CRM Part 1 Flashcards
Central ca regys are the connection between what?
Those collecting data on pts and national ca programs
Central regy consolidates reports on same pt and primary cancers for all __, __, and __ items.
demographic, dx, and treatment
Consolidation of data occures at the __ and __ level, so that there is only one best record of each possible value
individual and record
Consolidation can be used to determine the best possible ___ of cancer within a ____
incidence / defined geographic area
Central regy data is aggregated at these levels
national and international
Many central regys are located in
state health depts
Central regys are governed by (x2)
laws of state / standards and requirements of federal funding agencies
All central regys are funded by __, ___ or both
CDC’s NPCR / NCI SEER
Staffing for central regy depends on (x3)
- goals of regy 2. caseload 3. nature of data collection process
What is FTE for essential central regy function
12.4
Other professionals employed in central regy (x6)
Epidemiologists, statisticians, informaticists, IT and admin support personel and manager or director overseeing BUDGET and PROGRAMATIC PLANNING
Majority of central regy data comes from
hospitals
Why is receiving data from different type of reporting sources important
fills gaps in patient and tumor record
Central regy - all cases for a diagnosis year must be submitted to the central regy no later than…
6 months after dx
RCA is
rapdid case ascertainment
Hosital reg maintain data on all patients ___ and report all cases to the central reg after ___, ___, and ___ are completed at the hospital level
treated for ca at their facility
casefinding, abstracting, and editing are completed
When hospitals submit their data to the state’s central reg it uses a STANDARDIZED FORMAT. What is the format?
NAACCRs data exchange record layout
Name other health-care reporting sources.
Note that they are generally required by STATE STATUTES to report cancer dx and/or tx to their respectiver registries
outpt cancer centers
path labs
med onc facilities
surgery centers
imaging and radiology centers
Ca dxs that are often dx outside of hospital setting include (5)
prostate
urinary
heme (MDS)
urology
dermatology
Path reports are a critical data source for central regy. What percentage of cases reported to U.S. central regy were dx using path reports
94%
Many states have developed ____ which collects claims data from ____ for inpt tx, outpt tx, and pharmacy claims
APCD - all payer claims database
health insurance companies
With APCD data can be pulled from claim information through what kind of linkage
probablistic
What is the interstate data exchange?
Most central reg have data sharing agreements with other states to match data obtained from out-of-state data exchanges with facilities (other ca reg, state depts of health, path labs)
What is signed between different state’s central regys
NAACCRs National Interstate Data Exchange Agreement
Who typically does casefinding?
Hospital regys, central regys depend on them but the central regy may perform casefinding on NONHOSPITAL facilities
What nonhospital sources do central regys use?
path reports from freestanding labs and derm offices
disease indices from outpt centers
disease indices from hospice or nursing homes
death certificate files
Consolidations must occur for data on same pt and tumor. Multiple reports from sources are called
source records
What is CCRDB
central ca regy database
When consolidating, central regys often use 4 components to ensure data is accurate and each new cancer is counted only once. What are they?
data edits
patient record linkage
tumor record linkage
data item consolidation
What happens when central regy source records are subjected to electronic data edits for completeness and and inncuacies or errors are found?
Sent back to reporting facility or corrected and resubmiited for editing by central reg staff
When no errors are found in source records at the central regy, what is the next step?
patient record linkage
What is the patient record?
the individual person with one or more primary cancers/reportable neoplasms
What data items are included in the patient record?
name
dob
SSN
race
etc
Record linkage is performed to determine what?
if pt has an existing record in the CCRDB
List the steps in the CCRDB record linkage process (5)
- souce record is imported
- data edits performed to check for errors
- if all good PT RECORD LINKAGE performed (exisitng pt vs creating new record for pt)
- If pt is already in system TUMOR RECORD LINKAGE performed (pt record updated to add new tumor or patient record updated for original tumor)
What is a perfect match in record linkage?
CCRDB algorithms find a match with all key demographics (name, dob, ssn, etc)
What is a probably match in record linkage?
CCRDB algorithms find a match in demographics (name, dob, etc) but there is say a 1 digit difference in SSN
What often is the process for probable matches in record linkage?
manual review
Each tumor record is counted in what?
Incidence data
What are same data items included in a tumor record?
primary site
histology
stage
tx
info abt pt at time of dx
What is data item consolidation?
Central reg identify difference between info from 2+ sources for the same pt and/or tumor and determine the best data values
If a record is modified during the data item consolidation process, what is the record called?
What happens to the original unmodified source record and what is it called?
consolidated record
it is kept unmodified and called the PRISTINE record
If a record is modified during the data item consolidation process, what is the record called?
What happens to the original unmodified source record and what is it called?
manual and automated
manual is often for complex, interrelated and compound variables and automated is for simple variables
Why is geocoding helpful?
calculating local rates
identifying areas with high or low risk - which can help identify underreporting
Who does geocoding?
central reg
Geocoding helps identify and analyze relationships between
incidence and cancer risk factors
Follow up os determined by VITAL STATUS, which generally falls into what 2 categories
date of last living contact
reports of death
Name some of the linkages that provide date of last living contact
DMV
Voter registration
Medicare and Medicare services
Name some of the linkages that provide reports of death
National Death Index
Social Securit Death Index
NCI and CDC provide central regs with guidance on requirements for follow up data. NCI funded use ___ methods while CDC requires ___
active and passive
passive (through death certificate file from the the state and NCHS National Death Index
Death clearance is the process of matching ____ against _____
death in pop
reportable conditions
What are the steps in death clearance?
Death clearance match (match is found) and death clearance follow-back (no match found - invesigation must be done to identify missed cases)
During death clearance, if no match can be found and investigation leads to nothing, this is a
DCO case - death certificate only
Central reg with a DCO rate (cases identified as DCO) must be below ___ to achieve NAACCR certification
5%
What are causes of central reg with high DCO percentages?
Incomplete reportable list
1+ newly identified facilities have not begun reporting yet
Known facility failed to report all required cases
Central reg do not have access to this
patient medical records
____ and ___ collect data for the entire US
CDC and NCI
Standardization of data allow for ___ and ___ across geopolitical boundaries
aggregation and comparibility
Standards refer to the __________ and ______ by a SINGLE STANDARD SETTER
data collection and
Data standardization refers to these 4 things among multiple standard setters
agreement of fields
field lengths
codes
instructions for data collection
Data are _____ that check the content entered in data fields against ____
software algorithms / standardized codes
Data edit requirement standard setts are … (4)
SEER - primary site, morphology, grade
COC - TNM
NAACCR - SSDI
CDC uses edits sponsored by SEER, CoC and NPCR
Who developed 1st coding guidelines
CoC - ACoS & NCI in 1950s, followed by SEER in 1971
Central reg in US confomr to what standards
NAACCR standards from the Standards for Ca Reg Volume II
CoC accredited facilities conform to what standards
STORE
What is the data exchange standard and who developed it
What language is now used
NAACCR
assists with electronic transfer of data bt hospital and central reg
XML
Nonhospital source examples
Their data standards are build on formats developed by who?
path lab and physician offices
HL7 - Health Level 7 (develops standards for exchange of electronic health info)
Path labs standards are from who/what
NAACCR - Standards for Ca Regs Volume V
Data linkage is a task of which? hospital or central regy? and what is it?
central
linking to ensure no cases has been missed
Data edits are checks for ____
data accuracy
Who develops edits
standard setters from codes and coding instructions
Who makes inter-record edits available?
What are they?
NCI SEER and CDC
Compares data recorded across records for pts with than one more for consistency in like data tiems and sequencing of tumor events
Who distributes edits? (x3)
SEER*Edits (from NCI SEER)
NAACCR Edits Metafile
CDCs GenEDITSPlus
Different bt sing-field edit and inter-record edit
single field - ITEM - checks one field at a time
inter-record - MULTI-RECORD - compares data on more than 1 record (finds errors common to all records)
When does NAACCR provide a new version of the Edits Metafile
when new data dictionary is released
In addition to the standard metafile, NAACCR and CDC publish what annually?
call for data metafile
What program provides standardized process for creating and distributing an edit metafile as well as standard edits
EditWriter
What are the 7 components of NAACR Metafile and briefly describe
Agencies - standard setters who sponsor edits
Edits - individual data checks
Edit Sets - groups of edits applie to 1+ records in a processing run
Fields - data elements to be edited in the metafile
Layouts - grouping and organization of FIELDS from NAACCR data dictionary into a file format
Messages - Error messages explaining the edits
Tables - facilitates lookups and bulding list choices for multiple values
Sometimes cases are edited in batch mode prior to submission and a list of errors will generate with frequency counts (ie ERROR REPORT), what are these used for
QUALITY-CONTROL
can identify areas of coding confusion for 1 or multiple abstractors and indicate areas for education
Edits can be overriden. Name 2 scenarios when this would apply
- CTR reviews data and finds it be correct after all
- Apparent problems in edit logic (confirmed with the software vendor and/or reported to NAACR)
The library of resources for abstracting are the same for what?
writing and resolving edits
Data quality activities: visual editing - briefly describe
What are the risks?
comparing text documentation with abstract coded items to detect errors not found in computer edits
bc it depends on humans (experienced CTRs) it is subjective and not all editors with identify same errors
Data quality activities: recoding audits - what is it?
verified coding guidelines are correctly applied by registrar
What kind of charts is good for recoding audit? why?
pareto
ranks areas that need attention to decreasing order of occurence
Data quality activities: re-abstracting study - why? (x5)
assess quality of collected data
est. rates of agreement bt registry data and info in source documents
identifies probls with interpretation and coding of specific data
develop standard guidelines and rules for abstracting ambiguous scenarios
Data quality activities: re-abstracting study - what is it?
qualified staff member abstracts the sample case again from medical records
that is compared to the OG
discrepancies bt can be identified as MINOR or MAJOR
Data quality activities: text documentation - it is a vital aspect of what? and it must do what?
data COMPLETENESS
must tell story in language that supports coding
Data quality activities: why is text the most important tool for central reg?
it is used for reconsiling conflicting codes from different sources during the CONSOLIDATION process
Data quality activities: Unknown values and ill-defined codes pose problems to data analysis. why?
what does a high rate of unknown codes indicate?
what does low rates of unknown codes indicate?
it can skew data in a way thay may for example rep. more of a given pop
sources of information are being overlooked
registrar may be making unsupported assumptions about data
(rate of uknowns should be somewhat stable)
What data field has the greatest number of missing/unknown values?
grade
Reports ensuring timeliness:
comparitive coding can monitor what?
how is it measured?
consistency
reliability studies
What is a lag time report?
report that tracks cases by date of dx against
date of received in central reg
How often are timeliness standards monitored for being met? and how?
monthly
by timeliness reports
Reports ensuring timeliness:
what does a reliability study test?
what does it help with?
registry rules and measures whether rules provide consistent and reliable guidance so coding the same case by diff. registars is consistent
study helps find areas where coding rule documentation is unclear
Completeness:
casefinding audits ensure _____ and guards against ____
case incidence completeness
duplication of cases
comleteness rate (%) = 100 - [(missed cases/total # identified) *100]
casefinding audit