NAACCR Process Improvement Program NAACCR 2007 Conference Concurrent Session 2: Quality Assurance Part II Detroit, MI Shannon Vann, CTR NAACCR Education & Training Program

This project has been funded by the National Cancer Institute, National Institutes of Health, Department of Health and Human Services under Contract NO. HHSN261200444001C and ADB No. N02-PC-44401 to NAACCR.

Purpose Enhance data quality through improved collaboration, more effective communication, and strengthening the relations between central cancer registry staff and local cancer registrars/reporters The shared goal of all cancer registries, population-based and hospital-based, is to reduce the cancer burden for individuals and society by building strong and effective cancer data systems. Team Building to Enhance Data Quality, a report from the National Coordinating Council for Cancer Surveillance published in March 2000, focused on principles of good communication and building relationships to improve cancer surveillance data quality. The NAACCR Process Improvement Program was established in 2003. The purpose of the program is to enhance data quality through improved collaboration, more effective communication, and strengthening the relations between central cancer registry staff and local cancer registrars/reporters.

Scope of Program Provides resources for a half-day workshop as one component of a tumor registrar association annual meeting Awards include meeting room costs, audiovisual equipment, workshops supplies, photocopying

Scope of Program Provides a facilitator who works with representatives from the association prior to the workshop Identifies local registrars issues Identifies central registry issues Identifies commonalities of the local registrar and central registry issues

Scope of Program Facilitator guides workshop participants through activities to address previously identified issues Issues are prioritized Group brainstorms to identify resolutions to issues Group agrees on steps to be taken The facilitator begins the workshop with a teamwork activity that demonstrates that things get done when communication is not optimal, but they may not get done as well as they could. The facilitator works the group through a listening exercise and both groups hear previously identified issues. The issues are prioritized by the group. They may break into small groups to identify ways to resolve the issues. The entire group agrees on the steps to be taken. Assignments are made to complete after the workshop.

Scope of Program Committee is formed to follow progress Committee meets via teleconference with facilitator 3 months after the workshop Committee presents outcomes to association at the next year’s annual meeting A committee is formed to ensure progress is made. They meet via teleconference three months after the workshop with the facilitator to report on progress. Outcomes are reported to the association at its next annual meeting. Participants are asked to complete a post-workshop evaluation at that time that is sent to NAACCR.

Eligibility Organizations eligible for awards Regional, state/province, and local cancer/tumor registry associations Other groups of cancer registry professionals Letters of support from the association president and the central registry manager or director must accompany the completed application form.

Program Requirements Applications are reviewed quarterly: January, April, July, and October Awards are announced within 30 days of the quarterly deadlines Facilitator is selected through NAACCR

Program Requirements Workshop is in conjunction with the association’s annual meeting Facilitator submits a summary report to NAACCR

Results Central registries provide quicker feedback to data submitters acknowledging receipt of the data and resolving data discrepancies Central registries and state associations are working together to plan educational programs To date 9 process improvement workshops have been presented as a component of a state/local tumor registrar association meeting.

Results Communications have improved through a better understanding of processes and activities of central and hospital registries Association and central registry newsletters and websites have been used to facilitate communication between the groups Coordinate times of newsletters

Results Improved communication involving death clearance and obtaining death information Presentations at community college on the cancer surveillance profession Creation of mentorship programs How hospital registrars can get death information – CR working with vital records Group identified recruitment as an issue and worked together to give presentations at community college RHIT programs about cancer registry as a career Mentors to help answer abstracting questions

Results To date 9 process improvement workshops have been presented Typically a process improvement workshop has been approved by NCRA for 4 CE hours 9 presented; 1 scheduled for September 2007 Limited amount of money so I recommend applying early

For More Information www.naaccr.org Education & Training Process Improvement Program svann@naaccr.org or (315) 682-6543 At that site you will find the RFA (request for application), program description, review criteria, review process, application form, evaluation form, and post-workshop evaluation form. Also ISCR has posted information about their experience with PIP. It includes 2 power point presentations and a video presentation they put together. This program is not just to solve terrible problems.