Cancer Registry Best Practices

Import Helps Automate Patient Outcome Research

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CRStar’s Casefinding and Follow-Up Import Automates Much of the Patient Outcome Research

We’re all looking for time-saving tools that can enhance our productivity and accuracy. ERS offers a wonderful time-saving import that can assist cancer facilities with identifying eligible reportable cases for capture in the registry database while assisting with monitoring patient outcomes.

What’s more, the ERS Casefinding and Follow-Up Import is Free to all CRStar users.


CRStar Casefinding and Follow-Up Import

Many thanks to Barbara Dearmon, BS, CTR, Manager of Oncology Support Services at St. Vincent’s Healthcare, who shared how this vital import has been a successful addition to her monthly processes.

Per Barbara, “The CRStar import has helped St. Vincent’s Registry be very successful with identifying eligible cases for reportability and maintaining patient outcomes, as well as, compliance with CoC standards.” 

St. Vincent’s Set-Up

St. Vincent’s suspense file is generated from the billing platform software application monthly or, on demand, to check for potentially missed cases when the bill does not drop on time. The import files captures all patient encounter types and services seen within the hospital ministry including ambulatory setting by ICD-10 CM oncology codes based on SEER’s most recent casefinding list.

Below is a list of import files and how they are used:

  • Disease Indexes are used for casefinding and updating follow-up
  • Disease Index from billing claims (ambulatory) St. Vincent’s Physician Enterprise is used for updating follow up only
  • CRStar can create a User Defined field to help facilities monitor where patients are being seen within the hospital
  • Pathology Import is used for casefinding and updates follow-up (the import layout is different from Disease Index)
  • FCDS Follow up import updates cases previously reported to central registry

Preparing Your Data for the Import

The following demographics and data items should be captured in your file. The data should be in the order below to import into CRStar:

CRStar Integration Fields

Upon running the merge, CRStar will generate and automatically populate a list of records processed which includes the following information:

  • First name
  • Last name
  • SSN
  • DOB
  • Admit Date
  • ICD Code 1 – Primary
  • Topo
  • Comments
  • Status / Action Taken
  • New patients
  • New primary
  • New last contact dates
  • Match no follow up found

With this import, the major portion of research and manual input is now eliminated. For Suspense cases, this import will automatically search for reportable cancer cases that are not yet in the database. It will automatically download and populate each case’s demographic info and basic diagnostic information. At this point, registry staff determines if the case actually is reportable and completes the abstract. No more researching and manual entry of pathology reports, disease indexes and so much more.

Maintaining Compliancy

Annually, the registry should review the file layout with required ICD-10 CM Codes and add any new codes along with the revision date. St. Vincent’s Registry has been very successful with identifying eligible cases for reportability and maintaining patient outcomes as well as compliance with CoC standards monthly by utilizing CRStar import features.

Request Your CRStar Casefinding and Follow-Up Merge

This merge is compatible with all EMRs and ERS provides the merge at no cost to its clients as part of your annual maintenance agreement.

You can request this productivity enhancer by creating a support ticket.