Radiotherapy Data Collection

1. Radiotherapy DataCollection Helen Forbes National Cancer Services Analysis Team

2. National Cancer Services Analysis Team • Partly funded by Cancer Action Team in England • Remainder from project work • Carry out a range of innovative healthcare data analysis • Accessible presentation of routine hospital admission/attendance data • Geographical Mapping • Web data collection and reporting tools

3. RTDS ‘A dataset intended to collect data regarding every patient treated with radiotherapy in the NHS in the UK’

4. Data Extraction • Vast majority of data items already held and entered by radiographers using verify & record system databases • No requirement (when the project began) to report any radiotherapy activity • No agreed coding methods • No agreed currencies (courses, prescriptions etc.)

5. HRGs/OPCDS In parallel to the development of the RTDS • HRG 4 released • Recommendation to use out-patient commissioning dataset to report HRG • Potential requirement to re-key all radiotherapy attendances into PAS (Patient Administration Systems) in order to generate the OPCDS

6. Dataset • In agreement with • Representatives of SCOR • Payment By Results Team • Data Dictionary and Modelling Team • Information Centre HRG team • To produce ONE dataset which meets the needs of the RTDS, the OPCDS and collects the HRG for PbR

7. Dataset • Allows Trusts to generate the OPCDS without entering radiotherapy attendances into PAS • Takes all ‘attendance specific’ information from Radiotherapy Management Systems • Takes most information not routinely recorded on Radiotherapy Management Systems from PAS

8. Dataset • Extraction routes • Reports are provided to facilitate extraction of data from Visir/Oncentra, Varis/Aria, Lantis/Impac • Specification is provided to get relevant data from PAS (will need to use local information people) • Toolkit is provided to generate OPCDS (for commissioning/PbR) and radiotherapy ‘tail’ from the two data sources

9. Dataset • One record produced for each attendance for radiotherapy (ie: one per fraction – unless patient has concurrent radiotherapy) • Record is made up of • OPCDS (a long-established dataset within the NHS in England) • Radiotherapy Tail • Radiotherapy Tail is made up of • One or more Episode records (which will be identical for every fraction in this episode) • One or more Prescription records (which will be identical for every fraction in this prescription) • One or more Exposure records (for each exposure given on this attendance

10. Data Collection • Diagnosis • Waiting times • Anatomical site treated • Procedure codes for planning and delivery

11. Data Collection • Manual co-written with Varian to advise on collection methodology for Aria

12. Data Extraction • Demographic data extracted from PAS as per specification • Radiotherapy data extracted from Aria using reports developed by Varian • NATCANSAT Toolkit combines data from both sources to generate specified RTDS output

13. Data Submission • Output file submitted directly to NATCANSAT • Using ftp upload of encrypted file to nww server • Using NHS Connecting for Health secure file transfer via nhs.net • OPCDS submitted via SUS in England • Quality Assurance process completed within 24 hours • QA Pass data uploaded to server

14. Reporting • Reports run from live server data • New data has interim status for one week

20. Reporting • NATCANSAT Analysis in combination with other data sources • NCIN Central Data Repository in England • RTDS used to feed NCASP cancer audits • Available to analysts/researchers for other projects subject to governance framework

21. NATCANSAT Support • Telephone helpline (staffed by humans) in office hours • Support to modify the reports and extraction tools to fit in with local data entry practice

22. More Information General website: www.canceruk.net Analysis website: nww.natcansat.nhs.uk (only accessible from an NHSNet connection) Helpdesk 0870 840 8033 chris.ball@ccotrust.nhs.uk helen.forbes@ccotrust.nhs.uk