Kentucky Women’s Cancer Screening Program (KWCSP) CDP Users Meeting Sivaram “Ram” Maratha, MS, MPA Phone: Ext KWCSP Epidemiologist/Data Manager January 25, 2012

History of KWCSP Program started in 1991 using state funds. KRS , KRS Centers for Disease Control and Prevention (CDC) funds became available in Breast and Cervical Cancer Treatment (BCCTP) funds started in Services are provided in all 120 counties.

Funding and Eligibility Source of Funds:  State funds: $ 2.3 million  CDC funds : $ 2.7 million Eligibility for KWCSP:  Age:  No Medicare, Medicaid, private health insurance or any third party payors  At or below 250% annual federal poverty guidelines

CDC Grant Requirements The KWCSP grant goals and objectives include outreach to the priority populations. Priority Populations: Appalachians, African Americans, Hispanics and women who have never or rarely had a Pap test. Provide an excellent quality of care to the patients. Provide timely, complete and accurate Minimum Data Elements (MDE) data to CDC.

Minimum Data Elements (MDE) Minimum Data Elements (MDE) is a set of standardized 100 data elements collected electronically using the registration screen and the ACH-58 form (B & C screen) through 120 Local Health Depts. in KY.

Program Accomplishments- FY 2011 Program provided screening services to 28,000 women. Women received treatment services through Breast and Cervical Cancer Treatment Program (BCCTP). At least 2,500 women receive breast or cervical cancer diagnostic services. The program will submit MDE data to CDC on 16,000 patients. Data submission is done twice a year on April 15 and October 15.

CDC’s Core Indicators, April 2011

Core Program Performance Indicator Trends

Eligibility for BCCTP  Administered by the Medicaid Program.  Patient should have been screened or diagnosed through the local health department. In other words, patient should have received at least one service through the KWCSP. Please refer to the approved CPT code list in the Public Health Practice Reference (PHPR).

BCCTP Resources 49FE08E2131E/0/PurpleBook.pdf

MDE Element-Mammogram Ordered ? Item Name: Mammogram Ordered at this Visit? Purpose: To determine if a mammogram was ordered at this visit. Type: Numeric Skip Pattern: This data item should always be completed. Cancer Screen: Mam Ord Contents: 1 = Yes, Routine screening mammogram ordered 2 = Yes, Screening mammogram ordered (includes short-term follow-up) 3 = Yes, Diagnostic mammogram ordered (includes short-term follow-up) 4 = No, Mammogram not performed (referred for other diagnostic services) 5 = No, Mammogram is not performed

MDE Element-Mammogram Ordered ? 4,500 records are pending in the system. We need to get this information to CDC by April 15, Information on records that have not been corrected in the system will be shared with the LHDs for correction. Before support staff change the data in the system, nurse case managers must correct the information on the ACH-58 form.

MDE Element-Mammogram Ordered ? Before support staff change the data in the system, nurse case managers must correct the information on the ACH-58 form. (Key as you see on the form) How to correct the data? If a patient does not keep an appointment for a screening mammogram (maximum time allowed for rescheduling a screening mam is 6 months), please change the code from 1 = Yes, Routine screening mam ordered to 5 = No, Mammogram is not performed.

Slide Presentation Attachments: 1. KWCSP eligible populations by county. 2. KWCSP LHD Staff 3. KWCSP LHD Information 4. CDC Core Program Performance Indicator Report 5. Program Audit Reports 6. ACH-58 Form

Questions? Thank you