NCDB Data Submission Karen Armstrong, RHIT, CTR Client Support Specialist

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2 NCDB Data Submission 2018 Karen Armstrong, RHIT, CTR Client Support Specialist

3 Welcome Thank you for joining us today for our webinar. We will take questions and comments at the end of the presentation. You may enter your questions into the Questions box on the GoToWebinar screen. This webinar is being recorded and the recording, slide deck, and Q&A will be made available at our website:

4 Goals for Today Review the following regarding 2018 NCDB Call for Data Submission: Data required for the Call for Data Record layout and edits Submission schedule Offer suggestions and provide clarification regarding the Call for Data

5 Data Required for the Call for Data All analytic cases diagnosed from 01/01/ /31/2016 Analytic = Class of Case 00, 10-14, All newly-diagnosed or updated analytic cases diagnosed on or after your program s Reference Date through 12/31/2003 that were added to or modified in the registry database on or after December 1, 2016 through the date the submission file is created. Cases diagnosed before 1985 (even for earlier Reference Dates), before the current reference date, or after 2016 will be rejected. Non-analytic cases will be rejected.

6 Data Required for the Call for Data (cont d)

7 Record Layout and Edit Sets All Call for Data submissions must be in NAACCR layout Using NCDB 28 v16e edit sets will format the file(s) into the correct layout. NCDB 28 v16e is the correct edit set to use for this Call for Data.

8 Submission Schedule

9 CoC Program Standards 5.5 & 5.6: Data Timeliness, Completeness and Accuracy Cancer Program Standards: Ensuring Patient-Centered Care

10 Submission Dates Submission window opens January 1, Capture all required cases and updates All required cases are submitted by midnight (Central Time) the night of June 1, 2018 (12:00 AM Central Time, June 2). Cases that have been rejected from any diagnosis year have technically not been submitted. These should be corrected and resubmitted by June 1, No extensions will be given and programs are encouraged to submit far in advance of the initial deadline.

11 Special Requirements for New Programs First Call for Data Submission after initial accreditation must submit ALL analytic cases diagnosed on or after your program s reference date (not earlier than 1985) through the most recent year of the Call for Data.

12 NCDB 28 Call for Data Procedure in ONCO

13 Saved Filters NCDB Cases Only This filter will pull all required analytic cases (Class of Case 00-22) diagnosed between 2004 and NCDB 28 All Cases Submission This filter will pull: All required analytic cases (Class of Case 00-22) diagnosed between 2004 and 2016 AND Any analytic case (Class of Case 00-22) diagnosed from your facility s reference date (or 1985, if your reference date is earlier than 1985) to 2003 that has been edited since the last NCDB submission (12/01/2016 and forward). NCDB 28 Ref Date through 2003 Updated Cases Only This filter will pull only the required analytic cases (Class of Case 00-22) diagnosed from your facility s reference date (or 1985, if your reference date is earlier than 1985) to 2003 that have been edited since the last NCDB submission (12/01/16 and forward). NOTE: Registrars MUST verify that dates listed in the Date of Initial Diagnosis field are correct for your facility in ANY of the filters mentioned above.

14 Saved Filters (cont d)

15 Edit Set and Fast Batch Mode Fast Batch should only be run on NCDB cases. After you have selected the edit set and checked Use Fast Batch Mode, click Continue. The system will display a Confirm Fast Batch dialog box. Click OK to continue.

16 Edit Results Report Edit Results Report: There is a report that can be run in OncoLog to indicate that your file of cases has been cleared (similar to GenEDITS report). 1. Run your NCDB edits 2. Clear edits as necessary 3. Click on Create Edit Results Report on the top bar

17 Edit Results Report (cont d) The EDIT Report Options dialog box will appear to include: a. Report Path Browse to the folder where you want to save the document b. Report Title enter the name of the document c. Report Format.pdf or.txt d. Errors number of errors in the report e. Total Cases number of cases in the file f. Click Okay when the file is error-free and ready to save

18 Edit Results Report (cont d) If you want to run this report although there are still edits on the Edit Results screen, click Yes to run the report when the below dialog box appears.

19 Edit Results Report (cont d) The report runs and displays as the report type you selected during set-up. When you are finished with clearing your edits, run this report again to indicate that your cases are clean with ZERO (0) edits.

20 Edit Results Report (cont d)

21 Naming Files NCDB allows only 5,000 cases in a single file. If more than 5,000 cases are gathered to be submitted, ONCO will automatically separate your cases into the appropriate number of files when you create the.dat file. Each of the files will have a number at the end of the file name indicating how many files were generated and should be submitted. Example: If there are 16,827 cases to be submitted for , the files will look as follows: Title of your file, ex. NCDB28Call01.dat (5,000 cases) Title of your file, ex. NCDB28Call02.dat (5,000 cases) Title of your file, ex. NCDB28Call03.dat (5,000 cases) Title of your file, ex. NCDB28Call04.dat (1,827 cases)

22 Resources

23 Thank you We appreciate your time today. To schedule a demo of Oncolog Registry software or speak to someone, please call Visit us at: To schedule a demo of OncoNav Nurse Navigation software or speak to someone, please call