Virginia Cancer Registry 2007 Update Fredericksburg, VA October 3, 2007

Virginia Cancer Registry2 Acknowledgements We thank the 2008 VCRA meeting committee for all its efforts in working with VCR staff to organize this day. These hard-working people have done a great job! We thank the 2008 VCRA meeting committee for all its efforts in working with VCR staff to organize this day. These hard-working people have done a great job! The VCR meeting is partially supported by CDC National Program of Cancer Registries cooperative agreement funds. (U58 – DP ) The VCR meeting is partially supported by CDC National Program of Cancer Registries cooperative agreement funds. (U58 – DP )

October 3, 2007Virginia Cancer Registry3 Learning Objectives Introduce VCR personnel Introduce VCR personnel Introduce VCR training plans Introduce VCR training plans Discuss 2004 NAACCR certification Discuss 2004 NAACCR certification Present 2000 – 2004 incidence data Present 2000 – 2004 incidence data Experts will discuss: Experts will discuss: The American Cancer Society and it’s role (Judy Walrath, Ph.D.) The American Cancer Society and it’s role (Judy Walrath, Ph.D.) The American College of Surgeon’s Commission on Cancer: program updates (Richard Glazier, MD) The American College of Surgeon’s Commission on Cancer: program updates (Richard Glazier, MD) National Cancer Registrars Association updates and plans (Melanie Rogan, CTR) National Cancer Registrars Association updates and plans (Melanie Rogan, CTR) The new VCR reporters’ manual (Jayne Holubowsky, CTR) The new VCR reporters’ manual (Jayne Holubowsky, CTR) VCR reporting procedures and Q & A (Training and Quality Assurance staff) VCR reporting procedures and Q & A (Training and Quality Assurance staff)

October 3, 2007Virginia Cancer Registry4 VCR Staffing News Since last year at this time, VCR filled 3 Cancer Surveillance Specialist positions and the Training and Development Coordinator position. Since last year at this time, VCR filled 3 Cancer Surveillance Specialist positions and the Training and Development Coordinator position. VCR is trying to fill 1 Cancer Surveillance Specialist and 1 statistical position. VCR is trying to fill 1 Cancer Surveillance Specialist and 1 statistical position. The state hiring slow down means filling the position will take time. The state hiring slow down means filling the position will take time. We have come a long way in one year.

October 3, 2007Virginia Cancer Registry5 VCR Staff I Jim Martin, Ph.D., Director Jim Martin, Ph.D., Director Bonita Bryant, CTR, Quality Assurance Coordinator Bonita Bryant, CTR, Quality Assurance Coordinator Carolyn Halbert, MPH, Statistical Analysis Coordinator Carolyn Halbert, MPH, Statistical Analysis Coordinator Jayne Holubowsky, CTR, Training and Development Coordinator Jayne Holubowsky, CTR, Training and Development Coordinator

October 3, 2007Virginia Cancer Registry6 VCR Staff II Michael Bowman, CTR, Cancer Surveillance Specialist Michael Bowman, CTR, Cancer Surveillance Specialist Mary Dianne Collins, CTR, Cancer Surveillance Specialist Mary Dianne Collins, CTR, Cancer Surveillance Specialist Tina Hall, Cancer Surveillance Specialist Tina Hall, Cancer Surveillance Specialist James Newton, Cancer Surveillance Specialist James Newton, Cancer Surveillance Specialist Mike Peyton, CTR, Cancer Surveillance Specialist Mike Peyton, CTR, Cancer Surveillance Specialist Dave Kuzminski, Office Services and Special Projects, Death Clearance Dave Kuzminski, Office Services and Special Projects, Death Clearance Velma Allen, Office Services Specialist Velma Allen, Office Services Specialist

October 3, 2007Virginia Cancer Registry7 VCR Certification, 2004 Data North American Association of Central Cancer Registries (NAACCR) Certifies central registries Certifies central registries Measures quality, completeness, and timeliness Measures quality, completeness, and timeliness VCR quality measures were all that the gold level VCR quality measures were all that the gold level Case ascertainment: over 95% of expected, state-wide cases (gold level) Case ascertainment: over 95% of expected, state-wide cases (gold level) Death certificate only cases: less than 5% of all cases (silver level) Death certificate only cases: less than 5% of all cases (silver level)

October 3, 2007Virginia Cancer Registry8 VCR Certification, 2004 Data Every one worked hard to achieve NAACCR certification. Every one worked hard to achieve NAACCR certification. The keys: cooperation and collaboration. The keys: cooperation and collaboration. The quality of your work has improved steadily. The quality of your work has improved steadily. VCR quality also improved. VCR quality also improved. Thank all of you for helping VCR achieve this major goal!

October 3, 2007Virginia Cancer Registry9 VCR Funding VCR receives operating funds from the Commonwealth of Virginia. VCR receives operating funds from the Commonwealth of Virginia. The registry also receives funds from the CDC National Program of Cancer Registries (NPCR). The registry also receives funds from the CDC National Program of Cancer Registries (NPCR). VCR applied or new CDC funding this year and CDC awarded the money. VCR applied or new CDC funding this year and CDC awarded the money – 2008 is the first year in a new cooperative agreement. The funding will last until – 2008 is the first year in a new cooperative agreement. The funding will last until 2012.

October 3, 2007Virginia Cancer Registry10 VCR Training Plans Tentative plans for regional reporter workshops: Tentative plans for regional reporter workshops: Held in various locations across Virginia. Held in various locations across Virginia. One day, morning and afternoon. One day, morning and afternoon. Free or minimal cost (to cover lunch & breaks, if necessary). Free or minimal cost (to cover lunch & breaks, if necessary). Will ask NCRA to provide CEU’s. Will ask NCRA to provide CEU’s. May ask hospitals to provide meeting space. May ask hospitals to provide meeting space. One topic will be advanced training in multiple histologies and primaries. One topic will be advanced training in multiple histologies and primaries.

October 3, 2007Virginia Cancer Registry11 New VCR Reporter’s Manual Developed using FORDS as basis. Developed using FORDS as basis. Customized for Virginia. Customized for Virginia. Provided on CD. Provided on CD. Posted on VCR web site. Posted on VCR web site. Multiple appendices to answer common questions. Multiple appendices to answer common questions. A useful tool for hospitals and non-hospitals. A useful tool for hospitals and non-hospitals. Provides standards for data coding and reporting. Provides standards for data coding and reporting. Jayne Holubowsky will introduce it this afternoon

October 3, 2007Virginia Cancer Registry12 Death Dates Virginia law and disease reporting regulations do not prohibit VCR from releasing patient dates of death. Virginia law and disease reporting regulations do not prohibit VCR from releasing patient dates of death. Therefore, VCR will resume providing dates of death to registries. Therefore, VCR will resume providing dates of death to registries. VCR will provide dates of death to the hospitals that provided the patient report. VCR will provide dates of death to the hospitals that provided the patient report. We hope this will help with your followup. We hope this will help with your followup.

October 3, 2007Virginia Cancer Registry13 Secure Web Site Development Needed for transferring encrypted, HIPAA-compliant data. (Other methods are still compliant.) Needed for transferring encrypted, HIPAA-compliant data. (Other methods are still compliant.) Virginia Department of Health (VDH) IT staff are evaluating secure web site products for encrypted data transfer (upload and download). Virginia Department of Health (VDH) IT staff are evaluating secure web site products for encrypted data transfer (upload and download). Development is delayed because VDH will develop an agency-wide system to include multiple diseases, not only cancer. Development is delayed because VDH will develop an agency-wide system to include multiple diseases, not only cancer. We understand the real need to use this method, but development is out of our hands. (Please be patient.) We understand the real need to use this method, but development is out of our hands. (Please be patient.)

October 3, 2007Virginia Cancer Registry14 Points to Remember VCR plans to train and support you are developing. VCR plans to train and support you are developing. We reached NAACCR certification again, with your help and dedication to quality work. We reached NAACCR certification again, with your help and dedication to quality work. VCR staffing has returned to a better level, helping us and helping you. VCR staffing has returned to a better level, helping us and helping you. We face challenges instituting secure data transfer. We face challenges instituting secure data transfer.

Please fill out the VCR evaluation form in your packet. Return it at the end of the day in the announced location. Thank you and enjoy the day!