1. 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

2. Overview Define the process Talk about the enhancements
Brief demonstration

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

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

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

6. 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

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

8. 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

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

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

11. 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)

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

13. Correcting The Discrepant Data
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

14. QC Summary Report

15. QC Summary Report

16. Selecting The Abstract To Review

17. Reviewing The Abstract

18. Making Notes On The Abstract

19. Submitting The Abstract To FCDS

20. QC Notes Report

21. THANK YOU Questions?