Web Plus Software and Data Submissions

1. Web Plus Software and Data Submissions Texas Cancer Registry

2. Objectives By the end of this training, you should be able to discuss: • Web Plus • Vendor Reporting • Submission Procedures • Public Health Regions • Regional staff members • Area support Texas Cancer Registry | Reporting Tools

3. Compliance All cancer cases are to be submitted within 6 months of: • Initial diagnosis date, or • The first admission with active disease, or • Admission for the treatment of cancer Case submission requirements vary based on caseload • Monthly submissions are required from facilities with an annual caseload of greater than 400 cases. • Quarterly submissions are required from facilities with an annual caseload of less than or equal to 400 cases • Weekly submissions from all facilities is strongly recommended. Texas Cancer Registry | Reporting Tools

4. Reporting Software All reports must be submitted electronically via Web Plus (offered for free as part of CDC’s Registry Plus suite of software programs). Texas Cancer Registry | Reporting Tools

5. Accessing Web Plus • To receive a Web Plus User ID and Password, you must: • Complete the Online Web Plus Account Registration • Submit the Web Plus Use and Confidentiality Statement via fax or email • Access to Web Plus must be renewed annually. • Links to the forms and contact information for technical issues is available on the “Web Plus” section of the TCR website. http://www.dshs.texas.gov/tcr/webplus.aspx Texas Cancer Registry | Reporting Tools

6. Finding Web Plus from TCR Website On the TCR homepage, select ‘Software/Data Submissions’ followed by ‘Web Plus’. Texas Cancer Registry | Reporting Tools http://www.dshs.texas.gov/tcr/home.aspx

7. Finding Web Plus from TCR Website (continued) Select the link to the Web Plus log in from the Web Plus section of the TCR website or directly enter the URL https://registryplus.dshs.texas.gov into your browser. Texas Cancer Registry | Reporting Tools

8. Logging into Web Plus Log in using your Web Plus User ID and Password. Texas Cancer Registry | Reporting Tools

9. Uploading Files toWeb Plus (Step 1 of 4) If you use a vendor software, you will need to upload cases to Web Plus. • Select the ‘File Upload’ link on your Web Plus homepage. • You will not have the ‘Facility Abstractor’ option if you use a vendor software. Texas Cancer Registry | Reporting Tools

10. Uploading Files toWeb Plus (Step 2 of 4) Next, select the ‘New Upload’ tab. Texas Cancer Registry | Reporting Tools

11. Uploading Files toWeb Plus (Step 3 of 4) Next, select the type of file you are uploading. • If this is a case submission file in NAACCR format, click on the ‘NAACCR v18.x File’ radio button. • If this is a Non-NAACCR file, including a disease index, report, Word document or fax, select the ‘Non-NAACCR File’ radio button. Note: All Non-NAACCR files must be compressed (see slide 14). Texas Cancer Registry | Reporting Tools

12. Uploading Files toWeb Plus (Step 4 of 4) • Next, select “Browse” to find the file on your computer. Then select “Open”. • In the comments field, enter your 3 digit Facility ID along with any other comments. Then select ‘Upload’. Texas Cancer Registry | Reporting Tools

13. Tracking Uploadsin Web Plus You can track uploaded cases and files by selecting the ‘Previous Uploads’ tab. Texas Cancer Registry | Reporting Tools

14. CompressingNon-NAACCR Files Compressing makes it easier to share large files. You need to create a zip folder before uploading Non-NAACCR files (DCCF and CFDC pull lists, etc.). • Place the files you want to send into a file folder. • Right-click the folder containing the files you want to send. • Select ‘Send to’ followed by ‘Compressed (zipped) folder’. • A new zipped folder will appear beneath the folder you compressed. • Right-click it and select Rename and type in a new name. • Your file is zipped and ready to upload! Texas Cancer Registry | Reporting Tools

15. Downloading filesin Web Plus You can download files by selecting the ‘Download Files’ tab. Texas Cancer Registry | Reporting Tools

16. Creating a New Abstract in Web Plus (Step 1 of 2) To create a new abstract in Web Plus, select ‘Facility Abstractor’ on your home page. Texas Cancer Registry | Reporting Tools

17. Creating a New Abstract in Web Plus (Step 2 of 2) Next, select the ‘New Abstract’ tab. Texas Cancer Registry | Reporting Tools

18. New Abstract Formin Web Plus Texas Cancer Registry | Reporting Tools

19. Example of a Drop-Down Field in Abstract Form Texas Cancer Registry | Reporting Tools

20. Addressing Edit Errors in Abstract Form Texas Cancer Registry | Reporting Tools

21. Edit Error Critical Field Sometimes an abstract will pass all edit warnings even though errors remain. The TCR requires that these warnings be corrected before releasing the abstract. Texas Cancer Registry | Reporting Tools

22. Edit Error Texas Cancer Registry | Reporting Tools

23. Bypassing Release of Individual Abstracts Select “yes” or “no” to release or not to release the abstract . Can be released individually or release all at once in a bundle. Texas Cancer Registry | Reporting Tools

24. Releasing Abstract Bundles You will receive an email confirmation after you release your abstracts. If you do not receive a confirmation, please contact your Regional Representative. Texas Cancer Registry | Reporting Tools

25. Tips for Working on an Abstract in Web Plus • Click “Save” after entering information in each section. Web Plus times out after 20 minutes and will reset your abstract. If this happens you will lose the information you entered. • Session time left countdown will alert a user on how much time has passed since last save/refresh. • Have your TCR Cancer Reporting Handbook available as you abstract. It follows the same layout as the data items. Two monitors are recommended to enable easy lookup. • Use the drop-down boxes and search glass buttons to assist you in coding each field. Texas Cancer Registry | Reporting Tools

26. Finding an Abstract(Step 1 of 2) Select the ‘Find/Open Abstract’ tab. To view a list of all abstracts, select ‘Find’ without entering any search criteria. To find a specific abstract, enter the patient’s name or social security number before selecting ‘Find’. Texas Cancer Registry | Reporting Tools

27. Finding an Abstract(Step 2 of 2) You can open or delete unreleased records. Once you have released a record, you won’t have the option to delete or edit the record. If changes/updates need to be made to a previously released case, contact your regional representative. Do NOT resubmit the case. Texas Cancer Registry | Reporting Tools

28. Web Plus Report Options There are two types of reports in Web Plus: • Local – sort abstract data based on a specified time frame and/or descriptor • Audit -- track abstractor performance and facility productivity Texas Cancer Registry | Reporting Tools

29. Local Report: Disclosures of PHI Texas Cancer Registry | Reporting Tools

30. Local Report:Abstracting Activity The Abstracting Activity report shows how many abstracts have been released and unreleased. Texas Cancer Registry | Reporting Tools

31. Audit Report: Abstract Release Log The Abstract Release log report shows what date and time an abstract was released. Texas Cancer Registry | Reporting Tools

32. Removing Compatibility Settings • Google Chrome = No action needed. • Internet Explorer = NO Compatibility mode. Steps to remove Compatibility View: Texas Cancer Registry

33. TCR Support • Training • Compliance Monitoring • Quality Assurance Audits • Casefinding Audits • Communication with Facility Staff and Administration Texas Cancer Registry | Reporting Tools

34. DSHS Public Health Regions (PHR) Texas Cancer Registry | Reporting Tools

35. TCR Registry Operations Managers/Team Leads • Southwest Texas – PHR 1,7, 8, 9, 10, 11 • Miriam Robles, RHIT, CTRMiriam.Robles@dshs.texas.gov • Jodi Vasquez, RHIT, CTR, Team Lead PHR 1,7,9 Jodi.Vasquez@dshs.texas.gov • Allison Vasquez, BS, CTR, Team Lead PHR 8,10,11 Allison.vasquez@dshs.texas.gov • Northeast Texas – PHR 2,3,4,5,6 • (Currently vacant) • Debra Anderson, BS, CTR, Team Lead PHR 2,3,4 Debra.Anderson@dshs.texas.gov • Marie Gallegos, CTR, Team Lead PHR 5,6Marie.Gallegos@dshs.texas.gov • Patricia Thompson, BS, RHIA, CTR, Team Lead Central Office Patricia.Thompson@dshs.texas.gov TCR Main Line: 512-776-3080 Texas Cancer Registry | Reporting Tools

36. Austin Staff (HSR 1,7,8,9,10,11) • Alejandra Martinez, RHIT Alejandra.Martinez@dshs.texas.gov • Debbie Robert, RHIT Debbie.Robert@dshs.texas.gov • Kavitha Madishetty, PhD, CTR Kavitha.Madishetty@dshs.texas.gov • Jihan Solis, BS Jihan.Solis@dshs.Texas.gov Texas Cancer Registry | Reporting Tools

37. Austin Staff (HSR 1,7,8,9,10,11) Continued • Kimber Green, RHIT Kimber.Green@dshs.texas.gov • Martha Baker Martha.Baker@dshs.texas.gov • Minh Doan, MPH, BS Minh.Doan@dshs.texas.gov Texas Cancer Registry | Reporting Tools

38. Arlington Staff (HSR 2,3,4) • Cheryl Harbert, CTR, RHIT Cheryl.Harbert@dshs.texas.gov • Elizabeth Matthews, BS, CTR ElizabethM.Mathews@dshs.texas.gov • Katrei Burks, BA Katrei.Burks@dshs.texas.gov Phone: 817-264-4590 Texas Cancer Registry | Reporting Tools

39. Houston Staff (HSR 5,6) • Wanda Taylor, CTR Wanda.Taylor@dshs.texas.gov • Miguel Vazquez Miguel.Vazquez@dshs.texas.gov Phone: 713-767-3183 Texas Cancer Registry | Reporting Tools

40. Summary You should now be able to discuss: • Web Plus • Submission procedures • Texas by Health Service Region • Regionals Operations staff members Texas Cancer Registry | Reporting Tools

41. Thank you Texas Cancer Registry | Reporting Tools