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MCRCEDP (Michigan Colorectal Cancer Early

Detection Program)

Data Entry Training

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Modules • Getting Started • Searching for a Client • Transferring a Client • Adding a Client • Contacts Tab • Enrollments Screen • Medical History Screen • CRC Services Screen • Final Diagnosis Screen • Deleting

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Getting Started

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Getting Started MBCIS = Michigan Breast and Cervical Cancer Control

Information System. It is a database containing all of the Michigan Breast and Cervical Cancer Control Program (BCCCP), Well-Integrated and Evaluation for Woman Across the Nation (WISEWOMAN), and now Michigan Colorectal Cancer Early Detection Program (MCRCEDP) clients demographic, clinical and financial data.

The purpose of the course is to familiarize you with MBCIS.

This course will teach you how to enter demographic and clinical data accurately into the system.

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Getting Started

This system allows Local Coordinating Agencies (LCA) to access their own client records from the database.

You can monitor, evaluate and track the delivery of clinical services and reimbursement of those services.

The advantage of using a centralized data system is that you and Michigan Department of Community Health (MDCH) staff can simultaneously monitor and evaluate clinical and financial data on clients in the community.

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Getting Started The MDCH has implemented the MCRCEDP through a multi-

year grant from the U.S. Centers for Disease Control and Prevention (CDC).

The MCRCEDP provides outreach and colorectal cancer education, individualized risk assessment and screening to eligible 50-64 year old men and women living in 37 Michigan counties.

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Getting Started MCRCEDP services are provided through 7 LCAs with the

cooperation and partnership of physicians, hospitals, and other health care organizations in their communities. Following Michigan Cancer Consortium (MCC) Guidelines for the Early Detection of Colorectal Cancer, colorectal cancer screening is provided through:

• Fecal Occult Blood Test (FOBT) for average risk clients. • Colonoscopy (CS) for increased risk clients.

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Getting Started 1. MCRCEDP web site address 2. Program Management 3. Fiscal Year (FY) 2011 Financial Documents 4. Provider News 5. Address for paper claims 6. Forms 7. Reports This site should be visited weekly in order to keep up-to-date

Requires username and password to access

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Getting Started

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Getting Started NEW USER TRAINING: (Single Sign On and MBCIS):

Please do the 2 following trainings before continuing on if you are not a registered MBCIS User. Follow the link below

http://www.michigancancer.org/bcccp/WiseWomanProgram/DataEntryTraining.cfm

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Getting Started Before you can use MBCIS, you must fill out a MBCIS User

Agreement & Website Access Form. This form must be filled out and faxed to:

Cathy Blaze 517-335-8752

http://www.michigancancer.org/Colorectal/LocalAgencyInformation/MBCISUserAndWebsiteAccessForm.cfm

Go to the following link to get the MBCIS User Agreement & Website Access Form:

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Getting Started

https://sso.state.mi.us/

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Getting Started

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Getting Started

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Searching for a Client

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Searching for a Client To access the Find Client screen from the MBCIS Home

page, Click the Client Information link under Colorectal.

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Searching for a Client

To find a client in MBCIS, identifying information (search parameters) must be entered into one or more of the fields on the Find Client screen.

Recommended search parameters are highlighted above. Do not un-check the Statewide Search box.

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Searching for a Client

Search – is the process of searching for a current client or verifying a client does not exist in MBCIS.

Add – this is blacked out until a search has occurred. Cancel – Leaves the screen that you are currently working in

(nothing will be saved). Clear – This clears all the fields for a new search.

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Searching for a Client

NEW CLIENTS: Before a new client is entered, a Search must be performed to make sure the client is not in the system. The system will not allow the entry of a client until this has occurred to avoid duplicate clients in the database.

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Searching for a Client

What if you are looking for Wilma Flintstone? Since there is a client on file with the last name Flintstone, you need to verify if the client that was populated is Wilma.

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Searching for a Client It is very important to verify the information on the Enrollment Form with the information on the Clients tab. From here you can determine whether the client is the one you are looking for.

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Transferring a Client

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Transferring a Client Clients seen by one agency can be seen by another agency

in a different area as long as they are still eligible for the program.

The client must be transferred to your agency in order to enter data for the client.

On the Clients tab, click on Transfer LCA button on the bottom of the page.

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Transferring a Client If the client does not belong to your agency a red bullet point will appear at the top of the page indicating so.

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Transferring a Client Once the Transfer LCA button has been clicked, a warning

dialog box will appear before the transfer is complete.

Click OK button if you would like to proceed with the transfer, or

Click Cancel button if you do not wish to proceed.

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Transferring a Client Once the OK button is clicked the client now belongs to your LCA.

A dialog box will appear at the top of the screen verifying that the client belongs to your LCA.

Although the client is now transferred to your LCA, you cannot modify clinical information entered by the previous agency.

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Adding a Client

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Adding a Client If a client has not been previously entered into MBCIS, the

client’s name will not appear on the Find Client Screen. If this happens then the client is new and must be entered

into the system. Click on the Add button to go to the Clients screen to begin

entering data.

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Adding a Client The Clients tab displays and/or records social and demographic

information that helps identify clients. Information for this screen is obtained from the enrollment form.

The clients screen displays clients information in four different sections. – Client Identification Details – Contact Details – Race Flags – Anniversary Dates

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Adding a Client

Clients Screen – green highlighted items are required.

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Adding a Client Data Required Fields: are fields that must be completed.

You will not be able to save the client’s data until these fields are completed. These field are denoted by an asterisk (*) after the field name.

Additional Data Fields: while it is not required these fields, it is strongly recommended that you do so. The more information the better!

Auto-populated Fields: are fields that have information automatically assigned to them by the MBCIS based off the information you have entered.

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Adding a Client Data Required fields are the following:

– Last Name – First Name – Birth Date (must be in mm-dd-yyyy format) – Gender (Female or Male) – County – State – Phone (without spaces, dashes or parentheses separating

the numbers) – Type (type of phone) – Hispanic (Yes/No) – Race

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Adding a Client Additional Data Fields:

– SSN (Social Security Number/billing ID) – Client ID: (Identification number used by LCAs – no

spaces) – M.I. (Client’s middle initial) – Maiden (Client’s name before marriage) – Street (Street name where client resides) – Apt. (Apartment number where client resides) – Zip Code – Special Considerations

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Adding a Client Auto-populated fields: Some of these fields are grayed out and

the user cannot modify them while others can be modified.

– MBCIS ID (this is a number that is used to identify a client without using PHI data)

– Age (determined by date of birth entered in MBCIS) – Anniversary Dates (Next Screening Date & Next Screen

Test, populated after screening information has been entered)

– Status: top of screen (active or inactive) – LCA: top of screen

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Adding a Client Clients screen contains 5 different sections: (each section will be

explored in the preceding slides)

1. Page Header 2. Client Identification Details 3. Contact Details 4. Race Flags 5. Anniversary Dates

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Adding a Client Page Header:

– Client: first and last name – Status: either “active” or “inactive” – MBCIS ID: identification number auto-populated by the

system and used in all communication with the State – LCA: agency the client is enrolled in

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Adding a Client

• Fields highlighted in green are data required fields

• Fields highlighted in yellow are auto-populated fields.

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Adding a Client

• If the client has no phone then this field is not required.

•If they do have a phone then the phone number and type is required.

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Adding a Client

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Adding a Client If there are any errors and/or missing data when you click the “SUMBIT” button a Data Validation Error message (in red) will appear at the top of the page indicating what data field(s) need to be fixed.

Once the SUBMIT button is clicked and there are no errors or missing data the 2 highlighted area are auto-populated.

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Adding a Client

Next Screening Date and Next Screen Test are auto-populated once the CRC Services tab has been data entered.

This will be discussed later in the training.

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Adding a Client

Find Client - Takes you to the Find Client screen

Delete - Remove the client from the database

Enrollments - Takes the data enter person to the clinical section of MBCIS – Enrollment screen

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Contacts Tab

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Contacts Tab • The Contacts screen displays a list of people who could

possibly locate the client if the agency cannot. This tab is not mandatory but can be very helpful.

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Contacts Tab

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Contacts Tab

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Contacts Tab A user can view, modify or add a contact on the Contacts

screen. To view or modify a client, click Modify link next to the

contact’s last name. To add a contact, click on the Add button.

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Contacts Tab Deleting a Contact:

First click on the Modify button to bring up the contact to be deleted.

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Contacts Tab Once the contact is brought up click on the Delete button on the bottom

of the screen.

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Contacts Tab Click the OK button to complete the deletion, or Click the Cancel button to stop the deletion.

Barney Rubble has been removed from the Contacts tab.

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Enrollments

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Enrollments The Enrollments section is made up of 4 different tabs

and header information

1. Enrollments 2. Medical History 3. CRC Services 4. Final Diagnosis

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Enrollments There are two ways to access the Enrollments tab. 1 First, on the MBCIS home page, under Colorectal, select

Enrollment Information.

2 Or, on the Clients screen click on the Enrollments button

on the bottom of the page

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Enrollments

Add - Add an enrollment cycle for the client Cancel - Takes the user to the MBCIS Home page Open Client - Takes the user to the Clients tab Find Client - Takes the user to the Find Client Screen

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Enrollments

Currently this client does not have an enrollment cycle open.

Click the Add button to begin an enrollment cycle.

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Enrollments

Enrollments Screen – green highlighted items are required

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Enrollments The Enrollments screen contains 6 different sections: (each

section will be explored individually)

1. Page Header 2. Client Enrollment Details 3. Primary Care Provider (PCP) Details 4. Learn of Program 5. Eligibility 6. Scheduling

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Enrollments

Client: First and last name

Risk Factor: Average, Increased or High risk

MBCIS ID: identification number auto generated by MBCIS and used in all communication with the State

LCA: agency the client is enrolled with

1. Page Header:

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Enrollments 2. The Client Enrollment Details The highlighted fields are required and the close date is an auto-populated field.

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Enrollments The following fields make up the Client Enrollment Details

section (tab order):

– Enrollment Site*: records the Agency that completed the client’s enrollment paper work (required field).

– Enrollment Date*: records the date the client enrolled or re-enrolled into the program (required field).

– Enrollment Type*: clients first enrollment defaults to initial (required field). Every cycle after that automatically defaults to returning.

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Enrollments The following fields make up the Client Enrollment Details

section. If the client is also a BCCCP client then the highlighted fields will be imported from the BCCCP module:

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Enrollments The following fields can be imported from the BCCCP module if

the client is in the BCCC Program:

– Household Income*: income level is decided once per year. MBCIS automatically calculates income eligibility based on income and household members and will make the client inactive if the income is too high (required field).

– Household Members*: automatically defaults to one. If more than just the client lives in the household supported by the indicated income, enter the appropriate number of household members (never can be zero and required field).

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Enrollments The following fields can be imported from the BCCCP module if

the client is in the BCCC Program (continued): Marital Status: Employment: Education:

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Enrollments The following fields make up the Client Enrollment Details

section (continued):

Comments: agency use.

Close Date: auto-populated field. The close date is the date of the procedure (screening or diagnostic) that either confirms or rules out cancer (final diagnosis date).

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Enrollments 3. Primary Care Provider Details section: all enrolled clients

must have a Primary Care Provider (PCP) assigned prior to screening in the CRC Program.

If the client does not have a PCP, then the clinician will give the client a list of resources to find a PCP. Once this occurs, it is assumed that the client has a PCP.

If the client does not have a PCP and refuses the resources then they are not eligible for the program.

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Enrollments A client must have a PCP in order to be in the Program. If “Do you have a Primary Care Provider (PCP)?” Is answered NO then the client is ineligible for the Program.

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Enrollments

If the client has a provider, select the provider from the drop down list “Click here to select provider from list”. Auto-populates provider name.

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Enrollments

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Enrollments If the provider is not on the list then click on the Add button to include this provider to the list.

Add the provider information on the Add Primary Care Provider. Required fields are highlighted in green.

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Enrollments

Once the provider information has been added click on the Submit button to save the provider information. You will then be able to access this provider in the drop down list.

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Enrollments Send results to the Primary Care Provider?– “Yes” or “No”

Health Insurance – “Yes” or “No”

Insurance Type: If above is “No”, this section will be grayed out

Not eligible for the program

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Enrollments

Medicare B and Medicare A & B makes a client ineligible for the Program, also a HMO.

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Enrollments

4. Learn of Program Section – how did the client learn about the program

Not required BUT very important information to have.

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Enrollments

(5) Eligibility and (6) Scheduling sections cannot be filled out until the Medical History screen has been completed.

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Enrollments

Retrieve the answers to the above sections off the Enrollments form bottom of page 2.

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Medical History

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Medical History The Medical History screen contains 5 different sections: (each

section will be explored individually)

1. Colorectal Screening History 2. Client History of Disease/Conditions 3. Colorectal Cancer History 4. Family Medical History 5. Current Symptoms

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Medical History

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Medical History

Check all tests that the client has received along with the dates and results. If the exact date is not known, enter a rough estimate of the date (for example 1/1/2003 for 8 years ago).

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Medical History

“To soon for re-screen” error does not appear until the CRC Services screen.

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Medical History

FAP → Familial Adenomatous Polyposis HNPCC → Hereditary Nonpolyposis Colorectal Cancer IBD → Inflammatory Bowel Disease

NOTE: If the answer is “Yes” to any of the above, then the client is considered High Risk and is ineligible for the program.

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Medical History Colorectal Screening History – if the answer is yes to any

of the questions in this section, then the client is considered increased risk and may be eligible for the program.

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Age only applies to Colorectal Cancer

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Medical History 4

Family Medical History of CRC and/or precancerous polyps is very important and is a required field

Please no not forget the age, that is important information we half to collect.

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Medical History

NOTE: If the answer is “Yes” to any of the above, then the client is considered High Risk and is ineligible for the program. Ineligibility will appear on the CRC Services screen

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CRC Services

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CRC Services

This area is populated as services are entered into the database

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CRC Services

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CRC Services

Test results, test status and provider specialty are only required for: FOBT, Colonoscopy, Sigmoidoscopy and DCBE

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CRC Services Test status only applies to the following procedures: FOBT, Colonoscopy, Sigmoidoscopy and DCBE:

Complications – Type: only applies to the following procedures: Colonoscopy, Sigmoidoscopy and DCBE:

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CRC Services

FOBT Test Results Colonoscopy, DCBE,

Sigmoidoscopy Test Results

Test results are only required for FOBT, Colonoscopy, DCBE and Sigmoidoscopy

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CRC Services “Cecum Reached” and “Adequate Bowel Prep”:

– Only applies for 2 procedures: colonoscopy and sigmoidoscopy

– “Yes”, “No”, or “Unknown”

Was a biopsy or polypectomy performed? – Only applies for 2 procedures: colonoscopy and

sigmoidoscopy – “Yes”, “No”, or “Unknown”

Units: applies only to “pathology”

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CRC Services

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CRC Services If a service has been entered incorrectly you cannot correct the

problem and then hit the Submit button. If you do this the service may not get paid.

You must completely delete the service and re-enter it correctly. If this is not done, you claim will not be paid!

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CRC Services Once the service has been selected, go to the bottom and

click on the Delete button Once you have deleted the service you can re-enter it and do

not forget to check the Pay box.

Select the Service you would like to delete, it will be highlighted yellow.

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CRC Services

This section only applies to 2 procedures which are a colonoscopy and sigmoidoscopy.

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CRC Services

Were all polyps completely removed? •Yes •No •Unknown

Count – number of polyps and size of the largest one (do not forget the decimal point if needed).

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CRC Services

To add a new service, you must click on the “Add New” link which is highlighted at the top next to CRC Services

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CRC Services

The blue highlighted fields are fields that need to be filled out for a Colonoscopy.

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CRC Services

As services are added to a client’s enrollment cycle, they will appear in the top section of the CRC Services tab. To view a particular service, just click on the “Modify” link next to the service name and that service information will appear in the CRC Service area. The service you are viewing is the highlighted yellow at the top.

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CRC Services Nurse approved procedures: that can only be approved and

entered by a State Nurse Consultant: – DCBE – Sigmoidoscopy – Other

Each client is only eligible for one pre-colonoscopy office visit per year!!

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CRC Services

A sampling of possible errors that you may come across during data entry. They always appear at the top of the screen.

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Enrollment Form Example

Page 1

MCRCEDP Enrollment Form – page 1: this page collects basic demographic information on the client.

The information from this page is data entered into the Clients Screen.

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Enrollment Form Example

Page 2

This section is data entered on the Contacts tab. Now we will proceed to the Enrollments section of MBCIS.

This information is data entered on the Enrollments tab – Client Enrollment Details and Primary Care Provider Details.

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Enrollment Form Example

Page 3

Enrollments Tab – Primary Care Provider Details (finishes that section).

Enrollments Tab – Learn of Program, Eligible and Scheduling sections. Last 2 sections are program staff use only.

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Enrollment Form Example

Page 4

Information on this page will be data entered on the Medical History tab.

This completes the Enrollment Form data enter piece of the CRC paperwork.

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FOBT Example

Page 5

The information on this page will be data entered on the CRC Services tab.

It will be entered in the CRC Services section only.

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FOBT Example

Page 6

Example of a pathology report from the FOBT Test.

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Colonoscopy Example •Blue highlighted items: procedure and office visit dates

•Pink highlighted items: Nurse approved services

•Purple highlighted items: required data elements for colonoscopy sigmoidoscopy and DCBE.

•Only first 2 pages of the form is data entered on the CRC Services Screen

??

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Colonoscopy Example Procedure date and date of test are the same date and will most likely be different from the Pre-Colonoscopy Office Visit date.

On this form 2 different procedures will need to be entered 1) office visit and 2) Colonoscopy on the CRC Services screen

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Colonoscopy Example The areas highlighted on the form need to be data entered on the CRC Services screen

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Colonoscopy Example

Bottom of the CRC Service section

Rest of the page information is data entered into the Polyp/Lesion Information

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Final Diagnosis

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Final Diagnosis IMPORTANT: This screen MUST be filled out in its entirety for each client.

– Next Steps – Final Diagnosis – Treatment Information

This information is REQUIRED by CDC and will be monitored by

state staff closely.

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Final Diagnosis

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Final Diagnosis

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Final Diagnosis

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Final Diagnosis

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Final Diagnosis

Final Diagnosis section is completed from the data in Section 5 & 6 (page 3) of the Colonoscopy Intake Form

This section completes the Next Steps section in MBCIS

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Final Diagnosis

Section 7 on the Colonoscopy Intake Form

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Deleting

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Deleting LIFO – Last In, First Out

When deleting, start with the last screen (Final Diagnosis) and work your way backwards.

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Photos • Slide 3 – Point Betsie Light • Slide 16 - Marquette Light House • Slide 23 – Grand Traverse Light House • Slide 28 – Miner’s Castle (before one of its turrets crumbled

and fell into Lake Superior in the Spring of 2006 • Slide 44 – Marquette Harbor Light • Slide 52 – Lake Superior summer • Slide 78 – Whitefish Point Light House • Slide 84 – Big Sable Light House • Slide 97 – Lake Superior summer • Slide 102 – Charles M. Beeghly Freighter