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

2. 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?

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

4. 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

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

6. 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.

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

8. County at Diagnosis Report Filter(s): Primary Site Between ‘C500 and C509’ and Date of 1st Contact between 20020101 and 20021231 and Analytic Case= ‘Yes’ County at DiagnosisCount (N) 002 - Baxter 8 013 - Craighead6 015 - Cross4 025 - Izard 2 031 - Marion1 Total 22

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

10. 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.

11. 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.

12. Example

13. Examples

14. Example:

15. 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.

16. Quality Accession # Abst Primary Site Primary Site Text Histo Histo Text Date of Diagnosis Text - Physical Exam 2007-0001JJBC504UOQ85003Ductal Ca01/02/20071/2/07 pos. mammo. 72 wf lump in L breast 2007-0006JJBC500Breast85003Ductal Ca01/05/20071/5/07 pos. biopsy R breast. 58 bf 2007-0003SBKC506X85012X01/10/2007x 2007-0007SBKC509Unk81403Unk02/12/2007didn't say 2007-0015SBKC504Unk80003Unk02/20/2007No H&P 2007-0010SBKC509X85060X03/15/2007x 2007-0020TTRC509Breast UOQ85003Ductal Ca03/18/200768 yr old white female in found routine exam 2007-0021TTRC509LLQ R breast85003Lobular Ca03/30/200748 yr old female w/elevated WBC 2007-0025TTRC509L Breast85003intraductal04/01/200759 yr old female with mastitis found 2007-0030TTRC509Breast85003Duct Ca04/06/200790 yr old black female seen by Dr. Wright 2007-0022KMC508L Breast85243Duct/Cribrif04/12/2007L breast mass found 4/1/07 biopsy on 4/12/07 2007-0023KMC504R breast UOQ85003Duct Ca05/01/2007mass found in the right breast upper outer quad

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

18. Quality

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

20. 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

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

22. 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.

23. 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)

24. 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?

25. 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.

26. 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?

27. 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?

28. 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?

29. Prostate Cancer 2006-2007 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

30. 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.

31. Questions?

32. Christian Dean Dunaway