Electronic Reporting for Urology Physician Practices
Instructions and Reporting RequirementsModule 9Electronic
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 IX Finalizing and Submitting the New Case Abstract
Form
You are now entering Training Module 9 which will review Part
IX: Finalizing and Submitting 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. Any
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 IX: Finalizing and Submitting the New Case Abstract
FormSection IX.1: Final ReviewPerform a final review of all
information on each tab to ensure the record is complete and
accurate and all information has been entered. DOUBLE CHECK THE
FACILITY NUMBER. Once the case is submitted, further revisions to
the case cannot be made.Section IX.2: Submit OptionsThere are 2
[SUBMIT] options. The two submit options are Save and Finish and
Complete. The Finish and Complete option will prepare the report
for the next case. When all information has been entered and
verified, select the Finish and Complete button. Hospital staff
must select this option when a case is complete.
PART IX: FINALIZING AND SUBMITTING THE NEW CASE ABSTRACT FORM
begins with Section IX.1: Final ReviewIt is important to perform a
final review of all information on each tab to ensure the record is
complete and accurate and all information has been entered. Please
remember to DOUBLE CHECK THE FACILITY NUMBER. Once the case is
submitted, further revisions to the case cannot be made.Section
IX.2: Submit OptionsThere are 2 [SUBMIT] options. The two submit
options are Save and Finish and Complete. The Finish and Complete
option will prepare the report for the next case. When all
information has been entered and verified, select the Finish and
Complete button. Hospital staff must select Finish and Complete
once a case is complete.
The next slide shows a screen shot of the Submit Options and
provides more information on the choices. This screen shot can also
be found in the manual.3Part IX: Finalizing and Submitting the New
Case Abstract FormSection IX.2: Submit Options - continuedSave
(Submit option for non-hospital)Case will be retained in the New
Case Admission IPAQ .Cases can be viewed while in the IPAQ.Note:
Non-hospital facilities must select this option and provide a
monthly list of completed cases to their Field Services
Representative.Finish and Complete (Hospitals)This option will run
edits prior to submitting the case.If an error message occurs, the
error must be corrected before the case can be submitted.Once a
case is submitted, all data is cleared from the screen and a blank
New Case Abstract report will display.All defaults are
restored.
21
Here we have the screen shot showing the two Submit Options.
Again, this can be found in the manual if you wish to follow along
there. The yellow caption boxes help to point out each of these two
options.
The first tab, Save is the tab choice you will to select to save
incomplete cases. Non-hospital facilities will select this option
once all required fields are complete. Some of the guidelines for
choosing the first tab are:Case will be retained in the New Case
Admission IPAQ.Cases can be viewed while in the IPAQ.Note:
Non-hospital facilities must select this option and provide a
monthly list of completed cases to their Field Services
Representative.The second tab, Finish and Complete, is the tab
choice hospitals must select to submit the completed case.This
option will run edits prior to submitting the case.If an error
message occurs, the error must be corrected before the case can be
submitted.Once a case is submitted, all data is cleared from the
screen and a blank New Case Abstract form will display.All defaults
are restored
4Part IX: Finalizing and Submitting the New Case Abstract
FormSection IX.3: Clearing Quality Check Errors
Certain quality checks have been included in the New Case
Abstract report. When the Finish and Complete option is selected,
the system will check for required fields, valid values, and
conflicts in logic. When an error is detected, the user will be
notified of the error in a box on the screen. Error messages will
display in blue and are listed in the same order as the fields in
each tab. All error messages must be cleared by making the
appropriate correction to the data. Required fields cannot be left
blank and will generate an error message. All required field errors
must be cleared before logic error messages can be displayed.
If there are errors, correct all errors listed and select the
Finish and Complete button again. Continue this process until all
errors have been corrected and the case is error free. In some
cases, clearing one error may create a different error. It may take
a few cycles to clear all errors. Tips for clearing the error are
included with the error message. (see next slide)
Section IX.3: Clearing Quality Check ErrorsHere we review the
subject of errors the screen identifies after you have submitted
your report. Your submission is not considered complete until the
errors are corrected. What does this mean to you?Certain quality
checks have been included in the New Case Abstract form. When the
Finish and Complete options has been selected, the system will
check for required fields, valid values and conflicts in logic.
When an error is detected, the user will be notified of the
error in a box on the screen as seen in the screen shot on the
following slide. Error messages will display in blue and are listed
in the same order as the fields in each tab.
All error messages must be cleared by making the appropriate
correction to the data. Required fields cannot be left blank and
will generate an error message. All required field errors must be
cleared before logic error messages can be displayed.If there are
errors, correct all errors listed and select the Finish and
Complete button again. Continue this process until all errors have
been corrected and the case is error free. In some cases, clearing
one error may create a different error. It may take a few cycles to
clear all errors. Tips for clearing the error are included with the
error message.
5Part IX: Finalizing and Submitting the New Case Abstract Form
Section IX.3: Clearing Quality Check Errors - continued
This is the screen shot showing what the error screen looks
like. You must correct all errors before the case will be accepted
by the system. To view this screen shot please go to Section IX:3
in the manual.6Part IX: Finalizing and Submitting the New Case
Abstract FormSection IX.3: Clearing Quality Check Errors
continued
When the case is error free, and the Finish and Complete options
has been selected, the program will submit the report to the NCCCR
database. There will not be a Report Submitted message. Upon
successful submission of a report, the system will display a new
report form ready for a new case to be entered. The application
returns to the first tab (the Demographic tab) and all defaults are
applied. (see next slide)
When the case is error free, and the Finish and Complete has
been selected, the program will submit the report to the NCCCR
database.
There will not be a Report Submitted message.
Upon successful submission of a report, the system will display
a new report form ready for a new case to be entered. The
application returns to the first tab (the Demographic tab) and all
defaults are applied.
See the next slide for a screen shot of what the default screen
will look like after you have successfully submitted a case.
This screen shot can also be found in the manual.
7Part IX: Finalizing and Submitting the New Case Abstract
FormSection IX.3: Clearing Quality Check Errors continued
This is what the default screen will look like after you have
successfully submitted a case.
This screen shot can also be found in the manual.8Part
IXFinalizing and Submitting the New Case Abstract Form
Completed
This completes the training module for Part IX: Finalizing and
Submitting the New Case Abstract Form. Please close when you are
ready and move to the next link to access the training module for
Part X: Contact Information in the Electronic Reporting for
Facilities training manual.
Thank you! 9