California Cancer Reporting System Standards Volume I: Abstracting and Coding Procedures
The CCR now requires facilities to use the Modified Record instead of the former Update/Correction and Follow-Up Records to transmit data modifications for abstracts already submitted as New Case Records.
The Modified Record, record type M, has the same length (22824 characters) and contains the same fields in the same locations as the New Case Record, record type A.
The field Follow-up Flag is the only field that has a different requirement status between the two record types.
The flag documents if the Modified Record contains updates to fields identified to contain follow-up information.
Vendors will be responsible for generating this field using the following guidelines:
Generate a flag of 1 in the field Follow-up Flag when an update has been made to any of the following fields:
Date of Last Contact
Date of Last Contact Flag
Vital Status
Date Cancer Status
Date Cancer Status Flag
Cancer Status
Follow-Up Hospital Last
Follow-Up Last Type (Patient)
Follow-Up Last Type (Tumor)
Follow-Up Registry - Next
Follow-Up Next Type
Physician--Follow-Up
Cause of Death
Place of Death - State
Date Case Last Changed
DC State File Number
Contact Name
Addr Current--No & Street
Addr Current--Supplement
Addr Current--City
Addr Current--State
Addr Current--Postal Code
Telephone
Pat No Contact
Follow-Up Contact--Name
Follow-Up Contact--Nest
Follow-Up Contact--Suppl
Follow-Up Contact--City
Follow-Up Contact--State
Follow-Up Contac--Postal
Place of Death--Country
Addr Current--Country
Follow-up Contact--Country
Unlike the former Update/Correction record, the Modified Record is designed to allow facilities to submit the current version of an abstract, providing the cumulative updates to all of the fields since the original new case was submitted, rather than sending a separate record for each data item change. The Modified Record can only be used once the reporting facility’s registry system has been converted to use the latest NAACCR record version and CCR coding procedure standards.
A Modified Record will be sent to the CCR following a monthly (30 day) timeline and will be triggered by the following:
The reporting facility changes a data item value with an Update Triggers Modified Record specification of yes in Appendix B: Modified Record Layout.
Although only the above criteria will trigger a Modified Record, all data items in the Modified Record will be sent to the CCR.
A Modified Record will only be generated by vendor software after an updated field triggered the record as outlined above and 30 days have followed since the initial trigger. This will allow for multiple changes to be sent in the same Modified Record.
A record’s first 30-day waiting period starts with the first update after the original new case transmit, and then restarts each time the case is transmitted, as a retransmitted new case or as a modified record, on the day the next post-transmit update is made.
Vendors will be responsible for tracking this timeline within the software. Hospital registrars will have these Modified Records generated and included in their monthly transmissions to the CCR as appropriate.
It is important to note that the timeline should not be altered due to a scheduled monthly transmit to the CCR. If 30 days have not passed since the initial trigger, then the Modified Record should not be transmitted.
There should not be any additional work effort placed on the Hospital registrars in regards to generation of these records. The field Date Case Last Changed will continue to be updated by the software during the 30 days to accurately reflect the date the abstract was last updated.
Modified Records will now be rejected from the Eureka database software if they are unable to pass edits.