POLICY AND PROCEDURE MANUAL FOR REPORTING FACILITIES May 2015 Effective For Cases Diagnosed January 1, 2015 and Later Indiana State Cancer Registry Indiana State Department of Health 2 North Meridian Street, Section 6-B Indianapolis, IN 46204-3010 TABLE OF CONTENTS INDIANA STATE DEPARTMENT OF HEALTH STAFF ............................................................................. viii INDIANA STATE DEPARTMENT OF HEALTH CANCER REGISTRY STAFF .......................................... ix ACKNOWLEDGMENTS ................................................................................................................................ x INTRODUCTION ........................................................................................................................................... 1 A. Background ..................................................................................................................................... 1 B. Purpose .......................................................................................................................................... 1 C. Definitions ....................................................................................................................................... 1 D. Reference Materials........................................................................................................................ 1 E. Consultation .................................................................................................................................... 2 F. Output ............................................................................................................................................. 2 G. Quality Control ................................................................................................................................ 2 CHAPTER 1: REFERENCES ...................................................................................................................... 3 A. Required References ...................................................................................................................... 3 B. Additional Resources ...................................................................................................................... 3 C. Historic References ........................................................................................................................ 5 CHAPTER 2: CASEFINDING & SETTING UP A REGISTRY ..................................................................... 6 A. Overview ......................................................................................................................................... 6 B. Reportable List ................................................................................................................................ 6 C. Methods Of Casefinding ................................................................................................................. 6 D. Suspense System ........................................................................................................................... 9 E. Accession Register ......................................................................................................................... 9 F. Patient Index ................................................................................................................................. 10 G. Filing ............................................................................................................................................. 11 CHAPTER 3: REPORTING........................................................................................................................ 13 A. Overview ....................................................................................................................................... 13 B. Cases to Report to the State Registry .......................................................................................... 13 C. Cases Not Required ..................................................................................................................... 15 D. Data Items To Report ................................................................................................................... 16 E. Who Should Submit Reports ........................................................................................................ 18 F. When To Submit Reports ............................................................................................................. 18 G. How To Submit Reports ............................................................................................................... 18 CHAPTER 4: GENERAL DEFINITIONS FOR CODING ............................................................................ 21 A. Introduction ................................................................................................................................... 21 B. Guidelines For Interpretation Of Terminology .............................................................................. 21 CHAPTER 5: CODING INSTRUCTIONS .................................................................................................. 27 Overview ............................................................................................................................................... 27 When To Abstract A Cancer Case ....................................................................................................... 27 General Abstracting Instructions And Definitions ................................................................................. 28 State Data Set ...................................................................................................................................... 29 Reporting Facility ID Number ............................................................................................................... 36 NPI-Reporting Facility ........................................................................................................................... 37 Abstracted By ....................................................................................................................................... 38 Type Of Reporting Source .................................................................................................................... 39 Suspense Case .................................................................................................................................... 41 Patient Last Name ................................................................................................................................ 42 Patient First Name ................................................................................................................................ 43 Patient Middle Name (Middle Initial) ..................................................................................................... 44 Patient Maiden Name ........................................................................................................................... 45 Patient Alias .......................................................................................................................................... 46 Indiana Cancer Registry 2015 Draft i Table Of Contents General Guidelines For Recording Patient Address At Diagnosis ....................................................... 47 Patient Address (Number And Street) At Diagnosis ............................................................................. 48 Patient Address (Number And Street) At Diagnosis – Supplemental .................................................. 49 City/Town At Diagnosis ........................................................................................................................ 50 State At Diagnosis ................................................................................................................................ 51 Postal Code (ZIP Code) At Diagnosis .................................................................................................. 53 County At Diagnosis ............................................................................................................................. 54 Census Tract 2000 ............................................................................................................................... 56 Census Tract Certainty 2000 ................................................................................................................ 57 Social Security Number ........................................................................................................................ 58 Date Of Birth ......................................................................................................................................... 59 Date Of Birth Flag ................................................................................................................................. 60 Age At Diagnosis .................................................................................................................................. 61 Place Of Birth ........................................................................................................................................ 62 Birthplace - State .................................................................................................................................. 63 Birthplace - Country .............................................................................................................................