Implementing and Evaluating Modified Record Reporting in Ohio

Area of Science:

• Public Health
• Cancer Surveillance
• Health Informatics

Background:

• Ohio hospitals faced challenges with timely cancer reporting due to difficulties in submitting updated abstract information.
• Hospitals historically withheld data until treatment completion to ensure accuracy, leading to reporting delays.

Purpose of the Study:

• To investigate and implement an automated method for receiving updated cancer abstract information.
• To improve the timeliness and completeness of cancer data reported to the state central registry.

Main Methods:

• The Ohio Cancer Incidence Surveillance System (OCISS) collaborated with hospitals and vendors to explore modified records (M-records).
• A pilot program for M-record submission was conducted in 2021, followed by a statewide implementation in 2022.
• OCISS established processes for handling M-record submissions, gaining a year of operational experience.

Main Results:

• M-record reporting has been integrated as a standard task within OCISS operations.
• Despite an increase in overall registry volume, the central registry's workload did not significantly increase.
• Hospitals reported satisfaction with the ability to provide updated information without delay.

Conclusions:

• M-record reporting has enhanced Ohio's cancer registry operations, leading to more complete and timely data.
• While implementation presented challenges, Ohio is now better positioned to improve cancer reporting timeliness.
• The adoption of M-records addresses critical needs for efficient and accurate cancer surveillance.