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FY 2014 PUBLIC HEALTH MASTER AGREEMENT ANNEXProgram Description and Reporting Requirements

PROGRAM NAME: Georgia Cancer Registry

PROGRAM CODE: 020, 025 FUNDING SOURCE: State Master Tobacco Settlement Funds (020) and Federal Cancer Registry Funds (025)

PURPOSE:

To support the Georgia Comprehensive Cancer Registry (which has collected data on all cancer cases diagnosed among Georgia residents since January 1, 1995) by hiring and maintaining a full-time Regional Cancer Registry Coordinator in four designated regions (North, Central, Southwest, and Southeast; Districts 1-2, 5-2, 8-2, 9-1) to provide technical assistance to all cancer reporting facilities in the region and perform medical record abstractions for any newly-diagnosed cancer cases in small facilities with less than 50 licensed beds.

FUNDING REQUIREMENTS:

Restrictions:

- Funds are to be used for salary, fringe, travel, supplies, and equipment for the Regional Cancer Registry Coordinator to conduct daily activities.

- Rental/space costs are allowable if the Regional Cancer Registry Coordinator‘s office is located in Health District or County Health Department buildings.

- Indirect costs may not be charged to this program unless a cost allocation plan has been approved by the Department’s Office of Financial Services.

- Other costs must be approved by the DPH Georgia Comprehensive Cancer Registry (GCCR) Director.

Deliverables:

Primary

1. Hire and maintain a certified tumor cancer registrar (CTR) as Regional Cancer Registry Coordinator. (for CTR certification, please visit the National Cancer Registrar Association website at http://www.ncra-usa.org/i4a/pages/index.cfm?pageid=3280)

2. Conduct case finding and re-abstracting audits in at least one facility per quarter.3. Provide technical assistance to hospitals that are reporting 90% of cancer cases or less, that are not

reporting monthly, or that have submitted incomplete data.4. Provide technical assistance to facilities using CDC ‘Abstract Plus’ reporting software.5. Follow up with hospitals regarding unreported cancer cases identified on the death certificate

match. 6. Abstract cases from independent pathology laboratories as requested by the DPH GCCR Director.7. Participate in the monthly meeting with the DPH GCCR Director.

Secondary

1. Coordinate one regional training program about cancer registration.2. Complete the intake form for cancer data requests from the public or health care providers and

transmit it in a timely manner to the DPH GCCR Director.3. Conduct additional data collection for cancer studies.

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PERFORMANCE MEASURES:

Objective 1: Reporting facilities in the region must meet the following standard for data completeness: > 90% of the cancer cases are submitted within 12 months after the close of the calendar year.

Objective 2: Reporting facilities in the region must meet the following standard for data completeness: > 95% of the cancer cases are submitted by October 30th or within 20 months after the close of the calendar year.

Objective 3: Reporting facilities in the region must meet the following standard for data accuracy: >95% of cases must pass CDC edits for cases 12 months after the close of the calendar year.

Objective 4: Reporting facilities in the region must meet the following standard for data accuracy: All (100%) cases must pass CDC edits for cases 20 months after the close of the calendar year.

ALLOCATION METHOD:

Beyond 5 counties of metro Atlanta (which is covered by Emory University), the state is divided into 4 geographic regions containing equal numbers of cancer reporting hospitals (each region to be covered by one Regional Cancer Registry Coordinator—see map). In 2000, 4 Health Districts volunteered to house the Regional Cancer Registry Coordinators (Districts 1-2, 5-2, 8-2, 9-1). The total funds are divided by 4 and equal funds are distributed to each of the 4 Health Districts.

REFERENCES:

The Georgia Cancer Registry Policy and Procedure Manual is available at: http://www.health.state.ga.us/programs/gccr/

REPORTING REQUIREMENTS:

Submit an electronic report (using Word document via email attachment) to the DPH GCCR Director detailing the following information twice/year (May 30 and December 31 of each year):

1. Onsite Facility Visits: List number of visits, facility name, and outcome of visit. 2. Technical Assistance: Detail software installations or upgrades performed for reporting facilities that are

using Abstract Plus software.3. Regional Trainings: List trainings conducted, participant composition, and training agendas.4. Issues: Report any unresolved issues or technical assistance needed.

PROGRAMATIC CONTACTS:

PROGRAMMATIC/STATISTICAL REPORTS ARE TO BE TRANSMITTED ELECTRONICALLY DIRECTLY TO:

A. Rana Bayakly, M.P.H. Cherie L. Drenzek, DVM, MSGeorgia Comprehensive Cancer Registry Director State EpidemiologistEpidemiology Program Director, Epidemiology Program2 Peachtree St., NW, Suite 14.440 2 Peachtree St NW, Suite 14.420Atlanta, GA 30303 Atlanta, GA 30303Phone: 404-657-2617 Phone: 404-657-2609

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Email: arbayakly@dhr.state.ga.us Email: cldrenzek@dhr.state.ga.us