W. Va. Code R. § 64-68-4 - Reporting

4.1. All reporting sources shall provide the West Virginia Cancer Registry with the following patient-related information on all reportable cancer cases to the extent that the information would be routinely available at a particular type of reporting source:

4.1.a. The last name, first name, and middle initial;

4.1.b. Social security number;

4.1.c. Sex;

4.1.d. Birth date;

4.1.e. Maiden name;

4.1.f. Race/ethnicity;

4.1.g. Physical address at the time of diagnosis, including street, city, county and zip code, state and country or the mailing address at the time of diagnosis if physical address is unavailable;

4.1.h. Date of diagnosis;

4.1.i. A description of the cancer, including site, type, and any other information needed to describe the case clearly;

4.1.j. Stage of disease at diagnosis using:

4.1.j.1. Surveillance, Epidemiology, and End Results (SEER) system;

4.1.j.2. American Joint Committee on Cancer (AJCC) system if maintained by the reporting source; and

4.1.j.3. Collaborative Stage Data Collection System.

4.1.k. The treatment of the cancer and the patient's medical status;

4.1.l. Date of death, if the patient has died;

4.1.m. Cause of death;

4.1.n. Usual occupation;

4.1.o. Usual industry of employment;

4.1.p. Name of patient's health insurance provider;

4.1.q. Marital status;

4.1.r. Other information relevant for the identification of hazards to the public, i.e., the presence of factors placing the patient at risk for development of cancer. Risk factor information includes, but is not limited to: tobacco use, familial history of cancer and alcohol use; and

4.1.s. Other data elements required by the Centers for Disease Control and Prevention (CDC) National Program of Cancer Registries (NPCR).

4.2. Each cancer case report shall also include:

4.2.a. The name of the reporting source;

4.2.b. The name of the diagnosing physician and treating physician; and

4.2.c. Sufficient narrative to determine the accuracy of coding and information.

4.3. Features of Health care facility reporting.

4.3.a. Any health care facility diagnosing or treating cancer patients within the state of West Virginia shall submit the required information on all reportable cases of cancer served by that facility to the West Virginia Cancer Registry within six months of diagnosis.

4.3.b. Reports shall be submitted monthly via electronic information transfer or paper copy of case abstracts, in a manner or on forms acceptable to the West Virginia Cancer Registry.

4.3.c. If the health care facility fails to report in a format prescribed by the commissioner, authorized West Virginia Cancer Registry personnel may enter the health care facility, access the information and report it in the appropriate format. In these cases the bureau for public health shall assess the health care facility a service fee for accessing and reporting the information. In accordance with WV Code § 16-1-11(a) and this rule, the fee collected shall be deposited into the health services fund. The fee shall be based upon the fair market value of the services. The health care facility shall pay the bureau within sixty days of assessment of the fee.

4.4. Health care facilities shall provide authorized West Virginia Cancer Registry personnel access to all medical records which would identify cases of cancer or establish characteristics of cancer to collect the required information on reportable cases of cancer for the purposes of assuring the accuracy and completeness of reported data. Registry staff shall schedule access at reasonable times convenient to the health care facility and registry staff. The West Virginia Cancer Registry staff shall notify the health care facility a minimum of thirty days in advance of its need to access medical records to allow for the health care facility to prepare records for review.

4.5. The West Virginia Cancer Registry shall collect standardized data usable for research purposes.

Notes

W. Va. Code R. § 64-68-4