There is one more data submission month for the 2011 NCDB submission cycle in November, before annual submissions begin in January 2012. The National Cancer Data Base (NCDB) thanks registries for their vigilance in following the transition submission schedule during the past year.
Due in November: Cases diagnosed in 1999 that were modified by the registrar since July 1, 2005, and cases diagnosed in 2000 that were modified since July 1, 2006, must be submitted during November 2011, specifically by midnight (CT), the night of November 30. If these diagnosis years precede the program’s Reference Date, they are not to be submitted. Also due in November are:
- Any cases diagnosed in 2005 and submitted in September that have outstanding data quality problems;
- Any cases diagnosed in 2002 or 2005 (and since your Reference Date) that were rejected in September;
- Corrections for edit problems for cases diagnosed in 2002 or earlier are appreciated, but are not required by Standard 3.6.
NCDB will be closed for submissions during the month of December to prepare for the 2012 Call for Data.
Due in January: In January, NCDB enters its new annual cycle in which all case reports are collected for the diagnosis year that ended a full year earlier, and any cases that have been updated by the registrar since they were last requested in a Call for Data. Due in January are:
- All analytic cases diagnosed in 2010;
- All analytic cases for diagnosis years 1985 (or the program’s Reference Date, whichever is later) through 2009 that have been added to the registry or modified since shortly prior to the respective Call for Data.
The full schedule and information about the changes in NCDB’s submission cycle are posted at http://www.facs.org/cancer/ncdb/registrars.html. The official NCDB Call for Data will be distributed as a special NCDB Flash in November.
NCDB recommends that programs follow software provider instructions to select cases for submission in 2012 rather than attempt the complex manual selection. The deadline for submitting all cases due in January is midnight (CT), the night of January 31. NCDB continues to recommend submitting cases earlier in the month if possible. Other pre-Call for Data information was published in the September CoC Flash (http://newsmanager.commpartners.com/acscoc/issues/2011-09-30/14.html).
Reminder: The schedule for collecting only newly abstracted and changed records is based on the expectation that cases are not pulled for submission any earlier than the month preceding the respective Call for Data. If the submission files are created earlier, some changes may fail to be transmitted. If you created your submission file for cases diagnosed in 1999 or 2000 before October 1, please recreate the file before submitting it in November. Likewise, do not create your final files for submission in January until December 1 or later. Of course, you may create test files earlier to use to pre-clean your data for submission.