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350 Capitol Street
Room 125
Charleston, WV 25301

Phone: (304) 356-4953
Hotline: (800) 967-6421

Meaningful Use

Cancer Reporting in Stage 2 Meaningful Use

The West Virginia Cancer Registry (WVCR) is now enrolling eligible professionals (EPs) who wish to implement electronic reporting of cancer data from certified electronic health record (EHR) systems. (Please note that hospitals cannot conduct cancer reporting under Meaningful Use.) We encourage all EPs to participate in this important public health activity if you meet eligibility criteria.

IMPORTANT!

The information below provides an overview of the Stage 2 MU cancer reporting process in West Virginia. If you meet all eligibility criteria and wish to register, please print the "Meaningful Use Stage 2 Cancer Reporting Checklist and Instructions" document, which contains more detailed information regarding each of the steps below. Please use this checklist as you move through the process to achieve ongoing data submission to the West Virginia Cancer Registry.

It is VERY IMPORTANT that providers keep a record of all communications received from public health throughout the registration, onboarding, testing, and production process, as well as any other documentation that may be needed for attestation or auditing purposes. Examples may include e-mails, screen shots proving date of registration, acknowledgement letters, etc. Due to the large volume of registrants, public health programs will not have the capacity to prepare such a log on your behalf. 

ELIGIBILITY CRITERIA

  • Are you an eligible professional (EP) that diagnoses or treats cancer patients?
  • Have you achieved Meaningful Use under Stage 1 criteria?
  • Do you have an Electronic Health Record (EHR) system that is certified for transmission of cancer case information to cancer registries? (To look up your EHR system, visit the Certified Health IT Product List and select "2014 Edition" in Step 1. Then select "Search by Criteria Met." In the list of certification criteria, scroll down and check "(f)(5) Cancer Case Information" and "(f)(6) Transmission to Cancer Registries," then select "Search Matching Products." A list of EHR products certified for cancer reporting will be displayed. If your EHR system is not listed, contact your EHR vendor to determine if and when the cancer reporting option will be available.)

 

REGISTRATION

  • If you meet all of the eligibility criteria, you must register your intent to report cancer data to the WVCR using the Meaningful Use Registration System within 60 days after the start of your reporting period. Please download the "Registration System Instructions" to assist with registering. Call or e-mail Myra Fernatt at (304) 356-4953 if you have any questions while completing your registration.
  • After you submit your registration, the Registration Status will indicate "In Review" in the Meaningful Use Registration System, and your Primary Contact will receive an e-mail confirmation indicating that the registration was successfully saved. WVCR staff will review the registration information, contact your Primary Contact if more information is needed, and will change the Registration Status to "Registered - In Queue." Your Primary Contact will receive an e-mail confirming that you have been placed in the cancer reporting queue.

 

TESTING AND VALIDATION

  • Your Primary Contact and Technical Contact will eventually receive an e-mail invitation from WVCR staff to begin testing and validation. As soon as a timely response is received to this invitation, WVCR staff will change the Registration Status to "Testing and Validation Queue."
  • During testing and validation, your office should continue sending paper cancer reports to the WVCR via mail or fax until you have successfully achieved ongoing submission.
  • As soon as you are added to the Testing and Validation Queue, your Technical Contact must establish a data transport method. The WVCR encourages all providers and EHR vendors to coordinate with the West Virginia Health Information Exchange (HIE) to establish a connection for secure data transmission of HL7 CDA reportable cancer documents. E-mail or call the HIE at (304) 558-4503 to discuss data transport methods or to join the HIE for cancer reporting. If your office or practice does not wish to join the HIE, your Technical Contact may e-mail Myra Fernatt for instructions to connect directly to the WVCR via secure FTP.
  • Once the connection has been established, your Technical Contact should transmit a test CDA message via the transport route.
  • Once the test message is received, WVCR staff will perform structure and content validation using the tool "CDA Validation Plus," visual edits, comparison to paper reports, etc.
  • WVCR staff will contact your Technical Contact and Primary Contact to indicate if the message passes initial validation. If it does not, WVCR staff will provide additional information regarding message issues. Your Technical Contact, Primary Contact, and other office staff must work together to address and correct these isues. Once all issues have been addressed, your Technical Contact should transmit another test CDA message via the transport route. This step will continue until the CDA messages are correct in structure and content.

 

ACKNOWLEDGEMENT OF 2014 CANCER REPORTING CRITERIA MET

  • If you meet at least one of the criteria for the cancer reporting objective at the end of your 90-day reporting period in 2014, WVCR staff will send an e-mail to your Primary Contact. The e-mail will contain a link from which the Primary Contact can obtain a PDF document indicating that at least one of the criteria for cancer reporting was met.
  • At the end of your 90-day reporting period, if you are still waiting for an invitation to begin testing and validation, or if you are actively engaged in testing and validation, you should continue working with WVCR staff to achieve ongoing submission of data, as this must be achieved during the twelve-month reporting periods in 2015 and 2016.

 

ONGOING SUBMISSION OF DATA

  • Once WVCR staff have determined that your CDA messages are correct in structure and content, you will be moved from testing to production, and WVCR staff will change the Registration Status in the Meaningful Use Registration System to "Production."
  • After achieving ongoing data submission, WVCR will request that you complete a "Provider Site Responsibilities and Contact Information Form" in the event that your ongoing Primary and Technical Contacts are different than those specified during testing and production.

 

ADDITIONAL QUESTIONS REGARDING MEANINGFUL USE?


Meaningful Use Resources
- The Centers for Disease Control's National Program of Cancer Registries (NPCR) Meaningful Use website contains numerous guidance documents for EHR/EMR vendors and providers.

General Questions - Questions about the EHR Incentive Program registration, attestation, eligibility, and other Meaningful Use criteria should be directed to the Centers for Medicare and Medicaid EHR Incentive Program.

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