Abstract Plus
Abstract Plus Overview for Pacific Regional Central Cancer Registry
Honolulu, HawaiiMarch 7, 2009
Software for Abstracting and Coding Cancer Cases
Overall Learning Objectives
• Identify Abstract Plus purpose and benefits
• Logging into Abstract Plus
• Identify the components of Abstract Plus
• Understand how Abstract Plus is set up and configured
• Create and modify abstracts; resolve edit errors
• Export abstracts
• Run the available reports
• Used to abstract and code cancer cases using standard data items and codes
• Supports abstraction of all data items in national standard data sets, including all text fields and state-specific data items
• Entered abstracts are validated by customizable edits, allowing for interactive error correction while abstracting
• Customized by central registries for distribution to and use by hospitals and other reporting sources
• Also used for special projects and start-up registries
Abstract Plus
Abstract Plus Purpose
• Summarize the medical record into an electronic report of cancer diagnosis and treatment by abstractors and other individuals or groups who work with cancer data
• CDC provides support and consultation to state central registries for their state-specific customization and distribution of the Registry Plus software
Abstract Plus Features• Output: electronic abstract in the format of
the North American Association of Central Cancer Registries (NAACCR) data exchange layout
• State-specific needs in data collection can be accommodated
• Edits are tightly integrated into Abstract Plus, allowing for interactive editing and error correction
• Abstract Plus includes Registry Plus Online Help
Abstract Plus Features
• Can be distributed free of charge to cancer reporting facilities in a state
• Suitable for reporting from non-registry hospitals, clinics, laboratories, and other sources for cancer incident reports
• Can be configured for special studies
Abstract Plus Users
• Facility Abstractors:
– Add, edit, delete, and export abstracts (cannot perform administrative functions)
• Administrators: Perform all the functions of Facility Abstractors, plus:
– Edit display types and fields – Change user IDs or passwords – Administrator password is required
Abstract Plus Basics
• Log in as a guest
• Create your own user ID and password
• Log in using your own user ID and password
• Navigate the Abstract Plus main menu
Launching Abstract Plus
• Start--->All Programs--->Abstract Plus---> Absplus
Logging in as the Guest User
guest
Creating a New User ID
AP1
Creating a New User IDLAST, FIRST
INITIALSPASSWORD
PRESS ENTER
Confirm Password and Log In as Newly-Created
User
2. CLICK CHANGE CURRENT USER
1. CONFIRM PASSWORD AND PRESS ENTER
CLOSE
Abstract Plus Main Window
YOU ARE LOGGED ON
Abstract Plus File Menu Items
Abstract Plus File Menu Items
New Abstract Create a new abstract.
Open/Find Abstract… Find and display information for an existing abstract.
Copy Abstract… Copy an existing abstract.
Close Abstract Close an open abstract.
Save Abstract… Save abstract information.
Export Abstracts… Export abstract(s) from Abstract Plus into a NAACCR layout text file.
Import Abstract in NAACCR Format…
Import abstract(s) from a NAACCR layout text file into the Abstract Plus database.
Printer Setup… Display a dialog box for printer options.
Print Abstract Print the displayed abstract.
Print Range of Abstracts…
Select and send a range of abstracts to a printer or save in a file.
Restore… Restore the database. Replace corrupted database with previously saved backup.
New Abstract
New Abstract
Display Fields Area
Field Entry/Cod
e Selection
Information Tabs –
Text/Edits/Projects
Abstract Section
Display Type
Abstract Reference ID Number
Enter a Few Fields
Field Field Value
LastName DOE
FirstName JOHN
SocSec 999999999
DxNumAndSt 123 MAIN
DxCity HONOLULU
DxState HI
DxPostalZip 99999
BirthDate 03/07/1959
DxDate 02/15/2007
PSite C619
HistTypeICDO3 8140
Save Your Work!
Assign a Project to the Abstract
Close the Abstract
Open/Find the Abstract
Double-click Patient Name
to Open
Copy the Abstract
Copied to New AbstractAbstract
Reference ID Number
2
Save New Abstract
Run Edits on the Abstract
Abstract Plus Edits Tab
Selected Error
Total Number of Errors
Edit Set Name
Failed Edit Name
Fields Included in Edit
Data Editing - OverviewEdits consist of data validation routines:
• Single field edits– Verify that only acceptable values are used for
codes– Example: check validity of primary site code
• Interfield edits– Enforce relationships among values in related
data items– Example: check validity of primary site code for a
specific sex code
Standard Setters and Edits Development
• Standard Setters– SEER– COC– NPCR– NAACCR
• Edits Development– Establish specifications – Write edits
Users of Data Edits
• NAACCR• SEER• NPCR• COC/NCDB• State cancer registries• Hospital cancer registries• Cancer registry software providers
Use edits for:• Evaluation of data quality prior to submission to CCR or SS• Correcting edit errors on report from CCR • Abstracting (interactive data validation w/in software)
Run edits on CCR and Reporting hospital submissions to:• Enforce national data standards • Assess data quality and completeness • Provide feedback to CCRs and Reporting Hospitals
Vendors
Reporting Facilities
Central Cancer Registries (CCR)
Standard Setters (SS)
• Incorporate edits in Reporting Facility and CCR cancer abstraction and reporting software (interactive data validation & batch mode)• Support CCR and Facility-specific edit needs
• Run Call For Data edits prior to submission to SS• Run edits on incoming data submissions to assess for accuracy and completeness, and to identify training needs
NPCR, SEER, NPCR, SEER, & NAACCR& NAACCR
COCCOC
COC-ApprovedCOC-Approved
EDITS Used at ALL LEVELS
of Cancer Reporting
Edit Differences by Agency
SEER Edits• Strict application of rules by diagnosis year
– Example: Treatment edits
• Many edits include Sequence Number – Central
CoC Edits• Assume data conversion rather than strict
application of rules by diagnosis year– Example: Treatment edits
• Many edits include Sequence Number - Hosp
The Data Cleaning CycleUsing EDITS
2. Clean Errors1. Run Edits
Repeat Steps 1 and 2 until clean!
• Edit Name*• Agency• Edit Sets• Fields*• Error Messages*• Description* • Administrative Notes • Edit Logic
*Note: Sections marked with an asterisk are commonly referenced when resolving errors, and are included in your PRCCR edits dictionary
Edits DocumentationReport Sections
Edits DocumentationReport SectionsDate of Last Contact, Date of Diag. (NAACCR IF19)
FIELDS: Date of Diagnosis Date of Last Contact ERROR MESSAGES: Date of Diagnosis and Date of Last Contact conflict DESCRIPTION: Date of Last Contact must not precede Date of Diagnosis. If either year is unknown (9999), the edit is skipped. If either month is unknown (99), then only the years are compared. If either day is unknown (99), then only the years and months are compared. ADMINISTRATIVE NOTES:
Edit Name
List of fields checked by edit
Error message: What’s wrong or needs to be reviewed
Description: The coding “rules”; may include tips or additional coding rules to help resolve error
Administrative Notes:Additional information; how edit differs from another edit of same name
5 Easy Steps to Cleaner Cancer Data:
1. Review error message/edit description
2. Note the fields to be reviewed
3. Review the codes
4. Verify the codes through review of Text
5. Resolve the error
Resolving Listed Errors
Resolving Listed Errors
Setting Over-rides• Should not be set unless the case has
been reviewed and documentation is found to confirm that the case is rare or unusual and was originally correctly coded
• Majority of errant cases corrected, not over-ridden
• Enter a ‘1’ (2 or 3) to indicate that the case has been reviewed, and is correct-as-is
• Will prevent the case from generating an error when it is re-run through the edits
Impact of Edits
“Standardized transportable data edits and easy-to-use software for creating and applying them have enhanced the accuracy and comparability of data from reporting facilities and central registries across North America.” 1
1 Menck, HR, Deapen, D, Phillips, JL, and Tucker, TC. (Eds.). (2007). Central Cancer Registries: Design, Management and Use, page 151.
Export Abstract
• In general, only complete cases (no edit errors) are exported, for reporting to the CCR
Export Abstract
Export Abstract
Abstract Plus Administrator Menu
Abstract Plus Utilities Menu Items
Abstract Plus Utilities Menu Items
Batch Completion Re-check (Un-exported Abstracts)
Check the completion count in un-exported abstracts.
Registry Query System
Disabled option from previous versions.
Doctor Query System
Query and search the database of local physicians.
Import Data into RQS
Disabled option from previous versions.
Notepad Launch Notepad to view created text files.
Abstract Plus Utilities Menu Batch Completion Re-check
Abstract Plus Utilities Menu Doctor Query System
Abstract Plus Reports Menu Items
Abstract Plus Reports Menu Items
Accession Register
View/print the Accession Register report.
Patient Index View/print the Patient Index report.
Selected Cases…
Select specific cases and view/print a report listing the cases selected.
Status Report (Count of Cases) Summary…
Enter a date range and view/print a report showing the totals of complete and incomplete abstracts.
Completion Status of Abstracts by Month…
Enter a date range and view/print a report breaking down the status of incomplete and complete abstracts by month within the specified date range.
Abstract Plus Reports Accession Register
Abstract Plus Reports Patient Index
Abstract Plus Reports Selected Cases
Abstract Plus Reports Selected Cases
Abstract Plus Reports Status Report (Count)
Abstract Plus Reports Status Report
Abstract Plus Reports Completion Status by
Month
Abstract Plus Reports Completion Status by
Month
Abstract Plus Help Menu Items
Abstract Plus Help Menu Items
Contents… View the contents of Abstract Plus Help.
Search for help on…
Enter a search term for which you need more information.
About View version information for Abstract Plus.
Abstract Plus Help Contents
• Integrated, user-friendly, Windows-based Help system
• Facilitates abstraction of cancer cases by incorporating standard abstracting and coding manuals into one accessible, easy-to-use resource
• Contains text of major cancer registry coding references, hyper-linked and cross-indexed for online viewing – NAACCR Data Dictionary, COC FORDS, Collaborative Staging,
SEER Manuals (Coding Manual/Old EOD), ICD-O-3, Edits
• Integrated into Registry Plus products, when applicable
Registry Plus Online HelpRPOH
RPOH Contents
• Contains text of major cancer registry coding references– NAACCR Data Dictionary – COC FORDS– Collaborative Staging– SEER Manuals (Coding Manual/Old EOD)– ICD-O-3– Edits information– Abstract Plus Users Guide
Registry Plus Online HelpNavigation Pane Display Pane
• Standard Windows help functions
• Four Tabs– Contents: Find a book and topic when you
know what you are looking for and where
– Index: Find a pre-indexed topic, for example, by NAACCR data item name
– Search: Full text search. Find a topic not pre-indexed, e.g., “gestational trophoblastic”
– Favorites: Save your most frequently accessed topics for even faster look-up
Registry Plus Online Help
Click on the “+” sign to the left of a purple book to open it
Click on the “+” sign to the left of a sub-book to open it
Click on a topic to view information in the display pane
Contents Tab
Abstract Plus Help Search for Help On
Favorites Tab
• In Contents Tab, select Topic that you wish to add to your Favorites
RPOH—How to Use
•Browse buttons—”page” through a book
• Internal hyperlinks to other parts of the same book
•Cross references between books
RPOH—Browse Buttons
RPOH—Internal Hyperlinks
RPOH—Cross References
Abstract Plus Help About (Version Info)
Registry Plus
Abstracting Exercises
Mock Case A as a Group
Mock Case B Independently