Electronic Reporting for Urology Physician Practices
Instructions and Reporting RequirementsModule 7Electronic
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 VII General Notes for Using the New Case Abstract Form
You are now entering Training Module 7 which will review Part
VII: General Notes for Using 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. As
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 VII: General Notes for Using the New Case Abstract
FormSection VII.1: Orientation to the Data Entry ScreensThe size of
the screen can be adjusted to fit the monitor by holding down the
key and pressing to expand the display or pressing to shrink the
display.For all consistency and ease in typing, set the to
on.Entering all information in ALL CAPS is preferred.
Part VII: General Notes for Using the New Case Abstract Form
begins with Section VII.1: Orientation to the Daily Entry Screens.
Please remember to follow along in the manual.
First, let me pass on a couple of tips to you before we look at
the screen shot of the reporting screen which is shown on the next
slide:
The size of the screen can be adjusted to fit your monitor by
holding down the key and pressing the plus key to expand the
display or pressing minus key to shrink the display.
For consistency and ease in typing, set the to on. Entering all
information in ALL CAPS is preferred.
3Part VII: General Notes for Using the New Case Abstract
FormSection VII.1: Orientation to the Data Entry Screens
Patient Name (after it is entered) and Abstractor initials will
display at the top of each page. Fields are dispersed onto four
tabs.Several fields are pre-assigned a default value. This can and
should be changed if a different value applies.There are 1 submit
option.This triangle indicates a drop down menu is available. The
value in the field must be one of these menu options.Non hospital
facilities must select save when a case is complete.
Now we come to the screen shot of the reporting form which can
also be seen in the manual.
Please view the yellow caption boxes (described below) for
pertinent fields on this screen.
At the top of the screen is the field called Name. You will
begin the report with this field. After the patients name is
entered, the Patient Name and Abstractor initials will display at
the top of each page.
Moving down the screen one line, you will find the two buttons
named Save and Finish and Complete. The two buttons are important
and we will discuss in more detail later.
On the next line you will see four tabs. The fields for data
entry are categorized and dispersed onto the screens these four
tabs open. They are: Demographic, DX/Staging, Hospital and
Follow-up. You will select each one to enter the data needed in
each category.
A triangle next to a field indicates a drop down menu is
available. The value in the field must be one of the options that
is shown on the drop down menu.
Several fields are pre-assigned a default value. This can and
should be changed if a different value applies.
4Part VII: General Notes for Using the New Case Abstract
FormSection VII.2: General Instructions for Using the Data Entry
ScreensDefaulted ValuesWhen a user opens a New Case Abstract,
several fields are automatically assigned a default value. Default
values can and should be changed if a more appropriate value
applies.Moving from Field to FieldThe key or the mouse can be used
to advance between fields.The key can be used but will not advance
to the next field while in a text box.Required FieldsFields marked
with a red box ( ) may not be left blank.Any required fields left
blank will receive an error message on submit.
We now move to Section VII.2: General Instruction for Using the
Data Entry Screens.
You can flip between this slide and the previous slide or just
use the screen shot in the manual as you follow along.
There are certain Defaulted Values built into the screen. This
means, when you open a New Case Abstract, several fields are
automatically assigned a default value. These can and should be
changed if a more appropriate value applies.To simplify your
ability for Moving from Field to Field, the key on your computer or
your mouse can be used to advance between fields. The key can be
used but will not advance to the next field while in a text
box.
There are definite Required Fields. These fields are marked with
a red box following the field label and may not be left blank. Any
required fields left blank will receive an error message on
submission. Hospitals will be required to enter additional fields
and must contact their assigned Field Services Representative for
additional information. 5Part VII: General Notes for Using the New
Case Abstract FormSection VII.2: General Instructions for Using the
Data Entry ScreensSelection (Drop Down) MenusSelection menus are
provided for data fields that are limited to a defined set of
codes.For fields that provide a selection menu, the value in the
field must be one of the menu box options.Entering free text is not
allowed. To open the selection menu, click on the triangle beside
the data field.
Regarding the Selection (Drop Down) Menus, selection menus are
provided for data fields that are limited to a defined set of
codes.
For fields that provide a selection menu, the value in the field
must be one of the menu box options.
Entering free text is not allowed.
To open the selection menu, click on the triangle beside the
data field.
6Part VII: General Notes for Using the New Case Abstract
FormSection VII.2: General Instructions for Using the Data Entry
ScreensSelection (Drop Down) Menus - continuedThere are two main
types of selection menus.For the first type of selection menu, the
user may:Search for a menu option by entering letters or numbers of
the search criteria in the Search box.The system highlights the
options as the entry is typed.Keep typing to continue drilling down
to a more specific option.Click or use the mouse, to select the
option and Close the menu.Scroll through the options using the
scroll bar on right side of box.Highlight the menu option by
clicking on the desired selection.
21
There are two main types of selection menus. See the screen shot
here or in the manual. The yellow caption boxes again are used to
identify the location for each of these steps we discuss here.
For the first type of selection menu, the user may:
Search for a menu option by entering letters or numbers of the
search criteria in the Search box. The system highlights the
options as the entry is typed. Keep typing to continue drilling
down to a more specific option. Click or use the mouse, to select
the option and Close the menu.OR
Scroll through the options using the scroll bar on right side of
box. Highlight the menu option by clicking on the desired
selection7Part VII: General Notes for Using the New Case Abstract
FormSection VII.2: General Instructions for Using the Data Entry
ScreensSelection (Drop Down) Menus - continuedThere are two main
types of selection menus. continuedFor the first type of selection
menu continuedOnce the desired selection is highlighted:Click Close
to update the field with the selection.Note: for the Date Flag
fields, click Update to update the field.Once a selection is made,
the user cannot type in the field but can make another selection
from the drop down menu.
3
Next, see caption box number three.
Once the desired selection is highlighted, click Close to update
the field with the selection.
Note: For the Date Flag fields, click Update to update the
field.
Once a selection is made, the user cannot type in the field but
can make another selection from the drop down menu.
8Part VII: General Notes for Using the New Case Abstract
FormSection VII.2: General Instructions for Using the Data Entry
ScreensSelection (Drop Down) Menus - continuedThere are two main
types of selection menus continuedFor the second type of selection
menuthe user may simply select an option by clicking on the menu
option. The menu box will close when the selection is made.
4
See caption box #4.
For the second type of selection menu, the user may simply
select an option by clicking on the menu option as shown here for
the Sex/Gender menu.
The menu box will close when the selection is made.
9Part VII: General Notes for Using the New Case Abstract
FormSection VII.2: General Instructions for Using the Data Entry
ScreensText BoxesText is criticalMost information being entered
will be in the form of text.Some text boxes are a single row and
are designated to capture specific information, such as Last
Name.Some text boxes have multiple rows and allow free form text to
describe the facts about the case.Refer to the specific data fields
in Part VIII for a description of the requirements for each
designated text box.Helpful tips for using text boxes:Copy and
paste from electronic medical reports is not allowed in text
boxes
Now a discussion about Text Boxes.
Text is critical. I cant emphasize this enough so I will repeat
it ... Text is critical.
Most of the information being entered will be in the form of
text.
Some text boxes are a single row and are designated to capture
specific information, such as Last Name.
Some text boxes have multiple rows and allow free form text to
describe the facts about the case.
Refer to the specific data fields in Part VIII for a description
of the requirements for each designated text box.I will begin here,
and continue on the next slide, with a few helpful tips for using
the text boxes:
Copy and paste from electronic medical reports is not allowed in
text boxes.
10Part VII: General Notes for Using the New Case Abstract
FormSection VII.2: General Instructions for Using the Data Entry
ScreensText Boxes - continuedHelpful tips for using text boxes:Copy
and paste from electronic medical reports is not allowed in text
boxesThe number of characters allowed for each text box varies
according to the requirements for the data item.Do not use the key
within a text area to go to the next line.This interferes with data
transmission conducted later by NCCCR staff.Instead, use periods to
separate sentences and paragraphs.Use the key or the mouse to move
to the next field.
Continuing with helpful tips for entering text, keep in
mind:
The number of characters allowed for each text box varies
according to the requirements for the data item.
Do not use the key within a text area to go to the next line as
this interferes with data transmission conducted later by NCCCR
staff. Instead, use periods to separate sentences and
paragraphs.
Use the key or the mouse to move to the next field.
11Part VII: General Notes for Using the New Case Abstract
FormSection VII.2: General Instructions for Using the Data Entry
ScreensDate FieldsDates are entered in month, day and year
(MMDDYYY) format.Slashes between month, day and year numbers can be
entered but are not required.Unknowns should be avoidedIf an exact
date is unknown, try to estimate as closely as possible, even if it
is only the year.An attempt to estimate at least the year should be
done.A reasonable estimate is better than unknown.Eureka will
accept partial dates. Record as much as can be determined using the
following as a guideline:If the complete date is known or can be
estimated, enter the full eight-digit date; for example, 08012012If
only the month and year are known or can be estimated, enter the
six-digit date for the month and year only; for example, 082012If
only the year is known or can be estimated, enter the four-digit
year; for example, 2012.
Date Fields have specific guidelines as well.
Dates are entered in month, day and year (MMDDYYYY) format.
Slashes between month, day and year numbers can be entered but are
not required.Unknowns should be avoided. If an exact date is
unknown, try to estimate as closely as possible, even if it is only
the year. An attempt to estimate at least the year should be done.
A reasonable estimate is better than unknown. Eureka will accept
partial dates. Record as much as can be determined using the
following as a guide:If the complete date is known or can be
estimated, enter the full eight-digit date; for example,
08012012.If only the month and year are known or can be estimated,
enter the six-digit date for the month and year only; for example,
082012.If only the year is known or can be estimated, enter the
four-digit year; for example, 2012.
12Part VII: General Notes for Using the New Case Abstract
FormSection VII.2: General Instructions for Using the Data Entry
ScreensDate FieldsDate fields may only be used to specify a
complete or partial valid date (one that can be referenced on a
calendar).In situations where a valid date is unknown or not
applicable, the date field is to be left blank.The date field may
be left blank only under the following conditions:None of the date
information can be determined or estimated. The month, day and year
are unknown.The date is not applicable.For example, the patient did
not receive radiation therapy, therefore, a radiation therapy start
date is not applicable.
Date fields may only be used to specify a complete or partial
valid date (one that can be referenced on a calendar).
In situations where a valid date is unknown or not applicable,
the date field is to be left blank.
However, the date field may be left blank only under the
following conditions:None of the date information can be determined
or estimated. The month, day and year are unknown.The date is not
applicable. For example, the patient did not receive radiation
therapy, therefore, a radiation therapy start date is not
applicable.
13Part VII: General Notes for Using the New Case Abstract
FormSection VII.2: General Instructions for Using the Data Entry
ScreensDate Flag FieldsFor certain date fields, a special date flag
field has been provided to explain why the date field was left
blank.If the date field is being left blank, and that date field
has an associated date flag, a date flag code must be selected to
indicate why the date is unknown or not applicable.A Date and a
Date Flag cannot both be entered.They are mutually exclusive where
only one or the other can be used.Entering one will set the other
to blank.If a date is applicable, the flag field will be set to
blank automatically.
In addition to Date Fields, you will find Date Flag Fields.
These were created for certain date fields to provide an
explanation of why the date field was left blank.
If the date field is being left blank, and that date field has
an associated date flag, a date flag code must be selected to
indicate why the date is unknown or not applicable. A Date and a
Date Flag cannot both be entered. They are mutually exclusive where
only one or the other can be used.
Entering one will set the other to blank. If a date is
applicable, the flag field will be set to blank automatically.
14Part VII: General Notes for Using the New Case Abstract
FormSection VII.2: General Instructions for Using the Data Entry
ScreensDate Flag Fields - continuedTo select the date flag code,
open the selection menu, click on the appropriate code and then
click [Update]. The [Close] button merely closes the box and does
not enter the selection for the date flag.
To select the date flag code, open the selection menu, click on
the appropriate code and then click the [Update] button.
It is important to note that the [Close] button merely closes
the box and does not enter the selection for the date flag. So, if
you have made a selection, please be sure you click the [Update]
button instead to ensure your selection is entered.
Again, you can find the screen shot shown here and view of the
menu for selecting a date flag in the manual.
15Part VII: General Notes for Using the New Case Abstract
FormSection VII.2: General Instructions for Using the Data Entry
ScreensDate Flag Fields - continuedThe table below describes when
each date flag code should be used. Remember that a flag code is
only assigned when the associated date field is being left
blank.
CodeWhen to UseDate Entered/Not ExpectedThis is used by the
system to indicate that the flag is being left blank. In this
situation, there must be a complete or partial valid date in the
associated date field.Code 10Use this code if it is unknown if this
event occurred. In this situation, the event would be indicated or
suspected but confirmation that the event took place could not be
confirmed. For example, the patient was referred for a radiation
therapy consult but it is unknown if treatment was recommended.Code
11 (most commonly used code)Use this code when it is known that the
event did not occur. Therefore, a valid date is not applicable.
Code 12 (avoid unknown, estimate if possible)Use this code when it
is known that the event occurred but a valid date (complete or
partial) is not known and could not be estimated. In this
situation, the date is entirely unknown. This should be avoided.
Estimating is preferred over coding unknown.Code 15 (try to wait
until the date is known)Use this code when it is expected that the
event will occur in the future but has not yet occurred. For
example, it is known that radiation therapy was recommended but the
treatment had not started at the time of entering the case. Note:
It is preferred that the user wait to enter the case until the
start date is known. If that is not possible, then use code 15. Be
sure that these cases are kept in a special location so that they
can be followed up on later and can be entered when the treatment
start date is known.
Remember that a flag code is only assigned when the associated
date field is being left blank.
The table shown here describes when each date flag code should
be used. This information can also be found in the manual.
Date Entered/Not ExpectedThis is used by the system to indicate
that the flag is being left blank. In this situation, there must be
a complete or partial valid date in the associated date field.
Code 10Use this code if it is unknown if this event occurred. In
this situation, the event would be indicated or suspected but
confirmation that the event took place could not be confirmed. For
example, the patient was referred for a radiation therapy consult
but it is unknown if treatment was recommended.
Code 11 (most commonly used code)Use this code when it is known
that the event did not occur. Therefore, a valid date is not
applicable.
Code 12 (avoid unknown, estimate if possible)Use this code when
it is known that the event occurred but a valid date (complete or
partial) is not known and could not be estimated. In this
situation, the date is entirely unknown. This should be avoided.
Estimating is preferred over coding unknown.
Code 15 (try to wait until the date is known)Use this code when
it is expected that the event will occur in the future but has not
yet occurred. For example, it is known that radiation therapy was
recommended but the treatment had not started at the time of
entering the case.
Note: It is preferred that the user wait to enter the case until
the start date is known. If that is not possible, then use code 15.
Be sure that these cases are kept in a special location so that
they can be followed up on later and can be entered when the
treatment start date is known.
16Part VIIAccessing the Eureka New Case Abstract
FormCompleted
This completes the training module for Part VII: General Notes
for Using the New Case Abstract Form. Please close when you are
ready and move to the next link to access the training module for
Part VIII: Entering Information Into the New Case Abstract Form in
the Electronic Reporting for Facilities training manual.
Thank you! 17