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Reporting Facilities

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Hospital

• Facility ID numbers
• MCR required fields
• < 25 reportable cancer cases
  Reporting instructions for facilities with fewer than 25 cancer cases annually
• Web Plus (external link)
  Web-based software system for reporting cancer cases electronically to the MCR
• Meaningful use for eligible providers (external link)
  The Mississippi State Department of Health provides information on the requirements for Meaningful Use (MU), including reporting cancer as part of the MU process. If there are additional questions regarding cancer reporting as part of MU that are not addressed on the Meaningful Use website, email Kristy Brister or call (601) 815-5480.

Non-hospital

• Casefinding

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Facility ID Numbers

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MS Cancer Registry Required Fields

Diagnosis Years 2016/2017

• Reporting Facility
• Abstractor
• Medical Record Number
• Date of 1st Contact
• Date of 1st Contact Flag
• Class of Case
• Casefinding Source
• Type of Reporting Source
• Sequence Number--Hospital
• Name--Last
• Name--First
• Name--Middle
• Name Maiden
• Name Alias
• Suffix
• Social Security Number
• Birth Date
• Birth Date Flag
• Birthplace State
• Birthplace Country
• Addr at DX--No & Street
• Addr at DX--Supplementl
• Addr at DX--City
• Addr at DX--State
• Addr at DX--Postal Code
• County at DX
• Sex
• Race 1
• Race 2
• Race 3
• Race 4
• Race 5
• Spanish/Hispanic Origin
• Text--Usual Industry
• Text--Usual Occupation
• Primary Payer at Dx
• Date of Diagnosis
• Date of Diagnosis Flag
• Primary Site
• Laterality
• Histologic Type ICD-O3
• Behavior Code ICD-O3
• Grade
• Lymph Vascular Invasion
• Diagnostic Confirmation
• Age at Diagnosis
• SEER Summary Stage 2000
• CS Tumor Size
• CS Extension
• CS Tumor Size/Ext Eval
• CS Lymph Nodes
• CS Mets at DX
• CS Site Specific Factor 1
• CS Site Specific Factor 3
• Derived SS2000
• Derived SS2000 Flag
• CS SSF 25
• AJCC Clinical T
• AJCC Clinical N
• AJCC Clinical M
• TNM Clinical Descriptor
• AJCC Clinical Stage Group
• TNM Clinical Staged By
• AJCC Pathologic T
• AJCC Pathologic N
• AJCC Pathologic M
• TNM Pathologic Descriptor
• AJCC Pathologic Stage Group
• TNM Pathologic Staged By
• TNM Edition
• CS SSF1 (Required for Brain, CNS Other, Intracranial Gland, Placenta, Prostate, Mycosis Fungoides, and Breast)
• CS SSF2 (Required for Breast)
• CS SSF 5 (Required for GISTPeritoneum)
• CS SSF6 (Required for GISTEsophagus, GISTSmall Intestine, GISTStomach)
• CS SSF8 (Required for Breast and Prostate)
• CS SSF9 (Required for Breast)
• CS SSF10 (Required for GISTPeritoneum and Prostate)
• CS SSF11 (Required for Appendix, GISTAppendix, GISTColon, GISTRectum, Breast)
• CS SSF13 (Required for Breast and Testis)
• CS SSF14 (Required for Breast)
• CS SSF15 (Required for Breast and Testis)
• CS SSF16 (Required for Breast and Testis)
• Date of 1st Crs RX--COC
• Date if 1st Crs RX--COC Flag
• RX Summ--Surg Primary Site
• RX Date--Surgery
• RX Date Surgery Flag
• RX Date Most Definitive Surg
• RX Date Most Definitive Surg Flag
• RX Summ Scope Reg LN Sur
• Regional Nodes Examined
• Regional Nodes Positive
• RX Summ--Surg Oth Reg/Dis
• Reason for No Surgery
• Rad--Regional RX Modality
• RX Date--Radiation
• RX Date--Radiation Flag
• Reason No Radiation
• RX Summ--Surg/Rad Seq
• RX Date--Systemic
• RX Date--Systemic Flag
• RX Summ-Chemo
• RX Date--Chemo
• RX Date--Chemo Flag
• RX Summ--Hormone
• RX Date--Hormone
• RX Date--Hormone Flag
• RX Summ--BRM
• RX Date--BRM
• RX Date--BRM Flag
• RX Summ--Transplant/Endocr
• RX Summ Systemic/Sur Seq
• RX Summ--Other
• RX Date--Other
• RX Date--Other Flag
• Treatment Status
• Over-ride Age/Site/Morph
• Over-ride Histology
• Over-ride Leuk,Lymphoma
• Over-ride Site/Behavior
• Over-ride Site/Lat/SeqNo
• Over-ride Site/Type
• Over-ride Surg/DxConf
• Over-ride HospSeq/DxConf
• Over-ride HospSeq/Site
• RX Coding System--Current
• NAACCR Record Version
• Site Coding Sys--Current
• Morph Coding Sys--Current
• COC Coding Sys--Current
• Date of Last Contact
• Date of Last Contact Flag
• Vital Status
• Cause of Death
• Death Place State
• Death Place Country
• ICD Revision Number
• Autopsy
• Death Certificate Number
• Text--DX Proc--PE
• Text--DX Proc--X-ray/scan
• Text--DX Proc--Scopes
• Text--DX Proc--Lab Test
• Text--DX Proc--Op
• Text--DX Proc--Path
• Text--Primary Site Title
• Text--Histology Title
• Text--Staging
• Text--Remarks
• Place of Diagnosis
• RX Text--Surgery
• RX Text--Radiation (BEAM)
• RX Text-- Radiation Other
• RX Text-- Chemo
• RX Text-- Hormone
• RX Text-- BRM
• ICDO-3 Conversion Flag

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< 25 reportable cancer cases

Hospitals with ≤ 25 cancer cases per year should send in the following documentation from the patient’s medical record if applicable:

• Discharge Summary
• History and Physical
• OP notes
• Scans/X-Rays
• Path Reports
• Chemo Notes
• Radiation Notes
• Name of Referring Physician
• Face Sheet

These cases will be abstracted by the Mississippi Cancer Registry Staff.

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Casefinding

This information is from a presentation given by Debra W. Christie, MBA, RHIA, CTR, CCRP, who was the director of the Cancer Research & Data Center at the University of Mississippi Medical Center.

Casefinding

• Systematic process to identify all cases eligible to be included in the registry database
• Includes both inpatients and outpatients
• Required at all types of facilities
• Need an up to date Reportable List

Reportable List

• Include all malignancies (carcinomas, sarcomas, melanoma, leukemia, lymphomas)
• Benign brain tumors (must be reported as of 1/1/2004)
• Cases reportable by agreement (ACOS hospital cancer programs)

What Should be Reported in Mississippi?

• Analytic cases diagnosed on or after January 1, 1996
• Cases that were diagnosed and/or treated at your facility (on or after 1/1/96)
• Pathology only cases read by pathologists must be reported
• Nonanalytic cases – submit when requested by MCR

Additional Cases to Report

• Squamous intraepithelial neoplasia grade III of the following:
  • Vulva (VIN)
  • Vagina (VAIN)
  • Anus (AIN)
• Refer to the state reportable list

Mississippi - Do Not Report

• History of Cancer Cases
• Basal cell and squamous cell carcinomas of the skin

Types of Casefinding

• Active casefinding
  • More thorough
  • More accurate
  • Costs more
• Passive casefinding
  • Self reporting less reliable
  • Dependent on others to ID cases
  • More likely to miss cases

Casefinding Sources

• Methods vary by individual facility
• Depends on services offered at facility
• Multiple sources needed to identify all cases
• Pathology, cytology reports
• Admission/discharge documents
• Disease indices/coding reports
• Surgery schedule
• Nuclear medicine logs
• Radiation treatment logs
• Hematology or Oncology clinic appointment schedules
• Bone marrow reports
• Mammography reports
• CT/MRI reports
• Autopsy reports

Pathology & Cytology Reports

• >90% of cases
• Review copies reports
• Computer generated listing – specify codes
• Outside cases reviewed by pathologist

Admission/Discharge Documents

• Daily or weekly review
• Can be done at time discharge records processed
• May be a computer generated list of patients

Admission/Discharge List

Name	MR #	Serv	DcDate	ICD-9 Code
L Name First	7777	Med	9-1-05	174.9

• Sort according to your specifications

Disease Indices/Coding Reports

• Run monthly, depending on case load
• May be hard copy or electronic
• Based on cases coded
• Obtain from health information management/medical record department

Disease Index – October 2005

Name	MR #	DCDate	PrimDX	SecDX
Jones R	88888	10/15/05	174.9	197.0
May S	77777	10/18/05	V58.1	162.4
Wade W	11111	10/09/05	185

Surgery Schedule

• Type of procedure
• Examples
  • Modified radical mastectomy
  • Radical prostatectomy
• Especially important for outpatient surgery centers

Nuclear Medicine Log

• Bone scans
• I-131 treatment for thyroid cancer

Radiation Treatment Logs

• Patients treated with radiation
• Patient may have been diagnosed elsewhere
• Patients may be included with disease index/coding list (need to know how coding is handled at facility)

Hematology or Oncology Visits

• Hematology or Oncology clinic on site
• Patients may not be admitted to hospital
  • Chronic lymphocytic leukemia
  • Polycythemia Vera
• Diagnosis by CBC or other blood test

Bone Marrow Reports

• Report may be generated by pathology or hematologist
• Leukemias, myeloproliferative disorders, other malignancies
  • Chronic lymphocytic leukemia
  • Refractory anemia
  • Lymphoma involving the bone marrow

Mammography

• Abnormal mammograms
• Work with radiologists to identify cases that fit criteria for cancer diagnosis (i.e., compatible with, suspicious, probable for cancer – see reportable list)

CT & MRI Reports

• Clinical diagnosis of cancer
• Benign brain tumors
  • Pituitary adenoma
  • Meningioma
• Brain metastasis
• Work with radiologists to identify cases that fit criteria for cancer diagnosis (i.e., compatible with, suspicious, probable for cancer –see reportable list)

Autopsy Report

• May confirm primary site (unknown primary)
• New cancer not diagnoses previously may be identified – Prostate cancer, incidental finding

Casefinding – State Registry

• Hospitals
• Independent Pathology Laboratories
• Freestanding Radiation Facilities
• Physician Offices
  • Hematology/Oncology
  • Dermatology
  • Urologist
  • Neurologist
  • Radiologist
• Outpatient Surgery Center, freestanding
• Hospice
• Nursing Homes
• Death Certificates
• Others?

Review/Link Identified Cases

• Compare site in registry database – new versus prior malignancy
• Identify subsequent malignancies

Enter Patient in Suspense File

• Cases that are potentially reportable
• Cases that need to be abstracted
• Include -Name, Identifier, Date of first contact/Diagnosis Date, Primary site
• File/sort by date identified

Monitor Casefinding Completeness

• Quality control function
• Maintain a casefinding log
• Review number of cases by month
• Review number of cases by casefinding source
• Look at primary site totals

Casefinding Audits

• Completed by State Registry or other entities
• Assess completeness of casefinding

Summary

• Casefinding is an important procedure to identify cases
• Identify facility specific methods to identify cases
• Monitor casefinding for quality control

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