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Revisions to the FCDS Data Set NAACCR V10

Revisions to the FCDS Data Set NAACCR V10. Mayra Alvarez, RHIT, CTR Megsys Casuso, CTR Mark Rudolph, MS Jill MacKinnon, CTR. Effects of V10. Implications for all of us Conversion of data Some fields Layout Implementation of new software Learning new codes and rules (FORDS).

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Revisions to the FCDS Data Set NAACCR V10

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  1. Revisions to the FCDS Data Set NAACCR V10 Mayra Alvarez, RHIT, CTR Megsys Casuso, CTR Mark Rudolph, MS Jill MacKinnon, CTR June 27, 2003 Revisions to the FCDS Data Set

  2. Effects of V10 • Implications for all of us • Conversion of data • Some fields • Layout • Implementation of new software • Learning new codes and rules (FORDS) June 27, 2003 Revisions to the FCDS Data Set

  3. V10 Issues for FCDS • June 30th – last day to submit 2002 data in V9 format • July 1st – July 14th –FCDS IDEA offline • No single entry • No uploads • KEEP ABSTRACTING during this period • July 15th – First day to upload V10 cases (after software verification) June 27, 2003 Revisions to the FCDS Data Set

  4. V10 Issues for FCDS (con’t) • No downtime • ROADS to FORDS (V9 – V10) • Affected V9 treatment codes will be converted to V10 (forward conversion) June 27, 2003 Revisions to the FCDS Data Set

  5. Software • FCDS single entry - Available July 15th • Vendor software - Availability varies • Facilities can continue to abstract using V9 software (check with Vendor) • Use Software - Tx codes will be converted from V9 to V10 • Paper (ACoS worksheet) for COC required FORDS items June 27, 2003 Revisions to the FCDS Data Set

  6. National Standards • FCDS Follows The National Standards • NAACCR • CDC/NPCR • NCI/SEER • ACoS/COC June 27, 2003 Revisions to the FCDS Data Set

  7. Revisions At-A-Glance • ? New fields • ? Fields with changes in definitions • ? Fields deleted June 27, 2003 Revisions to the FCDS Data Set

  8. 2003 Reporting Requirements • New Standard Data Items • New Definitions • Changes to Exciting Data Items • New NAACCR Edits Version 10 • New Florida Data Items • New Documentation Requirements • New Reference Manuals (FORDS) June 27, 2003 Revisions to the FCDS Data Set

  9. 2003 Reporting Requirements Ramifications • Database Conversions • Software Updates • Internet Abstracting changes • Internet Data Submission • New Policies and Procedures • New FCDS Data Acquisition Manual June 27, 2003 Revisions to the FCDS Data Set

  10. Impact on Registrar • Internet Access • Training for New Surgery Data Items and new changes to existing Data Items • Changes to Software June 27, 2003 Revisions to the FCDS Data Set

  11. Impact on FCDS • Delays in Waiting for Information • Convert Entire Database (2 million cases) • New Policies & Procedures • Upgrading/Updating Edits • Changing Internet Abstracting module • Test V10 Internet Uploading Procedures June 27, 2003 Revisions to the FCDS Data Set

  12. Impact on FCDS • New DAM • Training for FCDS, Hospitals, Contractors • Testing New System • Testing New Vendor Software • Testing New Edits • Testing New Upload Procedures June 27, 2003 Revisions to the FCDS Data Set

  13. Impact on Vendors • Add New Data Items including State Items • Change Programs • Convert Databases • New Edits • Test Upload Procedures June 27, 2003 Revisions to the FCDS Data Set

  14. NAACCR V10 Implementation • Approved National Standard for all States • Revisions to the Data Set • Data Set Conversion • Florida Implementation Date: • July 1, 2003 June 27, 2003 Revisions to the FCDS Data Set

  15. FCDS – Conversion From NAACCR V9 to V10 • FCDS IDEA will not be accessible during the conversion period: July 1 – 15, 2003 • This Effects • Single Entry Module • Batch upload • FCDS web site will be up and available June 27, 2003 Revisions to the FCDS Data Set

  16. New Data Fields V10 • Telephone Current • Rx Date – Transplant/Endocr • Rx Summ – Transplant/Endocr • Rx Summ – Surg Site 98-02 • Rx Summ – Surg Oth/Dis 98-02 • Rx Summ – Scope Reg LN Sug 98-02 June 27, 2003 Revisions to the FCDS Data Set

  17. Telephone Current(New Data Item) • Codes • Valid telephone number (area code and number) • Use 0000000000 if patient does not have a telephone • Use 9999999999 if the telephone number unavailable or unknown June 27, 2003 Revisions to the FCDS Data Set

  18. Cases Diagnosed Before January 1, 2003 June 27, 2003 Revisions to the FCDS Data Set

  19. Treatment Information For cases diagnosed beforeJanuary 1, 2003 the site specific surgery scheme consists of four data fields: • Rx Summ – Surg Site 98-02 • Rx Summ – Surg Oth/Dis 98-02 • Rx Summ – Scope Reg LN Sug 98-02 • Rx Summ – Regional Lymph Nodes Examined/Removed June 27, 2003 Revisions to the FCDS Data Set

  20. Surgery FieldsDx before January 1, 2003 • All four fields are Site-Specific: • Rx Summ – Surg Site 98-02 • Rx Summ – Scope Reg 98-02 • Rx Summ – Surg Oth 98-02 • Rx Summ – Regional Lymph Nodes Examined/Removed June 27, 2003 Revisions to the FCDS Data Set

  21. Cases Diagnosed On/AfterJanuary 1, 2003 June 27, 2003 Revisions to the FCDS Data Set

  22. Treatment Information For cases diagnosed on or afterJanuary 1, 2003, The site specific surgery scheme consists of three data fields: • Rx Summ Surg of Primary Site • Rx Summ - Scope of Regional LN Surgery • Rx Summ - Surg Oth Reg/Dist June 27, 2003 Revisions to the FCDS Data Set

  23. Surgery Fields Dx on or after January 1, 2003 • Site-Specific field • Rx Summ - Surg of Primary Site • Non Site-Specific fields • Rx Summ - Scope of Regional LN Surgery • Rx Summ - Surg Oth Reg/Dist June 27, 2003 Revisions to the FCDS Data Set

  24. RX Summ - Surg Prim Site • Effective for cases DX on or after January 1, 2003 • Site-Specific using the FORDS surgical codes: June 27, 2003 Revisions to the FCDS Data Set

  25. RX Summ - Surg Prim Site • For Unknown and Ill-Defined Primary Sites and Hematopoietic/Reticuloendothelial/Immunoproliferating/Myeloproliferative disorder • Code to 98 for any tumor characterized by the specific site and or histologies identified in the site specific • Appendix H 2003 • Date Field = ‘00000000’ June 27, 2003 Revisions to the FCDS Data Set

  26. Rx Summ - Scope Reg LN Sur (Item 1292) • Effective for cases DX on or after January 1, 2003 • All primary sites will have the same coding structure June 27, 2003 Revisions to the FCDS Data Set

  27. Rx Summ - Scope Reg LN Sur (Item 1292) June 27, 2003 Revisions to the FCDS Data Set

  28. Rx Summ –Surg Oth Reg/Dis (Item 1294) • Effective for cases DX on or after January 1, 2003 • All primary sites will have the same coding structure • This field records the surgical removal of regional tissues other than nodes, distant lymph nodes or other tissue(s)/organ(s) beyond this primary site June 27, 2003 Revisions to the FCDS Data Set

  29. RX Summ Surg Oth Reg/Dis (Item 1294) June 27, 2003 Revisions to the FCDS Data Set

  30. RX Summ – Chemotherapy (Item 1390) • Chemotherapy field expanded to two digits • Treatments (non or actual) in 00-99 ranges • Reasons treatment not administered in 82-88 ranges • Unknown is 99 • Date field June 27, 2003 Revisions to the FCDS Data Set

  31. RX Summ – Chemotherapy (Item 1390) 00 None, chemotherapy was not part of the first course of therapy; not customary therapy for this cancer 01 Chemotherapy, NOS 02 Chemotherapy, single agent 03 Chemotherapy, multiple agents (combination regimen) 82 Chemotherapy was not recommended/administered because it was contraindicated due to patient risk factors (co morbid conditions, advanced age, etc). 85 Chemotherapy was not administered because the patient died prior to planned or recommended therapy. 86 Chemotherapy was not administered; it was recommended by the patient’s physician, but was not administered as part of first-course therapy. No reason was noted in the patient record 87 Chemotherapy was not administered; the patient’s physician recommended it, but this treatment was refused by the patient, the patient’s family member, or patient’s guardian. The refusal was noted in the patient record 88 Chemotherapy was recommended, but it is unknown if it was administered 99 Unknown if chemotherapy was recommended or administered; death certificate- only cases June 27, 2003 Revisions to the FCDS Data Set

  32. RX Summ – Hormone (Item 1400) • Hormone field expanded to two digit • Endocrine surgery and radiation moved to new Hematologic Transplant and Endocrine Procedures field • Treatments (none or actual) in 00-99 ranges • Reasons treatment not administered in 82-88 ranges • Unknown is 99 June 27, 2003 Revisions to the FCDS Data Set

  33. RX Summ – Hormone (Item 1400) 00 None, hormone therapy (including NOS and antihormones) was not part of the first course of therapy; not customary therapy for this cancer 01 Hormone therapy 82 Hormone therapy was not recommended/administered because it was contraindicated due to patient risk factors (co morbid conditions, advanced age, etc.) 85 Hormone was not administered because the patient died prior to planned or recommended therapy. 86 Hormone was not administered; it was recommended by the patient’s physician, but was not administered as part of first-course therapy. No reason was noted in the patient record 87 Patient, the patient’s family member, or the patient’s guardian refused hormone therapy as part of first-course therapy. The refusal was noted in the patient record 88 Hormonal therapy recommended, but it is unknown if it was administered 99 Unknown if hormonal therapy was recommended or administered; death certificate-only cases June 27, 2003 Revisions to the FCDS Data Set

  34. RX Summ - BRM/Immuno (Item 1410) • Immunotherapy field expanded to two digits • Bone marrow transplant and stem cell procedure moved to NEW Hematologic transplant and Endocrine Procedures NAACCR item # 3250 in 00-01 range • The Reasons treatment not administered range 82-88 codes • Unknown is 99 June 27, 2003 Revisions to the FCDS Data Set

  35. RX Summ - BRM/Immuno (Item 1410) 00 None, Immunotherapy was not part of the first course of therapy; not customary therapy for this cancer 01 Immunotherapy 82 Immunotherapy was not recommended/administered because it was contraindicated due to patient risk factors (co morbid conditions, advanced age, etc.) 85 Immunotherapy was not administered because the patient died prior to planned or recommended therapy 86 Immunotherapy was not administered; it was recommended by the patient’s physician, but was not administered as part of first-course therapy. No reason was noted in the patient record 87 Immunotherapy was not administered; the patient’s physician recommended it, but the patient, the patient’s family member, or the patient’s guardian refused this treatment. The refusal was noted in the patient record. 88 Immunotherapy was recommended, but it is unknown if it was administered 99 It is unknown if Immunotherapy was recommended or administered; death certificate-only cases June 27, 2003 Revisions to the FCDS Data Set

  36. Rx Summ -Transplnt/Endocr (Item 3250)(New Data Item) • Hematologic Transplant and Endocrine Procedures new data item • Two digits field • Endocrine Surgery and/or Endocrine Radiation (Breast/Prostate) • The Reasons treatment not administered range 82-88 codes • Unknown is 99 June 27, 2003 Revisions to the FCDS Data Set

  37. Rx Summ -Transplnt/Endocr (Item 3250)(New Data Item) June 27, 2003 Revisions to the FCDS Data Set

  38. Rx Summ -Transplnt/Endocr (Item 3250) (New Data Item) June 27, 2003 Revisions to the FCDS Data Set

  39. Rx Date – Transplnt/Endocr (Item 2220)(New Data Item) NEW FCDS Specific Field June 27, 2003 Revisions to the FCDS Data Set

  40. RX Summ - Radiation (#1360) • COC will not support this field • FCDS will continue to collect these codes June 27, 2003 Revisions to the FCDS Data Set

  41. Abstracted By • ‘Abstractor Initials’ will no longer be accepted on electronic abstract or abstract forms • Cancer Abstractor Code Request form must be completed and returned to your Field Coordinator • On and after July 1, 2003, no records will be accepted with an invalid abstractor code  • Abstractors not on the ‘approved abstractor’ list will be required to have 10 paper abstracts approved prior to receiving their code June 27, 2003 Revisions to the FCDS Data Set

  42. Primary Payer At Dx • Changed from FCDS Primary Payer “Current” in State Specific Section to • FORDS Primary Payer at “Diagnosis” NAACCR V10 item number 630 • Record the type of insurance reported on the patient’s admission page June 27, 2003 Revisions to the FCDS Data Set

  43. Primary Payer At Dx 01 Not Insured 02 Not insured, self pay 10 Insurance, NOS 20 Managed Care, HMO, PPO 31 Medicaid 35 Medicaid administered through a Managed Care plan 36 Medicaid with Medicare supplement 50 Medicare 51 Medicare with supplement 52 Medicare with Medicaid supplement 53 TRICARE 54 Military 55 Veterans Affairs 56 Indian/Public Health Service 99 Insurance status unknown June 27, 2003 Revisions to the FCDS Data Set

  44. 2003 FCDS DATA ACQUISITION MANUAL • The data definitions in the DAM are derived from NAACCR v10, SEER, FORDS, NPCR and FCDS special fields June 27, 2003 Revisions to the FCDS Data Set

  45. Complete Revision of the FCDS DAM • Distribution • One copy per facility • Available in August, 2003 • Additional copies may be ordered for a fee • Ordering information on FCDS website • Download from FCDS website • Available July 1, 2003 June 27, 2003 Revisions to the FCDS Data Set

  46. After Conversion July 15, 2003 • Vendor verification by facility • 10 cases uploaded via FCDS IDEA on or after July 15, 2003 • Also, submit a printed abstract form for each case from your system – DO NOT ABSTRACT CASE ON FCDS PAPER ABSTRACT • Field Coordinators will review the new V10 submissions and approve facility for uploads June 27, 2003 Revisions to the FCDS Data Set

  47. Vendor verification • Field Coordinator will review and approve each facility’s batch of 10 abstracts • Field Coordinator will approve • Facility free to begin uploading data OR • Field Coordinator will disapprove • Facility (vendor) must correct problem and resubmit 10 records June 27, 2003 Revisions to the FCDS Data Set

  48. Vendor verification June 27, 2003 Revisions to the FCDS Data Set

  49. June 27, 2003 Revisions to the FCDS Data Set

  50. June 27, 2003 Revisions to the FCDS Data Set

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