Who, What, and Why of Reports

1
Who, What, and Why of Reports

• By Kathy Dunaway, CTR

2
In this lesson we will review

• Who needs to be running reports?
• What data do you want in your reports?
• Why should you be running reports?
• How do you run reports?

3
Who, What and Why?

• Who needs to run them?
• Who needs to see them?

4
Who needs to run them?

• Everyone should be running reports.
• CoC approved hospitals
• Research hospitals
• Large hospitals
• Medium hospitals
• and even the small hospitals

5
Who needs to see them?

• CoC
• Physicians
• Board Members
• Administration
• Yourself

6
Who, What and Why?

• What data do you want in your reports?
• Several questions you need to ask
• All or just certain sites?
• All or just certain years?
• All cases or just analytic or non
  analytic?
• Any other data items needed?
• Just about anything you put in your abstract can
  be put in a report.

7
Who, What and Why?

• Lets say you wanted to see
• All breast cases
• Seen in only 2002
• Only analytic cases
• By county

8
County at Diagnosis Report
Filter(s) Primary Site Between C500 and C509
and Date of 1st Contact
between 20020101 and 20021231 and
Analytic Case Yes County at
Diagnosis Count (N) 002 - Baxter 8 013
- Craighead 6 015 - Cross 4 025 - Izard
2 031 - Marion 1 Total
22
9
Who, What and Why?

• Why should you run reports?
• Quality?
• Documentation?
• Research?

10
Documentation

• Missing or wrong data
• Many factors contribute to this
• ie Speed abstracting, missing or wrong
  information in the charts, skipping screens or
  just not knowing what is the most important data
  to document in the abstract.

11
Quality

• Double checking your work is very important since
  not all data is sent through edit checks!
• Your cases may look complete, but they could be
  missing some very key information. Double
  checking your information before you let others
  see it is a very wise thing to do.

12
Example
13
Examples
14
Example
15
Quality

• Simple and easy reports should be run frequently
  to watch for consistency of your data.
• If you are working in a registry with multiple
  abstractors, you need to make sure everyone is
  collecting the same information the same way.

16
Quality
Accession Abst Primary Site Primary Site Text Histo Histo Text Date of Diagnosis Text - Physical Exam
2007-0001 JJB C504 UOQ 85003 Ductal Ca 01/02/2007 1/2/07 pos. mammo. 72 wf lump in L breast
2007-0006 JJB C500 Breast 85003 Ductal Ca 01/05/2007 1/5/07 pos. biopsy R breast. 58 bf
2007-0003 SBK C506 X 85012 X 01/10/2007 x
2007-0007 SBK C509 Unk 81403 Unk 02/12/2007 didn't say
2007-0015 SBK C504 Unk 80003 Unk 02/20/2007 No HP
2007-0010 SBK C509 X 85060 X 03/15/2007 x
2007-0020 TTR C509 Breast UOQ 85003 Ductal Ca 03/18/2007 68 yr old white female in found routine exam
2007-0021 TTR C509 LLQ R breast 85003 Lobular Ca 03/30/2007 48 yr old female w/elevated WBC
2007-0025 TTR C509 L Breast 85003 intraductal 04/01/2007 59 yr old female with mastitis found
2007-0030 TTR C509 Breast 85003 Duct Ca 04/06/2007 90 yr old black female seen by Dr. Wright
2007-0022 KM C508 L Breast 85243 Duct/Cribrif 04/12/2007 L breast mass found 4/1/07 biopsy on 4/12/07
2007-0023 KM C504 R breast UOQ 85003 Duct Ca 05/01/2007 mass found in the right breast upper outer quad
17
Quality

• You should also watch how new data items are
  being captured after they are first introduced.
• More education may be necessary.

18
Quality
19
How?

• Three things to think about before you begin
  running reports
• Why?
• Who?
• What?

20
How?

• The first two are easy.
• Why are you running the report?
• Research, Documentation or Quality
• Who will be seeing the report?
• Your boss, Administration, Physician,
• or maybe just you

21
How?

• What?
• First you need filters or criteria for your
  report.

22
What are Filters?

• These are the data items that will make up your
  report.
• Like the ingredients of a cake recipe. List out
  the items that will make up your report.

23
Example of a 5 year breast study

• Your ingredients could be
• Date of 1st contact 5 years (flour)
• Primary Site C500-C509 (eggs)
• Class of Case 0,1,2 (milk)

24
How?

• Second you need to figure out how you want your
  report to appear.
• Again like a cake what do you want it to look
  like?

25
Example 5 year Breast Study

• The decoration on your cake
• Age at diagnosis (chocolate icing)
• County at Diagnosis (the flowers)
• First Course Treatment (candles)
• The list of possibilities can include anything
  you put into your abstracts, even text fields.

26
Now its your turn

• If you wanted to see
• all prostate cases from the last two years that
  had a PSA of 4 or higher, and the treatments they
  received
• Where would you begin?

27
Your turn

• all prostate cases from the last two years that
  had a PSA of 4 or higher, and the treatments they
  received
• First tell me who is getting the report, why
  they are getting it, what filters or criteria
  would you use and what do you want it to look
  like?

28
Your turn

• Who wanted it?
• Why did they want it?
• What filters or criteria did you use?
• What did you want your report to look like?

29
Prostate Cancer 2006-2007
Last Name First Name Text -lab 1st Course Treatment Text
Ramjet Roger PSA 4.8 Bx Radiation
Badenoff Boris PSA 5.2 Bx Hormone
Munster Herman PSA 12 Surgery Hormone
Adams Gomez No Docum hormone
Smart Maxwell X X
Kent Clark 100 Radiation
Sailorman Popeye Bx only
Flintstone Fred none
Jetson George PSA 2 Surgery
Rubble Barney PSA 10 Surgery
30
Please Share

• If you have a report that you use for quality in
  your registry and it works well, please share it
  with others.
• ArCRAs quarterly newsletter is a good forum for
  sharing this type of information.

31
Questions?
32
Christian Dean Dunaway