Ariz. Admin. Code § R9-4-404 - Requirements for Submitting Case Reports and Follow-up Reports and Allowing Review of Hospital Records

A. The cancer registry of a hospital with a licensed capacity of 50 or more inpatient beds shall ensure that:

1. An electronic case report, prepared according to R9-4-403(B), is submitted to the Department within 180 calendar days after the date a patient is first released from the hospital;

2. An electronic follow-up report, for correcting information previously submitted according to R9-4-403(A)(2)(j) through (l), or (B)(2)(a), (b), (m), (n), or (w), is submitted to the Department:

a. Within 30 calendar days after identifying the correct information and at least annually,

b. For all patients for whom applicable corrected information is obtained,

c. That includes patient identifying information and the information to be corrected, and

d. In a format provided by the Department; and

3. An electronic follow-up report for analytic patients, in a format provided by the Department:

a. Is submitted to the Department at least annually for:

i. All living analytic patients in the hospital's cancer registry database, and

ii. All analytic patients in the hospital's cancer registry database who have died since the last follow-up report; and

b. Includes, as applicable:

i. A change of patient address;

ii. A summary of additional first course of treatment; and

iii. The information in R9-4-403(A)(2)(s), (u), (v), and (w) and R9-4-403(B)(2)(gg).

B. Except as specified in subsection (C), the cancer registry or other designee of a hospital with a licensed capacity of fewer than 50 inpatient beds shall either report as specified in subsection (A), or shall at least once every six months:

1. Prepare and submit to the Department, in a format provided by the Department:

a. For all individuals:

i. Released by the hospital since the last report was prepared, and

ii. Whose medical records include ICD Codes specified in a list provided to the hospital by the Department; and

b. The following information for each individual:

i. The individual's medical record number assigned by the hospital,

ii. The individual's date of birth,

iii. The individual's admission and discharge dates,

iv. All applicable ICD Codes for the individual that are in the list in subsection (B)(1)(a)(ii), and

v. Whether the ICD Code reflects the individual's principal or secondary diagnosis; and

2. Allow the Department to review the records listed in R9-4-405(A) to obtain the information specified in R9-4-403 about a patient.

C. If a hospital with a licensed capacity of fewer than 50 inpatient beds is part of a hospital system, consisting of two or more hospitals under the same governing authority, as defined in A.R.S. § 36-401, the cancer registry or other designee of the hospital system shall report according to subsection (A)(1) for patients of the hospital.

C.D. If the designee of a clinic submitted 50 or more case reports to the Department in the previous calendar year or expects to submit 50 or more case reports in the current calendar year, the designee of the clinic shall:

1. Submit to the Department a case report, prepared according to R9-4-403(A), for each patient who is not referred by the clinic to a hospital for the first course of treatment; and

2. Ensure that the case report in subsection (D)(1) is submitted in electronic format within 90 calendar days after:

a. Initiation of treatment of the patient at the clinic; or

b. Diagnosis of cancer in the patient, if the clinic did not provide treatment and did not refer to a hospital for the first course of treatment.

D.E. If the designee of a clinic submitted fewer than 50 case reports to the Department in the previous calendar year and expects to submit fewer than 50 case reports in the current calendar year, the designee of the clinic shall submit to the Department an electronic or paper case report, prepared according to R9-4-403(A), for each patient, within 30 calendar days after the date of diagnosis of cancer in the patient, if the clinic:

1. Diagnoses cancer in the patient, and

2. Does not refer the patient to a hospital for the first course of treatment.

E.F. A physician, doctor of naturopathic medicine, dentist, or registered nurse practitioner who diagnoses cancer in or provides treatment for cancer for fewer than 50 patients per year shall submit an electronic or paper case report to the Department for each patient, within 30 calendar days after the date of diagnosis of cancer in the patient, if the physician, doctor of naturopathic medicine, dentist, or registered nurse practitioner does not refer the patient to a hospital or clinic for the first course of treatment.

F.G. A clinic, physician, dentist, registered nurse practitioner, or doctor of naturopathic medicine that receives a letter from the Department, requesting any of the information specified in R9-4-403 about a patient, shall provide to the Department the requested information on the patient within 15 business days after the date of the request.

G.H. A clinic, physician, dentist, registered nurse practitioner, or doctor of naturopathic medicine that receives a letter from a hospital, requesting any of the information specified in R9-4-403 about a patient, shall provide to the hospital the requested information on the patient within 15 business days after the date of the request.

H.I. A pathology laboratory shall:

1. At least once every 90 calendar days, provide to the Department electronic copies of pathology reports of patients; and

2. Include in a pathology report the following information:

a. The patient's name, address, and telephone number;

b. The patient's date of birth;

c. The patient's gender, race, and ethnicity;

d. Clinical information about the patient, if available;

e. The type of tissue collected;

f. The procedure by which the tissue was collected;

g. The date the tissue was collected;

h. The code number assigned by the clinical laboratory to the tissue collected for pathological analysis;

i. The results of the pathological analysis of the tissue, including the pathologist's interpretation of the results;

j. The date of the results;

k. The name, practice name, address, and telephone number of the physician who ordered the pathological analysis of the tissue;

l. The name and address of the clinical laboratory that performed the pathological analysis of the tissue; and

m. The name and telephone number of the clinical laboratory director.

Notes

Ariz. Admin. Code § R9-4-404

Adopted effective January 1, 1992, filed September 25, 1991 (Supp. 91-3). Section repealed by final rulemaking at 9 A.A.R. 1859, effective June 3, 2003 (Supp. 03-2). New Section made by final rulemaking at 12 A.A.R. 179, effective March 11, 2006 (Supp. 06-1). Amended by final rulemaking at 12 A.A.R. 3708, effective November 11, 2006 (Supp. 06-3). Amended by final rulemaking at 25 A.A.R. 3429, effective 1/1/2020. Amended by final rulemaking at 31 A.A.R. 1309, effective 6/2/2025.