Cancer Registry On-Boarding Process 

Click the steps below for more information.

  • Stage 1: Complete Steps 1-3
  • Stage 2: Complete Steps 1-6

Step 1: Registration

Eligible Provider or Eligible Hospital notifies ADH of interest in submitting cancer data for Meaningful Use.
  1. Complete the Cancer Registry Registration Process

Note for Eligible Professionals: *Completion of this step assumes the data submitter has acquired and implemented a certified health IT product capable of producing an HL7 Clinical Document Architecture (CDA) cancer data message.

  1. Go to Step 2: Pre-testing

Step 2: Pre-testing

Eligible Provider generates and evaluates cancer electronic reporting test messages.
  1. Review the cancer registry implementation guides:

Note:These guides serve as a reference for ambulatory healthcare providers. The National Program of Central Cancer Registries (CDC), Surveillance Epidemiology and End Results (NCI), and North American Association for Central Cancer Registries have developed this guide for transmission of cancer patient information from ambulatory healthcare providers to the central cancer registry.

  1. Use the certified EHR system to create a set of test messages according to the specifications in the implementation guides. Use of HL7 Clinical Document Architecture (CDA), Release 2.0 is required.

  2. Validate test messages using the Meaningful Use Cancer Registry Report Validation tool.

    Click here for a Quick Start Guide for NIST Cancer Registry Reporting Validation Tool.

    • NIST Cancer Web Address: http://hit-testing.nist.gov/cda-validation/muCr.html
    • Upload your Cancer Registry Report XML document for validation:
        • The tool is intended for certifying 2014 Edition Meaningful Use EHR technology.Do not submit test messages containing personally identifiable health information.
    • Save file as PDF and name the file: Message Validation Report.pdf
    • User will be asked to upload message validation report in the following step (Step 3: Testing).

Note: The tool validates XML documents created by Electronic Health Records (EHR) technology against the structure defined by the Implementation Guide for Ambulatory Healthcare Provider Reporting to Central Cancer Registry and all included and referenced standards/specifications/ guidelines. The tool is intended for certifying 2014 Edition Meaningful Use EHR technology. Do not submit test messages containing personally identifiable health information.

  1. Address any errors identified by the validation tool.

Step 3: Testing

Eligible Provider submits cancer test message to ADH.

Questions: Please contact Cancer Registry: ADH.CANCER.MU@arkansas.gov

E-mail is not a secure mechanism of data transfer. Do not submit test messages containing personally identifiable health information though email. The agency reviews the messages, ensuring they meet standards specified for Meaningful Use. Once review is complete, the agency provides communication about the outcome of testing that can be used for attestation purposes.Stage 2 will continue until production.

Step 4: In Queue

Eligible Provider placed on a waiting list for ongoing submission and additional validation.

Eligible hospitals or professionals who have successfully submitted qualifying test messages are placed into the queue. ADH Program Coordinators will notify eligible providers in order of registration.

We anticipate the length of the queue will grow as Meaningful Use progresses. To improve timeliness, please provide ADH with Cancer Registry validation reports and test messages as early as possible in your attestation process.

Once an eligible hospital or professional reaches the front of the queue, they will be notified by an ADH program coordinator when it is time to move on to Step 5: Validation.

Step 5: Validation

Eligible Provider establishes ongoing electronic cancer data feed to ADH and work with Cancer Registry Coordinator for data validation.
  1. Select a data transport mechanism for ongoing submission of cancer data.
    Arkansas Department of Health supports the following transport options: Virtual Private Network (VPN), Secure File Transport Protocol (SFTP), Public Health Information Network Messaging System (PHINMS), and the Arkansas State Health Alliance for Records Exchange (SHARE).  
SFTP
SFTP is a secure file transfer tool based on industry-standard Hyper Text Transfer Protocol Secure (HTTPS), hosted by Arkansas Department of Information Services (DIS).
VPN
VPN stands for Virtual Private Network. A VPN allows you to create a secure channel of communication (a.k.a. a "tunnel") over a public network such as the Internet. Security is provided through authentication, to ensure that the entity connecting is authorized, and through encryption, to protect the data in transit.
HTTPS Web Service
*** Currently only available for Immunizations Information System (IIS)/WebIZ ***
*** ADH is actively working on a Web Service to include all other public health objectives within ADH. This single point of access will be available at some point in the near future. ***
PHINMS
PHINMS is the public health standard for reporting to the Centers for Disease Control and Prevention (CDC) and is a standard for national laboratories reporting to states. The software is freely available from the CDC.
HIE/SHARE
The Arkansas HIE is implemented. However, the connection to the agency is not yet available for public health Meaningful Use messages. This functionality should be available soon.

  1. Set up a transport mechanism. Click here to establish a connection through SFTP or you send an email to ADH.CANCER.MU@arkansas.gov to request information on how to establish a data transport mechanism with the department.

  2. Transmit a test message via the transport mechanism.

  3. Begin ongoing submission and participate in validation activities.

  4. Go to Step 6: Production

Step 6: Production

Eligible Provider reports via cancer data electronic feed and participates in periodic quality assurance activities.
  1. Continue ongoing submission of cancer data to public health.

    If public health identifies a need to follow-up on data indicating an event of potential public health concern, they will contact data providers.

    Eligible hospitals and professionals will be required to participate in periodic quality assurance checks to ensure accuracy of reporting. Arkansas Department of Health program coordinators will contact data providers to schedule these activitieses.

Do you want to know more about Meaningful Use activities at the Arkansas Department of Health? Please visit our Meaningful Use Website at www.adh.meaningfuluse.arkansas.gov

Downloads
Complete Instructions for Cancer On-boarding
Checklist of Required On-boarding Activities

Questions? Please contact Central Cancer Registry: ADH.CANCER.MU@arkansas.gov