Abstract Plus

Abstract Plus Overview for Pacific Regional Central Cancer Registry

Honolulu, HawaiiMarch 7, 2009

Software for Abstracting and Coding Cancer Cases

Overall Learning Objectives

• Identify Abstract Plus purpose and benefits

• Logging into Abstract Plus

• Identify the components of Abstract Plus

• Understand how Abstract Plus is set up and configured

• Create and modify abstracts; resolve edit errors

• Export abstracts

• Run the available reports

• Used to abstract and code cancer cases using standard data items and codes

• Supports abstraction of all data items in national standard data sets, including all text fields and state-specific data items

• Entered abstracts are validated by customizable edits, allowing for interactive error correction while abstracting

• Customized by central registries for distribution to and use by hospitals and other reporting sources

• Also used for special projects and start-up registries

Abstract Plus

Abstract Plus Purpose

• Summarize the medical record into an electronic report of cancer diagnosis and treatment by abstractors and other individuals or groups who work with cancer data

• CDC provides support and consultation to state central registries for their state-specific customization and distribution of the Registry Plus software

Abstract Plus Features• Output: electronic abstract in the format of

the North American Association of Central Cancer Registries (NAACCR) data exchange layout

• State-specific needs in data collection can be accommodated

• Edits are tightly integrated into Abstract Plus, allowing for interactive editing and error correction

• Abstract Plus includes Registry Plus Online Help

Abstract Plus Features

• Can be distributed free of charge to cancer reporting facilities in a state

• Suitable for reporting from non-registry hospitals, clinics, laboratories, and other sources for cancer incident reports

• Can be configured for special studies

Abstract Plus Users

• Facility Abstractors:

– Add, edit, delete, and export abstracts (cannot perform administrative functions)

• Administrators: Perform all the functions of Facility Abstractors, plus:

– Edit display types and fields – Change user IDs or passwords – Administrator password is required

Abstract Plus Basics

• Log in as a guest

• Create your own user ID and password

• Log in using your own user ID and password

• Navigate the Abstract Plus main menu

Launching Abstract Plus

• Start--->All Programs--->Abstract Plus---> Absplus

Logging in as the Guest User

guest

Creating a New User ID

AP1

Creating a New User IDLAST, FIRST

INITIALSPASSWORD

PRESS ENTER

Confirm Password and Log In as Newly-Created

User

2. CLICK CHANGE CURRENT USER

1. CONFIRM PASSWORD AND PRESS ENTER

CLOSE

Abstract Plus Main Window

YOU ARE LOGGED ON

Abstract Plus File Menu Items

Abstract Plus File Menu Items

New Abstract Create a new abstract.

Open/Find Abstract… Find and display information for an existing abstract.

Copy Abstract… Copy an existing abstract.

Close Abstract Close an open abstract.

Save Abstract… Save abstract information.

Export Abstracts… Export abstract(s) from Abstract Plus into a NAACCR layout text file.

Import Abstract in NAACCR Format…

Import abstract(s) from a NAACCR layout text file into the Abstract Plus database.

Printer Setup… Display a dialog box for printer options.

Print Abstract Print the displayed abstract.

Print Range of Abstracts…

Select and send a range of abstracts to a printer or save in a file.

Restore… Restore the database. Replace corrupted database with previously saved backup.

New Abstract

New Abstract

Display Fields Area

Field Entry/Cod

e Selection

Information Tabs –

Text/Edits/Projects

Abstract Section

Display Type

Abstract Reference ID Number

Enter a Few Fields

Field Field Value

LastName DOE

FirstName JOHN

SocSec 999999999

DxNumAndSt 123 MAIN

DxCity HONOLULU

DxState HI

DxPostalZip 99999

BirthDate 03/07/1959

DxDate 02/15/2007

PSite C619

HistTypeICDO3 8140

Save Your Work!

Assign a Project to the Abstract

Close the Abstract

Open/Find the Abstract

Double-click Patient Name

to Open

Copy the Abstract

Copied to New AbstractAbstract

Reference ID Number

2

Save New Abstract

Run Edits on the Abstract

Abstract Plus Edits Tab

Selected Error

Total Number of Errors

Edit Set Name

Failed Edit Name

Fields Included in Edit

Data Editing - OverviewEdits consist of data validation routines:

• Single field edits– Verify that only acceptable values are used for

codes– Example: check validity of primary site code

• Interfield edits– Enforce relationships among values in related

data items– Example: check validity of primary site code for a

specific sex code

Standard Setters and Edits Development

• Standard Setters– SEER– COC– NPCR– NAACCR

• Edits Development– Establish specifications – Write edits

Users of Data Edits

• NAACCR• SEER• NPCR• COC/NCDB• State cancer registries• Hospital cancer registries• Cancer registry software providers

Use edits for:• Evaluation of data quality prior to submission to CCR or SS• Correcting edit errors on report from CCR • Abstracting (interactive data validation w/in software)

Run edits on CCR and Reporting hospital submissions to:• Enforce national data standards • Assess data quality and completeness • Provide feedback to CCRs and Reporting Hospitals

Vendors

Reporting Facilities

Central Cancer Registries (CCR)

Standard Setters (SS)

• Incorporate edits in Reporting Facility and CCR cancer abstraction and reporting software (interactive data validation & batch mode)• Support CCR and Facility-specific edit needs

• Run Call For Data edits prior to submission to SS• Run edits on incoming data submissions to assess for accuracy and completeness, and to identify training needs

NPCR, SEER, NPCR, SEER, & NAACCR& NAACCR

COCCOC

COC-ApprovedCOC-Approved

EDITS Used at ALL LEVELS

of Cancer Reporting

Edit Differences by Agency

SEER Edits• Strict application of rules by diagnosis year

– Example: Treatment edits

• Many edits include Sequence Number – Central

CoC Edits• Assume data conversion rather than strict

application of rules by diagnosis year– Example: Treatment edits

• Many edits include Sequence Number - Hosp

The Data Cleaning CycleUsing EDITS

2. Clean Errors1. Run Edits

Repeat Steps 1 and 2 until clean!

• Edit Name*• Agency• Edit Sets• Fields*• Error Messages*• Description* • Administrative Notes • Edit Logic

*Note: Sections marked with an asterisk are commonly referenced when resolving errors, and are included in your PRCCR edits dictionary

Edits DocumentationReport Sections

Edits DocumentationReport SectionsDate of Last Contact, Date of Diag. (NAACCR IF19)

FIELDS: Date of Diagnosis Date of Last Contact ERROR MESSAGES: Date of Diagnosis and Date of Last Contact conflict DESCRIPTION: Date of Last Contact must not precede Date of Diagnosis. If either year is unknown (9999), the edit is skipped. If either month is unknown (99), then only the years are compared. If either day is unknown (99), then only the years and months are compared. ADMINISTRATIVE NOTES:

Edit Name

List of fields checked by edit

Error message: What’s wrong or needs to be reviewed

Description: The coding “rules”; may include tips or additional coding rules to help resolve error

Administrative Notes:Additional information; how edit differs from another edit of same name

5 Easy Steps to Cleaner Cancer Data:

1. Review error message/edit description

2. Note the fields to be reviewed

3. Review the codes

4. Verify the codes through review of Text

5. Resolve the error

Resolving Listed Errors

Resolving Listed Errors

Setting Over-rides• Should not be set unless the case has

been reviewed and documentation is found to confirm that the case is rare or unusual and was originally correctly coded

• Majority of errant cases corrected, not over-ridden

• Enter a ‘1’ (2 or 3) to indicate that the case has been reviewed, and is correct-as-is

• Will prevent the case from generating an error when it is re-run through the edits

Impact of Edits

“Standardized transportable data edits and easy-to-use software for creating and applying them have enhanced the accuracy and comparability of data from reporting facilities and central registries across North America.” 1

1 Menck, HR, Deapen, D, Phillips, JL, and Tucker, TC. (Eds.). (2007). Central Cancer Registries: Design, Management and Use, page 151.

Export Abstract

• In general, only complete cases (no edit errors) are exported, for reporting to the CCR

Export Abstract

Export Abstract

Abstract Plus Administrator Menu

Abstract Plus Utilities Menu Items

Abstract Plus Utilities Menu Items

Batch Completion Re-check (Un-exported Abstracts)

Check the completion count in un-exported abstracts.

Registry Query System

Disabled option from previous versions.

Doctor Query System

Query and search the database of local physicians.

Import Data into RQS

Disabled option from previous versions.

Notepad Launch Notepad to view created text files.

Abstract Plus Utilities Menu Batch Completion Re-check

Abstract Plus Utilities Menu Doctor Query System

Abstract Plus Reports Menu Items

Abstract Plus Reports Menu Items

Accession Register

View/print the Accession Register report.

Patient Index View/print the Patient Index report.

Selected Cases…

Select specific cases and view/print a report listing the cases selected.

Status Report (Count of Cases) Summary…

Enter a date range and view/print a report showing the totals of complete and incomplete abstracts.

Completion Status of Abstracts by Month…

Enter a date range and view/print a report breaking down the status of incomplete and complete abstracts by month within the specified date range.

Abstract Plus Reports Accession Register

Abstract Plus Reports Patient Index

Abstract Plus Reports Selected Cases

Abstract Plus Reports Selected Cases

Abstract Plus Reports Status Report (Count)

Abstract Plus Reports Status Report

Abstract Plus Reports Completion Status by

Month

Abstract Plus Reports Completion Status by

Month

Abstract Plus Help Menu Items

Abstract Plus Help Menu Items

Contents… View the contents of Abstract Plus Help.

Search for help on…

Enter a search term for which you need more information.

About View version information for Abstract Plus.

Abstract Plus Help Contents

• Integrated, user-friendly, Windows-based Help system

• Facilitates abstraction of cancer cases by incorporating standard abstracting and coding manuals into one accessible, easy-to-use resource

• Contains text of major cancer registry coding references, hyper-linked and cross-indexed for online viewing – NAACCR Data Dictionary, COC FORDS, Collaborative Staging,

SEER Manuals (Coding Manual/Old EOD), ICD-O-3, Edits

• Integrated into Registry Plus products, when applicable

Registry Plus Online HelpRPOH

RPOH Contents

• Contains text of major cancer registry coding references– NAACCR Data Dictionary – COC FORDS– Collaborative Staging– SEER Manuals (Coding Manual/Old EOD)– ICD-O-3– Edits information– Abstract Plus Users Guide

Registry Plus Online HelpNavigation Pane Display Pane

• Standard Windows help functions

• Four Tabs– Contents: Find a book and topic when you

know what you are looking for and where

– Index: Find a pre-indexed topic, for example, by NAACCR data item name

– Search: Full text search. Find a topic not pre-indexed, e.g., “gestational trophoblastic”

– Favorites: Save your most frequently accessed topics for even faster look-up

Registry Plus Online Help

Click on the “+” sign to the left of a purple book to open it

Click on the “+” sign to the left of a sub-book to open it

Click on a topic to view information in the display pane

Contents Tab

Abstract Plus Help Search for Help On

Favorites Tab

• In Contents Tab, select Topic that you wish to add to your Favorites

RPOH—How to Use

•Browse buttons—”page” through a book

• Internal hyperlinks to other parts of the same book

•Cross references between books

RPOH—Browse Buttons

RPOH—Internal Hyperlinks

RPOH—Cross References

Abstract Plus Help About (Version Info)

Registry Plus

Abstracting Exercises

Mock Case A as a Group

Mock Case B Independently