Data Collection and Submission Guide for Best …...2017/08/09 · If your data is not yet coded in...
Transcript of Data Collection and Submission Guide for Best …...2017/08/09 · If your data is not yet coded in...
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Data Collection and
Submission Guide
for Best Practice
Women’s Cancer Screening Collaborative (WCSC)
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Contents
Reporting of data .................................................................................................................................... 3
Reporting timelines ................................................................................................................................. 3
Data submission spreadsheet ................................................................................................................. 4
Breast screen data – accessing Cancer Institute NSW data .................................................................... 5
Cervical screen data – accessing Cancer Institute NSW data ................................................................. 5
Submitting data ....................................................................................................................................... 5
Coding screening results so that Cat4 can report them ......................................................................... 6
Breast screen results ........................................................................................................................... 6
Cervical screening results ................................................................................................................... 7
Extracting breast screening data from your Clinical Information System using Cat4 ............................ 8
Extracting cervical screening data from your Clinical Information System using Cat4 .......................... 9
OPTION 1: Manually Extracting breast screening data ......................................................................... 10
Creating a list of all active female patients aged 50-75 .................................................................... 10
Creating a list of all active female patients aged 50-75 who have had a mammogram in the past
two years ........................................................................................................................................... 14
OPTION 2: Manually extracting breast screening or cervical screening data ....................................... 16
Searches – Advanced Queries ........................................................................................................... 17
The Renewal .......................................................................................................................................... 18
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Reporting of data
Quarterly reporting against the measures on page 44 of the Women’s Cancer Screening Collaborative (WCSC) handbook will help your practice to understand if the changes you are making are improving screening rates, and will help NCPHN to track and report the performance of the Collaborative overall.
This short ‘how to’ guide is to help you to understand how to extract and report data against the breast screening measures.
Remember, your Practice Support Officer is available to support you with your WCSC reporting.
Reporting timelines
Measure May 15th 2017
August 15th 2017
Nov 15th 2017
Feb 15th 2018
May 15th 2018
Breast screening
Baseline data due
Submit data Submit data Submit data Submit data
Cervical screening
No data due Baseline data due
Submit data Submit data Submit data
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Data submission spreadsheet
You will be asked to submit data using this spreadsheet. Save this spreadsheet in a safe place and add data to it each quarter, NCPHN will use the data you provide to prepare graphs that will be sent back to you. NCPHN will also create benchmark graphs, these will be anonymous but you will know which practice you are for the purpose of benchmarking:
Please send completed spreadsheet to: [email protected]
Practice
name:
BREASTSCREENING CERVICAL WHOLE POPULATION CERVICAL ABORIGINAL AND TORRES STRAIT
ISLANDER
Date data
extracted:
Numerator:
Number of
active
women aged
50-74 who
have had a
bilateral
breast screen
mammogram
in the past 2
years
Denominator:
The total
number of
active
female
patients
aged 50-74
Date data
extracted:
Numerator: The
number of female
clients aged 20-69
with 3 or more visits in
the past 2 years who
have not had a
hysterectomy and
have had a cervical
screen in the past 2
years
Denominator:
The number of
female clients
aged 20-69
with three or
more visits in
the past 2
years who
have not had a
hysterectomy Date data
extracted:
Numerator: The
number of female
ATSI clients aged
20-69 with 3 or more
visits in the past 2
years who have not
had a hysterectomy
and have had a
cervical screen in
the past 2 years
Denominator: The
number of female
ATSI clients aged
20-69 with three or
more visits in the
past 2 years who
have not had a
hysterectomy
Cat4 can produce a graph that shows you which women are coded as ‘ineligible’. Women Cat4 shows as ‘ineligible on their pie graph (see page 8) should be removed
from the numerator and denominator as they may have had a hysterectomy or have another reason for not being eligible for cervical screening. If your data is not yet
coded in a way that Cat4 can aggregate it accurately, we don’t expect you to go through all patient files to confirm hysterectomy status prior to submitting your
baseline. Your data will get more accurate over time as you improve your coding of ineligible women. Note: some women with hysterectomy still require vault
screening and should not be excluded – seek clinical advice.
We reco
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Breast screen data – accessing Cancer Institute NSW data
Most practices in the WCSC have reported that they don’t have a consistent way in which their practice records mammograms.
This means that it can be difficult to produce a one size fits all process for report against the breast screen measures and the solutions presented in this guide may not work perfectly for every practice.
That is why we encourage you to use the Cancer Institute NSW data request form to request a list of your patients who have screened via the Breast Screen service. Contact Sara on [email protected] for a copy of this form and for more information.
You can use the data in the Cancer Institute NSW list to create your baseline and as your starting point for creating an up to date recall and reminder list.
Whilst this baseline data won’t be perfect, it’s a good starting point that avoids too much manual work.
Because the release of the data from Cancer Institute NSW isn’t regular or ongoing, it is important that your practice work towards a systematic approach to coding mammograms so that in the future you can easily, at any time, identify what percent of women aged 50-74 in your practice have screened in the last two years, and which women are due for reminding.
Cervical screen data – accessing Cancer Institute NSW data
Like BreastScreen data, you can obtain a patient list from Cancer Institute NSW for women who have had a Pap smear in NSW by following this link:
https://www.csp.nsw.gov.au/information-and-resources-for-health-professionals/general-information/requesting-data-from-the-nsw-pap-test-register/
If you feel like your current Pap test data is not accurate, you can use the data in the Cancer Institute NSW list to create your baseline and as your starting point for creating an up to date recall and reminder list.
Whilst this baseline data won’t be perfect, it’s a good starting point that avoids too much manual work.
Note, from December 1st cervical screening will move to a national register.
Submitting data
You will be asked to submit this data via the data submission spreadsheet that will be emailed to you, and to then email the completed spreadsheet to Sara Gloede on [email protected]
The data submission spreadsheet can also be downloaded from the website: ncphn.org.au/wcsc – click on ‘measuring change’ and ‘data submission spreadsheet’.
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Coding screening results so that Cat4 can report them
CAT4 is a fantastic tool that produces really easy to use reports. However, like all aggregating tools, data does need to be recorded in your practice software in a certain way for Cat4 to be able to collect it and report it.
Breast screen results Breast screen results must be recorded as one of the following:
o Breast Mammogram Screening
o Bilateral Mammography
o Ultrasound Breast Bilateral
o Wesley Breast Clinic Consultation Report
To manually add a mammogram result click on the 'Add' button under the 'Investigation report' tab, then enter one of the test names from above and complete the other fields. CAT4 will only extract the test name and date but no outcome/result.
You can find a complete list of the ‘data mapping’ that shows you how ethnicity, conditions, screening etc need to be recorded for Cat4 to pick it up here:
http://help.pencs.com.au/display/ADM/General+Data+Category+Mappings+BP
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Cervical screening results
Best Practice automatically recognises HL7 items as pap smear results if they are this list.
PenCS asks that Practices check the test names appearing in the results tab and advise if there is a test name that should be added to this list.
CCSR
CERVICAL
CONVENTIONAL SMEAR
CERVICAL CYTOLOGY
CERVICAL SMEAR
CERVICAL SMR
CYTOLOGY
GYNAECOLOGICAL
CYTOLOGY
GYNAECOLOGICAL
(PAP-0)
GYNAE CYTOLOGY
GYNAECOLOGICAL
CYTOLOGY
GYNEA CYTOLOGY
NON SCREENING PAP
NON SCREENING
SMEAR
PAP
PAP (BALLARAT)
PAP (GEELONG)
PAP NS
PAP SMEAR
PAP SMEAR (PAN-0)
PAP SMEAR +/- THIN
PREP
PAP SMEAR OLD
PAP SMEARS
PAP TEST
PAP-0 (PAP SMEAR)
PAPFU
PAPR
PAPR NS
THIN PREP ONLY
THINP
VAG SM
VAGINAL SMR
VAULT CYTOLOGY
VAULT SMEAR
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Extracting breast screening data from your Clinical Information System using Cat4
If you have installed Cat4, you may like to use the following “Cat recipe” to identify how many women in your practice have had a breast cancer screen in the past 2 years: http://help.pencs.com.au/display/CR/Identify+eligible+patients+never+screened+for+breast+and+bowel+cancer
For Cat4 to be effective you must have coded breast screen results as one of the following:
o Breast Mammogram Screening
o Bilateral Mammography
o Ultrasound Breast Bilateral
o Wesley Breast Clinic Consultation Report
This will produce a graph that gives you the total number of women in the age range, along with the total number of women screened in the past two years, it will look like this:
Your denominator is the total of all the groups minus ‘ineligible’
Your numerator is the number of women who have a mammogram recorded in the past two years
Over time, as your coding improves, the number of women in ‘not recorded’ should reduce and the accuracy of this pie graph will improve.
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Extracting cervical screening data from your Clinical Information System using Cat4
There is a fantastic, printable ‘Cat Recipe’ that will step you through how to extract and
report cervical screening data. This guide also shows you how to set up reminders in
Topbar, and you can download it here:
http://help.pencs.com.au/display/CR/Identify+eligible+female+patients+who+have+not+had+
a+pap+smear+recorded+in+the+last+4+years
Following this ‘Cat Recipe’ will produce a graph that looks like this:
Your denominator is the total of active female patients aged 18-69 (the Cat4 recipe will show you how to see this)
Your numerator is the number of women who have a smear recorded in the past two years ( < 1 yr plus 1 – 2 yrs )
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OPTION 1: Manually Extracting breast screening data
Manually undertake a search for all women, aged between 50 and 74, who are active
patients in your general practice or health service and who’ve had a breast mammography
or a mammogram within the past 2 years.
Creating a list of all active female patients aged 50-75
Open Best Practice
Select Utilities > Search
This will bring up the search query builder.
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Click Demographics, and add the following selections to the query
Note: the following step can be replaced by selecting ‘Load query’ and running the denominator.sql query
Add the following to the query
Sex = Female
Age >= 50
Age < 75
Click ‘OK’.
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Export the results to CSV file as this will allow you easier manipulation of the data, click the disk icon.
Name the file, and ensure that you have changed the document type to ‘CSV document’.
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The CSV file containing the list of female patients aged between 50 and 74 can now be opened with Excel.
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Creating a list of all active female patients aged 50-75 who have had a
mammogram in the past two years
The Best Practice query can now be altered to find those patients with a recorded mammogram.
Note: the following step can be replaced by selecting ‘Load query’ and running the numerator.sql query
Click ‘Conditions’ and add the following to the existing query
Mammogram
Click ‘Add’, the filter should then appear in the text box;
Click ‘OK’.
Export the results to CSV file as this will allow you easier manipulation of the data, click the disk icon.
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Name the file, and ensure that you have changed the document type to ‘CSV document’.
The CSV file containing the list of female patients aged between 50 and 74 with a recorded mammogram can now be opened with Excel.
Using the list, search each patient’s record or cross reference against the list of women who have screened provided by Cancer Institute NSW (if you requested this list) to establish which of these women have had a mammogram within the past 2 years (the measure numerator).
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OPTION 2: Manually extracting breast screening or cervical screening data
(Excerpt from your from Train IT Medical ‘Recall and Reminder Manual)
From the main screen:
1. Utilities
2. Search
3. Select conditions
4. Enter the first few letter of the condition and select from the list by doubleclicking or
clicking on the Add button (use And/Or/Not) as necessary eg. Diabetes Type 1 and Type 2.
5. Click OK then Run Query
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Searches – Advanced Queries Select ‘Load Query’ to see the variety of
additional queries that are now available with
Best Practice. These have been specially written
following requests from other practices. If at first
they don’t appear, follow this file path to tell your
computer to find the ‘Supplied Queries’ folder. In
future it will remember that’s where they are
stored.
Tip: You could create your own practice-specific queries, save them in the Supplied Queries
folder and run the same queries on a regular basis.
You might also like to explore these cancer screening Best Practice queries developed by Train IT Medical:
https://www.dropbox.com/sh/oss5jhe60n3z9j3/AABN0D9DwNluE84_LN4twd6Ka?dl=0
Visit the Train IT Medical website for more helpful cancer screening tips and resources:
http://trainitmedical.com.au/cancer-screening-prevention-free-resources
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The Renewal
From December 1 2017, the National Cervical Screening Program will change. The two yearly Pap test for women aged 18 to 69 will change to a five yearly human papillomavirus (HPV) test for women aged 25 to 74. Women will be due for the first Cervical Screening Test two years after their last Pap test. The changes include:
women will be invited when they are due to participate via the National Cancer Screening Register
the Pap smear will be replaced with the more accurate Cervical Screening Test
the time between tests will change from two to five years
the age at which screening starts will increase from 18 years to 25 years
women aged 70 to 74 years will be invited to have an exit test.
As a result of the Renewal, the current cervical screening measure will change. These
changes are as follows:
You will be provided with information and support to collect and submit data on the new measure before December 2017.
Cervical Screening: HPV test or Pap test
Numerator The number of female regular clients, aged between 25 and 70 years, with 3 or more visits within the previous 2 years, who have not had a hysterectomy, and who have had a Pap test or a HPV test within the previous:
• 2 years (Pap test) OR
• 5 years (HPV test)
Denominator The number of female regular clients aged 25 to 70 years, with 3 or more visits within the previous 2 years, who have not had a hysterectomy