NCDB Special Study: Post-Active Treatment Surveillance in Prostate Cancer. Webinar #2 Eileen Tonner, MS

Transcription

1 NCDB Special Study: Post-Active Treatment Surveillance in Prostate Cancer Webinar #2 Eileen Tonner, MS

2 Veterans Affairs If a patient was diagnosed at a VA institution and was referred to your facility for treatment please exclude the patient If a patient has received follow up care at a VA institution please exclude the patient This can be done by selecting No on the Eligibility Tab for the question Is there evidence that medical records are available for this patient for 5 years or until distant recurrence or death? and clicking Submit

3 Testosterone It was stated in the last webinar that pretreatment testosterone tests will be accepted on the web form These pre-treatment tests fall outside the surveillance period and do not need to be entered Per the guidelines in the Instructions document, only post-treatment testosterone tests are required

4 s s for the special study are being sent from the address through an outside server If you have not been receiving these s, send the following information to your IT department and ask them to put us on the whitelist: IP address: ,

5 Study Communication Special Study Website: CAnswer Forum and Standards Resource Library: Please send all study-related questions to Study related questions sent to personal FACS accounts will be forwarded to the Special Study address and a ticket will be created. EITHER send an through the Contact form of the website OR the specialstudy@facs.org address. Please do not send both as all s go to the same account.

6 Data Submission Only registrars and co-registrars will have access to the web form If an error message appears during login, please try using lower case instead of capitals for the password If you are unable to login to the web form using the same username and password as Datalinks, please try using a different browser like Google Chrome or Firefox Based on CoC guidelines, data collection must be completed by Certified Tumor Registrars This follows the requirements set forth by Standard 5.1, Cancer Registrar Credentials Case abstracting is performed by a CTR Noncredentialed staff who are abstracting and who are in the three-year grace period are supervised by a CTR

7 Network Sites For Integrated Network Cancer Programs, data will need to be submitted at the individual facility level (not through the network FIN) Registrars and co-registrars need to be given access to each individual facility s data Please contact us if you think you need access to specific facilities within your network

8 Review of FAQs from Webinar #1

9 What Records Need to be Collected? Patient Medical Records are required All records relevant to the patient s monitoring during surveillance, including MD office and hospital records This may require traveling to outside institutions for follow up information Patients must have a Primary Care Physician to be eligible PCPs commonly check PSA Important for data completeness

10 What should I do if a physician s office does not respond to record requests? If the record request form was faxed, call the office directly to request the records Make sure to send the letter template for patient information from the CoC so the office is aware this data is required for CoC accreditation

11 Do patients need to sign a Medical Record Release Form? Patients do not need to sign a Medical Records Release form for the special study The PI has received an IRB exemption at his facility The Commission on Cancer does not require participating facilities to receive IRB approval for this study

12 Instructions Instructions have been sent to the addresses for the Hospital Registrar identified in Datalinks One Instructions document per facility was sent via USPS mail An electronic version of the Instructions document can be accessed via the webform, Special Study website and CAnswer Forum The electronic version and hard copy of the Instructions are identical

13 Rationale for Surveillance Period Need to determine whether surveillance frequency is associated with survival of patients Necessary to have enough follow-up for survival outcome Important to have 8 years of records because prostate cancer is a slowly progressing disease Most patients do not develop a recurrence or die from prostate cancer for many years

14 Webinars NCRA CE certificate templates are posted on the Special Study website: These webinars cannot count towards Category A credit All webinars will be weekly on Tuesdays at 11:00am CST for the entirety of the study Register each week using the same link Individual confirmations are not needed to participate in the webinars

15 PSA/Biochemical Recurrence Q: PSA is not recurrence for the registry; it is biochemical recurrence. However, we can't document until metastasis. A: The web form will collect each date of PSA test and result of PSA. In the data analysis, we will use PSA results (and date of the test) to determine date of biochemical recurrence. Q: Can you clarify how to define and code a biochemical recurrence based on rising PSA post prostatectomy as it relates to this study and general documentation for follow up? A: On the web form, we ask for date of each PSA test and result of each PSA test. In the data analysis, these dates will be used directly to determine follow up frequency.

16 Treatment Q: Are you looking at first surgery/first radiation done at our facility only? A: Yes, this has been done behind the scenes for you. Q: Does radiation treatment include proton beam therapy? A: Yes, radiation treatment includes proton beam therapy. Q: Does neoadjuvant Androgen Deprivation Therapy (ADT) cause the case to be excluded if they went on to receive surgery or external beam radiation? A: If a patient received neoadjuvant ADT followed by either surgery or radiation, then the neoadjuvant ADT doesn't count. The patient is eligible and primary treatment is the surgery or radiation, whichever is first. (This is defined more clearly in the Instructions document on page 3)