Instructions and Reporting Requirements Module 7 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 VII General Notes for Using the New Case Abstract Form

Part VII: General Notes for Using the New Case Abstract Form Section VII.1: Orientation to the Data Entry Screens o The size of the screen can be adjusted to fit the monitor by holding down the key and pressing to expand the display or pressing to shrink the display. o For all consistency and ease in typing, set the to on. Entering all information in ALL CAPS is preferred.

Part VII: General Notes for Using the New Case Abstract Form Section VII.1: Orientation to the Data Entry Screens Patient Name (after it is entered) and Abstractor initials will display at the top of each page. Fields are dispersed onto four tabs. Several fields are pre-assigned a default value. This can and should be changed if a different value applies. There are 1 submit option. This triangle indicates a drop down menu is available. The value in the field must be one of these menu options. Non hospital facilities must select save when a case is complete.

Part VII: General Notes for Using the New Case Abstract Form Section VII.2: General Instructions for Using the Data Entry Screens Defaulted Values o When a user opens a New Case Abstract, several fields are automatically assigned a default value. o Default values can and should be changed if a more appropriate value applies. Moving from Field to Field o The key or the mouse can be used to advance between fields. o The key can be used but will not advance to the next field while in a text box. Required Fields o Fields marked with a red box ( ) may not be left blank. o Any required fields left blank will receive an error message on submit.

Part VII: General Notes for Using the New Case Abstract Form Section VII.2: General Instructions for Using the Data Entry Screens Selection (Drop Down) Menus o Selection menus are provided for data fields that are limited to a defined set of codes. o For fields that provide a selection menu, the value in the field must be one of the menu box options. o Entering free text is not allowed. o To open the selection menu, click on the triangle beside the data field.

Part VII: General Notes for Using the New Case Abstract Form Section VII.2: General Instructions for Using the Data Entry Screens Selection (Drop Down) Menus - continued o There are two main types of selection menus. For the first type of selection menu, the user may: 1.Search for a menu option by entering letters or numbers of the search criteria in the Search box. The system highlights the options as the entry is typed. Keep typing to continue drilling down to a more specific option. Click or use the mouse, to select the option and Close the menu. 2.Scroll through the options using the scroll bar on right side of box. Highlight the menu option by clicking on the desired selection. 2 1

Part VII: General Notes for Using the New Case Abstract Form Section VII.2: General Instructions for Using the Data Entry Screens Selection (Drop Down) Menus - continued o There are two main types of selection menus. continued For the first type of selection menu … continued 3.Once the desired selection is highlighted: Click “Close” to update the field with the selection. Note: for the “Date Flag” fields, click “Update” to update the field. Once a selection is made, the user cannot type in the field but can make another selection from the drop down menu. 3

Part VII: General Notes for Using the New Case Abstract Form Section VII.2: General Instructions for Using the Data Entry Screens Selection (Drop Down) Menus - continued o There are two main types of selection menus … continued For the second type of selection menu 4.the user may simply select an option by clicking on the menu option. The menu box will close when the selection is made. 4

Part VII: General Notes for Using the New Case Abstract Form Section VII.2: General Instructions for Using the Data Entry Screens Text Boxes o Text is critical Most information being entered will be in the form of text. Some text boxes are a single row and are designated to capture specific information, such as Last Name. Some text boxes have multiple rows and allow free form text to describe the facts about the case. Refer to the specific data fields in Part VIII for a description of the requirements for each designated text box. o Helpful tips for using text boxes: Copy and paste from electronic medical reports is not allowed in text boxes

Part VII: General Notes for Using the New Case Abstract Form Section VII.2: General Instructions for Using the Data Entry Screens Text Boxes - continued o Helpful tips for using text boxes: Copy and paste from electronic medical reports is not allowed in text boxes The number of characters allowed for each text box varies according to the requirements for the data item. Do not use the key within a text area to go to the next line. o This interferes with data transmission conducted later by NCCCR staff. o Instead, use periods to separate sentences and paragraphs. Use the key or the mouse to move to the next field.

Part VII: General Notes for Using the New Case Abstract Form Section VII.2: General Instructions for Using the Data Entry Screens Date Fields o Dates are entered in month, day and year (MMDDYYY) format. Slashes between month, day and year numbers can be entered but are not required. o Unknowns should be avoided If an exact date is unknown, try to estimate as closely as possible, even if it is only the year. An attempt to estimate at least the year should be done. A reasonable estimate is better than unknown. o Eureka will accept partial dates. Record as much as can be determined using the following as a guideline: If the complete date is known or can be estimated, enter the full eight-digit date; for example, If only the month and year are known or can be estimated, enter the six-digit date for the month and year only; for example, If only the year is known or can be estimated, enter the four-digit year; for example, 2012.

Part VII: General Notes for Using the New Case Abstract Form Section VII.2: General Instructions for Using the Data Entry Screens Date Fields o Date fields may only be used to specify a complete or partial valid date (one that can be referenced on a calendar). o In situations where a valid date is unknown or not applicable, the date field is to be left blank. o The date field may be left blank only under the following conditions: None of the date information can be determined or estimated. o The month, day and year are unknown. The date is not applicable. o For example, the patient did not receive radiation therapy, therefore, a radiation therapy start date is not applicable.

Part VII: General Notes for Using the New Case Abstract Form Section VII.2: General Instructions for Using the Data Entry Screens Date Flag Fields o For certain date fields, a special date flag field has been provided to explain why the date field was left blank. o If the date field is being left blank, and that date field has an associated date flag, a date flag code must be selected to indicate why the date is unknown or not applicable. o A Date and a Date Flag cannot both be entered. They are mutually exclusive where only one or the other can be used. Entering one will set the other to blank. If a date is applicable, the flag field will be set to blank automatically.

Part VII: General Notes for Using the New Case Abstract Form Section VII.2: General Instructions for Using the Data Entry Screens Date Flag Fields - continued o To select the date flag code, open the selection menu, click on the appropriate code and then click [Update]. The [Close] button merely closes the box and does not enter the selection for the date flag.

Part VII: General Notes for Using the New Case Abstract Form Section VII.2: General Instructions for Using the Data Entry Screens Date Flag Fields - continued o The table below describes when each date flag code should be used. o Remember that a flag code is only assigned when the associated date field is being left blank. Code When to Use Date Entered/Not Expected This is used by the system to indicate that the flag is being left blank. In this situation, there must be a complete or partial valid date in the associated date field. Code 10 Use this code if it is unknown if this event occurred. In this situation, the event would be indicated or suspected but confirmation that the event took place could not be confirmed. For example, the patient was referred for a radiation therapy consult but it is unknown if treatment was recommended. Code 11 (most commonly used code) Use this code when it is known that the event did not occur. Therefore, a valid date is not applicable. Code 12 (avoid unknown, estimate if possible) Use this code when it is known that the event occurred but a valid date (complete or partial) is not known and could not be estimated. In this situation, the date is entirely unknown. This should be avoided. Estimating is preferred over coding unknown. Code 15 (try to wait until the date is known) Use this code when it is expected that the event will occur in the future but has not yet occurred. For example, it is known that radiation therapy was recommended but the treatment had not started at the time of entering the case. Note: It is preferred that the user wait to enter the case until the start date is known. If that is not possible, then use code 15. Be sure that these cases are kept in a special location so that they can be followed up on later and can be entered when the treatment start date is known.

Part VII Accessing the Eureka New Case Abstract Form Completed