary gametes" |
|
| YYYY-MM-DD | Applies to both AIH and AID. | Autocompletes from insemination event |
47. Previous IVF children | This variable is not used | Calculated by the register. |
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48. Former ant. failed fresh started IVF cycles | This variable is not used | Calculated by the register. |
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49 Complications |
| Applies only to adverse complications during treatment and up to a negative pregnancy test or a positive pregnancy test, up to five weeks after ET. To be reported from 2014. Note the difference between this variable (49), which is mandatory, and the other complication variables. Variable 49 shall be yes/no. If yes, at least one of the following Addressed. (but they are only =1 for yes). | Manual entry if relevant |
50. OHSS —hospitalized | Yes | Applies both with and without ascite tapping | Manual entry if relevant |
51. OHSS - Paracentesis | Yes | Applies to outpatient asciclinic apportionment only??? | Manual entry if relevant |
52. Infection | Yes | requiring hospitalisation | Manual entry if relevant |
53. Bleeding | Yes | requiring hospitalisation | Manual entry if relevant |
54. Ovarian torsion | Yes | Surgically remedied | Manual entry if relevant |
55. Troboembolic disease | Yes | Diagnosed with ultrasound/phlebography/CT and treated with anticoauglantia, NB not e.g. Fragmin prophylaxis | Manual entry if relevant |
56. Other serious Complication | Diagnostic code and action code(s) | ICD-code | Manual entry if relevant |
57. Number of days of cultivation at ET | 2,3,4,5,6,7
Min = 1 | Applies to both fresh and frozen embryos | From lab event transfer lab event - day autocompletes from day of embryo |
58. Pregnancy ultrasound performed |
| Applies to both fresh cycle and thaw cycle. If yes, enter the date on variable 32 |
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59. ????? |
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60. Number of frozen oocytes | n (0-99) | Only in the case of fresh cycle Number of oocytes that were frozen at the time Indicated only for fresh cycle. | Autocompletes from egg thaw lab event |
61 Date of oocyte Thawing | YYYY-MM-DD |
| egg thaw lab event |
62. Drugs(fresh treatment) | ATC-code | Applies to all medicines used for treatment. Applies to all drugs used for treatment and for adjuvant drugs. For total dose of gonadotropins, see variable 44. Other medicinal products only by ATC code. There are two variables that contain info about medicines. | from treatment plan ALl drugs in use should be configured in ‘Product Code’ field in DTP |
63. Financing of Treatment |
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| Intended treatment tab |
64. Clinics | According to list |
| From CLcini site drop down |
65. Drugs (frozen/thawed cycles) | ATC-code | Applies to all drugs used for treatment.
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66. Cycle ID of cycle then oocytes (own or Donated ) was frozen |
Digit | Applies to frozen oocytes thawed for fertilization The unique ID number (see variable 8) of the egg freezing cycle) | no validation associated with this |
67. Embryo donation | Yes |
| manually review |
68. Number of children born | 1,2,3,4 | Control variable | should autocomplete from outcome folder |
Issues identified 11/06/24
Fresh cycles
Drugs (rule 62) and total dose (rule 44) are not pulling through to the form - clinic should be updated
Rule 41. freeze method rule - this is only relevant with thaw cycles and should not complete for fresh cycles
Thaw cycles
the number of embryos thawed is not collecting
the egg collection pulls from the fresh cycle where the embryos where frozen but there is still an error saying it is missing
All cycles with ET
none of these validation rules should be active unless field 31 is completed with ‘pos’
