Web Plus File Uploaders Manual - Missouri Cancer Registry and
Contents
1. Previous Uploads Abstract bundles previously uploaded from your facility are listed below Click on View Edit Report link to view the report on a bundle You can also view selected fields of the abstracts in a bundle by clicking on View Abstracts link View Uploaded Abstracts 12 30 2006 Ree akan Submission 0011_20061113 b FO000365 bun A ram shea 1 forthe ath PM hadi lt gt Internet 100 15 Web Plus User s Manual Uploading Files Important Information about Status Error Correction and File Resubmission IF the bundle had errors that EXCEEDED the error threshold set for your facility the bundle will be marked as Status Rejected Go to your facility registry software system e g MRS Oncolog correct the errors and RESUBMIT the file to Web Plus by uploading the file again It will run through edit checks again and you will see it as a new bundle submitted with a new Status and new error numbers Please do not attempt to re submit previously submitted bundles without corrections as Web Plus will not allow this function OR IF the bundle had no errors or errors that did NOT EXCEED the error threshold set for your facility the bundle will be marked as either Status No Errors or Status Acceptable Errors You may View Abstracts or View Edit Report with the edit errors You may call the MCR and have your error threshold changed for example you may want 0 er2. hiscellaneor Multiple Prirr My Data Sor gt My eBooks New Folder My Documents Newer Web z Newsletter je ig O Other stuff My Computer PDFs Personal Desktop acini File name l Places Files of type alist O M A A Local intranet 10 Web Plus User s Manual Uploading Files Step 6 Locate the file you extracted from your facility registry software system and renamed see Additional Uploading Instructions for naming convention Left click on the file then click Open This will bring you back to the Upload Abstract Bundle window as shown in the following illustration The selected file name will appear in the text box to the right of Select a file to upload Please use the Comment box to send us the facility name For comments on the file itself please use the comments section of the transmittal form Toh pI Web Plus New Upload Previous Uploads Change Password Eg Out Upload Abstract Bundle select an abstract bundle to send to your state s Central Cancer Registry The abstracts in the bundle must be in the NAACCR version 11 0 layout NAACCR File Nor eNAACCR File Select a file to upload C Temp VER11 00511_ 20061113 txt Browse Comment C Important Please keep in mind that Web Plus will only accept files in current NAACCR record format The current versions used by MCR are NAACCR record layout versions 11 0 or 11 1 Step 7 Click Upload Step 7a If the We
3. requirements At least one lower case alphabetic character At least one upper case alphabetic character At least one numerical character A very strong password would include a mixture of the required components The following is an example of a strong password oL4ygR8unD this password as the upper case lower case and numerical required characters There are some passwords that can be created using all of the required characters BUT should be avoided because of simplicity Passwords that are used on other systems can be used as long as they are not communal to users A communal password would be one all users have access or permissions to use Another password recommendation is to use non personal passwords While these are easy to remember they are also easy to decipher Avoid using names of family members friends hobbies etc 19 Web Plus User s Manual Uploading Files Support and Assistance Web Plus is housed at MCR For technical support and assistance please contact the following number Missouri Cancer Registry 1 866 240 8809 The support line is available Monday through Friday from 8 am to 5 pm Questions and inquiries may also be addressed to Missouri Cancer Registry PO Box 718 Columbia MO 65205 Phone 1 866 240 8809 Fax 573 884 9655 Web Plus Coordinator Sharon El Shoubasi elshoubasis health missouri edu Technical Questions Alena Headd headda health missouri edu Additional information is availabl
4. by the Centers for Disease Control and Prevention to meet compliance with the Health Insurance Portability and Accountability Act HIPAA regulations by incorporating such features as audit logging user authentication and automatic session time out Compliance features for Web Plus include Virus Protection MCR servers are up to date with the latest anti virus software definitions to prevent an attack Access to the Web Plus Database To gain access to Web Plus an individual must be a user designated by the user s facility and must complete the MCR User Contact form Once the MCR receives the completed form the MCR will create the user ID and password and users will be notified by email Any user with an inactive account for at least 6 months may be deleted from the system Logon ID and Password Protection The MCR assigns only one user ID and password to each facility This policy ensures that each facility s actions can be correctly logged Passwords Web Plus recommends that passwords be at least 8 characters long and should be a combination of upper and lowercase letters and at least one number For security reasons the MCR recommends that Web Plus passwords be changed every quarter If a user forgets his her password call the MCR Web Plus Coordinator to obtain a new password Passwords should be changed on the first subsequent use of Web Plus See password criteria listed on page 19 Password Protected Screensavers The computer that
5. you wal bo wiew Le reporl mow 10 abstracts te process Now processing he eee Ree Daa ae Baek 10 Records run through edits Edit report should be available shortly Edits Reportis available in the adjoming window Done Fal p Internet F 100 12 Web Plus User s Manual Uploading Files The Edits Report should look like the following screen shot using TEST data EDIT Report 1 Report From Bundle CtempiveER 005171 20061113 tet Internal File Name FOUUUSHS bun Bundle Received From Hospital 00511 Total Abstracts inthe Bundle 10 Edit Set Name MCR 2000 AmbiPhy Total Errors in the Bundle 1 Total Abstracts with Errors inthe Bundle 10 Date Report Created 12 30 2006 Abstract Record Number 1 Total Errors 0 Patient s Name DEERE JOHNNY Social Security 123456789 Errors Abstract Record Number 2 Total Errors 0 Patient s Name FAKE LINDA Social Security 987654371 Errors Abstract Record Number 3 Total Errors 0 Patient s Name TEST SAMUEL Social Security 111223333 Errors Abstract Record Number 4 Total Errors 0 Patient s Name SHUKLA DOE Social Security 7992779999 Errors 1 Edit Failure 1 Message RA Summ Surg Prim Site and Reason for Mo Surgery conflict Edit Surgery Reason Mo Surg COC Fieldisi Rs Summ Surg Frim Site Reason for Mo Surgery Valuetsi 00 0 Abstract Record Number 5 Total Errors 0 Patient s Name KUMAGE JAKELL Social Security 12
6. 3456789 w a Done p Internet H 100 Turning off the Pop up Blocker Important Features such as Special Lookups EDITS reports etc utilize pop up windows In order for Web Plus to function properly the Pop up Blocker should be turned off or Web Plus should be added to the list of Allowed Sites For further instructions please phone our toll free number 1 866 240 8809 13 Web Plus User s Manual Uploading Files Step 7d If your file was not successfully uploaded you will receive a message alerting you that the file was not uploaded There are two ways in which Web Plus will inform users that files have not been successfully uploaded 1 If the upload fails due to edits users will receive an email message alerting them that the file was not uploaded as well as an edit report After corrections have been made users may re send the file 2 If the upload fails due to technical issues the user will receive a message on the upload screen alerting them that the file was not uploaded The message displayed on the screen will explain the error s If this occurs please contact the Web Plus administrator for more information providing the error message received Step 7e Verify that the file you are uploading is in current and proper NAACCR format and repeat Steps 4 through 7b Important Please keep in mind that Web Plus will only accept files in current NAACCR record format The current v
7. 444 17 L Web Plus User s Manual Uploading Files Changing Your Password To change your existing password Step 1 From the top navigation bar of Web Plus click on the Change Password menu Missouri State Cancer Registry Web Plus 385 240 5609 New Abstract Find Open Abstract Release Abstracts Reports Change Passwore Log out Change Password Old Password New password Retype New Password Change Step 2 Type your old password in the text box to the right of Old Password Next type your new password in the text box to the right of New Password Repeat and type your new password in the text box to the right of Retype New Password Missouri State Cancer Registry AT shari El Shoubazi Web Plus 1 566 240 8809 Mew Abstract FinwOpen Abstract Release Abstracts Reports Change Passware Log out Change Password Old Password New password Retype New Password po Change Your password has been successfully changed Step 3 Click on Change You will see a message Your password has been successfully changed 18 Web Plus User s Manual Uploading Files MCR Password Criteria As a user of Web Plus strong passwords are extremely important due to the nature of information being entered and stored As such the following criteria is highly recommended for access to the program RECOMMENDED PASSWORD CRITERIA Passwords should contain between 7 20 characters Within those characters are three 3
8. ACCR version 11 0 layout NAACCR File C Non NAACCR File Select a file to upload Browse Comment Upload Important Web Plus is configured to automatically default to the NAACCR File option If you are uploading a non NAACCR format file i e Transmittal forms etc you must choose the Non NAACCR File option The above action will open the Choose File window as shown below E upload Microsoft Internet Explorer File Edit view Favorites Tools Help Qm O A aes lim OO 5 a Jord Address a https merwplusO1 umh edu webplus upload aspx Go Links Google G rfc Bookmarks Eh 485 blocked YF Check Autolink YH Autoril ab Sendtow A Settings y yr 2 COCO z Search web 7 B Mal v myYahoo Basketball ek Games Music EJ answers Personals M sign in Any State Cancer Registry Web Plus email YyebPlusHelp state gov 999 999 9999 Home New Upload Upload Abstract Bundle Select an abstract bundle to send to your state s Central Cancer Registry The abstracts in the bundle must be in the NAACCR version 11 0 layout ap NAACCR File C Non NAACCR File Select a file to upload Browse Comment Pe Upload roosen ll Look in E My Documents e c E Fe O AdobeStockPhotos Letters gt Annual report Links My Recent QBasic Registry Training Magnets Documents Brochures Manuals O Calendar OMER WebPh s
9. Web Plus Users Manual Uploading Files August 2007 BIA nio National Program of Cancer Registries 1 i Missouri Cancer Registry i bab Table of Contents Introduction to Web Plus Web Plus for File Uploaders Error Level Threshold Logging in Uploading a file Upload History 1 To view previous uploads Important Information about Status Error Correction and File Resubmission 2 To view abstracts submitted in a bundle 3 To view edit report Changing Your Password MCR Password Criteria Support and Assistance References 15 15 16 16 17 18 19 20 21 Web Plus User s Manual Uploading Files Introduction to Web Plus Web Plus Registry Software Web Plus Version 2 00 software is for secure cancer reporting over the World Wide Web It is part of the Registry Plus Suite of publicly available software programs Ref Atlanta GA U S Department of Health and Human Services Centers for Disease Control and Prevention National Center for Chronic Disease Prevention and Health Promotion Available at htto Avww cdc gov cancer npcr Web Plus can be used for uploading files from facilities or to directly enter case data Web Plus used for direct entry is most suited for physicians offices and other low volume reporting sources that do not have facility oased cancer registries Advantages to using Web Plus include e Records are saved in database servers located on site at the Missouri Can
10. b Plus has been set to run EDITS at the time of uploading which is the default setup all the time then every record being uploaded passes through the edits check In the following screen each number represents the record number in the file being uploaded Numbers in Green represent error free records and numbers in Red represent those records that didn t pass MCR defined edits Step 7b The Edit Report pops up in a separate window on your screen You should go through the report to see the specific edit errors 11 Web Plus User s Manual Uploading Files IMPORTANT Step 7c IF the bundle had errors that EXCEEDED the error threshold set for your facility the bundle will be marked as Rejected Go to your facility registry software system such as MRS Oncolog etc correct the errors and RESUBMIT the file to Web Plus See Page 16 for Important Information about Status Error Correction and File Resubmission OR IF the bundle had NO errors or errors that did NOT EXCEED the error threshold set for your facility the MCR Web Plus ACCEPTED the bundle Web Plus Mew Upload Previous Uploads Change Password File was successfully uploaded and has been subtrutted for edits processing Depending on the current load on the server it may take a while to tormplete the edits report You can ether wait tor the report to come up or exit Web Flus at this point You will be noted by an email when the repot becomes available Please wil
11. cer Registry e Cases entered by one facility or office are not visible to other facilities e Data entered are validated by the EDITS Engine running on a Web server e Users display types and edit configurations are managed by MCR e Web Plus is hosted on a secure Web server that has a digital certificate installed the communication between the client and the server is encrypted with Secure Socket Layer SSL technology so that data are protected during transmission to servers at the MCR contractor The receiving servers are isolated from the Internet by a firewall Access to these servers is limited to authorized personnel and is strictly controlled e For additional information see htip www cdc gov cancer npcr tools registryplus wp htm Requirements for Web Access to the MCR Web Plus Web Plus requires Microsoft Internet Explorer version 5 0 or later or a Mozilla browser Such as Firefox to operate the system fully Although Web Plus works at 800 X 600 resolution it can be best viewed at 1024 X 768 or higher resolution It is highly recommended that you change your resolution to 1024 X 768 or higher when using the Web Plus application Screen resolution is set on each individual monitor therefore MCR has no control over screen resolution If you see a message regarding screen resolution you may want to contact your facility s IT department for further information To become a user on our confidential Web Plus computerized cancer registry sys
12. der Microsoft Internet Explorer File Edit view Favorites Tools Help E 6 r x B 4 p Search 5 g Favores a r p w v E l ral Address https merwplustt umbedu webplus HomeFilepLoader asp Google G0 Ve S E 7 Bookmarks 485 blocked w check 4 Autalink TE Autor op Send tow g Y 7 p e Search Web i g Ae EE ay De Mail Sp My Yahoo gp Basketball ds Games 7 5 Music 7 C answers 7 P Personal A Sign In i j HomeFileUploader sh Add Tab Any State Cancer Registry email VwebPlusHelomstate acy W al Plus 999 999 5995 Choose one of the above options to proceed Web Plus User s Manual Uploading Files Step 5 From the Upload Abstract Bundle window click Browse e upload Microsoft Internet Explorer E iol x File Edit Yiew Favorites Tools Help ar Q ak D Me x B FN JO Search 5 Favorites O B w z E o Address a https merwplusO1 umh edu webplus upload aspx Go Links Google G7 job Bookmarks E485 blocked YF Check 4 Autolink Hj AutoFill ap Sendtos A Settings yi z 2 Search web B Mail my Yahoo Basketball k Games Music EJ answers Personals Te sionin wld Any State Cancer Registry Web Plus email WebPlusHelp state gov 999 999 9999 Home New Upload Previous Uploads Upload Abstract Bundle Select an abstract bundle to send to your state s Central Cancer Registry The abstracts in the bundle must be in the NA
13. e on our website http www mcr umh edu References Web Plus hittp Awww cdc gov cancer npcr tools registryplus wp htm Registry Plus http www cdc gov cancer npcr tools registryplus Maryland Cancer Registry www fha state md us cancer registry 20 Web Plus User s Manual Uploading Files The services and facilities of the Missouri Department of Health and Senior Services DHSS are operated on a non discriminatory basis This policy prohibits discrimination on the basis of race color sex or national origin and applies to the provisions of employment and granting of advantages privileges and accommodations The Department in compliance with the Americans with Disabilities Act ensures that qualified individuals with disabilities are given an opportunity to participate in and benefit from DHMH services programs benefits and employment opportunities Missouri Cancer Registry PO Box 718 Columbia MO 65205 1 866 240 8809 973 884 9655 fax http mcr umh edu 21
14. ersions used by MCR are NAACCR record layout versions 11 0 or 11 1 however if you are uploading a non NAACCR format file i e Transmittal forms etc please remember to choose the Non NAACCR File option as Web Plus is configured to automatically default to the NAACCR File option Step 8 Click Log out on the top navigation bar to exit Web Plus 14 Web Plus User s Manual Uploading Files Upload History The Previous Uploads menu in Web Plus allows you to see a history of all bundles submitted to the MCR using Web Plus Within this menu you are able to view the following e The original file name along with the location the file resided on your computer s The internal file name that Web Plus has assigned to the file This is the bundle name to be included on the transmittal form F bun NAACCR Version The date and time the file was uploaded The Status of the file whether the bundle was uploaded but Edits not run Bundle Uploaded or was run through the Missouri EDITS program and either had No Errors Acceptable Errors or was Rejected Total number of abstracts submitted in the bundle o Number of abstracts with errors Total number of errors combined Comment Action View the abstracts or View Edit report Refer to the Edit Errors Correction section of this manual 1 To view previous uploads From the top navigation bar of Web Plus click on the Previous Uploads button Web Plus
15. ies an overview of using Web Plus to upload files for reporting cancer and central nervous system tumors to the Missouri Cancer Registry MCR This manual is designed for facilities that have been set up in Web Plus as a File Upload facility Please contact MCR if you do not have a user account for Web Plus or if you need additional information See Page 20 Error Level Threshold MCR will set acceptable error thresholds at 10 that is the MCR will reject bundles that have over 10 errors The MCR can re set your facility error threshold LOWER than 10 so that bundles with fewer errors will be rejected Contact the Web Plus Coordinator see page 20 to discuss threshold options Important Please keep in mind that Web Plus will only accept files in current NAACCR record format The current versions used by MCR are NAACCR record layout versions 11 0 or 11 1 Logging in Step 1 Open an Internet Browser then type https webplus umh edu webplus in the Address Bar Step 2 A Security Alert window will appear This is to alert you that the Web site you are about to enter is secure and cannot be viewed by others SSL Click Yes to proceed Security Alert Information you eschange with this site cannot be viewed or changed by others However there is a problem with the site s security certificate ak The security certificate was issued by a company you have not chosen to trust View the certificate to determine whether pou want to trust
16. m the computer Check with your facility policies regarding saving and deleting confidential files Use of Laptops and Other Portable Storage Devices Because of security concerns laptop computers and portable storage devices used for accessing Web Plus and or for storing data should be handled with extreme care and precautions The MCR recommends that confidential data not be stored on laptops external or removable hard drives or miniature storage devices such as USB drives flash or thumb drives or memory cards When an Employee Leaves the Job When a Web Plus user leaves his her job or when the user is no longer assigned to upload files using Web Plus the MCR needs to terminate the user s Web Plus account The user or the supervisor must contact the MCR immediately to notify the MCR to remove the person as a user of Web Plus User Activity Auditing Web Plus has an internal auditing system that keeps a detailed log of the user activity such as uploads viewing along with a list of all successful and failed system login attempts Audit entries include e User name e Date and time of modification e P address of the originator e Affected page e Description of the action taken by the user The MCR database manager can run reports to view logged activity and to view any edit reports Web Plus User s Manual Uploading Files Web Plus for File Uploaders This users manual is intended to give Missouri reporting facilit
17. rors instead of the default of accepting files with 10 errors so that future bundles will be rejected if they have more than that percentage of errors 2 To view abstracts submitted in a bundle From the Previous Uploads window click on the View Abstracts hyperlink to the right of the file bundle you wish to view This will bring up the View Abstracts in Bundle window In this window you are able to view Total abstracts Abstracts with errors Total errors in bundle Patient s last name Patient s first name Patient s birth date Medical record number Hospital ID Primary site 16 Web Plus User s Manual Uploading Files 3 To view edit report From the Previous Uploads window click on the View Edit Report hyperlink to the right of the file bundle you wish to view This will bring up the Edit Report window see page 13 In this window you are able to view the total abstracts reporting facility ID date edit report was created and detailed errors for each patient if any errors exist If there are errors on the report you may print this report and correct the data accordingly in your facility registry software system and if the bundle was Rejected you may resubmit the bundle with 0 errors by following the steps in the Uploading a File section Web Plus View Abstracts in Bundle Abstract Bundle 00511 20061115 tet Bundle ID FUOU0S 65 tun Total Abstracts 10 Abstracts with errors l Total errors in bundle l C
18. tem you will need to e understand the tumor reporting requirements of the state of Missouri e give us information about you and your facility and e complete and return an MCR User Contact Form for Web Plus These documents will get you started e FAQs for Web Plus that answers common questions about reporting to the MCR and gives the Missouri law and regulations e the MCR User Contact form users must complete to begin using Web Plus and e this Web Plus File Uploaders Manual for those users who upload files from their facility Web Plus User s Manual Uploading Files Use of Web Plus for Reporting to the MCR Data Security Confidentiality and Protection against Loss Web Plus employs standard Web security features such as Secure Socket Layer SSL encryption as indicated by the padlock icon on your web browser to ensure that all patient information sent across the Internet remains private SSL prevents eavesdroppers intercepting the data in transit on the Internet this is the same technology that is used by Internet merchants such as Amazon or EBay to protect credit card data Access to the Web Plus system is controlled by a password so that only authorized individuals are able to connect and enter or upload cases The central registry databases are protected from Internet access by a firewall and local access is Strictly limited to authorized users by a password authentication system The application was designed and developed
19. the certifying authority The secunty certificate date js walid The security certificate has a valid name matching the name of the page you are trying bo wiew Do you want to proceed 7 View Certificate Web Plus User s Manual Uploading Files Step 3 This will bring you to the Web Plus Log in page Type in your MCR assigned User ID in the text box to the right of User ID and your Password to the right of Password Click Log in This brings you to the Welcome page Click on File Upload and that takes you to the Home Page of Web Plus 4 Web Plus Microsoft Internet Explorer File Edit View Favorites Tools Help Q sax x x al OR J Search 5 Favorites O 2 w rel Address https webplus umh edu webplus Google Gx fo Y E v Gy Bookmarks E485 blocked P check v Autolink YH AutoFil ap Sendtow A Y oe p H Search web 2 Ge e Mal my Yahoo A Basketball 7 bs Games Music v EJ answers W Personals i Sign in b Web Plus Add Tab REGISTRY PLUS Wile National Program of Cance sto i Tech a area Welcome to Web Plus Application for Secure Cancer Reporting Over the WW Missouri State Cancer Registry Please log in User ID Password Web Plus Y1 0 7 Web Plus User s Manual Uploading Files Uploading a file Step 4 This screen is the Home Page of Web Plus Click New Upload menu on the top navigation bar to upload your file c HomefileUploa
20. you use to access Web Plus should have a screensaver that will blank the display and lock the system after a period of inactivity The screensaver should be set to activate if a keyboard key or mouse is not touched after 5 minutes This prevents a situation where a user steps away from his her desk and inadvertently leaves confidential information visible on the screen Automatic Session Time out Web Plus will automatically time out and terminate the session if a keyboard key or mouse is not touched for 30 minutes This prevents unauthorized use of Web Plus in situations where a user steps away from his her desk and inadvertently leaves the Internet browser logged into the system Turning off the Pop up Blocker Important Features such as Special Lookups EDITS reports etc utilize pop up windows In order for Web Plus to function properly the Pop up Blocker should be turned off or Web Plus should be added to the list of Allowed Sites For further instructions please phone our toll free number 1 866 240 8809 5 Web Plus User s Manual Uploading Files Printing Reports Within Web Plus you may generate printed copies of bundled submissions and line lists of patients uploaded to the MCR These Reports may be printed will contain confidential information and should be handled according to your facility s confidentiality policy Deleting Files Be aware that deleting files on your computer may not completely remove the information fro
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