Download Mississippi Cancer Registry - University of Mississippi Medical Center

Mississippi Cancer Registry
Deirdre B. Rogers, MS
Director
Mississippi Cancer Registry
MCR Staff
• Debra Christie, MBA, RHIA, CTR, CCRP
Director, Cancer Research and Registry
• Deirdre Rogers, MS
Director, Mississippi Cancer Registry
• Kathryn Sheppard, RHIA, CTR
Cancer Registry Coordinator
• Donna Gooch
Cancer Registry Coordinator
MCR Staff
• La’Tawnya Roby
Cancer Registry Coordinator
• Carla Triplett, RHIT
Cancer Registry Coordinator
• Kristy Brister, RHIA
Cancer Registry Coordinator
• Ramona Corkern, RHIA, CCS
HIM Systems Analyst
MCR History
• 1993 - Mississippi Legislature
authorized Mississippi State
Department of Health to establish a
central population-based incidence
cancer registry
• Data collection began January 1996
• 2004 – Program was relocated to the
University of Mississippi Medical Center
Reporting Cases
• Report cases monthly
– If you upload your file, please zip the file
before uploading
– If you enter data directly into HRN and
your patient information is automatically
filled in for you, please mark the check box
next to “Reconcile Hold.”
• Send corrections on paper. Write
“Correction” at the top and highlight
the corrected item(s). Do not resend
the case electronically
Reportable Cases
• Refer to your list of reportable cases.
• Cases diagnosed on or after January 1,
1996
• Diagnosed and/or treated at your
facility
• Pathology only cases read by
pathologists must be reported (i.e.,
interpretation for another facility; sent
for a second opinion; procedure
elsewhere sent to pathology).
• Physician cases
• VAIN III, VIN III, AIN III (Not required
by ACoS; Required by NPCR/MCR)
• Benign and borderline brain tumors
(Behavior codes 0 & 1) effective
January 1, 2004
• Be sure to refer to the list of ambiguous
terms when determining if reportable.
Do Not Report
• History only of cancer cases
• Basal cell and squamous cell
carcinomas of the skin
• PIN III
• CIN III
• CIS of cervix
Flow of Data through the MCR
• Data Reported by the Facilities
– Hospitals with software – Upload into HRN
– Facilities with >25 cases and no software
Enter directly into HRN
– Facilities with <25 cases – Paper abstracts
entered into HRN by MCR staff
• Data is matched within the system.
Multiple reports for a cancer are
consolidated.
• Quality Control is performed on data.
Flow of Data through the MCR
• Follow-back is conducted on all
pathology-only (class 7) cases.
• Interstate data exchange is conducted
biennially.
• All data matched with the mortality
data from MSDH Vital Records.
– Vital status, cause of death and date of
death recorded.
– Follow-up conducted on all cancer deaths
with no matching incidence record.
Flow of Data through the MCR
• Data is submitted to the CDC’s National
Program of Cancer Registries in
January of each year.
• Data is analyzed and published.
Other MCR Activities
• Training and Technical Assistance
• Audits
Importance of Text
• Text is the most important part of the
record for the MCR
• We all make mistakes. Text helps
correct the mistakes.
• Record consolidation can be impossible
without text.
• The MCR cannot access the medical
records, so we use the text fields in
place of a medical record.
Physical Exam
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Age, sex, race/ethnicity
Past medical/social history
Symptoms
Tumor location and size
Palpable lymph nodes
Impression (when stated and pertains
to cancer diagnosis)
Laboratory
• Type of lab test/tissue specimen(s)
• Record both positive and negative
findings – positive first
• Serum and urine electrophoresis,
special studies, etc.
• Tumor markers
Pathology
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Date(s) of procedure(s)
Pathology report number
Type of tissue specimen(s)
Tumor type and grade (site and histology)
Gross tumor size
Extent of tumor spread
Involvement of surgical margins
Number of lymph nodes involved and/or examined
Note if path report is a slide review or second
opinion
• Record any additional comments from the
pathologist, including differential diagnoses
considered and any ruled out or favored.
Scopes, X-rays, and Scans
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Date of procedure
Tumor location
Tumor size
Types of lymph nodes, if given; number
of lymph nodes involved and examined
• Distant disease or metastasis
Operations
• Dates and descriptions of biopsies and
all other surgical procedures from
which staging information was derived.
• Number of lymph nodes removed
and/or examined
• Size of tumor removed
• Documentation of residual tumor
• Evidence of invasion of surrounding
area.
Staging
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Organs involved by direct extension
Size of tumor
Status of margins
Number and sites of positive lymph
nodes
• Site(s) of distant metastasis
Place of Diagnosis
• Fill in the name of the facility where the
patient was diagnosed.
• If your facility diagnosed the patient,
then put your facility’s name in this
field.
Primary Site Title and Morphology Title
• Please do not skip these fields
• Be specific
– Example:
Primary Site Title: Rt Lower Lobe Lung
Morphology Title: Squamous Cell
Carcinoma
Remarks
• Document any information that would
be beneficial
– Names and contact information of other
treating physicians or healthcare facilities
– Additional information not stated in the
other text fields
Surgery, Radiation, Chemotherapy, Hormone,
BRM, or Other Therapy
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Treatment date(s)
Where treatment was given
Type of treatment
Other text, such as, patient
discontinued after five cycles or
unknown if therapy given
And Finally…
• Avoid Unknowns (i.e., summary stage,
birth date, race, etc.)
• If you need help, please contact the
MCR at 601-815-5482.