NCDB Vendor Webinar: NCDB Call for Data January 2018 and Upcoming RQRS Revisions

Transcription

1 NCDB Vendor Webinar: NCDB Call for Data January 2018 and Upcoming RQRS Revisions American American College College of of Surgeons 2013 Content 2014 Content cannot be be reproduced or or repurposed without written permission of of the the American College College of Surgeons. of Surgeons.

2 NCDB: Topics to be Covered Today Data required for the NCDB Call for Data 2018 Record layout and edits Changes from last year Submission schedule Accommodating data extracts for deficiency resolutions NCDB GenEDITS Plus Install Submission of test files for the Call for Data 2

3 Topics to be Covered Today RQRS: New ACoS Vendor: QuintilesIMS Transition to the Rapid Cancer Reporting System (RCRS) Moving to overall monthly submissions of any new or updated cases Addition of all primary sites to RQRS extracts Minimum data Items required for submission Minimum data items required for measure EPR calculation Accommodating programs that concurrently abstract: Options for submitting cases diagnosed January 1, 2018 and later using v16 software 3

4 CoC Program Standard 5.5: Data Timeliness and Completeness WHAT IT SAYS: Each year, complete data for all requested analytic cases are submitted to the National Cancer Database (NCDB) in accordance with the annual call for data WHAT IT MEANS: For each of the 3 individual Calls For Data surveyed, program must successfully submit newly abstracted and updated cases diagnosed between the program s Reference Date (or 1985) and the most recent diagnosis year of the Call for Data to the NCDB by the Call for Data deadline 4

5 Standard Submission Specifications Required Cases: All analytic cases diagnosed from Analytic = Class of Case 00, 10-14, All newly-diagnosed or updated analytic cases diagnosed on or after program s Reference Date through 2003 that were added to or modified in the registry database on or after December 1, 2016 through to the date the submission file is created Cases diagnosed before 1985 (even for earlier Reference Dates), before the current reference date, or after 2016 will be rejected Non-analytic cases will be rejected 5

6 Standard Submission Specifications Submission Dates: Final submission files should not be created any earlier than the month of December 2017 Capture all required cases and updates Generation of test extracts for data editing purposes is highly encouraged Submission window opens: January 1, 2018 Final date for initial submissions and corrections: June 1, 2018 (midnight Central time) 6

7 Layout and Edits All Call for Data submissions must be in NAACCR layout 16.0 Must be in layout version I (incident), with a record length of 3339 Physician NPIs in registry-specific fields Metafile for submission in 2018 in layout 16.0 will be primarily the same and distributed later this month No newly added edits; updated only to accommodate proper diagnosis dates Call for Data Metafile for submission in 2018 in layout 16.0 will be distributed soon (this will be based on NAACCR v16e).smf, emf,.rmf,.ini files will be posted to NCDB website VENDOR page 7

8 Standard 5.5 Submission Specifications Special Requirements for New Programs: First Call for Data submission after initial accreditation must submit all analytic cases diagnosed on or after the program s Reference Date (not earlier than 1985) through the most recent year of the Call for Data NOT the same case specification as for existing programs of newly-added or updated cases since the last call for Data All analytic cases are to be submitted for every diagnosis year of the current Call for Data Basically, submit everything from your Reference Date forward 8

9 Program Standard 5.5: Determining Compliance (Data Timeliness) All required cases are submitted by midnight of the Call for Data initial deadline: The night of June 1, 2018 (12:00 AM Central Time, June 2) Rejected cases from any diagnosis year have technically not been submitted, and should be corrected and resubmitted by June 1, 2018 NO extensions will be given Programs are encouraged to submit far in advance of the initial deadline 9

10 Program Standard 5.5: Deficiency on Data Completeness Dx year # of Cases % of Actual Expected % Submitted Submission % 90% % 12% % 10% % 7% % 68% % 50% % 45% % 41% % 38% Note: Deficiency is assigned only if # of cases submitted for any particular diagnosis year varies greatly from the expected # 10

11 Program Standard 5.5: Compliant on Data Completeness Dx year # of Cases % of Actual Expected % Submitted Submission % 90% % 69% % 63% % 55% % 43% % 43% % 31% % 34% % 30% Note: Gradual decline; no sudden drop off in numbers 11

12 Are All Required Cases Submitted? (Registrars) Cues for the Registrar: check notifications! Number of diagnoses submitted in 2018 should approximate the number of 2015 diagnoses submitted in 2017 Expect the number of cases submitted for each diagnosis year 2003 and earlier to decline as time from diagnosis increases; be suspicious of major deviations from that pattern 12

13 NCDB Call for Data Submission Count Tracking by Diagnosis Year 13

14 Are All Required Cases Submitted? (Vendors) How Software Providers Can Help Follow NCDB instructions for selecting cases to extract In follow-up reports, provide the number successfully followed for each diagnosis year for registrars to compare to the numbers of cases selected to submit Provide a frequency distribution by diagnosis year for extracted data file for Registrar review 14

15 Changes From Last Year: NCDB Requirements Same Reportability New Data Items: Eight new data items were introduced in FORDS: Revised for 2016 and required for cases diagnosed January 1, 2016 and later Tumor Size Summary [756] Mets at Diagnosis - Distant Lymph Nodes [1114] Mets at Diagnosis Bone [1112] Mets at Diagnosis Brain [1113] Mets at Diagnosis Liver [1115] Mets at Diagnosis Lung [1116] Mets at Diagnosis Other [1117] SEER Summary Stage 2000 [759] 15

16 Changes From Last Year: NCDB Requirements Discontinued Data Items (No Longer Required) Beginning with cases diagnosed in 2016, the following CS input data items are no longer required. They must continue to be abstracted for cases diagnosed from 2004 through CS Tumor Size [2800] CS Extension [2810] CS Tumor Size/Ext Eval [2820] CS Lymph Nodes [2830] CS Lymph Nodes Eval [2840] CS Mets at DX Data Items [ ] CS Mets Eval [2860] CS Version Derived [2936] Derived AJCC-6 Data Items [ ] Derived SS and Flag Data Items [ ] Derived AJCC-7 Data Items [ ] 16

17 Changes From Last Year: NCDB Requirements Specific-Stage Data Items with Continuing Requirement The following data items were considered as CS input data items for the purposes of CS, but are now are continued to be required for AJCC staffing and research purposes. They are required for all cases diagnosed in 2004 and later: Regional Nodes Positive [820] Regional Nodes Examined [830] Lymph-vascular Invasion [1182] CS Site-specific Factors [ , ] (required ) CS Version Input Original [2935] (required ) CS Version Input Current [2937] (required ) 17

18 Changes From Last Year: NCDB Requirements All cases diagnosed must pass edits 18

19 Lessons Learned Last Year: CoC Date Case Completed FORDS: Revised for 2016, APPENDIX D: FORDS Items Required to Be Complete to Enter Date Case Completed CoC for Cases Diagnosed in 2016 Did not get updated to reflect new data submission requirements for cases diagnosed in 2016 Removal for the majority of CS input and all derived data items Continued requirement of: Regional Nodes Positive [820] Regional Nodes Examined [830] Lymph-vascular Invasion [1182] CS Site-specific Factors [ , ] CS Version Input Original [2935] CS Version Input Current [2937] Addition of: Tumor Size Summary (NAACCR #756) Mets at Diagnosis Bone (NAACCR #1112) Mets at Diagnosis Brain (NAACCR #1113) Mets at Diagnosis Distant Lymph Nodes (NAACCR #1114) Mets at Diagnosis Liver (NAACCR #1115) Mets at Diagnosis Lung (NAACCR #1116) Mets at Diagnosis Other (NAACCR #1117) 19

20 Pre-Editing Registries should use software s internal edits for pre-editing year round Registries should not cut final file for submission until at least December 1, 2017 Currently, some cases updated between case selection and December 1 may not be selected for submission Provide functionality for registrars to pull test extracts to preedit/clean prior to final pull (e.g., only set export flags on final pull) Registries should run the actual data file they will be uploading through customized NCDB GenEDITS Plus with the applicable metafile to make certain no errors remain (2004+) Too many issues with registrars editing through their abstracting software interface (extra cases, incorrect edit sets, etc.) 20

21 Running NCDB GenEDITS on Call for Data File(s) NCDB now offers a pre-configured GenEDITS Plus software installation file Includes all required edits metafiles and configuration files built into the installation (no.ini or.rmf files to copy over). Once installed, the software is pre-configured to run your NCDB submission file, just Browse to your data file and click Run EDITS! 21

22 Test Files Send test files for cases diagnosed in 2016 in layout 16 to me at any time for review Please send all years in Call for Data so I can review case coverage No more than 3 hospitals, please Do not clean data first Send to me by with the data in attached file(s) Please password protect and send me the password via separate My address: kthoburn@facs.org 22

23 Upcoming Changes to NCDB We are completely re-programming the data submission system Streamline data processing so submissions are processed much more quickly New and more user-friendly reports Immediate feedback upon upload of the data Greater communication before, during, and after the call for data; alerts when there is a problem with the submission Facilities will know where they stand for each data submission for Program Standards 5.5 and 5.6 at the close of each data submission, not just upon survey every 3 years 23

24 Concurrent Abstracting and RQRS: What to do with 2018 cases?? Accommodating programs that concurrently abstract: Options for submitting cases diagnosed January 1, 2018 and later using v16 software Will be distributing CoC-customized version of Abstract Plus v16 24

25 The Future of NCDB Data Submission: The Rapid Cancer Reporting System 25

26 NCDB & RQRS Two Separate Data Collection Streams NCDB Annual Call-for-Data Retrospective: cases CP 3 R: 20 quality measures Provides annual compliance Retrospective assessment of treatment already provided Update cases within application interface Redundant Reporting Rapid Quality Reporting System (Daily Submission) Retrospective and prospective: cases RQRS: 5 quality measures Reports year-to-date, annual and quarterly compliance Retrospective assessment of treatment already provided Prospective treatment alerts Update case status via resubmission of the data 26

27 Future Revisions for RQRS Data Submission Requirements RQRS Additional Information: Addition of all primary sites to RQRS extracts Minimum data Items required for submission Minimum data items required for measure EPR calculation 27

28 Sneak Preview: DRAFT Mock Up 28

29 Sneak Preview: DRAFT 29

30 Coming Soon to a Registry Near You: January 1,

31 New CoC Data Items: Radiation Therapy Phase I Phase III The first phase commonly referred to as an initial plan and a subsequent phase may be referred to as a boost or cone down, and would be recorded as Phase II, Phase III, etc. accordingly. A new phase begins when there is a change in target volume, treatment fraction size (i.e. dose given during a session), modality or treatment technique." Any one of these changes will mean that a new radiation plan will be generated in the treatment planning system, and should be coded as a new phase of radiation therapy. 31

32 New CoC Data Items: Radiation Therapy Conversion to Phase I Phase I Radiation Primary Treatment Volume Phase I Radiation to Draining Lymph Nodes Phase I Radiation Treatment Modality Phase I Radiation External Beam Planning Technique Phase I Dose Per Fraction (Session) Phase I Number of Fractions (Sessions) Phase I Total Dose Converted from Rad--Treatment Volume [#1540] Converted from Rad--Treatment Volume [#1540] Converted from Rad--Regional RX Modality [#1570] Converted from Rad--Regional RX Modality [#1570] 1-1 Map from Rad--Regional Dose: cgy [#1510] 1-1 Map from Rad--No of Treatment Vol [#1520] 32

33 Phase I-III Total Dose Identifies the total radiation dose delivered to the patient in the specified phase of radiation treatment during the first course of treatment The unit of measure is centigray (cgy) Record the actual total dose delivered (NOT prescribed), as documented in the treatment summary. The value recorded for this data item should NOT be autocalculated within the registry abstraction software 33

34 Other New Radiation Data Items Number of Phases of Rad Treatment to this Volume Radiation Treatment Discontinued Early Total Dose 34

35 Follow-up Date of Last Cancer (Tumor) Status Date of Last Cancer (Tumor) Status Flag Documents the date of last cancer (tumor status) of the patient s malignant or non-malignant tumor Differs from the Date of Last Contact [#1750] as it is a tumor-level data item. If a patient has multiple primaries, each primary could have a different date of last cancer (tumor) status. The Date of Last Cancer (tumor) Status Flag is used to explain why Date of Last Cancer (tumor) Status is not a known date. 35

36 Sentinel Node Bx Data Items Date of Sentinel Lymph Node Biopsy Date Sentinel Lymph Nodes Biopsy Flag Sentinel Lymph Nodes Examined Sentinel Lymph Nodes Positive Collected for Breast and Melanoma Only Date of Regional Lymph Node Dissection Date of Regional Lymph Node Dissection Flag 36

37 RQRS NCDB Submission Flag The NCDB is moving to submission of data via a single data portal rather than the current separate data portals for RQRS and NCDB This data item will facilitate identification of the purpose of the data submission at the receiving end May not be needed in a few years 37

38 Commission on Cancer 2018 Staging Requirements For cases diagnosed January 1, 2018 and later: Required Stage Groups (i.e., cannot be blank) New 8 th Edition-based AJCC TNM Clin Stage Group [#1004] AND New 8 th Edition-based AJCC TNM Path Stage Group [#1014] OR new 8 th Edition-based AJCC TNM Post Therapy Stage Group [#1024] Newly collected when appropriate for the tumor being abstracted (i.e., blanks allowed): AJCC TNM Clin T [#1001] AJCC TNM Clin N [#1002] AJCC TNM Clin M [#1003] AJCC TNM Path T [#1011] AJCC TNM Path N [#1012] AJCC TNM Path M [#1013] AJCC TNM Clin T Suffix [#1030] AJCC TNM Path T Suffix [#1032] AJCC TNM Post Therapy T Suffix [#1033] AJCC TNM Clin N Suffix [#1034] AJCC TNM Path N Suffix [#1035] AJCC TNM Post Therapy N Suffix [#1036] 38

39 Commission on Cancer 2018 Staging Requirements For cases diagnosed January 1, 2018 and later, CoC will be requiring: Other New Stage-associated Data Items RX Date Regional LN Resection [# 682] RX Date Regional LN Resection Flag [# 683] Date SLN Biopsy (for breast and melanoma only) [# 832] Date SLN Biopsy Flag (for breast and melanoma only) [# 833] SLN Examined (for breast and melanoma only) [# 834] SLN Positive (for breast and melanoma only) [# 835] 39

40 Commission on Cancer Staging Data Items No Longer Collected For cases diagnosed January 1, 2018 and later, CoC will no longer be collecting: TNM Path T [# 880] TNM Path N [# 890] TNM Path M [# 900] TNM Path Stage Group [# 910] TNM Path Descriptor [# 920] TNM Path Staged By [# 930] TNM Clin T [# 940] TNM Clin N [# 950] TNM Clin M [# 960] TNM Clin Stage Group [# 970] TNM Clin Descriptor [# 980] TNM Clin Staged By [# 990] 40

41 Commission on Cancer Staging Data Items No Longer Collected For cases diagnosed January 1, 2018 and later, CoC will no longer be collecting: CS Site-Specific Factors [# , ] CS Version Input Original [#2935] CS Version Derived [#2936] CS Version Input Current [#2937] ALL COLLABORATIVE STAGE DATA ITEMS SHOULD BE BLANK Will be enforced by CoC edits 41

42 Thank You! 42