Mississippi Cancer RegistryDeirdre B. Rogers, MSDirectorMississippi Cancer Registry

MCR Staff

• Debra Christie, MBA, RHIA, CTR, CCRPDirector, Cancer Research and

Registry• Deirdre Rogers, MS Director, Mississippi Cancer

Registry• Kathryn Sheppard, RHIA, CTR

Cancer Registry Coordinator• Donna Gooch

Cancer Registry Coordinator

MCR Staff

• La’Tawnya RobyCancer Registry Coordinator

• Carla Triplett, RHITCancer Registry Coordinator

• Kristy Brister, RHIACancer Registry Coordinator

• Ramona Corkern, RHIA, CCSHIM Systems Analyst

MCR History

• 1993 - Mississippi Legislature authorized Mississippi State Department of Health to establish a central population-based incidence cancer registry

• Data collection began January 1996

• 2004 – Program was relocated to the University of Mississippi Medical Center

Reporting Cases

• Report cases monthly– If you upload your file, please zip the

file before uploading– If you enter data directly into HRN

and your patient information is automatically filled in for you, please mark the check box next to “Reconcile Hold.”

• Send corrections on paper. Write “Correction” at the top and highlight the corrected item(s). Do not resend the case electronically

Reportable Cases

• Refer to your list of reportable cases.

• Cases diagnosed on or after January 1, 1996

• Diagnosed and/or treated at your facility

• Pathology only cases read by pathologists must be reported (i.e., interpretation for another facility; sent for a second opinion; procedure elsewhere sent to pathology).

• Physician cases• VAIN III, VIN III, AIN III (Not

required by ACoS; Required by NPCR/MCR)

• Benign and borderline brain tumors (Behavior codes 0 & 1) effective January 1, 2004

• Be sure to refer to the list of ambiguous terms when determining if reportable.

Do Not Report

• History only of cancer cases• Basal cell and squamous cell

carcinomas of the skin• PIN III• CIN III• CIS of cervix

Flow of Data through the MCR

• Data Reported by the Facilities– Hospitals with software – Upload into HRN– Facilities with >25 cases and no software

Enter directly into HRN– Facilities with <25 cases – Paper

abstracts entered into HRN by MCR staff

• Data is matched within the system. Multiple reports for a cancer are consolidated.

• Quality Control is performed on data.

Flow of Data through the MCR

• Follow-back is conducted on all pathology-only (class 7) cases.

• Interstate data exchange is conducted biennially.

• All data matched with the mortality data from MSDH Vital Records.– Vital status, cause of death and date of

death recorded.– Follow-up conducted on all cancer

deaths with no matching incidence record.

Flow of Data through the MCR

• Data is submitted to the CDC’s National Program of Cancer Registries in January of each year.

• Data is analyzed and published.

Other MCR Activities

•Training and Technical Assistance

•Audits

Importance of Text

• Text is the most important part of the record for the MCR

• We all make mistakes. Text helps correct the mistakes.

• Record consolidation can be impossible without text.

• The MCR cannot access the medical records, so we use the text fields in place of a medical record.

Physical Exam

• Age, sex, race/ethnicity• Past medical/social history• Symptoms• Tumor location and size• Palpable lymph nodes• Impression (when stated and

pertains to cancer diagnosis)

Laboratory

• Type of lab test/tissue specimen(s)• Record both positive and negative

findings – positive first• Serum and urine electrophoresis,

special studies, etc.• Tumor markers

Pathology

• Date(s) of procedure(s)• Pathology report number• Type of tissue specimen(s)• Tumor type and grade (site and histology)• Gross tumor size• Extent of tumor spread• Involvement of surgical margins• Number of lymph nodes involved and/or

examined• Note if path report is a slide review or second

opinion• Record any additional comments from the

pathologist, including differential diagnoses considered and any ruled out or favored.

Scopes, X-rays, and Scans

• Date of procedure• Tumor location• Tumor size• Types of lymph nodes, if given;

number of lymph nodes involved and examined

• Distant disease or metastasis

Operations

• Dates and descriptions of biopsies and all other surgical procedures from which staging information was derived.

• Number of lymph nodes removed and/or examined

• Size of tumor removed• Documentation of residual tumor• Evidence of invasion of

surrounding area.

Staging

• Organs involved by direct extension

• Size of tumor• Status of margins• Number and sites of positive

lymph nodes• Site(s) of distant metastasis

Place of Diagnosis

• Fill in the name of the facility where the patient was diagnosed.

• If your facility diagnosed the patient, then put your facility’s name in this field.

Primary Site Title and Morphology Title

• Please do not skip these fields• Be specific

– Example: Primary Site Title: Rt Lower Lobe

LungMorphology Title: Squamous

Cell Carcinoma

Remarks

• Document any information that would be beneficial– Names and contact information of

other treating physicians or healthcare facilities

– Additional information not stated in the other text fields

Surgery, Radiation, Chemotherapy, Hormone, BRM, or Other Therapy

• Treatment date(s)• Where treatment was given• Type of treatment• Other text, such as, patient

discontinued after five cycles or unknown if therapy given

And Finally…

• Avoid Unknowns (i.e., summary stage, birth date, race, etc.)

• If you need help, please contact the MCR at 601-815-5482.