Survey
* Your assessment is very important for improving the workof artificial intelligence, which forms the content of this project
* Your assessment is very important for improving the workof artificial intelligence, which forms the content of this project
Central Florida Health Alliance – Cancer Registry Plan for Non-Credentialed Staff to Become Credentialed as Certified Tumor Registrar Section I: Background Information Non-Credentialed Staff Name: Joan Smith Date of Hire for Abstracting: September 15, 2013 Education Level: BA – Communications Education – Human Anatomy & Physiology: None – Two semesters of Human Anatomy and Physiology to be successfully completed by July 1, 2014 Work Experience in Cancer Registry: None at time of hire. A minimum of one-year, full-time work experience (1,950 hours), in the Cancer Registry to be completed by September 15, 2014. Route for Certified Tumor Registrar (CTR) Certification: Route B; Requires: 1) Minimum of Associate Degree; 2) Two Semesters of Human Anatomy & Physiology; 3) One Year [1,950 Hours] in Cancer Registry Field – working in or supervising cancer registry that actively supports cancer registration: collection, management and analysis of cancer incidence data. Note: According to the NCRA’s Council on Certification, a well-prepared candidate’s experience should include all basic aspects of a Cancer Registry, including but not limited to: Casefinding and Abstracting Follow-up Cancer Conference Cancer Care Committee FCDS (Florida Cancer Data System) and NCDB (National Cancer Data Base) submissions Reporting This comprehensive work / experience plan includes the below sections that outline the required elements by the COC Cancer Program Standards, Standard 5.1, for non-credentialed staff: scope of supervision, quality control rate with education/training for each of the above topics. Section Section II Section III Section IV Section V Content Work Experience with Education / Training in the above six major areas of the Cancer Registry career Ongoing Education Other Education Resources Other Resources Goal for Certification: Sit for March 2015 examination; eligible for September 2014 examination. Note: Per COC Cancer Program Standard 5.1 (v1.1) …. ”Anyone hired after Page 1 of 16 January 1, 2012, to perform abstracting in a COC-accredited program must pass the CTR examination within three years of the date hired. If the person does not successfully obtain the CTR credential within the three-year grace period, then he or she may not perform case abstracting at any COC-accredited program until the credential is obtained.” Section II: Work Experience with Education and Training A. CASE FINDING AND ABSTRACTING Educational Activities PowerPoint Presentations: N/A Time Period September 2013 Quality Control Rate 0% Moffitt Cancer Center – The Villages Regional Hospital – 1 Hour COC Cancer Program Overview – 1.5 Hours Cancer 101 – 2 Hours Quality Cancer Data Saves Lives: The Vital Role of Cancer Registrars in the Fight Against Cancer – 2 Hours Read SEER Self-Instructional Manual series of books: Training Activities Objectives and Functions of a Tumor Registry – Book 1 Cancer Characteristics and Selection of Cases – Book 2 Tumor Registrar Vocabulary: The Composition of Medical Terms – Book 3 Human Anatomy as Related to Tumor Formation – Book 4 Abstracting Medical Record: Patient Identification, History & Examinations – Book 5 Read ICD-O (International Classification of Diseases for Oncology), pages 1-41: Review books / September / answer questions October in back of book – 2013 with review by CTR 0% Discussion and review of ICD-O 0% Page 2 of 16 September 2013 Review of Q&A from Books Staff Oversight Cancer Center Administrator, Supervisor or designated CTR Supervisor or designated CTR Supervisor or designated CTR Introduction Differences between ICD-O and ICD-10 Structure and Format of ICD-O, Third Edition Coding Guidelines for Topography & Morphology Read AJCC: Cancer Staging Manual, Seventh Edition, pages 1-15 Review Collaborative Stage Data Collection System, User Documentation and Coding Instructions, General Instructions, v02.04 Review various abstracting resources: FORDS (Facility Oncology Registry Data Standards) by COC DAM (Data Acquisition Manual) by FCDS Multiple Primary & Histology Rules by SEER / National Cancer Institute Introduction to Cancer Registry software, Electronic Registry System (ERS) September / October 2013 0% Supervisor or designated CTR Discussion and review of Cancer Site-Specific Staging with emphasis on breast, colon, lung, lymphomas Discussion and review of Collaborative Staging September / October 2013 0% Supervisor or designated CTR September / October 2013 0% Supervisor or designated CTR Discussion and review of abstracting resources September / October 2013 0% Supervisor or designated CTR September 2013 100% Supervisor or designated CTR General Information on Cancer Staging and End-Results Reporting o Purposes & Principles of Cancer Staging o Cancer Survival Analysis Review site-specific staging forms, AJCC: Cancer Staging Manual, Seventh Edition Discussion and review of Cancer Staging Manual Abstract Observation and orientation to software – Hands-on Page 3 of 16 o Patient Demographics o Diagnosis o Staging o Treatment o Follow-Up o User Data o Site-Specific o Case Administration Suspense o Case Addition o Non-Reportable Cases o Reports Follow-Up o Letter o Demand o Lost o Death List Reporting – Brief Overview System Administration – Brief Overview System Management – Brief Overview Obtain Log-in ID / Password Introduction to MOSAIQ Software Introduction to HPF (Horizon Patient Folder) – electronic medical record with staff oversight Successfully log into software Observation and orientation to software – Hands-on with staff oversight Successfully log into software September 2013 100% Supervisor or designated CTR Observation and orientation to software – Hands-on with staff oversight Successfully log into September 2013 100% Supervisor or designated CTR Page 4 of 16 software Introduction to LMI (Lake Medical Imaging) Web Ambassador software Introduction to PowerPath software – pathology reports Observation and orientation to software – Hands-on with staff oversight Successfully log into software September 2013 100% Supervisor or designated CTR Observation and orientation to software – Hands-on with staff oversight Successfully log into software September 2013 100% Supervisor or designated CTR October Review 2013 FORDS and DAM with ERS software and coding 0% Supervisor or designated CTR Casefinding 20% October General 2013 Overview Review Path Reports in HPF Queue Identify Cancer Cases Enter Cancer Cases into ERS (Cancer Registry Software Suspense File Supervisor or designated CTR Discussion regarding TVRH versus LRMC (Multi-Hospital System) Separate Hospital documentation Same patient – Different Class of Case Theory / Importance / Sources Identify cancer cases with pathology report review in HPF Queues Running “Merge” with ERS software Attending morning huddles and looking up new patients in ERS software Page 5 of 16 Complete FCDS Online Abstracting Basics Course, which provides fundamentals of incidence abstracting and an overview of cancer registration, focusing on: Online training program October 2013 0% Certificate of Completion Online Course with 5 to 20 questions at end of each module Basic abstracting knowledge General and Florida Rules Latest Rule Changes Primary Site, Histology and Grade Stage at Diagnosis and SiteSpecific Factors Treatment Principles of Oncology for Cancer Registry Professionals – one week class at AFritz & Associates, LLC Run Merge in suspense (importing monthly data file with identified cancer diagnoses, which is exported from STAR and imported into ERS software (Electronic Registry System) – electronically generates suspense files with first contact date (two months behind) Five days of classroom and Training program November is a concentrated 2013 program emphasizing accurate data Page 6 of 16 0% Classroom in Certificate Reno NV of Completion individualized instruction on basic registry concepts o Abstracting o Staging o ICD-O coding o 2007 Multiple Primaries & Histology Coding Rules o 2012 Hematopoietic and Lymphoid Neoplasm Case Reportability o Coding Rules Manual Practical exercises Extensive training materials Obtain FCDS Abstractor Code and access for FCDS IDEA (State Registry Web Site), which covers six main areas: collection methods. Take abstractor November code examination 2013 on FCDS Web Site 0% Certificate Supervisor or designated CTR Abstracting TVRH Cases N/A 30% Supervisor or designated CTR Abstracting TVRH Cases N/A 20% Abstracting TVRH Cases N/A Supervisor or designated CTR Supervisor or designated CTR Basic abstracting knowledge General and Florida Rules Latest Rule Changes Primary Site, Histology and Grade Stage at Diagnosis and SiteSpecific Factors Treatment November 2013 thru December 2013 January thru April 2014 May thru 15% Certification B. FOLLOW-UP Educational Activities Follow-Basic Introduction to Follow-Up Training Activities Explanation of Page 7 of 16 Time Period Quality Control Rate September 0% Staff Oversight Supervisor Observe Follow-Up Reports – Determining Follow-Up Rates Reports – Delinquent Lists Initiating Monthly Follow-Up Lists Checking Patient Follow-Up with HPF (electronic medical record, LMI (radiology) and SSDI (Social Security Disease Index) Entering Follow-Up Information from Lists (HPF, LMI, SSDI) into Cancer Registry software Re-generate Monthly Follow-Up Lists Generate monthly follow-up letters to doctors, clinics, hospitals, and patients Follow-Up Theory and Process 1) Assist with checking patient follow-up to HPF, LMI and SSDI; 2) Enter information into ERS (Cancer Registry software) 3) Re-generate Follow-Up Lists 2013 October 2013 Using software, generates follow-up letters on to CFHA stationery Facilitates inserting letters into envelopes with selfaddressed, stamped return envelopes October 2013 Compare initial report to regenerated report October Retrieve 2013 appropriate case in ERS Enter followup for patients with multiple primaries Enter returned Page 8 of 16 Entering Follow-Up returned from letters previously sent for information Entering recurrence information appropriately 50% or designated CTR Supervisor or designated CTR 10% Supervisor or designated CTR 25%, decreasing percentage until proficient Supervisor or designated CTR C. CANCER CONFERENCE Educational Activities Training Activities Coordinating Tumor Boards – biweekly meetings (Wednesdays, LRMC-12:30 to 1:30 pm; Thursdays, TVRH-7:00 to 8:00 am) information Identify a documented recurrence and appropriately document it into ERS Enter followup data with appropriate patient status, disease status, F/U source and physicians for follow-up Review COC Standards applicable to Cancer Conferences Documentation for TVRH and LRMC o Notebooks o Electronic Files Meeting Schedule CME for physicians and CEs for allied health professionals Tumor Board Forms o Checklist o Case Information o Sign-In o Evaluations o CME and CE Broker Case Ascertainment / Working with physicians to get cases Review of documentation Observation of assigned tasks Hands-on experience with mentoring of tasks– until proficient with independent work Page 9 of 16 Time Period November 2013 to Certification – Two Conferences weekly (one-LRMC and oneTVRH) Quality Control Rate Observation / Ongoing Staff Oversight Supervisor or designated CTR Agenda Flyers Notifying key departments (pathology, radiology) and physicians (presenting and case-related) Ordering slides or films from outside institutions Catering Requests GoToMeeting Overview / Orientation Tumor Board Set-Up Moderator(s) Discussions Conference Follow-Up / Documentation o Documentation for COC Accreditation Grid Site o Patient Name – List o ERS Abstract / Suspense o Checklist o Documentation of CME and CEs o ERS D. CANCER CARE COMMITTEE Educational Activities Training Activities Coordinating Cancer Care Committee – Quarterly multidisciplinary meetings (January, April, July and October – alternating between LRMC (12:30 to 1:30 pm) and TVRH (7:00 to 8:00 am) Review COC Standards applicable to Cancer Committee Policies & Procedures Documentation for TVRH and LRMC o Notebooks o Electronic Files Meeting Schedule Agenda Review of documentation Observation of assigned tasks Hands-on experience with mentoring of tasks– until proficient with independent work Page 10 of 16 Time Period October 2013 to Certification – Quarterly Meetings Quality Control Rate Observation / Ongoing Staff Oversight Supervisor or designated CTR Notices for meetings Preparing notebooks for meetings with handouts Attendance, Membership, Chair and Coordinators Medical Staff Bylaws Clinical Liaison Physician Goals and Cancer Program Plan Cancer Registry o Reports o Quality Management Plan o Quality Control Documentation Preparing for physician reviews Case selection Printing abstracts Reviews Follow-Up documentation Research o Working with Nurse Coordinator o Determining percentage of eligible cases registered for clinical trial by: 1) CFHA Research Coordinator; 2) Physician Offices; 3) Moffitt Cancer Center – Tampa o Report (compilation and reporting to committee with documentation – minutes and SAR) Studies Treatment Assessments Improvements Annual Report Minutes Radiation Oncology Quality Physician Credentials / CME Grand Rounds o Meeting Schedule o Coordination of o Documentation Page 11 of 16 CP3R (Cancer Program Practice Profile Reports) – Breast, Colon and Rectal Cancers RQRS (Rapid Quality Reporting System) Meeting Follow-up Documentation o Minutes to Medical Staff o Handouts in Notebooks o Attendance Survey Application Records (SAR) o Orientation o Login E. FCDS SUBMISSIONS Educational Activities Training Activities Submit personally abstracted cases to FCDS Observation with through portal (quarterly) eventual independent work to include: Time Period Quarterly, starting midDecember 2013 Quality Control Rate 100% December 2013, March 2014 Staff Oversight Supervisor or designated CTR Independent by June 2014 with Quality Reports from FCDS provided to mentor and/or supervisor following each submission case selection for reporting to FCDS Uploading selected cases on to FCDS Web site Edits / Forced cases / Follow-Up Quality Reviews & Follow-Up F. NCDB SUBMISSIONS Educational Activities Training Activities Page 12 of 16 Time Period Quality Control Rate Staff Oversight Assist supervisor with NCDB Submissions Observation of case (annual) selection, processing GenEdits, data edits (limited participation with edits), data submission and follow-up reports Conduct NCDB Submissions (annual) Independently select cases, process GenEdits, complete data edits, submit data on NCDB Web site and receive NCDB follow-up report January 2014 100% Reports with GenEdits / NCDB January 2015 0% Reports with GenEdits / NCDB with observation by Director and Supervisor Supervisor or designated CTR Supervisor or designated CTR G. REPORTING – GENERAL Educational Activities Training Activities Introduction of Reporting o Significance of reporting o Report requests o Person(s) requesting report o Purpose of report request o Parameter(s) / Criteria (data to be included) o Information needed / type of report o Patient name / identifiers o Incidence o Report – approval to prepare and disseminate o Case selection o Report types / presentation o List o Table o Cross-Tab Time Period o Discussion of March reporting 2014 o Teaching ERS Report System o Hands-on experience with reports o Observation of report generation Page 13 of 16 Quality Control Rate 100% decreasing as experience increases. Reviews of report requests and generated reports. Staff Oversight Supervisor or designated CTR o Graph o Survival o Data analysis, cleanup (understanding and verifying the data for validity) o Documentation / Request Log Section III: Ongoing Education Florida Cancer Data System (FCDS) Webcast Series – 3rd Thursday, 1:00 – 3:00 pm FCDS Sponsored / NAACCR Cancer Registry & Surveillance Webinar Series that focus on site-specific cancers and abstracting – Shands Medical Center – Gainesville – Monthly Webinar education programs National Cancer Registrars Association (NCRA) Annual Conference – three day conference, May 2014 (Note: Annual conference alternates by region, eastern, western and Midwestern.) Florida Cancer Registrars Association (FCRA) Annual Conference – July 2014, Orlando FL, two day conference FCDS Annual Conference – July 2014, Orlando FL, two-day conference (following FCRA Annual Conference) Consider CTR Exam Course (date and location to be determined) Section IV: Other Education Resources Cancer Registry Management: Principles and Practices for Hospitals and Central Registries, Edition 3, Copyright 2011, Author: National Cancer Registrars Association, ISBN: 978-0-7575-6900-5, Kendall Hunt Publishing (Phone: 800-228-0810) National Cancer Registrars Association (NCRA) Membership – https://www.ncra-usa.org/ o Connection (newsletter) o Journal of Registry Management (peer-reviewed journal) o Newsblasts o Education Resources - http://www.cancerregistryeducation.org/ NCRA Education Foundation – http://www.ncraeducationfoundation.org/index.html NCRA Council on Certification – http://www.ctrexam.org/about/index.htm Commission on Cancer Web site – http://www.facs.org/cancer o The COC Source (monthly newsletter) o The COC Brief (weekly news brief e-mail) Florida Cancer Registrars Association (FCRA) Membership - https://www.fcra.org/ o SunTimes (newsletter) o Newsblasts Florida Cancer Data System (FCDS) - http://fcds.med.miami.edu/ o Monthly Memo – http://www.fcds.med.miami.edu/inc/newsletters.shtml - FCDS monthly memo written especially for registrars (used as a source for updates or replacement pages to manuals) o Register (Quarterly Newsletter) – http://www.fcds.med.miami.edu/inc/newsletters.shtml Page 14 of 16 o Florida Cancer Data System (FCDS) Education & Training On-Line Abstractor Training Course – http://www.fcds.med.miami.edu/inc/training.shtml online abstractor training course National Cancer Institute (NCI) Web Site http://www.cancer.gov o General Information regarding Cancer o SEER Self-Instructional Manuals for Tumor Registrars – http://seer.cancer.gov/training/manuals/ o SEER (Surveillance Epidemiology and End Results) – Right Tab – Information for Cancer Registrars http://seer.cancer.gov/registrars/ COC / AJCC Online Education – http://www.eo2.commpartners.com/users/acs - on-demand Webinars, Clinical Liaison Physician (CLP) Education Brain Tumor Registry Reporting Training Materials – http://www.cdc.gov/cancer/npcr/training - This includes a PowerPoint presentation on benign brain and CNS Tumors along with speaker notes. It also has exercises with answers provided. Section V: Other Resources Commission on Cancer, Cancer Program Standards 2012: Ensuring Patient-Centered Care – http://www.facs.org/cancer/coc/programstandards2012.pdf 2012 Florida Cancer Data System (FCDS) Data Acquisition Manual (DAM) – http://www.fcds.med.miami.edu/inc/DAM.shtml - details cancer data reporting guidelines and casefinding mechanisms for identifying reportable cancers 2012 COC FORDS Manual (Facility Oncology Data Standards) – http://www.facs.org/cancer/coc/fords/fords-manual-2013.pdf - data standards for COC approved cancer programs (Note: FORDs errata is issued quarterly and posted on the COC Web site) SEER Program Coding and Staging Manual 2012 – http://seer.cancer.gov/tools/codingmanuals/ - The 2012 Surveillance, Epidemiology and End Results (SEER) Program Coding and Staging Manual is effective for cases diagnosed January 1, 2012, and forward. Previous edition of this manual are available on the SEER Web site. 2007 MPH Rules – Solid Tumors, rev August 24, 2012 – http://www.seer.cancer.gov/tools/mphrules/index.html - On the home page, click on “Information for Cancer Registrars” – MP/H Rules 2012 MPH Rules – Heme/Lymph Neoplasms and Interactive Heme/Lymph Database – http://seer.cancer.gov/seertools/hemelymph/ - On the home page, click on “information for Cancer Registrars,” Hematopoietic & Lymphoid Neoplasm Project Collaborative Stage, Version 02.04 – http://web2.facs.org/cstage0204/schemalist.html - The Collaborative Stage (CS) schema listing for this version is also available ICD-O-3 Coding Materials – http://www.seer.cancer.gov/icd-o-3/index.html - On the home page, click “Data Collection Tools,” Errata and Clarifications.” Collaborative Stage Data Collection System – http://www.cancerstaging.org/cstage - On the home page, click “news” to see if there are updates. Page 15 of 16 SEER *RX – Interactive Drug Database – http://seer.cancer.gov/seertools/seerrx/ - a one-step lookup for coding oncology drug and regimen treatment categories in cancer registries AJCC Staging Manual, 7th Edition (plus errata) – http://www.springer.com/medicine Springer (publisher) ISBN 978-0-387-88440-0 Electronic Registry System Manual / Multi-Hospital (for software) – http://www.erscan.com/files/manual/mh/ers-mh.pdf References: 1) COC Cancer Program Standards, v1.1 2) FCDS Web Site – Education & Training 3) NCRA Web Site – Education 4) NCI and SEER Web Sites 5) NCRA Council on Certification Web site Page 16 of 16