Hospitals

All hospitals (CoC-accredited and non-CoC-accredited) must report all required inpatient and outpatient cancer cases. This includes General, Critical Access, Rural, and Specialty/Surgery Hospitals.

• A hospital that has reported more than 50 patients with cancer each year for 3 consecutive years shall report an “Abstract” electronically.
  • Abstract means to create an electronic summary, synopsis or abbreviated record that identifies pertinent information about the patient, disease, treatment for the disease and the process of the disease from the time of diagnosis until the death of the patient.
• A hospital that has reported less than 50 patients with cancer each year for 3 consecutive years shall “Report” a report.
  • Report means to submit a summary of data from the medical record of a patient.

If your hospital has internal staff or employs an external professional contract service for abstracting services, your facility must ensure data standards and reporting timelines are implemented.

The timeframe for reporting cancer cases to NCCR from hospital sources is within 6 months from the date of first contact (patient’s first visit to the facility) following the cancer diagnosis as defined in NAC 457.50. This includes all cases (analytic and non-analytic) diagnosed and/or treated for cancer, having a cancer-related health visit while undergoing cancer treatment, or having any evidence of disease at the time of the encounter.

The NCCR follows the volumes in the Standards for Cancer Registries published by the North American Association of Central Cancer Registries:

• Volume I, Data Exchange Standards and Record Descriptions.
• Volume II, Data Standards and Data Dictionary.
• Volume III, Standards for Completeness, Quality, Analysis, Management, Security, and Confidentiality of Data.
• Volume IV, Standard Data EDITS; and
• Volume V, Pathology Laboratory Electronic Reporting.

A copy of the above volume may be obtained, free of charge, from the North American Association of Central Cancer Registries at this internet address NAACCR.

• The International Classification of Diseases for Oncology, published by the World Health Organization. A copy of this publication may be obtained, free of charge, from the World Health Organization.
  • ICD-O

• The Standards for Oncology Registry Entry (STORE) published by the American College of Surgeons. A copy of this publication may be obtained, free of charge, from the American College of Surgeons.
  • STORE

Accuracy and consistency are essential components of any central registry. The data must be accurate, complete, and timely. Visual editing is conducted at NCCR on a percentage of all reported cases.

The NCCR conducts annual audits on quality control and completeness of data at randomly selected facilities. These audits are a useful tool to identify consistent reporting problems and supply meaningful training throughout the state on cancer data collection. The goal of the NCCR is to obtain complete reporting of all cancer cases in Nevada and to exceed the accuracy rate of 95 percent. The NCCR monitors completeness of reporting by reviewing frequency distribution reports for each facility.

To streamline resources and workload the NCCR will move to an electronic reporting system and phase out paper reporting. The registry offers different electronic reporting options depending on your facility environment.

Options available:

Electronic:

• Electronic reporting through your registry software system. The file must follow the NAACCR Data Standards and Data Dictionary for hospitals for the specific reporting year. The file must be in .xml format and uploaded to the registry Web Plus module.
• Direct abstracting to the Registry Web Plus software module.

Non-Electronic:

• Cancer Reports must be completed using the NCCR cancer reporting form and uploaded through the NCCR Web Plus module.

Please contact the registry by email: NCCR@health.nv.gov or by phone 775-684-5968 to initiate reporting. One of our NCCR representatives will contact you with instructions and resources to start reporting.

Hospitals who do not comply with the timeline schedule will be notified of the delinquency and asked for corrective action to be taken immediately, but no later upon 30 days of receipt of notification.

Any hospital not in compliance with the notification may be asked to develop a remedial plan to bring the reporting back into compliance.

The plan must include at minimum:

• A detailed overview of the root cause of the underlying delays in reporting, and specific action steps that will outline how the hospital will address the issues to improve reporting timelines.
• Action steps could include, but are not limited to resource allocation, training and development, and process improvement measures. In summary, the hospital at question will need to indicate how the plan will correct their non-reporting status and stay in compliance once the current reporting year has been completed, and compliance has been reached.
• At the discretion of the Cancer Registry Program Manager, the plan will be monitored and evaluated monthly.

If the hospital fails to comply with the remedial plan, the NCCR will move forward to impose an administrative penalty as per NAC 457.145.

Please refer to the Registrar section on the NCCR main page for additional information and the Nevada Cancer Registry Reporting Manual.