Quality Control Abstract Visual Review Process Presented by: Sarah Manson, BS, RHIT, CTR Florida Cancer Data System University of Miami Miller School of Medicine NAACCR 2008 Annual Conference Denver, Colorado

Overview Define the process Talk about the enhancements Brief demonstration

At the Florida Cancer Data System 165,000 incidence abstracts processed annually Validation electronic edit checks visual editing

Validating the Coded Data Standard edit checks detect invalid codes check for blank fields cross-validation verify accuracy establish quantitative measures of quality

Computerized Edit Checks Over 450 computerized edit checks NPCR, SEER, NAACCR Florida specific edits

Visual Editing Allows a trained eye to detect inconsistent coding that electronic edit checks do not identify Visual evaluation of the data Demographic Tumor Treatment Staging Text

Visual Editing Identifies deficiencies in the abstractors’ understanding of data definitions Specialized trainings Blind

Abstract Visual Review Process The process is fully automated Selects 1 of every 35th record processed All sites From all reporting facilities Hospitals Free-standing surgery centers Free-standing radiation treatment centers Private physician offices 4717 cases annually ~3% of the data Time and cost

Abstract Visual Review Process QC Pending file Done remotely Secure online transmission of abstracts

Outsourcing Visual Review 3 subcontractors 100+ cases a month No daily schedules Access system anytime Monthly deadlines 15th of every month

Reviewer’s Credentials Extensive knowledge: cancer registration disease process cancer sites staging related therapies Thorough knowledge in Florida’s specific reporting requirements Must be a Certified Tumor Registrar (CTR)

Abstract Visual Review Process The reviewers make QC notes on the abstracts with discrepancies Discrepant data MUST be resolved by the reporting facility

Correcting The Discrepant Data E-mail notifications are sent to the facilities The reporting facilities view the abstracts via our website Registrars respond to the QC notes made by the reviewers via our website Electronically submit the abstracts back to FCDS Agree or disagree with the reviewer’s notes Data is resolved

QC Summary Report

QC Summary Report

Selecting The Abstract To Review

Reviewing The Abstract

Making Notes On The Abstract

Submitting The Abstract To FCDS

QC Notes Report

THANK YOU Questions?