Who, What, and Why of Reports By Kathy Dunaway, CTR

In this lesson we will review: Who needs to be running reports? What data do you want in your reports? Why should you be running reports? How do you run reports?

Who Who, What and Why? Who needs to run them? Who needs to see them?

Who Who needs to run them? Everyone should be running reports. CoC approved hospitals Research hospitals Large hospitals Medium hospitals and even the small hospitals

Who Who needs to see them? CoC Physicians Board Members Administration Yourself

What Who, What and Why? What data do you want in your reports? Several questions you need to ask: All or just certain sites? All or just certain years? All cases or just analytic or non analytic? Any other data items needed? Just about anything you put in your abstract can be put in a report.

What Who, What and Why? Lets say you wanted to see: All breast cases Seen in only 2002 Only analytic cases By county

County at Diagnosis Report Filter(s): Primary Site Between ‘C500 and C509’ and Date of 1st Contact between and and Analytic Case= ‘Yes’ County at DiagnosisCount (N) Baxter Craighead Cross Izard Marion1 Total 22

Why Who, What and Why? Why should you run reports? Quality? Documentation? Research?

Documentation Missing or wrong data Many factors contribute to this; ie: Speed abstracting, missing or wrong information in the charts, skipping screens or just not knowing what is the most important data to document in the abstract.

Quality Double checking your work is very important since not all data is sent through edit checks! Your cases may look complete, but they could be missing some very key information. Double checking your information before you let others see it is a very wise thing to do.

Example

Examples

Example:

Quality Simple and easy reports should be run frequently to watch for consistency of your data. If you are working in a registry with multiple abstractors, you need to make sure everyone is collecting the same information the same way.

Quality Accession # Abst Primary Site Primary Site Text Histo Histo Text Date of Diagnosis Text - Physical Exam JJBC504UOQ85003Ductal Ca01/02/20071/2/07 pos. mammo. 72 wf lump in L breast JJBC500Breast85003Ductal Ca01/05/20071/5/07 pos. biopsy R breast. 58 bf SBKC506X85012X01/10/2007x SBKC509Unk81403Unk02/12/2007didn't say SBKC504Unk80003Unk02/20/2007No H&P SBKC509X85060X03/15/2007x TTRC509Breast UOQ85003Ductal Ca03/18/ yr old white female in found routine exam TTRC509LLQ R breast85003Lobular Ca03/30/ yr old female w/elevated WBC TTRC509L Breast85003intraductal04/01/ yr old female with mastitis found TTRC509Breast85003Duct Ca04/06/ yr old black female seen by Dr. Wright KMC508L Breast85243Duct/Cribrif04/12/2007L breast mass found 4/1/07 biopsy on 4/12/ KMC504R breast UOQ85003Duct Ca05/01/2007mass found in the right breast upper outer quad

Quality You should also watch how new data items are being captured after they are first introduced. More education may be necessary.

Quality

How? Three things to think about before you begin running reports: 1.Why? 2.Who? 3.What?

How? The first two are easy. 1.Why 1.Why are you running the report? Research, Documentation or Quality 2.Who 2.Who will be seeing the report? Your boss, Administration, Physician, or maybe just you

How? What?What? First you need filters or criteria for your report.

What are Filters? These are the data items that will make up your report. Like the ingredients of a cake recipe. List out the items that will make up your report.

Example of a 5 year breast study: Your ingredients could be: Date of 1 st contact – 5 years (flour) Primary Site – C500-C509 (eggs) Class of Case – 0,1,2 (milk)

How? Second you need to figure out how you want your report to appear. Again like a cake what do you want it to look like?

Example: 5 year Breast Study The decoration on your cake: Age at diagnosis (chocolate icing) County at Diagnosis (the flowers) First Course Treatment (candles) The list of possibilities can include anything you put into your abstracts, even text fields.

Now it’s your turn If you wanted to see: all prostate cases from the last two years that had a PSA of 4 or higher, and the treatments they received Where would you begin?

Your turn all prostate cases from the last two years that had a PSA of 4 or higher, and the treatments they received First tell me who is getting the report, why they are getting it, what filters or criteria would you use and what do you want it to look like?

Your turn Who wanted it? Why did they want it? What filters or criteria did you use? What did you want your report to look like?

Prostate Cancer Last NameFirst NameText -lab1st Course Treatment Text RamjetRogerPSA 4.8Bx Radiation BadenoffBorisPSA 5.2Bx Hormone MunsterHermanPSA 12Surgery Hormone AdamsGomezNo Documhormone SmartMaxwellXX KentClark 100 Radiation SailormanPopeyeBx only FlintstoneFrednone JetsonGeorgePSA 2Surgery RubbleBarneyPSA 10Surgery

Please Share If you have a report that you use for quality in your registry and it works well, please share it with others. ArCRA’s quarterly newsletter is a good forum for sharing this type of information.

Questions?

Christian Dean Dunaway