Web Plus Version 2: Secure Web-based Functions For Death Certificate and Pathology Lab Follow-back Efforts Kathleen Thoburn, Sanjeev Baral (CDC/NPCR Contractors), Joan Phillips, Joe Rogers, CDC Good afternoon everyone! Today I will be providing you an overview of the new follow-back functions we’ve added to Web Plus. NAACCR 2008 Annual Conference Denver, Colorado June 10, 2008 "The findings and conclusions in this report are those of the author(s) and do not necessarily represent the official position of the Centers for Disease Control and Prevention/the Agency for Chronic Disease."

CDC–NPCR Web Plus Contacts Kathleen K. Thoburn, CDC/NPCR Contractor E-mail: kthoburn@cdc.gov Sanjeev R. Baral, CDC/NPCR Contractor E-mail: sbaral@cdc.gov The NPCR Web Plus contacts are myself, Kathleen Thoburn, and Sanjeev Baral. We are both CDC/NPCR contractors working in Registry Plus software development and support. Our contact information is listed on this slide, feel free to contact us with any questions you may have after this presentation 

Web Plus General Overview Web-based application used to collect cancer data securely over the public Internet Ideal for use by central registries for reporting from physicians’ offices, low volume facilities, non-hospital reporting sources, follow-back efforts, and interstate data exchange Empowers central registries to meet the NPCR Program Standards for Electronic Data Exchange Web Plus is a Web-based application that can be used to collect cancer data securely over the World Wide Web. Web Plus is ideal for use by central registries for secure, electronic reporting from all reporting sources: physicians’ offices, low volume facilities, non-hospital reporting sources, as well as for followback efforts and interstate data exchange. The use of Web Plus can empower central registries to meet NPCR’s elevated Program Standards for Electronic Data Exchange, which require that the majority of cancer reporting to NPCR-funded registries be performed electronically using an Internet-based, FTP, or encrypted email mechanism. If your registry is currently not meeting these standards, you can use Web Plus to achieve these goals.

Web Plus Main Functions Online Abstraction File Uploading Data Editing Version 2: Death Certificate and Pathology Lab Follow-back Supporting Functions E-mail Reports This slide lists the main functions included in Web Plus. ---CLICK--- For reporting from physicians’ offices and other low volume reporters, Web Plus offers secure online abstraction of individual abstracts, ---CLICK--- For reporting from all other reporting sources, such as hospitals, labs, and radiation facilities, Web Plus offers the capability to upload files of abstracts that were not abstracted using Web Plus ---CLICK--- At the discretion of the central registry, abstracted and uploaded data are validated by the CDC EDITS Engine running on a web server ---CLICK--- Today’s presentation will focus on the new follow-back features that have recently been added to Web Plus, which enable the upload of partial abstracts generated from death certificate and pathology lab files, and the subsequent notification to physicians or facilities via e-mail to log in and update the abstracts. The new features also allow for the tracking of the follow-back abstracts to ensure their resolution. ---CLICK--- In addition, Web Plus includes Supporting Functions, such as E-mail, for example, Web Plus e-mails new users with user IDs and passwords, e-mails file uploaders to notify them of the availability of an error report upon file upload, and Version 2 will e-mail physicians to notify them a follow-back record has been posted and needs to be completed And Web Plus offers a variety of user-generated reports, for both central and facility level users.

Web Plus Roles Role-based access to functions Facility Abstractor File Uploader Facility Abstractor Local Administrator Central Registry Abstractor Central Registry Administrator Version 2: Follow-back Supervisor Follow-back Monitor Web Plus has role-based access to functions….this means that each user is assigned a role, and when they log in to Web Plus, they can see only those menu options for their assigned role. Users may be assigned multiple roles. We currently have 7 roles in Web Plus…state 1st 5, and with Web Plus Version 2, ---CLICK--- we added 2 more roles...Follow-back Supervisor, and Follow-back Monitor. I will be showing you screenshots from the Follow-back Supervisor role today – the Monitor role has access to a subset of the functions I will show you today, for only those facilities assigned to them.

Web Plus Follow-back Follow-back Supervisor loads files of partially-filled abstracts generated from death certificate files Notification to physicians to log in and update the abstracts sent via e-mail upon upload of file Follow-back records in the NAACCR layout for import into Web Plus Once posted, abstracts are processed via the regular Web Plus record flow Can be rejected back to central registry for re-routing Are released to central registry for review by Central Registry Abstractor/reviewer upon completion Follow-back Supervisor and Monitors track follow-back abstracts to ensure their resolution The Follow-back Supervisor loads files of partially-filled abstracts generated from death certificate files (or they can manually enter individual abstracts online) ---CLICK--- Notification to physicians to log in and update the abstracts sent via e-mail upon upload of the file ---CLICK--- Please note that Records for follow-back need to be prepared outside of Web Plus and should be in the NAACCR layout for import into the Web Plus database ---CLICK--- Once posted for physicians to complete, abstracts are processed via the regular Web Plus record flow ---CLICK--- with the exception that Abstracts can be rejected with justifying comment back to central registry for re-routing. ---CLICK--- Once completed, the abstracts are released to the Central Registry for review, and ---CLICK--- Throughout the follow-back process, the Follow-back Supervisor and Monitors track follow-back abstracts to ensure their resolution

Follow-back Supervisor Home Page Uploads files of partially-filled follow-back abstracts Manually adds follow-back abstracts online Tracks follow-back abstracts by uploaded file or by facility Generates and views Web Plus follow-back reports

Load Follow-back File

Send E-mail Notice

Track Follow-back Requests by File

Track Individual Abstracts

Track Individual Abstracts – View Abstract

Track Individual Abstracts – Re-Route Abstract

Track Individual Abstracts – View History

Track Follow-back Requests by Facility

Track Individual Abstracts by Facility

Add Follow-back Online

Web Plus Follow-back Reports

Web Plus Facility Abstractor Homepage

Facility Abstractor Update Follow-back Abstract

Facility Abstractor Reject Follow-back Abstract

Web Plus Follow-back Reports

Web Plus Administrator – Exporting Released Abstracts

Web Plus Next Steps Print follow-back letters in addition to e-mails Enhance file and abstract export features Enhance abstract and file submission notification to CCR staff Allow for rejection of individual errant records Tracking system to track rejected records to ensure resubmission Expand Use of Web Plus