Electronic Reporting for Urology Physician Practices

Instructions and Reporting RequirementsModule 9Electronic ReportingForFacilitiesMarch 2014

North Carolina Central Cancer Registry

State Center for Health StatisticsDivision of Public HealthDepartment of Health and Human Services1908 Mail Service CenterRaleigh, NC 27699-1908http://www.schs.state.nc.us/units/ccr/

North Carolina Central Cancer Registry

Welcome back!

Im Ashanti Scott-Prince and I will be your narrator for this training session. The North Carolina Central Cancer Registry has produced this training, along with the previous trainings, to guide you on how to use the New Case Abstract form for facilities.

1Part IX Finalizing and Submitting the New Case Abstract Form

You are now entering Training Module 9 which will review Part IX: Finalizing and Submitting the New Case Abstract form as identified in the Electronic Reporting for Facilities training manual.

As noted in Module 1, the North Carolina Central Cancer Registry (NCCCR) collects, processes, and analyzes data on all cancer cases diagnosed among North Carolina residents. This is primarily a cancer surveillance activity, monitoring the incidence of cancer among the various populations of the state.All health care providers are required by law to report cases to the NCCCR (as in nearly all other states). Traditional data collection for central cancer registries has been primarily from hospitals. As medical advances have occurred, diagnosis and treatment of certain cancers has moved from the acute care setting to being fully cared for within the physician/clinic office and, therefore, never received and counted. Examples include melanoma of the skin; prostate cancer; and many hematopoietic malignancies like chronic lymphocytic leukemia, polycythemia vera and myelodysplastic syndrome. The NCCCR supplements hospital data with reports from physician/clinic offices who diagnose cases that are not seen in a hospital. In addition, death certificates and pathology laboratory reports are used to help identify cases that are missed in this routine reporting by hospitals and physician/clinic offices. Any duplicate reports are consolidated in the data editing process. The purpose of this concerted effort is to alleviate under-reporting or a delay in reporting which can adversely affect incidence rates and research from incomplete data collection.

Please ensure you have your Electronic Reporting for Facilities training manual open to follow along (or printed out to use for note taking).We will now resume the training.

2Part IX: Finalizing and Submitting the New Case Abstract FormSection IX.1: Final ReviewPerform a final review of all information on each tab to ensure the record is complete and accurate and all information has been entered. DOUBLE CHECK THE FACILITY NUMBER. Once the case is submitted, further revisions to the case cannot be made.Section IX.2: Submit OptionsThere are 2 [SUBMIT] options. The two submit options are Save and Finish and Complete. The Finish and Complete option will prepare the report for the next case. When all information has been entered and verified, select the Finish and Complete button. Hospital staff must select this option when a case is complete.

PART IX: FINALIZING AND SUBMITTING THE NEW CASE ABSTRACT FORM begins with Section IX.1: Final ReviewIt is important to perform a final review of all information on each tab to ensure the record is complete and accurate and all information has been entered. Please remember to DOUBLE CHECK THE FACILITY NUMBER. Once the case is submitted, further revisions to the case cannot be made.Section IX.2: Submit OptionsThere are 2 [SUBMIT] options. The two submit options are Save and Finish and Complete. The Finish and Complete option will prepare the report for the next case. When all information has been entered and verified, select the Finish and Complete button. Hospital staff must select Finish and Complete once a case is complete.

The next slide shows a screen shot of the Submit Options and provides more information on the choices. This screen shot can also be found in the manual.3Part IX: Finalizing and Submitting the New Case Abstract FormSection IX.2: Submit Options - continuedSave (Submit option for non-hospital)Case will be retained in the New Case Admission IPAQ .Cases can be viewed while in the IPAQ.Note: Non-hospital facilities must select this option and provide a monthly list of completed cases to their Field Services Representative.Finish and Complete (Hospitals)This option will run edits prior to submitting the case.If an error message occurs, the error must be corrected before the case can be submitted.Once a case is submitted, all data is cleared from the screen and a blank New Case Abstract report will display.All defaults are restored.

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Here we have the screen shot showing the two Submit Options. Again, this can be found in the manual if you wish to follow along there. The yellow caption boxes help to point out each of these two options.

The first tab, Save is the tab choice you will to select to save incomplete cases. Non-hospital facilities will select this option once all required fields are complete. Some of the guidelines for choosing the first tab are:Case will be retained in the New Case Admission IPAQ.Cases can be viewed while in the IPAQ.Note: Non-hospital facilities must select this option and provide a monthly list of completed cases to their Field Services Representative.The second tab, Finish and Complete, is the tab choice hospitals must select to submit the completed case.This option will run edits prior to submitting the case.If an error message occurs, the error must be corrected before the case can be submitted.Once a case is submitted, all data is cleared from the screen and a blank New Case Abstract form will display.All defaults are restored

4Part IX: Finalizing and Submitting the New Case Abstract FormSection IX.3: Clearing Quality Check Errors

Certain quality checks have been included in the New Case Abstract report. When the Finish and Complete option is selected, the system will check for required fields, valid values, and conflicts in logic. When an error is detected, the user will be notified of the error in a box on the screen. Error messages will display in blue and are listed in the same order as the fields in each tab. All error messages must be cleared by making the appropriate correction to the data. Required fields cannot be left blank and will generate an error message. All required field errors must be cleared before logic error messages can be displayed.

If there are errors, correct all errors listed and select the Finish and Complete button again. Continue this process until all errors have been corrected and the case is error free. In some cases, clearing one error may create a different error. It may take a few cycles to clear all errors. Tips for clearing the error are included with the error message. (see next slide)

Section IX.3: Clearing Quality Check ErrorsHere we review the subject of errors the screen identifies after you have submitted your report. Your submission is not considered complete until the errors are corrected. What does this mean to you?Certain quality checks have been included in the New Case Abstract form. When the Finish and Complete options has been selected, the system will check for required fields, valid values and conflicts in logic.

When an error is detected, the user will be notified of the error in a box on the screen as seen in the screen shot on the following slide. Error messages will display in blue and are listed in the same order as the fields in each tab.

All error messages must be cleared by making the appropriate correction to the data. Required fields cannot be left blank and will generate an error message. All required field errors must be cleared before logic error messages can be displayed.If there are errors, correct all errors listed and select the Finish and Complete button again. Continue this process until all errors have been corrected and the case is error free. In some cases, clearing one error may create a different error. It may take a few cycles to clear all errors. Tips for clearing the error are included with the error message.

5Part IX: Finalizing and Submitting the New Case Abstract Form Section IX.3: Clearing Quality Check Errors - continued

This is the screen shot showing what the error screen looks like. You must correct all errors before the case will be accepted by the system. To view this screen shot please go to Section IX:3 in the manual.6Part IX: Finalizing and Submitting the New Case Abstract FormSection IX.3: Clearing Quality Check Errors continued

When the case is error free, and the Finish and Complete options has been selected, the program will submit the report to the NCCCR database. There will not be a Report Submitted message. Upon successful submission of a report, the system will display a new report form ready for a new case to be entered. The application returns to the first tab (the Demographic tab) and all defaults are applied. (see next slide)

When the case is error free, and the Finish and Complete has been selected, the program will submit the report to the NCCCR database.

There will not be a Report Submitted message.

Upon successful submission of a report, the system will display a new report form ready for a new case to be entered. The application returns to the first tab (the Demographic tab) and all defaults are applied.

See the next slide for a screen shot of what the default screen will look like after you have successfully submitted a case.

This screen shot can also be found in the manual.

7Part IX: Finalizing and Submitting the New Case Abstract FormSection IX.3: Clearing Quality Check Errors continued

This is what the default screen will look like after you have successfully submitted a case.

This screen shot can also be found in the manual.8Part IXFinalizing and Submitting the New Case Abstract Form Completed

This completes the training module for Part IX: Finalizing and Submitting the New Case Abstract Form. Please close when you are ready and move to the next link to access the training module for Part X: Contact Information in the Electronic Reporting for Facilities training manual.

Thank you! 9