NCDB Vendor Webinar: NCDB Call for Data January 2016 and Upcoming RQRS Revisions

Transcription

1 NCDB Vendor Webinar: NCDB Call for Data January 2016 and Upcoming RQRS Revisions American American College College of of Surgeons 2013 Content 2014 Content cannot be be reproduced or or repurposed without written permission of of the the American College College of Surgeons. of Surgeons.

2 Topics to be Covered Today Submission schedule in 2016 Data required for NCDB submission in 2016 Layout and edits for 2016 Changes from last year Lessons learned last year Test files for the Call for Data Upcoming revisions to NCDB/RQRS data submission systems 2

3 CoC Call for Data Standards Standard 5.5: Submit everything required by the Call for Data on time Initial submissions made January 1-31, 2016 Submit as early in the month as possible Short extensions available for unusual circumstances only Not for staff vacancies Standard 5.6: Clean Data Possible eligibility for commendation if all required cases submitted on time, no edit errors for cases diagnosed at the initial submission Edit errors and rejected cases must be submitted by April 1, 2016, 11:59 pm CT Cases rejected because they should never have been submitted do not need to be resubmitted (they would be rejected again) NCDB submission window closes midnight central time the night of April 1 Cases diagnosed prior to 2003 are not required to be error-free, but registrars should edit them to see what can be corrected, and clean what they can 3

4 Data Required to be Submitted in 2016 All analytic cases diagnosed in 2014 Analytic = Class of Case 00, 10-14, All cases diagnosed on or after program s Reference Date through 2013 that were added to or modified in the registry database on or after December 1, 2014 through to the date the submission file is created Do not submit cases diagnosed before 1985, even for earlier Reference Dates (they will be rejected) Cases diagnosed before the current Reference Date or after 2014 will be rejected Non-analytic cases will be rejected 4

5 Layout and Edits for 2016 Submission Either NAACCR layout 14.0 or 15.0 will be accepted during 2016 for both NCDB and RQRS submission Must be in layout version I (incident), with a record length of 3339 Physician NPIs in registry-specific fields Metafile for submission in 2016 in layout 14.0 will be primarily the same and distributed later this month No newly added edits; updated only to accommodate proper diagnosis dates Metafile for submission in 2016 in layout 15.0 will be distributed soon (after NAACCR 15.0 metafile is released) Trying to keep changes to a minimum emf,.rmf and.ini files will be posted to NCDB website 5

6 Changes From Last Year: NCDB Requirements No changes for NCDB Call for Data Requirements Same record layout Same reportability Same data items New Edit Sets! 6

7 Are All Required Cases Submitted? (Registrars) Cues for the Registrar: check notifications! Number of 2014 diagnoses submitted in 2016 should approximate the number of 2013 diagnoses submitted in 2015 For years prior to 2014, number should be at least as great as the number of cases successfully followed in the past year Expect the number of cases submitted for each diagnosis year to decline as time from diagnosis increases; be suspicious of major deviations from that pattern 7

8 Are All Required Cases Submitted? (Vendors) How Software Providers Can Help Follow NCDB instructions for selecting cases to extract In follow-up reports, provide the number successfully followed for each diagnosis year for registrars to compare to the numbers of cases selected to submit Provide a frequency distribution by diagnosis year for extracted data file for Registrar review 8

9 Lessons Learned Last Year If automated follow-up is built into the software, make sure it updates the Date Case Last Changed appropriately That date determines which cases will be selected for submission Should be the date the record was updated File naming conventions Do not use redundant file names for successive data extracts Programs are required to resubmit full analytic diagnosis year(s) to resolve deficiencies for late or insufficient submissions Provide functionality to extract full analytic caseload by diagnosis year 9

10 Pre-Editing Registries should use software s internal edits for pre-editing year round Registries should not cut final file for submission until at least December 1, 2015 Currently, some cases updated between case selection and December 1 may not be selected for submission Provide functionality for registrars to pull test extracts to preedit/clean prior to final pull (e.g., only set export flags on final pull) Registries should run the actual data file they will be uploading through GenEDITS Plus 4 with the applicable metafile to make certain no errors remain (2003+) Too many issues with registrars editing through their abstracting software interface (extra cases, incorrect edit sets, etc.) 10

11 GenEDITS Plus v1.2.8 No Longer Supported!! 11

12 Only Use of GenEDITS Plus v4 Supported!! 12

13 Test Files Send test files for layout 15 to me at any time for review Please send all years in Call for Data so I can review case coverage No more than 3 hospitals, please Do not clean data first Send to me by with the data in attached file(s) Please password protect and send me the password via separate My address: kthoburn@facs.org 13

14 Upcoming Changes to NCDB We are completely re-programming the data submission system; to be implemented with the 2017 call for data Streamline data processing so submissions are processed much more quickly New and more user-friendly reports Immediate feedback upon upload of the data Greater communication before, during, and after the call for data; alerts when there is a problem with the submission Facilities will know where they stand for each data submission for Program Standards 5.5 and 5.6 at the close of each data submission, not just upon survey every 3 years 14

15 Upcoming Changes to RQRS Vendor heads up: Data Extracts for RQRS to include all reportable cases beginning with cases diagnosed 2016 and later More rapidly accommodate new measures RQRS participation currently being redefined Formal details still being worked out and will be announced by CoC Topics being discussed Requiring RQRS participation (2017) Data submissions will have to pass edits 15

16 Software-related questions Questions?? Kathleen K Thoburn kthoburn@facs.org Questions from registrars Anna Delev NCDB@facs.org RQRS Questions RQRS box NCDB_RQRS@facs.org 16