2017 NCDB SURVIVAL GUIDE

Transcription

1 2017 NCDB SURVIVAL GUIDE Electronic Registry Systems, Inc. 155 Tri County Parkway, Suite 110 Cincinnati, OH (800) Fax (513) can.com 12/2016 Page 1

2 Table of Contents NCDB and RQRS Edit Metafiles.3 GenEDITS Plus Settings.4 GenEDITS Plus Report Configuration.5 NCDB Export Process 6 Determine Submission Completeness.8 Review FIN and FIN Archive Numbers.9 Helpful Hints.10 Helpful E news to correct Common Edits 11 E News Recording Date of Initial Treatment when no Treatment is Given...11 E News Date Case Completed CoC.12 E news SSF 3, TS/Txt Eval Prostate Schema 13 CRStar Field / NAACCR/ Edits Numbers 16 CRStar Field Index Numbers/NAACCR Numbers/Edit Numbers **This list contains information on only the fields to aide in NCDB edit cleanup and is not an allinclusive list of CRStar field index numbers** 12/2016 Page 2

3 Setting NCDB and RQRS Edit Metafiles: After the NCDB upgrade has been applied, each workstation will require an update of the edit metafiles. NCDB Metafiles: Must be changed to NCDB27_v16C in CRStar. To accomplish, click on the Preferences tab from the main menu, then click the GenEdits tab. Click Browse beside the NCDB metafile. Choose the NCDB27_v16C metafile. Click Save and Exit. RQRS Metafiles: Must be changed to RQRS27_v16C in the Clinical Metafile section. Please follow instructions above. Edits must be clean and error free in the NCDB GenEDITS Plus 2017 software! Please retain your edit report from NCDB GenEDITS Plus 2017 showing no errors prior to uploading the file to NCDB. VERY IMPORTANT INFORMATION!!!! The Commission on Cancer recommends using the NCDB GenEdits Plus 2017 software with the current NCDB metafile before submission. You will need to download the most current version of the software. The instructions for downloading the software can be found at: programs/cancer/ncdb/datasub/edits VERY IMPORTANT!!! The staff at ERS will not be supporting, trouble shooting or helping to download NCDB GenEdits Plus This is a CoC product and they will provide support for it. All NCDB GenEdits Plus 2017 software issues (including downloading the software) should be addressed with the CoC. If you or a member of your cancer program team has any questions regarding the NCDB Call for Data, please contact NCDB User Support Specialist Staff at NCDB@facs.org. 12/2016 Page 3

4 NCDB GENEDITS PLUS programs/cancer/ncdb/datasub/registrars 12/2016 Page 4

5 GENEDIT PLUS REPORT CONFIGURATION Once the software has been downloaded, click on the Report Configuration tab. The software is pre-configured with fields for the report, however other fields can be added and/or deleted from the report if desired. The fields on the left are the fields available for record identification on the edit report. Choose the fields to identify the record and move them over to the middle section using the arrows. To sort the fields on the edit printout, choose the fields in the middle section and move them to the right section by using the arrows. 12/2016 Page 5

6 NCDB Export Process: *"Auto Select" Allows CRStar to use the logic outlined by NCDB. *"Cases Diagnosed in 2015 and prior" will pull ALL years. *"Only Cases Dx in" will pull only the year entered into this field. When choosing this option, a reference year does not need to be entered. * "Exclude Cases prior to reference year" will exclude those prior. NOTE: Entry of a reference year value is required when selecting cases dx d in 2015 and prior. If a reference year is entered prior to 1985, the user will receive a message stating that cases prior to 1985 should not be submitted. * "Filename defaults to NCDB EXPORT. This can be changed as shown to reflect the actual cases in each file, i.e. NCDB ALL CASES, NCDB 2015 CASES, NCDB 2014 CASES, etc. The file will be saved in the users Download folder. Note: Each time the export is run using the same name, a new file will be saved in the Download folder, i.e. NCDB ALL, NCDB ALL (1), NCDB ALL (2). The user must always be aware of uploading the correct file. NEW 12/2016 Page 6

7 Once the NCDB Export(s) have been executed, the system creates a zip file in the downloads folder. Within the zip files will be the individual files to run through GenEdits and submit. The zip files are created in the user s Downloads folder. The user should create a folder on the local C: Drive to copy the files into as shown below. The user can copy and paste or drag and drop. NCDB_Data Zip File in download folder Either Extract or Copy/Paste the files in the Zip File to a different destination on your computer. In this example, extracting cases to an NCDB folder on my C NCDB has requested no submitted file contain more than 5,000 records. Therefore, CRStar will create the appropriate number of files. The filenames shown are examples and may be different depending on what the user names the file. NCDB EXPORT _ _AM contains a file of ALL cases meeting the criteria requested NCDB EXPORT _ _AM _1 contains the first 5,000 cases NCDB EXPORT _ _AM _2 contains the remaining cases up to 5,000 cases and the system will continue to create per 5,000 cases When submitting files to NCDB it is necessary to submit each NCDB EXPORT ALL_# file(s) to ensure all eligible cases are transmitted. *REMINDER: AS ALWAYS YOU MUST RUN THE CASES THROUGH GENEDIT PLUS PRIOR TO SUBMITTING YOUR DATA. WITHOUT THE CLEAN EDIT REPORT, YOU ARE NOT GUARANTEED COMMENDATION FROM THE COC. New metafiles for this Call for Data are posted on the COC website. Please ensure the correct metafiles have been loaded. For all support issues, please contact the COC directly. 12/2016 Page 7

8 Determine Submission Completeness: Click on the following link for information from the NCDB on determining case submission completeness. programs/cancer/ncdb/datasub/registrars To determine case submission completeness utilize the report that prints out at the end of the NCDB Export process. It will list the number of cases in the batch by Diagnosis Year. The Number of 2015 diagnoses submitted in 2017 should approximate the number of 2014 diagnoses submitted in For years prior to 2015, 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. *2017 Call for Data caveat All analytic cases for years will be submitted, not just cases added or modified after 12/01/2015, so your numbers will be higher for those years, then begin to drop off. Please refer to the NCDB s website for information on how to evaluate Data Completeness. Correct Incorrect 12/2016 Page 8

9 REVIEW ARCHIVE FIN AND NPI ARCHIVE FIN NUMBERS Check System 1. Click System Management Tab 2. Click Hospital Tab 3. Enter Hospital Number 4. Review the ACOS Hosp Id & NPI # s List Pop of Cases 1. Click Reporting Tab 2. Click Adhoc Tab 3. Click List Pop Tab 4. Click and Pick Autopop Selected during NCDB Export. (DO NOT TRY TO RESELECT IT! If you try to reselect it, the population will be lost.) 5. List Fields to Review 6. The Archive FIN & NPI Archive FIN should either be BLANK or the correct number, if this is not the correct number, it needs to be fixed globally. (Submit a call in Connectwise if globals are required.) 12/2016 Page 9

10 Helpful Hints: Begin the submission process as soon as the upgrade is released. It is never too early to begin the cleanup process!! The volume of support is busiest the last 2 weeks of the call for data. If assistance is needed, waiting could delay the submission. Reminder: ERS support hours are from 7:30 am 6:30 pm Eastern Standard Time. There will be no change in these hours during the Call for Data. To meet CoC standard 5.6 (Data Quality) only cases diagnosed in 2003 and later are required to be error free. Because of the large volume of support calls during the Call for Data, ERS support staff will be unable to help clients clean up edits or assist with global changes for cases prior to Our mission during this time is to ensure all clients receive equal support time to meet Standard 5.6. Review all documentation sent from ERS regarding the upgrade PRIOR to submitting a support request or before attempting to export data. Ensure that the newest version of NCDB GenEDITS Plus 2017 has been downloaded and the current edits installed. VERY IMPORTANT!!! The staff at ERS will not be supporting, trouble shooting or helping to download GenEdits Plus. This is a CoC product and they will provide support for it. All NCDB GenEDITS Plus 2017 software issues (including downloading the software) should be addressed with the CoC. If you or a member of your cancer program team has any questions regarding the NCDB Call for Data, please contact NCDB User Support Specialist Staff at NCDB@facs.org. Ensure the current NCDB27_v16C edits have been updated in CRStar. After correcting all errors, remember to run the edits again on individual cases to ensure the correction did not create a new edit on another field. This will save valuable time later!! The COC refers to running Frequency reports on FIN and Archive FIN numbers. In preparation for the NCDB Call for Data, please check your FIN (Facility ID Number) and the Archive FIN field before submitting data to the NCDB. Also, remember to include the facility NPI numbers. Please refer to the FORDS manual for definitions of FIN and Archive FIN numbers. To check these numbers, pull up your hospital in Systems Management in CRStar, by going to the Hospital tab, then entering your hospital number. Important!!! The Global Change feature in CRStar can help to correct edits with multiple errors. However please keep in mind that global changes are not applicable in all situations. Most edits require a manual review by the registrar. As in recent years, the ERS support staff will assist with global changes only in situations where we feel global changes are 1) Applicable and do no need a manual review and 2) ONLY in instances where there are 75 or more edits of the same field(s) to be made. This policy is due to the high volume of support calls during the Call for Data. Our support staff is more than willing to assist; however, we want to ensure that all clients are given equal time with support. 12/2016 Page 10

11 Helpful E News for Correcting Edits: Recording Date of First Course Treatment when no treatment is given: A common edit involves the Date of First Course Treatment and RX Summary Status as shown below. It is important to remember that the date of first treatment is required and is driven by the date entered on the Treatment Summary screen. For those patients that either are not given any therapy (for example watchful waiting or terminally ill patients) or those that refuse, etc. the date those decisions were made are considered the date of first course therapy (FORDS page 201). Enter the date the decision was made and enter the appropriate code 0, 2 or 9 in the RX Summary Status field. If the Date of First Course Treatment is unknown, enter the date as 99/99/9999. Note: The Date of First Course Treatment field is only editable when the RX Summary status is coded to 0, 2 or 9. If treatment was given the date is generated from the earliest treatment date. 12/2016 Page 11

12 E News: Helpful Hints for Date Case Complete CoC This E News is to help clients troubleshoot possible solutions for completing an abstract and meeting the requirements for Date Completed CoC. These suggestions are the items most frequently seen by our staff when assisting clients with this issue. Date Completed CoC is not required for non analytic cases. Most often missed fields to prevent Date Case Complete (CoC) from auto filling. Country Current Country at Diagnosis Birthplace State Birthplace Country Clinical Stage Group (Even if the patient has not been clinically staged or the stage group is unknown, enter Clinical Group Stage of 99 for the Date Case Complete to fill in.) If class of Case 00 make sure Hospital Referred To is filled in If class of Case make sure Hospital Referred From is filled in Physicians must have an NPI number. The NPI numbers are entered in the Physician file in Systems Maintenance. If these suggestions do not help resolve the issue, refer to the FORDS Manual Appendix D for a complete list of required fields for Date Case Complete. 12/2016 Page 12

13 E NEWS: SSF3, TS/Ext Eval, Prostate Schema 1. Select a population to review. 12/2016 Page 13

14 2. List Population to review. 12/2016 Page 14

15 Collaborative Stage for TNM 7- Revised 06/07/2011 [Schema ] Prostate CS Extension Note 3: Clinically apparent and inapparent tumor. Because code 150 is used to measure screening detected cases, it is important to only apply code 150 when it is clearly an inapparent case. Use the following rules to determine inapparent versus apparent and, when in doubt, use code 300. A. A clinically inapparent tumor is one that is neither palpable nor reliably visible by imaging. A clinically apparent tumor is palpable or visible by imaging. If a clinician documents a "tumor", "mass", or "nodule", this can be inferred as apparent. Physician documentation of a digital rectal exam (DRE) that does not mention a palpable tumor/mass/nodule can be inferred as inapparent. This would include findings limited to benign prostate or enlargement/hypertrophy. Do not infer inapparent or apparent tumor based on the registrar's interpretation of other terms in the DRE or imaging reports. A physician assignment of ct1 or ct2 is also a clear statement of inapparent or apparent respectively. Code to 300 (which maps to T2 NOS) in the absence of a clear physician's statement of inapparent or apparent (see also Note 30). B. Codes 100 to 150 are used only for clinically inapparent tumor not palpable on ORE or visible by imaging, and/or incidentally found microscopic carcinoma (latent, occult) in one or both lobes. Within this range, give priority to codes over code 100. Do not use codes for needle core biopsy. Use code 150 when tumor is found in one lobe both lobes, or in prostatic apex by needle biopsy but is not palpable or visible by imaging. C. Codes 200 to 240 are used only for clinically/radiographically apparent tumor/nodule/mass which is palpable or visible by imaging. To decide among codes , use only physical exam or imaging information, and not biopsy information. Prostate biopsy information is coded in CS Site-Specific Factor 14.Codes 210 and 220 have precedence over code 200. Code 200 has precedence over code 240. Use code 240 if the physician assigns ct2 without a subcategory of a, b, or c. D. Code 300 is used for localized cancer when it is unknown if the tumor is clinically or radiographically apparent. This would include cases with elevated PSA and positive needle core biopsy but no documentation regarding tumor apparency (inapparent versus apparent). Another example would be a diagnosis made prior to admission for a prostatectomy with no details provided on the initial clinical findings. E. Codes 410 to 700 are used for extension beyond the prostate. Information from biopsy of extraprostatic tissue is coded in CS Extension - Clinical Extension (see Note 3 and code 2 on the prostate CS Tumor Size/Ext Eval table for further information). 12/2016 Page 15

16 PATIENT MAINTENANCE FIELD NAME CRSTAR NUMBER NAACCR NUMBER EDIT NUMBER ID NUMBER SOCIAL SECURITY NUMBER NAME PREFIX LAST FIRST MIDDLE MAIDEN NAME SUFFIX ALIAS PHONE NUMBER PHONE NUMBER N/A N/A N/A N/A CURRENT ADDRESS CURRENT ADDRESS CURRENT CITY CURRENT STATE ZIP CURRENT COUNTY CURRENT COUNTRY STATE REQUESTOR DOB BIRTH COUNTRY STATE REQUESTOR BIRTH STATE SEX RACE RACE RACE RACE RACE ETHNICITY FAMILY CA HIST STATE REQUESTOR TOBACCO HIST STATE REQUESTOR ALCOHOL HIST STATE REQUESTOR PATIENT MAINTENANCE FIELD NAME CRSTAR NUMBER NAACCR NUMBER EDIT NUMBER RELIGION STATE REQUESTOR USUAL OCC USUAL BUS IND COMMENTS CLASS DIAGNOSIS DATE ACCESSION NUMBER N/A MEDICAL RECORD NUMBER 56 12/2016 Page 16

17 CONTACTS CONTACT FIRST NAME CONTACT LAST NAME CONTACT STREET CONTACT CITY CONTACT STATE CONTACT ZIP CONTACT COUNTRY DIAGNOSIS MAINTENANCE DIAGNOSIS ADDRESS DIAGNOSIS ADDRESS DIAGNOSIS CITY DIAGNOSIS STATE DIAGNOSIS ZIP DIAGNOSIS COUNTY DIAGNOSIS COUNTRY STATE REQUESTOR COMORBIDITIES AND COMP 1 COMORBIDITIES AND COMP 2 COMORBIDITIES AND COMP 3 COMORBIDITIES AND COMP 4 COMORBIDITIES AND COMP 5 COMORBIDITIES AND COMP 6 COMORBIDITIES AND COMP DIAGNOSIS MAINTENANCE FIELD NAME CRSTAR NUMBER NAACCR NUMBER EDIT NUMBER COMORBIDITIES AND COMP 8 COMORBIDITIES AND COMP 9 COMORBIDITIES AND COMP 10 HOSP REFERRED FROM HOSP REFERRED TO DATE CONCLUSIVE DATE MULTI TUMOR MULTI TUMOR RPT AS ONE MULTIPLICITY COUNTER FIRST CONTACT DATE /2016 Page 17

18 ADMIT DATE DISCHARGE DATE INPATIENT STATUS AGE DX DX CONFIRM SIZE TOPO CODE LAT CODE HIST CODE /522/ GRADE AMBIG TERM GRADE PATH GRADE PATH SYS DX PRIMARY PAYER MARITAL STATUS CASEFINDING SOURCE RPTG SOURCE PHYSICIANS PRIMARY SURGEON MANAGING PHYSICIAN DIAGNOSIS MAINTENANCE FIELD NAME CRSTAR NUMBER NAACCR NUMBER EDIT NUMBER FOLLOWING PHYSICIAN RAD ONCOLOGIST MED ONCOLOGIST TEXT SITE TEXT HISTOLOGY TEXT PLACE OF DX TEXT 506 N/A N/A EXAM TEXT XRAY TEXT SCOPE TEXT LAB TEXT OP TEXT PATH TEXT DIAGNOSITC COMMENTS STAGING MAINTENANCE TNM EDITION NUMBER PATH T PATH N PATH M PATH STAGE GROUP PATH STAGED BY PATH STG DESCRIPTOR CLIN T /2016 Page 18

19 CLIN N CLIN M CLIN STG GROUP CLIN STAGED BY CLIN STG DESCRIPTOR PED STG SYSTEM PEDS STAGE PEDS STG BY STAGING MAINTENANCE FIELD NAME CRSTAR NUMBER NAACCR NUMBER EDIT NUMBER STAGING TEXT CS TUMOR SIZE 3000 N/A 985 CS EXTENSION 3009 N/A 1015 CS EVAL 3001 N/A 991 CS LYMPH NODES CS EVAL LN POSITIVE LN EXAMINED LYMPH VASCULAR INVASION METS AT DX 3003 N/A 996 METS EVAL 3004 N/A 998 BONE METS 3161 N/A 999 BRAIN METS 3162 N/A 1000 LIVER METS 3163 N/A 1001 LUNG METS 3164 N/A 1002 SSF N/A 1003 SSF N/A 1006 SSF N/A 1009 SSF N/A 1012 SSF N/A 1015 SSF N/A 1018 SSF N/A 1021 SSF N/A 1024 SSF N/A 1027 SSF N/A 1030 SSF N/A 1033 SSF N/A 1036 SSF N/A 1039 SSF N/A 1042 SSF N/A 1045 SSF N/A 1048 STAGING MAINTENANCE FIELD NAME CRSTAR NUMBER NAACCR NUMBER EDIT NUMBER SSF N/A 1051 SSF N/A /2016 Page 19

20 SSF N/A 1057 SSF N/A 1060 SSF N/A 1063 SSF N/A 1066 SSF N/A 1069 SSF N/A 1072 SSF N/A 1075 TREATMENT MAINTENANCE TREATMENT SUMMARY DATE FIRST COURSE TX RX SUMM STATUS SURG MARGINS SURG APPROACH RAD SEQ SURG RAD LOCATION DATE SYSTEMIC STARTED SYS SURG SEQ SURGERY REASON NO SURGERY SURGERY TEXT CANCER DIRECTED SURG DATE CANCER DIRECTED SURG CODE CANCER DIRECTED SURG HERE MOST DEFINITIVE SURG DATE NCD SURG DATE NCD SURG CODE NCD SURG HERE SURG D/C DATE READMIT SUMMARY TREATMENT MAINTENANCE FIELD NAME CRSTAR NUMBER NAACCR NUMBER EDIT NUMBER SLNS SUMM SORS SUMM NBR NODES REMOVED RADIATION REASON NO RAD RADIATION TEXT RAD START DATE RAD END DATE SUMMARY REGIONAL MODALITY BOOST MODALITY REGIONAL DOSE GCY /2016 Page 20

21 BOOST DOSE CGY RAD VOLUME RAD NBR VOLUME RADIATION LOCATION CHEMOTHERAPY CHEMO TEXT CHEMO START DATE CHEMO CODE CHEMO CODE HERE HORMONE HORMONE TEXT HORMONE START DATE HORMONE CODE HORMONE CODE HERE IMMUNOTHERAPY IMMUNO TEXT IMMUNO START DATE IMMUNO CODE IMMUNO HERE TREATMENT MAINTENANCE FIELD NAME CRSTAR NUMBER NAACCR NUMBER EDIT NUMBER HEMATOLOGIC TRANSPLANT HEMA TRANSPLANT CODE PALLIATIVE TREATMENT PALLIATIVE TEXT PALLIATIVE CODE PALLIATIVE CODE HERE OTHER TREATMENT OTHER TEXT OTHER RX DATE OTHER CODE OTHER CODE HERE OUTCOMES MAINTENANCE COMBINED DATE LAST CONTACT COMBINED PT STATUS COMBINED CA STATUS QUALITY OF LIFE SOURCE OF FU METHOD OF FU FIRST RECURRENCE DATE FIRST RECURRENCE TYPE AUTOPSY ICD CAUSE ICD REVISION /2016 Page 21

22 DEATH STATE DEATH COUNTRY CASE ADMINISTRATION DATE ABSTRACTED ABSTRACTOR INITIALS DATE CASE COMPLETE COC ARCHIVE FIN NPI ARCHIVE FIN CASE ADMINISTRATION FIELD NUMBER CRSTAR NUMBER NAACCR NUMBER EDIT NUMBER DATE CASE INITIATED CODING SYSTEMS COC CODE SYSTEM CURRENT COC CODE SYSTEM ORIGINAL RACE CODE SYSTEM CURRENT RACE CODE SYSTEM ORIGINAL SITE CODE SYSTEM CURRENT SITE CODE SYSTEM ORIGINAL MORHP CODE SYSTEM CURRENT MORPH CODE SYSTEM ORIGINAL ICDO2 CONVERSION ICDO3 CONVERSION RX CODE SYSTEM OVERRIDES SS/NODES POS SS/TNM N SS/TNM M SS/DIS MET N/A N/A ACSN/CLASS/SEQ HOSP/SEQ/DX CONF COC SITE TYPE HOSP/SEQ/SITE SITE TNM GRP AGE/SITE/MORPH SURG/DX CONF SITE/TYPE HIST /2016 Page 22

23 LEUK/LYMPH SITE/BEHAVIOR SITE/LAT/MORPH SEQ/DX CONF CASE ADMINISTRATION OVERRIDES FIELD NAME CRSTAR NUMBER NAACCR NUMBER EDIT NUMBER SITE/LAT/SEQ RPT SOURCE ILL SITE SITE/EOD/DXD T SITE/EOD/LAT CRStar Field Index Numbers/NAACCR Numbers/Edit Numbers **This list contains information on only the fields to aide in NCDB edit cleanup and is not an all inclusive list of CRStar field index numbers** 12/2016 Page 23