1. Kentucky Women’s Cancer Screening Program (KWCSP) CDP Users Meeting Sivaram “Ram” Maratha, MS, MPA Phone: 502-564-3236 Ext. 3772 E-mail: sivaramr.maratha@ky.gov KWCSP Epidemiologist/Data Manager January 25, 2012

2. History of KWCSP Program started in 1991 using state funds. KRS 214.550, KRS 214.554 Centers for Disease Control and Prevention (CDC) funds became available in 1998. Breast and Cervical Cancer Treatment (BCCTP) funds started in 2001. Services are provided in all 120 counties.

3. Funding and Eligibility Source of Funds:  State funds: $ 2.3 million  CDC funds : $ 2.7 million Eligibility for KWCSP:  Age: 21-64  No Medicare, Medicaid, private health insurance or any third party payors  At or below 250% annual federal poverty guidelines

4. CDC Grant Requirements The KWCSP grant goals and objectives include outreach to the priority populations. Priority Populations: Appalachians, African Americans, Hispanics and women who have never or rarely had a Pap test. Provide an excellent quality of care to the patients. Provide timely, complete and accurate Minimum Data Elements (MDE) data to CDC.

5. Minimum Data Elements (MDE) Minimum Data Elements (MDE) is a set of standardized 100 data elements collected electronically using the registration screen and the ACH-58 form (B & C screen) through 120 Local Health Depts. in KY.

6. Program Accomplishments- FY 2011 Program provided screening services to 28,000 women. Women received treatment services through Breast and Cervical Cancer Treatment Program (BCCTP). At least 2,500 women receive breast or cervical cancer diagnostic services. The program will submit MDE data to CDC on 16,000 patients. Data submission is done twice a year on April 15 and October 15.

7. CDC’s Core Indicators, April 2011

8. Core Program Performance Indicator Trends

9. Eligibility for BCCTP  Administered by the Medicaid Program.  Patient should have been screened or diagnosed through the local health department. In other words, patient should have received at least one service through the KWCSP. Please refer to the approved CPT code list in the Public Health Practice Reference (PHPR).

10. BCCTP Resources http://chfs.ky.gov/NR/rdonlyres/CDC92097-06F0-434A-B338- 49FE08E2131E/0/PurpleBook.pdf

11. MDE Element-Mammogram Ordered ? Item Name: Mammogram Ordered at this Visit? Purpose: To determine if a mammogram was ordered at this visit. Type: Numeric Skip Pattern: This data item should always be completed. Cancer Screen: Mam Ord Contents: 1 = Yes, Routine screening mammogram ordered 2 = Yes, Screening mammogram ordered (includes short-term follow-up) 3 = Yes, Diagnostic mammogram ordered (includes short-term follow-up) 4 = No, Mammogram not performed (referred for other diagnostic services) 5 = No, Mammogram is not performed

12. MDE Element-Mammogram Ordered ? 4,500 records are pending in the system. We need to get this information to CDC by April 15, 2012. Information on records that have not been corrected in the system will be shared with the LHDs for correction. Before support staff change the data in the system, nurse case managers must correct the information on the ACH-58 form.

13. MDE Element-Mammogram Ordered ? Before support staff change the data in the system, nurse case managers must correct the information on the ACH-58 form. (Key as you see on the form) How to correct the data? If a patient does not keep an appointment for a screening mammogram (maximum time allowed for rescheduling a screening mam is 6 months), please change the code from 1 = Yes, Routine screening mam ordered to 5 = No, Mammogram is not performed.

14. Slide Presentation Attachments: 1. KWCSP eligible populations by county. 2. KWCSP LHD Staff 3. KWCSP LHD Information 4. CDC Core Program Performance Indicator Report 5. Program Audit Reports 6. ACH-58 Form

15. Questions? Thank you