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Florida Ambulatory Care Centers Cancer Reporting Program 2002 Requirements for Reporting

Florida Ambulatory Care Centers Cancer Reporting Program 2002 Requirements for Reporting. FCDS 2002 Educational Telephone Conference Series Steven Peace, CTR Megsys Cuadra, CTR June 5, 2002. FCDS – Why Report Cancer Cases?.

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Florida Ambulatory Care Centers Cancer Reporting Program 2002 Requirements for Reporting

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  1. Florida Ambulatory Care Centers Cancer Reporting Program2002 Requirements for Reporting FCDS 2002 Educational Telephone Conference Series Steven Peace, CTR Megsys Cuadra, CTR June 5, 2002

  2. FCDS – Why Report Cancer Cases? • To help manage local, state & national healthcare planning for the diagnosis and treatment of cancer, utilizing cancer surveillance and cancer control programs • To identify ‘hot spots’ of cancer in our state • As a research tool for exploring the etiology, diagnosis and treatment of cancer • It’s the law…

  3. Federal & Florida Cancer Legislation • 1978 – FL Statute 385.202 establishes Florida statewide cancer surveillance system • 1992 – Public Law 102-515. - National Cancer Registries Act • 1997 – Amendment to Florida Statutes (Added Surgery & Free-Standing Radiation Therapy Centers) • 1997 – Changes to Florida DOH Administrative Rules as related to statute

  4. ACCRP – Why Ambulatory Pt Care ? • Changes in healthcare delivery system • Data showed changes in case reporting • Specific types of cancer reporting affected • CDC funding helped close the gap • Data shows improvements in reporting of specific types of cancers affected

  5. ACCRP – Impact on Surveillance • Types of cancer affected • Malignant Melanoma • Head & Neck Cancers • Prostate Cancer • Ocular Cancers • Colorectal Cancers • Breast Cancers

  6. ACCRP – Impact on Surveillance • Stage of Disease at Diagnosis affected • Early stage disease diagnosed/treated in ambulatory care setting • Late stage disease diagnosed without treatment in ambulatory care setting • Impact on monitoring of cancer control and intervention programs aimed at early detection and prevention of cancers

  7. ACCRP – Impact on Surveillance New Cases Added 1999 1,802 – Ambulatory Surgical Centers 1,482 – Radiation Therapy Centers 3,284 – TOTAL NEW CANCERS

  8. ACCRP – Florida Reportable Cancers • All Malignant Tumors • All Insitu Tumors (excluding insitu cervix and prostate cancers) • No Basal Cell Carcinoma of Skin • No Squamous Cell Carcinoma of Skin • Section I of 2001 FCDS DAM - specifics

  9. ACCRP – Florida Data Requirements • Facility Identification Information • Patient Demographic Information • Tumor Information • Detailed Info - Diagnosis, Workup, Staging • Treatment Information • Supporting Text Documentation • Minimal Follow-up Information • All information may not be available

  10. ACCRP – The Reporting Process • Ambulatory Centers Report to AHCA • FCDS receives & matches AHCA data • When? - One Report, Annually • When? - Depends on AHCA • Unmatched Cases Report Notification mailed to each ambulatory care center • Timeline for reporting - 3 months to report the cases

  11. ACCRP – The Reporting Process • Voluntary Full Reporting - Optional • Any center can report all cases • Administrative decision for each facility • Must meet all reporting requirements • Must meet all reporting deadlines • Must adhere to all reporting rules • Dedicated cancer programs • Often Radiation Therapy centers • Few Surgical centers

  12. ACCRP – The Reporting Process • Mandatory Incident Case Reporting • Legislative Mandate – all facilities must report according to Administrative Rules • FCDS identifies cases to be reported • FCDS mails case report notification to centers • Cases must be reported within 3 months of notification by FCDS • Any changes in reporting rules are addressed in DOH Administrative Rules – reporting authority

  13. ACCRP – Reporting Options • Contract Abstractor – paid professional • Facility Staff Reporting – must be trained – Health Information Manager • Company Circuit Rider – multiple facilities hire a traveling professional • Facilities with fewer than 35 cancers to report – send copies of medical records

  14. ACCRP – Fewer Than 35 Cases FCDS must confirm facilities designated under this reporting category either through AHCA matching or through the follow-back process FCDS will monitor each facility

  15. ACCRP – Fewer Than 35 Cases • <35 Cases Identified through AHCA Match • Send medical record copies as instructed • <35 Cases Self Identified by reporting facility thru the chart review & follow-back process • Send medical record copies of cancer cases and cases felt to not be reportable under Section I

  16. ACCRP – Reporting Procedures • All Reporting is electronic via Internet • FCDS IDEA • Exception: Facilities with fewer than 35 cancer-related patient encounters submit copies of medical records only

  17. ACCRP – FCDS IDEA • FCDS Internet Data Entry & Abstracting Module – FCDS IDEA • Must apply for login & password • Secure network server to ensure patient information secure & confidential • Data Encryption • http://www.fcds.med.miami.edu

  18. ACCRP – FCDS IDEA

  19. ACCRP – FCDS IDEA

  20. ACCRP – FCDS IDEA

  21. ACCRP – FCDS IDEA

  22. ACCRP – FCDS IDEA

  23. ACCRP – FCDS IDEA

  24. ACCRP – FCDS IDEA

  25. ACCRP – FCDS IDEA

  26. ACCRP – FCDS IDEA

  27. ACCRP – FCDS IDEA

  28. ACCRP – FCDS IDEA

  29. ACCRP – FCDS IDEA

  30. ACCRP – FCDS IDEA

  31. ACCRP – FCDS IDEA

  32. ACCRP – FCDS IDEA

  33. ACCRP – 2002 Requirements • April 2002 – FCDS received calendar year 2000 patient encounter data from AHCA • May 2002 - Cases Matched & New Cases Identified • May 2002 - Case ID Listings Mailed • August 31, 2002 - Deadline for case reports

  34. ACCRP – Reporting Deadlines • Cases must be reported within 3 months of notification • August 31, 2002 Deadline for Reporting All FCDS-Identified Calendar Year 2000 Patient Encounters • All Ambulatory Care Facilities

  35. ACCRP – Ambulatory Surgery • Comments and Questions from Ambulatory Surgery Centers

  36. ACCRP – Radiation Therapy • Comments and Questions from Radiation Therapy Centers

  37. ACCRP - 2003 • Changes in AHCA Reporting may affect how FCDS identifies cases back to each ambulatory care facility • We will keep you posted through our normal correspondence • Plan to approach both surgical centers and radiation therapy centers for suggestions

  38. ACCRP - 2003 • Expect patient listings for calendar year 2001 patient encounters and reporting of calendar year 2000 cases in early summer 2003 • Same general reporting rules will apply • Please call whenever you have questions, comments or suggestions

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