Cases diagnosed in 2004 and 2007 must be submitted to the National Cancer Data Base during May. Cases to be submitted are analytic cases (Class of Case 00-22) diagnosed on or after the facility’s Reference Date only. 2004 diagnoses meeting those criteria that were changed by the registry on or after July 1, 2005, and 2007 diagnoses changed on or after July 1, 2008, must be submitted before midnight (CDT), on Tuesday, May 31, for compliance with Standard 3.6. The full schedule is posted on NCDB’s registrars page at http://www.facs.org/cancer/ncdb/registrars.html.
Corrections to cases diagnosed in 2003, 2008 and 2009 must also be submitted by May 31 for compliance with Standard 3.7. Corrections to cases diagnosed in 1998 are welcome.
The NCDB submission window will be closed during the month of April for processing.
The NCDB Data Submissions Reports for 2011 will be updated by April 8 to reflect submissions made during March. Please check carefully for outstanding problems that need correction, or for any unexpected results. Examples of recent problems are described below. Direct any questions to email@example.com.
Are you a registrar who works for more than one CoC program? Registrars who work for more than one Commission on Cancer (CoC) program, other than multiple hospitals in a single network or multiple campuses in a merged hospital, should watch the drop down box when they sign in to submit cases. The Facility Identification Number (FIN) in that box must match the program whose data are being submitted, and must be changed between files if submitting for more than one program at a time. (Click ok) If it does not match, the data will not be processed. This is a security feature in NCDB’s automated processing stream that prevents writing data to the wrong program’s records. The restriction does not apply to hospitals in a single network program or multiple campuses in a single merged program. If you submitted files in January or March that have not yet been written to the NCDB database, contact NCDB at firstname.lastname@example.org for assistance.
Do you really, really like that “enter” key on your keyboard? Three programs this year contacted NCDB when only a handful of cases were processed, but much larger files were submitted. The problem in each situation was that the person who entered occupation and industry in the registry record used the “enter” (or “return”) key within the text. Although GenEDITS Plus does not read that as an error situation, most file readers including the ones used by NCDB respond to the carriage return signal by going to the next line. That immediately notifies the computer that the rest of the file is not a standard data file, and nothing else is read. To avoid the problem in the future, avoid hitting the “enter” key to get around in a text field. If you submitted a file in January or March that appears not to have been fully processed, contact NCDB at email@example.com for assistance.
Final reminders. Submit your files early in May if you are ready. If you generated your 2004 or 2007 file before April 1, recreate it. 2004 and 2007 diagnosed cases are subject to Standard 3.7. Rejected records or cases with edit errors must be corrected and resubmitted by July 31, 2011, to comply with Standard 3.7. If you think you will need an extension, see the information in the June CoC Flash at http://newsmanager.commpartners.com/acscoc/issues/2010-06-30/4.html.