Instructions and Reporting Requirements Module 9 Electronic Reporting For Facilities March 2014 North Carolina Central Cancer Registry State Center for Health Statistics Division of Public Health Department of Health and Human Services 1908 Mail Service Center Raleigh, NC North Carolina Central Cancer Registry

Part IX Finalizing and Submitting the New Case Abstract Form

Part IX: Finalizing and Submitting the New Case Abstract Form Section IX.1: Final Review Perform a final review of all information on each tab to ensure the record is complete and accurate and all information has been entered. DOUBLE CHECK THE FACILITY NUMBER. Once the case is submitted, further revisions to the case cannot be made. Section IX.2: Submit Options There are 2 [SUBMIT] options. The two submit options are Save and Finish and Complete. The Finish and Complete option will prepare the report for the next case. When all information has been entered and verified, select the Finish and Complete button. Hospital staff must select this option when a case is complete.

Part IX: Finalizing and Submitting the New Case Abstract Form Section IX.2: Submit Options - continued 1.Save (Submit option for non-hospital) o Case will be retained in the New Case Admission IPAQ. o Cases can be viewed while in the IPAQ. Note: Non-hospital facilities must select this option and provide a monthly list of completed cases to their Field Services Representative. 2.Finish and Complete (Hospitals) o This option will run edits prior to submitting the case. o If an error message occurs, the error must be corrected before the case can be submitted. o Once a case is submitted, all data is cleared from the screen and a blank New Case Abstract report will display. o All defaults are restored. 2 1

Part IX: Finalizing and Submitting the New Case Abstract Form Section IX.3: Clearing Quality Check Errors Certain quality checks have been included in the New Case Abstract report. When the Finish and Complete option is selected, the system will check for required fields, valid values, and conflicts in logic. When an error is detected, the user will be notified of the error in a box on the screen. Error messages will display in blue and are listed in the same order as the fields in each tab. All error messages must be cleared by making the appropriate correction to the data. Required fields cannot be left blank and will generate an error message. All required field errors must be cleared before logic error messages can be displayed. If there are errors, correct all errors listed and select the Finish and Complete button again. Continue this process until all errors have been corrected and the case is error free. In some cases, clearing one error may create a different error. It may take a few cycles to clear all errors. Tips for clearing the error are included with the error message. (see next slide)

Part IX: Finalizing and Submitting the New Case Abstract Form Section IX.3: Clearing Quality Check Errors - continued

Part IX: Finalizing and Submitting the New Case Abstract Form Section IX.3: Clearing Quality Check Errors – continued When the case is error free, and the Finish and Complete options has been selected, the program will submit the report to the NCCCR database. There will not be a “Report Submitted” message. Upon successful submission of a report, the system will display a new report form ready for a new case to be entered. The application returns to the first tab (the Demographic tab) and all defaults are applied. (see next slide)

Part IX: Finalizing and Submitting the New Case Abstract Form Section IX.3: Clearing Quality Check Errors – continued

Part IX Finalizing and Submitting the New Case Abstract Form Completed