Or. Admin. R. 333-010-0020 - Cancer Reporting Regulations: Reporting Requirements for Health Care Facilities

This rule describes the specific requirements for health care facilities. Such facilities include inpatient facilities, outpatient facilities acting under the license of a hospital, ambulatory surgical centers, privately owned treatment or diagnostic centers contracted to and acting as a department of a health care facility or any other facility in which patients are diagnosed or provided treatment for cancer or benign or borderline tumors of the brain and central nervous system.

(1) Health care facilities must report to OSCaR each case of reportable cancer or reportable non-malignant condition, as defined in OAR 333-010-0000(16) and 333-010-0000(18) respectively, in patients admitted for diagnosis or any part of the first course of treatment for that cancer. OSCaR will make lists of reportable cancers and reportable non-malignant conditions available on the Oregon State Cancer Registry website: www.healthoregon.org/oscar.
(2) Health care facilities must report cases of reportable cancer or reportable non-malignant conditions to OSCaR as stipulated in OAR 333-010-0020(1) within 180 days of the date the case first receives cancer diagnostic or treatment services at the facility.
(3) Health care facilities with an active follow-up program must annually report vital status, date of last patient contact, and, if available, cancer or tumor status of reportable cancers and reportable non-malignant conditions to OSCaR.
(4) Health care facilities must report their cases of reportable cancer or reportable non-malignant conditions and any follow-up information to OSCaR in the electronic data exchange format and codes, Record Type A: Case Abstract, as specified by NAACCR, including the variables specified in the Reportable Cancer Data Items List. The OSCaR Reportable Data Items List will be available on the Oregon State Cancer Registry website: www.healthoregon.org/oscar.
(5) OSCaR shall establish a system of confirmation of receipt of cases submitted by each health care facility.
(6) Health care facilities reporting cases of reportable cancer or reportable non-malignant conditions to a health system cancer registry have discharged their reporting responsibilities provided that the health system registry reports those cases to OSCaR according to the requirements for health care facilities.
(7) Health care facilities may also elect to contract with a private vendor or contractor to report cases of reportable cancer and reportable non-malignant conditions to OSCaR as outlined above in OAR 333-010-0020(1) through (4).
(8) Any health care facility designated as a Type A or Type B rural hospital by the Oregon Office of Rural Health, may elect to meet the cancer reporting requirements by conducting their own identification of cases of reportable cancer and reportable non-malignant conditions and mailing a copy of the relevant portions of the medical record for each case to the central cancer registry. The central cancer registry staff will abstract and report such cases and bill the hospital for this service at its cost. Type A or Type B rural hospitals which authorize the central cancer registry to abstract and report cases have fulfilled their abstracting and reporting requirements under these rules.
(9) Upon application to OSCaR by a health care facility, OSCaR may grant to the facility an extension of time, not to exceed one year, in which to meet the reporting requirements. Such requests must be in writing and directed to the state central cancer registry manager, with a copy to the State Health Officer at the Division. On request, the central cancer registry staff shall provide technical assistance to facilities to meet the reporting requirements.
(10)
(a) If cancer reports from a health care facility do not meet reporting requirements, OSCaR shall inform the facility in writing of the disparity between the facility's reports and the reporting standards. OSCaR will then consult with the facility regarding its options for meeting the reporting standards, as defined in OAR 333-010-0020(1) through (4). Options shall include, but are not limited to:
(A) Further consultation and training;
(B) Referral to contractors for reporting services;
(C) Provision, at cost, of reporting services by OSCaR. By selecting this option, health care facilities will fulfill all reporting requirements as defined in OAR 333-010-0090.
(b) If, after a minimum of 30 days from the receipt of the written notification, the facility cannot meet the reporting requirements, OSCaR may activate its reporting service for the facility. When activated, OSCaR may enter the facility, obtain the information and report it in conformance with the appropriate format and standards. In these instances, the facility shall reimburse OSCaR or its authorized representative for the cost of obtaining and reporting the information.

Notes

Or. Admin. R. 333-010-0020
HD 2-1996, f. & cert. ef. 2-29-96; OHD 7-1998, f. 7-14-98, cert. ef. 8-1-98; PH 13-2011, f. 12-28-11, cert. ef. 1-1-12; PH 20-2017, amend filed 12/21/2017, effective 1/1/2018

Statutory/Other Authority: ORS 432.510, 432.520 & 432.570

Statutes/Other Implemented: ORS 432.510 & 432.520

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