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Missouri Cancer Registry Low Volume Facility Manual Effective 01/01/2011 Contents INTRODUCTION ............................................................................................................................................. 3 Role of Hospitals ....................................................................................................................................... 3 Role of Missouri Cancer Registry .............................................................................................................. 3 Confidentiality ........................................................................................................................................... 3 Audits ........................................................................................................................................................ 4 GENERAL INSTRUCTIONS .............................................................................................................................. 4 Important Items to Remember ................................................................................................................. 4 Chart Submission ...................................................................................................................................... 4 Data Security ............................................................................................................................................. 5 Delinquency .............................................................................................................................................. 6 Missouri Cancer Registry Website ............................................................................................................ 6 REPORTABILITY ............................................................................................................................................. 6 ICD-9-CM Codes ........................................................................................................................................ 6 Inclusions .................................................................................................................................................. 6 Exclusions .................................................................................................................................................. 6 Ambiguous Terminology ........................................................................................................................... 7 CASE FINDING ............................................................................................................................................... 8 Medical Record Disease Index .................................................................................................................. 8 Resources .................................................................................................................................................. 8 Documents to Copy................................................................................................................................... 8 APPENDIX .................................................................................................................................................... 10 2 INTRODUCTION Role of Hospitals The primary source for obtaining epidemiological information is the hospital cancer registry. A registry is responsible for providing a listing of cancer patients and pertinent information regarding their diagnoses. A registry may be small or large, and the extent of information submitted varies, depending on hospital size and the reporting methods for each facility. Some hospitals have had their own registries for years in accordance with the American College of Surgeons-Commission on Cancer (ACoSCoC) requirements, while others have limited registries and collect or provide only the state mandated reporting requirements. Role of Missouri Cancer Registry MCR’s role is to gather information from hospitals and other sources to monitor the incidence of cancer in the state for epidemiological research that may be used to develop and evaluate cancer prevention and control activities in Missouri. The data is received electronically from hospitals that have on-site or contract registrars. Facilities without a registrar having an annual caseload of 75 or fewer cases are called low-volume facilities. Information from these facilities is accepted in paper chart form, and MCR staff complete the abstracts. The data collected is invaluable in targeting risk factors in certain populations, studying the impact of environmental factors, identifying ethnic and social variations and evaluating the effectiveness of state cancer control programs. The MCR staff is available to answer registry-related questions and to provide workshops, educational presentations and one-on-one training. Please refer to the MCR website at http://mcr.umh.edu/ for complete information. Confidentiality Per Missouri statute (192.655, RSMo 1999), the “department of health shall protect the identity of the patient, physician, health care provider, hospital, pathology laboratory, ambulatory surgical center, residential care facilities I or II, intermediate care facilities or skilled nursing facilities, and free-standing cancer clinic or treatment center… and that such identity shall not be revealed except…only upon written consent…” This confidentiality provision is necessary to assure all reporting entities that neither their identity nor the confidential data they submit will be subject to unauthorized release. In addition, MCR employees are required to sign confidentiality agreements and follow confidentiality procedures set forth in the Missouri Cancer Registry Policy and Procedure Manual. These regulations include the use of locked cabinets for confidential data, employing secure work station practices, adhering to procedures for handling requests for data, etc. MCR employees also recognize the importance of compliance with ARRA HITECH provisions. Note: The Health Insurance Portability and Accountability Act known as HIPAA allows for the reporting of identifiable cancer data to public health entities. Because the Missouri Cancer Registry falls under the definition of a public health authority; HIPAA allows your facility to continue reporting cancer incidence data in compliance with state statutes (192.650-192.657 RSMo) and regulations (19 CSR 70-21). Written informed consent from each cancer patient reported to public health entities is not required under 3 HIPAA nor is a Business Associate Agreement required; rather, hospitals must simply document that reporting has occurred Audits MCR periodically conducts case completeness and data quality audits as required by the NPCR. The intent of the audits is to assist hospitals with case finding and abstracting issues to ensure complete, high quality data is submitted to MCR. Each Missouri hospital is audited every five years. After completion of the audits, detailed summary reports are prepared and shared with the hospital registrar and other related hospital staff. Per NPCR guidelines, the acceptable accuracy rate for all audits is 95 – 100%. Standard Case finding: At the present time for Low Volume Facilities, medical records disease indices (MRDIs) are matched to the MCR database. Any non-matched cases are returned to the registrar or hospital contact person for resolution. CDC National Program of Cancer Registry (NPCR) Audits: Case completeness and data quality audits are periodically conducted by NPCR on the Missouri Cancer Registry data. While a few hospitals are requested to provide data, the audits are conducted on MCR, not on the individual facilities. These audits provide an opportunity for NPCR to assess the completeness and quality of the data after it has gone through MCR’s quality assurance process. The audit feedback may be instrumental in improving the quality of the data as well as MCR’s quality assurance processes. GENERAL INSTRUCTIONS Important Items to Remember Reporting cancer cases to MCR can be confusing. When unplanned, the activity can take a significant amount of time, with results that may not be the most effective. To make the process less timeconsuming and more efficient, here are a few suggestions: Designate a specific person to perform the case finding. Allow adequate time to identify cases, copy and submit charts. Conduct case finding activities on a regular basis at least quarterly. Collaborate with the pathology laboratory and other departments/sources that may provide tumor information. Send only charts for the specific malignances listed for patients diagnosed and/or treated for cancer at your facility. (See the Reportablility Section of the manual) All reportable cancer cases diagnosed and/or treated in your facility after August 28, 1984 must be reported to MCR. Chart Submission You are required to submit your cancer cases to us at a minimum every quarter. Please see Appendix for the Low Volume Facility submission deadlines. Every quarter you should send a transmittal form, the annotated MRDI and charts. If the MRDI review results in no reportable cases, you must still submit the MRDI and transmittal form, explaining the reason for no charts. To send your charts securely please refer to the Data Security Section of the manual. During routine case finding, registrars can assist themselves and MCR by maintaining a non-reportable list (patient name, date of birth or social security number, ICD-9-CM code of the non-reportable 4 malignancy, date seen and reason not reported). Another method is to note the reason a case is nonreportable on the registrar’s case finding source, such as the Medical Records Disease Index (MRDI). The listing or notations will help registrars avoid duplication of efforts related to case finding and identification of non-reportable cases in the audit process. For example, you might note “case not reportable due to basal cell cancer of the skin,” etc. That way if we have questions about a particular patient you may quickly review your information rather than pulling the chart. We also recommend that you check your facility’s account in Web Plus for a list of patients that have been abstracted from the charts previously submitted (to avoid duplication). You can copy these logs and paste in an excel sheet. Data Security Protected Health Information (PHI) and other confidential data MUST NOT be included in e-mails to MCR. Do not include information either in the text of the e-mail or as an attachment. If this happens, MCR staff will alert the registrar, so that the information can be deleted from all e-mails. Confidential information on individual cases may be uploaded using the Web Plus non-NAACCR layout function, or it may be transmitted via fax if only a small number of pages (less than 20) are to be submitted. The MCR fax machine is in a locked office, accessible only to MCR personnel. The office is secure 24 hours a day. MCR’s fax number is 573-884-9655. In order to protect and properly handle all packages, particularly those containing confidential patient information, all documents must be double-wrapped, using a tear-resistant envelope as the outer layer, regardless of the submission method. MCR is not responsible for torn or lost packages containing patient information. The U.S. Postal Service provides different levels of service/security via Registered Mail™ or Certified Mail™. If you plan on sending PHI through the U.S. Postal Service, you must use MCR’s post office box address: Missouri Cancer Registry PO Box 718 Columbia, MO 65205 For Federal Express, UPS, Airborne Express or other secure courier service, MCR’s street address must be used. You may also want to explore the e-mail tracking and notification features that the courier of choice offers. Missouri Cancer Registry University of Missouri 401 Clark Hall Columbia, MO 65211 While the above-listed methods of submitting protected health information are considered secure, we recommend you contact the addressee at MCR so that she/he knows to be on the alert for a fax, letter or package. Be sure to track a package to ensure that it has reached its destination. We also encourage you to keep a listing of patient names included in the mailing, in the event there is a problem. 5 Delinquency We will send out a mid-reporting year letter that will serve as your notice that you have or have not been delinquent in your reporting. If you have not submitted 50% of cases by that time, you will have 60 days from the date of the letter to respond and take corrective action. If that deadline is missed we will send a letter to your supervisor. They will be given 30 days from the date of that letter to respond and take corrective action. If there is no response and corrective action after this 90-day period our Operations Director will send a letter to your hospital Administrator/CEO. Missouri Cancer Registry Website The Missouri Cancer Registry Website, http://mcr.umh.edu, offers a lot of information. On the website you will find the specific cancer-reporting statues and regulations, questions in regards to HIPAA, as well as a link to Web Plus. Although we try to communicate with you in regards to changes, updates, and training opportunities the website would contain the most up to date information in these areas. REPORTABILITY ICD-9-CM Codes It is the facilities responsibility to review cases for reportability. Submitting batches of charts that may or may not meet the reporting guidelines is strongly discouraged. Investing time up-front for case finding will reduce the amount of paper used and the time involved in copying and mailing non-relevant documents for submission, which will also lower your hospital’s costs. For reportability, MCR utilizes ICD-9 codes as required by the National Program of Cancer Registries (NPCR) and the North American Association of Central Cancer Registries (NAACCR). See Appendix These are the codes used by central registries throughout the US and Canada. The ICD-9 list may change annually. Please refer to the MCR website for the most up to date information, http://mcr.umh.edu. While the ICD-9CM list mainly includes malignancies, there are a few inclusions and exclusions you need to know. Inclusions Beginning with cases diagnosed in 2004, benign brain tumors are required to be reported to MCR. ICD-9-CM codes for benign brain tumors that must be reported are: 225.0 – 225.4 (fro benign Meninges and Brain) 225.8 – 225.9 (for Spinal Cord, Cranial Nerves and other) 227.3 – 227.4 (for other endocrine glands, etc) Other inclusions include intraepithelial neoplasia for certain sites. These sites are by ICD-9-CM codes: 154.2 – 154.3 AIN (anal) 184.0 – 184.9 Female Genital Organs including VIN (vulvar) and VAIN (vaginal) 187.1 – 187.9 Male Genital Organs Exclusions Basal Cell Carcinoma (BCC) and Squamous Cell Carcinoma (SCC) of the skin are not required to be reported. These include ICD-9CM codes: 173.3 – 173.9 skin cancers 6 Ambiguous Terminology A patient has a reportable malignancy when the diagnosis is stated by a recognized medical Practitioner. Some specific ambiguous terms that are used by physicians constitute a reportable diagnosis, while others do not. This may occur in the absence of tissue (histology) or fluid (cytology) diagnosis, as well as when there is a cytologic/histologic diagnosis. Some malignancies may be first diagnosed radiographically with ambiguous terms. These terms may originate from any source document such as pathology, radiology, discharge summary and clinical reports and may lead to minor problems during case finding because some ambiguous terms for ICD-9 coding may not mean the same thing regarding reporting status. For example, ‘possible’ cancer may be coded as a malignancy by ICD-9 coders but ‘possible’ is a non-reportable ambiguous term for cancer reporting. When reviewing the medical record if ambiguous terminology is used in the diagnosis, refer to the following lists to determine reporting status. For a cancer case to be reportable, the ambiguous term must always include a reference to the reportable diagnosis being described, eg., favors carcinoma or suspicious for malignancy. Ambiguous Terms That Constitute a Diagnosis Apparent (ly) Most likely Appears Presumed Comparable with Probable Compatible with Suspect (ed) Consistent with Suspicious (for) Favors Typical of Neoplasm* Tumor* *additional terms for nonmalignant primary intracranial and central nervous system tumors only Exception: Do not report cytology suspicious for malignancy, unless confirmed by biopsy or a statement by the physician that the cases supports a malignant diagnosis. Cannot be ruled out Equivocal Possible Potentially malignant Ambiguous Terms That Do NOT Constitute a Diagnosis Questionable Rule Out Suggests Worrisome Note: Terms that designate a reportable case must always include a reference to malignancy, cancer or other similar term, except when the diagnosis is for a benign primary tumor of the intracranial region, the brain or the central nervous system. For example a radiology report may refer to a ‘neoplasm in the brain. This would be reportable for that site. Examples: CT scan results state “cancer cannot be ruled out.” – This is NOT reportable. CT scan results state “probable cancer.” – This is reportable. Discharge summary and X-ray results report “CT of the chest compatible with carcinoma of the left lung. Although there may be no further work-up or treatment, the case is radiographically diagnosed and is reportable. 7 Barium enema (BE) reveals a suspicious sigmoid mass. Colonoscopy reveals a sigmoid mass, “questionable malignant neoplasm.”- This case is NOT reportable. CASE FINDING Medical Record Disease Index The Medical Record Disease Index or MRDI is one of the most complete sources for locating reportable cases. You will need to work with your IT department to create a MRDI to be used for case finding. The MRDI should include cases from the following sources: inpatients, outpatients, ambulatory surgery, hospital outpatient and clinic visits for chemotherapy, radiotherapy or other definitive cancer treatment. Generate the index in an Excel file and run as a single report, rather than individual monthly reports or reports based on patient class. The format must include codes to indentify all potential cases based on the ICD-9-CM reportable list. For each admission of the patient, include the top six ICD-9 codes and include procedure codes listing them in the order in which they were originally coded. Also include the patient last name, first name, date of birth, social security number, admission and discharge dates, admission type/service code, and medical record number. This needs to be sorted alphabetically by last name. IMPORTANT: MRDIs sorted other than alphabetically will not be acceptable. If your departmental program does not have the capability to generate reports in Excel, collaborate with your IT department to run the report in the requested format. We are available to speak directly to the IT staff to answer any questions. Resources There are other resources at your facility that will be of assistance to you in your case finding. You can collaborate with staff in the pathology department to share a list or copies of path reports that mention a reportable diagnosis and or treatment for malignancies. You can also consult with your radiology departs on mammograms, chest x-rays, CT scans, MRIs and ultrasounds for tests that may contain ambiguous terminology that constitute a reportable diagnosis. You can also run a report of patients receiving specialty procedures such as colonoscopies, bronchoscopies or orchiectomies. Other sources for locating potential cases include outpatient listings, same-day surgery center lists, and other satellite clinics. Documents to Copy Charts from visits in which the patient was diagnosed and/or treated for cancer should be sent. It is important when submitting documents that the pertinent information pertaining to the cancer is what is being sent. Please review the Documents to Photocopy List in Appendix for a list of the documents that need to be copied and submitted to us. Please remember not all the documents mentioned will apply to every cancer case. DEATH CLEARANCE Death Clearance (DC) is a process of matching registered deaths in a population against reportable conditions in the registry database to identify cancer cases that would otherwise not have been reported. For each case not found in the registry database, death clearance procedures require followback to the facility listed on the death certificate to obtain more complete diagnosis and/or treatment details. For this process your facility will be notified by email that the DC process has begun. By checking 8 your Web Plus account you will see if you have cases to process. If so you need to review the medical records to determine if you have information in regards to a diagnosis date, treatment details or other information as to where they may have been diagnosed or treated. Please note: even though you will receive the email every year stating that the DC process has begun it does not mean that you have cases to process. You must check Web Plus to be sure. For more information on the DC process please visit the Web Plus section on our website http://mcr.umh.edu. 9 APPENDIX 10 ICD-9-CM Codes Case Finding List ICD-9-CM Codes Diagnosis (New codes are in Bold) 140.0 – 199.1 199.2 200.0 – 202.98 203.0 – 208.92 209.0 – 209.30 209.31 – 209.36 209.40 – 209.69 209.7 – 209.79 225.0 – 225.9 227.3 – 227.4 228.02 228.1 Malignant neoplasms – “solid tumors” Malignant neoplasm associated with transplanted organ Malignant neoplasms of lymphoid and histiocytic tissue Multiple myeloma, immunoproliferative neoplasms, and leukemias Malignant neuroendocrine neoplasms Merkel cell carcinoma of skin and other specified sites *Benign carcinoid tumor of specified sites, other and unknown sites Secondary neuroendocrine tumors; secondary carcinoid tumors Benign neoplasm of brain and other parts of the CNS Benign neoplasm of pituitary, craniopharyngeal duct, pineal gland Hemangioma of intracranial structures Lymphangioma, any site (screen for reportable brain, CNS and endocrine) 229.9 230.0 – 234.9 Benign neoplasm of unspecified site (screen for potential 225-227 miscodes) Carcinoma in situ Exceptions; 233.4 prostatic intraepithelial neoplasia) Note: 233.1 includes CIN (non-reportable) and adenocarcinoma in situ of Cervix (REPORTABLE) Endometrial stromal neoplasia, low grade (8931/1) Stromal endometriosis (8931/3 per ICD-O-3) Stromal myosis (endolymphatic) (8931/3 per ICD-O-3) Stromatosis, endometrial (8931/3 per ICD-O-3) Neoplasm of uncertain behavior of pituitary gland, craniopharyngeal duct, pineal gland 236.0 237.0 – 237.1 237.5 – 237.7 237.79 238.4 238.6 238.71 238.72 238.73 238.74 238.75 238.76 238.77 238.79 Neoplasm of uncertain behavior of brain, spinal cord, meninges (NOS, cerebral, spinal), cranial nerve, other CNS site, acoustic neuroma, neurofibromatosis type 2 Polycythemia vera (9950/3) Solitary plasmacytoma (9731/3) Extramedullary plasmacytoma (9734/3) Essential Thrombocythemia (9962/3) Essential hemorrhagic thrombocythemia Essential thrombocytosis Idiopathic (hemorrhagic) thrombocythemia Primary thrombocytosis Refractory anemia (RA) (9980/3) Refractory anemia with ringed sideroblasts (RARS) (9982/3) Refractory cytopenia with multilineage dysplasia (RCMD) (9985/3) Refractory cytopenia with multilineage dysplasia and ringed sideroblasts (RCMD-RS) Refractory anemia with excess blasts-1 (RAEB-1) (9983/3) Refractory anemia with excess blasts-2 (RAEB-2) (9983/3) Myelodysplastic syndrome with 51 deletion (9986/3) - 51 minus syndrome NOS Chronic myeloproliferative disease (9960/3) Myelosclerosis with myeloid metaplasia (9961/3) Refractory cytopenia with multilineage dysplasia (9985/3) Therapy-related myelodysplastic syndrome (9987/3) Myelodysplastic syndrome, unspecified (9989/3) Myelofibrosis with myeloid metaplasia (9961/3) Agnogenic myeloid metaplasia Idiopathic myelofibrosis (chronic) Myelosclerosis with myeloid metaplasia Primary myelofibrosis Post-transplant lymphoproliferative disorder (9987/3) Lymphoproliferative disease (chronic)NOS (9970/1) Megakaryocytic myelosclerosis (9961/3) 11 ICD-9-CM Codes 239.6 – 239.7 259.2 273.2 273.3 273.9 277.88 288.3 288.4 289.6 289.83 511.81 789.51 999.81 V07.3 V12.41 62.3 – 62.42 92.20 – 92.29 92.30 – 92.39 Diagnosis (New codes are in Bold) Myloproliferative disease (chronic) J5511 NOS (9906/3) Panmyelosis (acute) (9931/3) Neoplasm of unspecified nature of brain, meninges, cranial nerves Carcinoid syndrome; hormone secretion by carcinoid tumors Gamma heavy chain disease; Franklin disease (9762/3) Waldenstrom macroglobulinemia (9761/3) Unspecified disorder of plasma protein metabolism (screen for potential 273.3 miscodes) Tumor lysis syndrome – spontaneous; following antineoplastic drug therapy Hypereosinophilic Syndrome (9964/3) Hemophagocytic syndrome (9751/3, 9754/3) Reportable inclusion terms: Histiocytic syndromes Familial Polycythemia (synonym for polycythemia vera) Acute myelofibrosis (9931/3) Malignant pleural effusion Malignant ascites Extravasation of vesicant chemotherapy Other prophylactic chemotherapy (screen carefully for miscoded malignancies) Personal history of benign neoplasm of the brain Orchiectomies (Treatment for prostate malignancies) Therapeutic radioisotope administration Stereotactic radiosurgery, NOS *Carcinoid tumor, NOS (8240/3) is reportable for all sites except appendix. Records coded as benign carcinoid tumors should be reviewed to verify that the tumors are actually benign. 12 Documents to Photocopy Face Sheet History and Physical Summaries Progress Notes Physician’s Orders Initial Nursing Assessment Imaging Reports Consultations Endoscopy reports Lab/Marker Study Operative Reports Pathology Reports Cytology Reports Treatment Summaries Autopsy Report Death Certificate Documents to Photocopy All demographical information including Social Security Number and Race Only ones pertaining to patient’s diagnosis, workup, staging, treatment, etc. Only include orders with any indication of cancer diagnosis or treatment X-rays, CT scans, MRI, bone scans, mammograms, US, BE, etc, that pertain to the diagnosis of the primary malignancy or workup to determine regional extension or metastatic disease. These documents are very important and useful to MCR abstractors in determining the appropriate stage. Cancer-related only As they apply to this diagnosis: colonoscopy, EGD, bronchoscopy, thoracoscopy, etc. Very few other lab tests are diagnostic of cancer. Petrinent tests (PSA, CEA, AFP, etc.) are often noted in orders or progress notes. This includes incisional/excisional biopsies, surgical resection, bone marrow biopsies etc. This includes fine needle aspirations (FNA), thoracentesis, paracentesis, washings, etc Chemotherapy, radiation therapy, hormonal, etc. If available If available Do Not Photocopy Complete nurses’ notes Physical or rehabilitation therapy assessments and notes Patient’s rights Conditions of admission Living Wills EKG Series Non-cancer related imaging reports Those necessary for co-morbid conditions, such as cardiac Daily lab work Most pertinent lab will be documented in the 13 physician’s orders and progress notes Low Volume Facility Reporting Schedule Reporting Period Quarterly Low Volume Facility Reporting Schedule Cases Diagnosed Due Date Jan/Feb/Mar 2010 October 15, 2010 Apr/May/June 2010 January 15, 2011 Jul/Aug/Sept 2010 April 15, 2011 Oct/Nov/Dec 2010 July 15, 2011 Jan/Feb/Mar 2011 October 15, 2011 14