Casefinding Tips for Low-volume Facilities (LVFs) - PowerPoint Presentation

1. Casefinding Tips for Low-volume Facilities (LVFs)This training is provided by the Missouri Cancer RegistryMCR gratefully acknowledges Louanne Currence, RHIT, CTR who developed the Power Point presentation used as the basis for this training and Debra Douglas, CTR who developed the policies and procedures for cancer reporting by low-volume hospitalsDisclaimer- Missouri Cancer Registry presents this training as a learning tool for hospital staff who report cancer cases to the central registry. This tool should not be used to determine medical diagnoses. Persons seeking CMEs or CEUs should check with their accrediting organization to determine if this training meets their criteria for educational creditsThis project was supported in part by a cooperative agreement between the Centers for Disease Control and Prevention (CDC) and the Missouri Department of Health and Senior Services (DHSS) (5NU58DP003924-05) and a Surveillance Contract between DHSS and the University of Missouri

2. There are several Missouri laws about cancer reportingMissouri Cancer Registry (MCR) Regulations Reporting of cancer cases to the Missouri Department of Health (now the Missouri Department of Health and Senior Services) for Missouri hospitals became mandatory in 1984 when the State General Assembly passed a bill to require inpatient reporting by hospitalsDue to changes in the health care delivery system, an increasing number of cancer cases are now being treated outside the hospital settingTherefore an expanded cancer reporting law was passed in 1999 This law requires that pathology laboratories, ambulatory surgery centers, freestanding cancer clinics and treatment centers, physicians and long-term care facilities also report cancer cases

3. The laws are applied to low-volume facilities as follows:A hospital with 50 or fewer cases annually is classified as low-volumeLow-volume facilities:Identify potential cases, copy and submit relevant parts of the medical record for abstraction by central registry staffSubmit cases on a quarterly basisSubmit cases to MCR within 6 months of patient’s initial contact with the facility

4. The main role of low-volume hospitals is casefinding & submitting charts in a complete and timely fashionBy law, facilities are required to report cases diagnosed and/or treated for cancer in their facility Unlike larger hospitals, low-volume hospitals are not required to submit fully-abstracted cases electronicallyRelated duties involve keeping complete records of cases submitted, correspondence from MCR, etc.

5. Casefinding basicsDesignate a specific person to perform casefinding and allow adequate time to identify cases, copy and submit chartsConduct casefinding activities on a regular basis at least quarterlyCollaborate with the laboratory and other departments/sources that may provide tumor information

6. How do I identify reportable cases?

7. Reportable Cases - Inpatient and outpatient hospital cases are required - Cases with specified ICD-10 codes In order to report a case to MCR, you first must be able to determine if a case is eligibleCase eligibility is usually determined by a combination of factors, which include the behavior of the disease (benign, malignant, in situ, etc.), and when and where the case is treatedLook in the MCR Abstract Code Manual or on the MCR website for a reportable list of the ICD-10 codes (https://medicine.missouri.edu/centers-institutes-labs/cancer-registry-research-center/reporting/hospital)The following slides discuss different aspects of how to determine if you should report a case to MCR

8. If your facility owns the medical record you should report the case!The general rule of thumb is that the hospital that owns the medical record where the patients diagnosis and/or treatment occurs is the facility required to report the caseFor many low-volume facilities, the patient will be diagnosed in your facility, but referred elsewhere for treatmentExamples:A patient has a mammogram at your hospital and the radiologists says the test is suspicious for breast cancer. The patient is referred to another hospital for the biopsy. This case is reportableA patient has a colonoscopy at a surgery center owned by the hospital. The test shows cancer. This case is reportableA patient is diagnosed with prostate cancer by a prostate biopsy performed in a physicians office whose practice is owned by your hospital. This case is reportable

9. ICD-10-CM inclusions and exclusionsWhile the ICD-10-CM list mainly includes malignancies, there are a few inclusions and exclusions you need to know

10. Inclusion: Benign brain tumors ARE reportableBeginning with cases diagnosed in 2004 benign brain tumors are required to be reported to MCRCodes for benign brain tumors that must be reported are:ICD-10-CM CodesD32.0 – D32.9(for Benign Meninges and Brain)D33.0 – D33.9 (for Spinal Cord, Cranial Nerves and other)D35.2 – D35.4 (for other endocrine glands, etc.)

11. Exclusions: Some malignant tumors are NOT reportableMCR does not require Basal Cell Carcinomas (BCC) and Squamous Cell Carcinoma (SCC) of the skin are no longer required to be reportedThis includes ICD-10-CM codes C44.x1 and C44.x2 skin cancersCIN (cervix) ICD-10-CM D06.0-D06.0-D06.9PIN (prostate) ICD-10-CM D07.5

12. Tricky cases!!Cases of intraepithelial neoplasia can be trickyMCR does require intraepithelial neoplasia for all AIN (anal) ICD-10-CM code D12.9Female Genital Organs N89-90 233.32 which includes VIN (vulvar) and VAIN (vaginal) and

13. Tricky cases!!Recent audits by MCR have revealed that we have not provided enough training on casefinding for certain sitesThe diseases listed on the next few slides may not sound like cancer, may not be pathologically diagnosed, or may be seen at your facility for treatment other than surgery and chemotherapy

14. Tricky cases!!Special attention is needed so as not to miss the following types of reportable cases:Lung, pancreas and brain cancers diagnosed only by imaging reports. Patient refuses work-up or is referred elsewhere. This is your case because it was diagnosed via imaging. Sometimes these are Emergency Department visitsDiagnostic mammograms if report states “suspicious for malignancy”, not just BIRADS 4 or 5 Digital rectal exam if report states “suspicious for cancer” or “suspicious for malignancy”Hormone treatment for prostate (Lupron shots, etc) or breast cancer (oral tamoxifen, aromatase inhibitors, etc)

15. Tricky cases!!Special attention is needed so as not to miss the following types of reportable cases:Diagnosis of a cancer recurrence or metastasis (by biopsy or imaging) on a case not previously reportedInstillation of BCG during cystoscopyPhlebotomy treatment for polycythemia vera if diagnosed after 2001Aspirin or Anagrelide treatment for essential thrombocythemia if diagnosed after 2001Clinical diagnosis of Myelodysplastic Syndrome or various Refractory Anemias (may also have bone marrow biopsy) if diagnosed after 2001

16. Some terms used in reporting cases can be ambiguousTerms that designate a reportable case must always include a reference to malignancy, cancer or other similar term, except when the diagnosis is for a benign primary tumor of the intracranial region, the brain or the central nervous systemSome specific ambiguous terms that are used by physicians constitute a reportable diagnosis, while others do notThese terms may originate from any source document such as pathology, radiology, discharge summary and clinical reports and may lead to minor problems during casefinding as some ambiguous terms for ICD-10 coding may not mean the same thing regarding reporting status (i.e.: ‘possible’ cancer may be coded as a malignancy by ICD-10 coders, but ‘possible’ is a non-reportable ambiguous term for cancer reporting)When reviewing the medical record, if ambiguous terminology is used in the diagnosis, refer to the following list to determine reporting status

17. Some terms used in reporting test results can be ambiguousIf one of the following terms is used by the physician (in combination with “malignancy” or “cancer”), the case is reportable: * Additional terms for nonmalignant primary intracranial and central nervous system tumors only On the other hand, if one of these terms is used, the case is NOT reportable: apparentlycompatible withneoplasm*probable typical ofappearsconsistent withmost likelysuspect (ed)tumor* comparable withfavorspresumedsuspicious (for) cannot be ruled outpotentially malignantsuggestsequivocalquestionableworrisome possiblerule out

18. Examples of ambiguous terminology CT scan results state “cancer cannot be ruled out” This is NOT reportableCT scan results state “probable cancer” This IS reportable

19. What sources do I useto identify cases?

20. Common places to look for reportable cases include:Medical Records/HIM departments: These departments can produce lists based on the patient’s diagnosis (ICD-10 codes) and/or the type of procedure done for the patient (ICD-10- PCS codes). These lists are commonly called medical records disease indices (MRDI)Laboratory reports: Pathology reports from surgical procedures are a good source. Cytology reports from urine, sputum, fluids such as spinal, pleural, ascites, etc. are also good sources to use when looking for reportable cases. Pap tests are considered cytology, but MCR does not require results from those proceduresOutpatient department lists: Patient lists from outpatient sites such as same day surgery clinics, satellite clinics, etc. can provide possible reportable cases. Clinic charts must be reviewed at least annually, but it may be easier to do it more often (monthly or quarterly)

21. The MRDI is one of the most complete sources to locate reportable cases. It must be designed to include codes to identify all potential cases based on ICD-10-CM DIAGNOSIS CODESFor each admission of the patient include THE TOP SIX ICD-10 CODES (see MCR Abstract Code Manual or the MCR website for list of reportable codes) and reviewed on a regular basis (at least quarterly) Do not rely on non-specific activities such as discharge lists, memory or charts being identified by codersThe report should be designed to include patient name, date of birth, ICD-10-CM codes, procedure codes, admission type and medical record number and sorted by patient nameIf your department does not have the capability to generate the report, request assistance from your hospital’s IT department Using the medical record disease index (MRDI) to locate cases

22. Using the pathology report to locate casesThe use of pathology reports will identify patients diagnosed and or treated at your facilityCollaborate with staff in the pathology department to route copies of all path reports that mention a reportable diagnosisProvide pathology department personnel with the necessary information to identify cancer casesSome facilities may have electronic pathology records that could be used to produce regular reports

23. Other sourcesIf the hospital owns the records: Outpatient listingsSame-day surgery centersSatellite clinics***Occasionally you will run across a chart that provides evidence of a diagnosis in a physician’s office. Cases generated by a patient having been seen in a physician’s office NOT owned by the hospital are not your responsibility to report unless contracted to do so for them

24. Potential sources (continued)Other potential sources: Specialty procedures for patients should have a special procedure code. You should be able to ask for them to be reported on the MRDIColonoscopy and EGD endoscopyBronchoscopy OrchiectomyBiopsies and excisional surgeriesChemo infusionRadiation therapy

25. Potential sources (continued)Less common, but effective, places to look for reportable cases include:HIM procedure listsOrchiectomiesMammograms that lead to biopsyX-rays

26. What constitutes a diagnosis?

27. A diagnosis includes:Positive pathology reports - examination of tissue and bloodTissue specimens - incisional biopsy, excisional biopsy, surgical resection, autopsy and D&CBone Marrow biopsy – aspiration and biopsyFor leukemia only – Peripheral blood smears, CBCs, WBCs

28. What constitutes a diagnosis?Positive cytology reports - examination of cellsBronchial brushings and washings, sputum smears, pleural fluid, peritoneal fluid, spinal fluid, gastric fluid, cervical and vaginal smears, urinary sediment (Pap tests are considered cytology, but MCR does not require results from those procedures)

29. Diagnosis continued:Positive radiology tests – these tests may contain ambiguous terminology & may require additional manpower for reviewMammogramsChest x-raysCT scansMRIsUltrasound

30. How do you define treatment?

31. Definition of treatmentTreatment or therapy for cancer modifies, controls, removes or destroys cancer tissueThe first course of treatment includes all cancer-directed treatments indicated in the initial treatment plan which are actually delivered to the patient A decision not to treat or refusal by the patient to accept treatment is considered a treatment plan, as is palliative careThese patients are all reportable to MCR

32. Examples of treatmentReportable During a colonoscopy at another facility a patient is diagnosed with colon cancer. The patient has a part of the colon removed at your facilityThe patient is admitted to your facility during a course of chemotherapy for low blood counts. During the hospital stay, the patient receives chemotherapy

33. Exclusions – these are not reportable:Not reportableA patient is diagnosed with colon cancer at another hospital. He comes to your facility for a follow-up annual colonoscopy that is negativeA patient is receiving chemotherapy at another hospital/facility. Due to complications or another health condition, the patient is hospitalized at your facility The patient is coded as having a “history of cancer” in ICD-10Your facility is caring for a patient who has active or metastatic cancer but is not receiving treatment but may be receiving hospice care at your facility

34. Keeping track of your findings:

35. Keeping trackA Control Log of charts that have been submitted to MCR must be maintained This log should include: Patient nameDate of birthSocial security number Reporting yearICD-10 codesEncounter date(s)Date submitted to MCR

36. Other documentation Copies of pathology reports, new patient listings, end of treatment notes, monthly/quarterly disease index and other logs and discrepancy files may be maintained as desired by the facilityAll casefinding files should be secured per HIPAA regulations to prevent unauthorized access to patient information

37. Use of a “non-reportable” listTo further assist with casefinding activities and possibly eliminate the need to pull a chart multiple times, a non-reportable list can be maintained. This is a list of cases that have been reviewed and found to be non-reportable This list should include:Patient nameDate of birth or social security numberEncounter date(s)ICD-10 codesBrief reason case is non-reportable

38. Summary:

39. Key elements to rememberIdentify potentially reportable patientsLocate the charts and other dataReview for reporting status Copy pertinent chart documents for reportable casesTransmit the data to MCR at least quarterlyMaintain control log and non-reportable log

40. Review Casefinding should be considered a priority of the Health Information Management (or other designated) departmentA specific person should be designated to perform case- finding. That person should be given adequate time to identify, copy and submit chartsCasefinding activities must be conducted on a regular basis (at least quarterly)MCR must be informed of any staff turnover or changes by submitting a Hospital Directory Update Form https://medicine.missouri.edu/centers-institutes-labs/cancer-registry-research-center/reporting and Web Plus Contact Form https://medicine.missouri.edu/centers-institutes-labs/cancer-registry-research-center/reporting/web-plus when applicable.

41. And lastly...A Transmittal Form must be submitted for each reporting period (quarterly) even if no charts are being sent https://medicine.missouri.edu/centers-institutes-labs/cancer-registry-research-center/reporting Please contact MCR if data submission for any reporting period is going to be lateCall MCR at 1-800-392-2829 with questions – we’re glad to help!https://medicine.missouri.edu/centers-institutes-labs/cancer-registry-research-center