Who, What, and Why of Reports

By Kathy Dunaway, CTR

In this lesson we will review:

• Who needs to be running reports?

• What data do you want in your reports?

• Why should you be running reports?

• How do you run reports?

WhoWho, What and Why?

•Who needs to run them?

•Who needs to see them?

WhoWho needs to run them?

Everyone should be running reports.

CoC approved hospitalsResearch hospitals

Large hospitalsMedium hospitals

and even the small hospitals

WhoWho needs to see them?

•CoC•Physicians

•Board Members•Administration

•Yourself

Who, WhatWhat and Why?

• What data do you want in your reports?• Several questions you need to ask:

All or just certain sites?All or just certain years?All cases or just analytic or non

analytic?Any other data items needed?

• Just about anything you put in your abstract can be put in a report.

Who, WhatWhat and Why?

• Lets say you wanted to see:

All breast cases

Seen in only 2002

Only analytic cases

By county

County at Diagnosis Report

Filter(s): Primary Site Between ‘C500 and C509’ and Date of 1st Contact

between 20020101 and 20021231 and Analytic Case= ‘Yes’

County at Diagnosis Count (N)

002 - Baxter 8013 - Craighead 6015 - Cross 4025 - Izard 2031 - Marion 1

Total 22

Who, What and WhyWhy?

Why should you run reports?

Quality?

Documentation?

Research?

Documentation

•Missing or wrong data

Many factors contribute to this; ie: Speed abstracting, missing or wrong

information in the charts, skipping screens or just not knowing what is the most important data to document in the abstract.

Quality

Double checking your work is very important since not all data is sent through edit checks!

Your cases may look complete, but they could be missing some very key information. Double checking your information before you let others see it is a very wise thing to do.

Example

Examples

Example:

Quality

• Simple and easy reports should be run frequently to watch for consistency of your data.

• If you are working in a registry with multiple abstractors, you need to make sure everyone is collecting the same information the same way.

Quality

Accession #Accession # AbstAbstPrimary Primary SiteSite

Primary Site Primary Site TextText HistoHisto Histo TextHisto Text

Date of Date of DiagnosisDiagnosis Text - Physical ExamText - Physical Exam

2007-0001 JJB C504 UOQ 85003 Ductal Ca 01/02/2007 1/2/07 pos. mammo. 72 wf lump in L breast

2007-0006 JJB C500 Breast 85003 Ductal Ca 01/05/2007 1/5/07 pos. biopsy R breast. 58 bf

2007-0003 SBK C506 X 85012 X 01/10/2007 x

2007-0007 SBK C509 Unk 81403 Unk 02/12/2007 didn't say

2007-0015 SBK C504 Unk 80003 Unk 02/20/2007 No H&P

2007-0010 SBK C509 X 85060 X 03/15/2007 x

2007-0020 TTR C509 Breast UOQ 85003 Ductal Ca 03/18/2007 68 yr old white female in found routine exam

2007-0021 TTR C509 LLQ R breast 85003 Lobular Ca 03/30/2007 48 yr old female w/elevated WBC

2007-0025 TTR C509 L Breast 85003 intraductal 04/01/2007 59 yr old female with mastitis found

2007-0030 TTR C509 Breast 85003 Duct Ca 04/06/2007 90 yr old black female seen by Dr. Wright

2007-0022 KM C508 L Breast 85243 Duct/Cribrif 04/12/2007 L breast mass found 4/1/07 biopsy on 4/12/07

2007-0023 KM C504 R breast UOQ 85003 Duct Ca 05/01/2007 mass found in the right breast upper outer quad

Quality

• You should also watch how new data items are being captured after they are first introduced.

• More education may be necessary.

Quality

How?

• Three things to think about before you begin running reports:

1. Why?

2. Who?

3. What?

How?

• The first two are easy.

1.1. WhyWhy are you running the report? Research, Documentation or Quality

2.2. WhoWho will be seeing the report? Your boss, Administration, Physician, or maybe just you

How?

• What?What?

First you need filters or criteria for your report.

What are Filters?

These are the data items that will make up your report.

Like the ingredients of a cake recipe. List out the items that will make up your report.

Example of a 5 year breast study:

Your ingredients could be:

Date of 1st contact – 5 years (flour)

Primary Site – C500-C509 (eggs)

Class of Case – 0,1,2 (milk)

How?

Second you need to figure out how you want your report to appear.

Again like a cake what do you want it to look like?

Example: 5 year Breast Study

The decoration on your cake:

Age at diagnosis (chocolate icing)

County at Diagnosis (the flowers)

First Course Treatment (candles)

The list of possibilities can include anything you put into your abstracts, even text fields.

Now it’s your turn

• If you wanted to see:

all prostate cases from the last two years that had a PSA of 4 or higher, and the treatments they received

Where would you begin?

Your turn

all prostate cases from the last two years that had a PSA of 4 or higher, and the treatments they received

First tell me who is getting the report, why they are getting it, what filters or criteria would you use and what do you want it to look like?

Your turn

• Who wanted it?

• Why did they want it?

• What filters or criteria did you use?

• What did you want your report to look like?

Prostate Cancer 2006-2007

Last Name First Name Text -lab 1st Course Treatment Text

Ramjet Roger PSA 4.8 Bx Radiation

Badenoff Boris PSA 5.2 Bx Hormone

Munster Herman PSA 12 Surgery Hormone

Adams Gomez No Docum hormone

Smart Maxwell X X

Kent Clark 100 Radiation

Sailorman Popeye Bx only

Flintstone Fred none

Jetson George PSA 2 Surgery

Rubble Barney PSA 10 Surgery

Please Share

• If you have a report that you use for quality in your registry and it works well, please share it with others.

• ArCRA’s quarterly newsletter is a good forum for sharing this type of information.

Questions?

Christian Dean Dunaway