Welcome to the Kentucky Cancer Registrars Wiki communication page! The following links will take you to pages within Wiki that contain helpful abstracting/coding information along with contact information. In the right-hand column you will find a calendar link containing upcoming events - simply click on Upcoming Events to view.
Your ideas for adding additional helpful information and for improvement are welcome! Please forward suggestions, comments, and questions to Tonya Brandenburg at firstname.lastname@example.org. If you experience difficulty logging into the Wiki page, please contact Clay Campbell at email@example.com .
* Special Announcements*
2018 Tri-State Regional Cancer Registrars' Meeting
2018 KCR Spring Training
Since there are so many changes for 2018 we have decided to do in person Spring Training for 2018. We have applied for 6.5 CEUs through NCRA.
IMPORTANT ANNOUNCEMENT ON IMPLEMENTATION OF 2018 CHANGES
Starting March 1, 2018, you will be allowed to enter cases with a 2018 diagnosis date in the current format.
- You may do this by request only. Any facility may request that their CPDMS application be modified to allow 2018 cases to be entered. When entering a 2018 cases in the current format, you may leave the following data items blank: Grade, AJCC T, N, M, and Stage Group, and all Collaborative Stage items including the Site Specific Factors. Notify Frances Ross or your Regional Coordinator to make this request.
- Any 2018 cases entered in the existing format must be reviewed and re-abstracted in the 2018 format, when it is available. When the 2018 changes are implemented, all 2018 cases in the database will be placed on the Incomplete List for re-abstraction. Incomplete Lists will be temporarily expanded to accommodate these additional cases.
- All data items that are the same in the current version of CPDMS and in the 2018 version will be retained. Some of the new and/or modified data items in 2018 may be able to be converted from your existing abstract. KCR will facilitate conversion of data to the extent possible.
- The timeline for implementation of the 2018 changes in CPDMS is dependent upon decisions and materials from the national standard setting organizations (AJCC, CoC, SEER, NPCR, and NAACCR). We are constantly monitoring the progress of this work, but it is taking longer than expected and we cannot yet estimate when 2018 changes will be available in CPDMS. As soon as we know more about the timeline, we will let you know.
Please read the NAACCR 2018 Concurrent Abstracting Overview Statement here:
TNM Case Scenarios
Allowing cN0 in the pN fields in certain circumstances
Please see the attached document regarding entering a cN0 in the pN data item. This has been agreed upon by the standard setters, so Roger has added the cN0 to the choice list for pN for these sites. It was not a valid option, but it is now there for internal CPDMS users and it will be released to the hospitals next Tuesday. There were some sites already where cN0 could be used in the pN field (melanoma, breast, etc.) but now these sites have cN0 available for the reasons stated.
KCR’s Grouped Treatment Report Feature
Below are the instructions for the Grouped Treatment Report feature as well as an example report.
KCR’s Linked Path Reports Feature
As many of you are aware, KCR has recently added a new feature to CPDMS.net by which registrars may link all path reports for a specific cancer case to their abstracts. KCR has received several questions about the purpose of this “LINK PATH REPORTS” field and we wanted to give a brief explanation of its benefits.
The future of public health research is rapidly moving toward a system of “virtual tissue repositories,” (VTRs) — electronic searchable databases whereby cancers with like qualities can be easily be identified and retrieved. Kentucky, because its nearly universal coverage by ePath, is in a unique position, among all other states in the country, to be on the cutting edge of creating a comprehensive, virtual tissue bank for all cancers across the Commonwealth. This capability will strengthen the ability of researchers working on Kentucky’s specific cancer related problems to acquire funding for such endeavors. Having the completed infrastructure (VTR) in place will be of great benefit not only for the acquisition of funding, but also for facilitation of statewide research itself.
Although KCR is not currently requiring that the Link ePath reports field of CPDMS.net be completed, we greatly encourage all registrars to complete this field as regularly as possible. This will enable KCR to expand the capacity of all Kentucky researchers, including those in your individual facilities, to perform the highest quality research possible.
AJCC Staging Tips
AJCC staging tips based on some common CoC Edits errors If cT is coded with a value, then cN and cM can’t be blank If pT is coded with a value, then pN and pM can’t be blank REMEMBER: When your case meets criteria to be staged clinically or pathologically then there can’t be any blanks. T, N and M categories MUST have a value.
*Exception: For histologically confirmed METS, pT and pN can be left blank when case doesn’t have surgical resection of the primary and evaluation of LNs. pT <blank> pN <blank> pM1 pStage IV
Metastatic disease present at DX If cM1 is coded, then METS@Dx (bone, liver, lung, distant LNs, other) can’t be = 0 If pM1 is coded, then METS@Dx (bone, liver, lung, distant LNs, other) can’t be = 0
Melanoma cases If pT = pT1a, then cN0 can be brought down to the pN field to derive a pStage IA. REMEMBER: This is only for in-situ and stage IA melanoma cases. Stage IB or higher must have LNs removed to be able to derive a pStage.
In-situ cases with surgical resection & without LN evaluation If pTis coded, then pN and pM should be cN0 and cM0 per AJCC general rules page 12: By definition, CIS has not involved any structures in the primary organ that would allow tumor cells to spread to regional nodes or distant sites.
In-situ cases with surgical resection & with LN evaluation If pTis coded, then pN should be coded pN0 and pM should be cM0 based on in-situ definition above.
Endometrium cases If no nodes are removed for exam, AJCC chapter states you can use clinical info in N and M to derive a stage. The NAACCR edit won’t allow this to be coded until 8th edition. So leave as pNx but derive a stage using the info not able to be coded currently.
2016 ICD-10 Casefinding List
KCR Quarterly Newsletter
The quarterly newsletter can be found at https://www.kcr.uky.edu/intheabstract/
New Registrars Training Packet
KCR is committed to the development and support of high quality cancer registries in Kentucky. Providing relevant and effective training programs is one of the most important methods we have to achieve this goal. As cancer registration has evolved and grown more complex over the last two decades, so has the training necessary to equip registrars with the knowledge and tools to abstract cancer cases accurately.
KCR provides Kentucky hospital registrars with Abstractors and Operators training, and annual Spring and Fall workshops, as well as on site, one-on-one tutoring for new registrars. Still, we recognize that this is not enough. Registrars, in order to be fully prepared to perform the wide array of tasks required for this profession, will need to take advantage of training opportunities provided by other related organizations, as well as engage in self-directed study using on line resources. At this time, KCR is pleased to offer an additional tool for registrars new to the field:
The New Cancer Registrar’s Training Packet!
The training packet contains:
Information about CPDMS.net and other KCR websites and procedures
Links and screenshots of useful websites and training materials such as:
Multiple primary and histology rules
COC program standards
And much more!
Coding Tips for Prostate SSF1 and Lung CS Extension:
*These coding tip pages were given to us by the California Central Registry at the NAACCR meeting.*
Is CPDMS Down?
In an effort to improve your user experience, we have created a new status page for CPDMS:
This page will give you a number of important pieces of info: Your IP address. What browser you are using. and if it is compatible with CPDMS, Your operating system If your certificates are installed. Check the real time status of CPDMS.net and CPDMS.org.
This page will allow you to check your connection speed to KCR via Speedtest (this feature will require Flash to be installed on your machine).
We hope this page will be of benefit going forward. If you have any questions or concerns, please let us know @ firstname.lastname@example.org
ICD-10 Compliance Document. Please see the attached document regarding ICD-10 compliance.
continued_collection_of_cs.pdf Please see the attached document regarding the continued collection of collaborative stage until the 8th edition of the FORDS Manual is released.
Instructions for the new e-path linkage application in CPDMS
PHI (Protected Health Information)
It is very important that you follow the HIPAA policy for releasing private health information as directed by your specific facility. In the Cancer Registry, we too, must protect all personal information. KCR offers a Secure File Transfer page (FES). This is provided as a way to transfer files in an encrypted method to ensure data confidentiality. In order to use the secure FES you must have a valid userid and password. There are instructions on how to use FES on KCR’s website.Please DO NOT send protected health information (PHI) in emails unless you are using a secure email process. This will require the recipient to enter a password to actually open the email. Email is NOT a secure way of transferring confidential information.
Always complete a fax coversheet and verify the fax number before sending patient information. Make sure you verify the fax was received.
Always use secure email when sending protected health information (PHI). (IF secure email is not an option don’t include patient information!)
- Upload protected health information (PHI)bto KCR’s secure FES file transfer for review.
- Include(PHI) protected health information (name, SSN, date of birth, etc) in emails unless you are using a secure email process. This will require the recipient to enter a password to open the email.
Text patient information
Leave messages on registrar’s home phone answering machines regarding patient information.
New CPDMS Access User Request
Any request to add or terminate users for CPDMS access needs to go through your regional coordinator.
TNM Coding Training & Educational Opportunity
In 2016, Cancer Registrars will begin to directly code TNM staging as Collaborative Staging will be discontinued. KCR highly recommends to ALL registrars to take advantage of the SEER Educate for practicing TNM coding. This is a free educational resource available to all registrars!
CE’s are available! CHECK IT OUT....
Laterality - Laterality describes the side of a paired organ or side of the body on which the reportable tumor originated. Determine whether laterality should be coded for each primary.Where the right and left sides of paired sites are contiguous (come into contact) and the lesion is at the point of contact of the right and left sides, use code 5 midline.
Assign code 5 when the tumor originates in the midline of a site listed:
C700 (cerebral meninges)
C722-C725 (cranial nerves)
C443 (skin of face)
C445 (skin of trunk)
The CPDMS Abstractor's Manual has been updated to include 2015 SEER Changes. The manual can be found at http://www.kcr.uky.edu/manuals/.
Learn by Doing Series – New Modules
January 30, 2014
With a new diagnosis year, comes a new coding scheme. SEER*Educate has added coding exercises for 16 site groups using CSv02.05. There are 10 cases per site group. We have requested 5 CE per site group from NCRA.
SEER recently published a new Hematopoietic and Lymphoid Neoplasm Manual and Database. Assess your understanding of the coding and reportability rules by coding the case scenarios. Receive a detailed step-by-step rationale that walks you through the process using the new manual and database. The Heme 2014 Practical Application section has six sets of coding exercise, 5 exercises in each set. We have requested 2.5 CE from NCRA for each set of heme coding exercises.
New death certificate records have been loaded and are available for processing in CPDMS.NET. The death certificate records can be processed by selecting the Data-Exchange→Death Clearance entry in the CPDMS.NET main menu.
CTR Prep - Cancer Registry Management
The Cancer Registry Management Principles & Practice for Hospitals and Central Registries 3rd Edition textbook is one of the standard registry resources listed on the CTRexam.org website.
Material from this textbook is used in the closed book section of the CTR exam. CTR-eligible candidates may test themselves with 12 tests, 50 questions on each test. The material has been broken into three major topics:
Planning & Design of Registries and Informatics (4 tests)
Operations (4 tests)
Standard Setters, Central and Other Registries, and Uses of Registry Data (4 tests)
The CTR Prep series do not qualify for CE hours. The purpose of this material is to assist non-credentialed registrars and students in preparing for the CTR exam.
Wiki Page Links
TIP > Control 'F' to search within a page. A find/search bar will appear at the top of the Wiki page. Enter a key word or a few key words in the find/search box. All possible matches will be highlighted on the page. The number of possible matches will appear on the find/search bar.
TIP > In the right-hand column of the front page of the Wiki you will find a calendar link containing upcoming events - simply click on Upcoming Events to view full calendar details. Upcoming Events will show on the front page of the Wiki approximately one week in advance.
TIP > You can use the 'Whats Hot' and 'Recent Changes' links in the right-hand column of the front page of the Wiki to perform quick searches.
TIP > When you see a bar imbedded in a Wiki page, this means there is a document saved. You can click on the icon that looks like an eye to preview a page. You can double-click on any other area of the bar to open the document in full view or to download/save the document.