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User Guide to Death Clearance Feedback Reports

1. Shaded areas identify those fields that are blank for records where there was no match nor link Source CCR P CCR patient record in its re death clearance state CCR T CCR tumour record with the latest Date of Diagnosis CMDB CMDB records which were either matched or linked to the CCR patient record by specified relevant fields DC Death Clearance generated information fields this cycle Statistics Canada Cat No 82 225 XIE 24 Canadian Cancer Registry Manual User guide to death clearance feedback reports Appendix C Death confirmed patient record file record layout Field Size Position Source Description 1 2 1 2 CCR P Reporting Province Territory 2 12 3 14 CCR P Patient Identification Number 3 9 15 23 CCR P CCR Identification Number 4 1 24 DC Patient Record Type 2 Update Record 5 1 25 CCR P Type of Current Surname 6 25 26 50 CCR P Current Surname 7 15 51 65 CCR P First Given Name 8 15 66 80 CCR P Second Given Name 9 7 81 87 CCR P Third Given Name 10 1 88 CCR P Sex 11 8 89 96 CCR P Date of Birth 12 3 97 99 CCR P Province Territory Country of Birth 13 25 100 124 CCR P Birth Maiden Surname 14 8 125 132 CCR P CMDB Date of Death 15 3 133 135 CCR P CMDB Province Territory Country of Death 16 6 136 141 CCR P CMDB Death Registration Number 17 4 14
2. Nombre total d enregistrements de refus trait s Statistics Canada Cat No 82 225 XIE 31 Canadian Cancer Registry Manual User guide to death clearance feedback reports Appendix J Feedback report No DF5 CURRENT DATE CANADIAN CANCER REGISTRY REGISTRE CANADIEN DU CANCER PROVINCE XXXXXXXXXX PROVINCE XXXXXXXXXX o YYYY YYYY DEATH CLEARANCE CYCLE AAAA AAAA CYCLE DE CONFIRMATION DES D C S FEEDBACK REPORT NO DF5 RAPPORT DE RETROACTION N DFS LIST OF PATIENT RECORDS NO LONGER DEATH CONFIRMED FOLLOWING PTCR REVIEW LISTE DES ENREGISTREMENTS PATIENT DON T LE DECES N EST PLUS CONFIRME SUITE A LA REVISION PAR LE RPTC LEGEND FOR MESSAGE CODE LEGENDE POUR LES CODES DE MESSAGE No Match to the CCR patient record deleted or Pas d appariement au RCC enregistrement patient supprim ou ownership assumed by another registry since Death devenu la propri t d un autre RPTC depuis que les r sultats de la Clearance Results were sent to PTCR for review confirmation des d c s ont t envoy s au RPTC pour r vision Death no longer confirmed PTCR changed Year Confirmation du d c s r voqu e le RPTC a chang l ann e de of Death Death Registration Number and or d c s le num ro d enregistrement de d c s et ou la province pays du Province Country of Death since Death Clearance d c s depuis que les r sultats de la confirmation des d c s ont t Results were sent to PTCR for review envoy
3. Appendix JN 20 PRD PPO e TEE 21 Appendix A E E 22 Appendix B Death clearance population file record layout 24 Appendix C Death confirmed patient record file record layout 25 Appendix D Feedback report DF1 ss 26 Appendix E Feedback report DF2 A nn nnneerenr nnne nenene 27 Appendix F Feedback report DEZB is 28 Appendix G Feedback report DF2 C is 29 Appendix H Feedback report DEZ 30 Appendix Feedback report DEA 31 Appendix J Feedback report DER 32 Statistics Canada Catalogue no 82 225 XIE 3 Canadian Cancer Registry Manuals User guide to death clearance feedback reports 1 0 Introduction The Canadian Cancer Registry CCR system is divided in three subsystems e Core Edit e Internal Record Linkage Death Clearance Feedback reports were developed for each of these three subsystems to facilitate the exchange of information and decisions between the CCR and the Provincial Territorial Cancer Registries PTCRs This document is a guide for users of the Death Clearance Feedback Reports Similar documents exist for the Core Edit and Internal Record Linkage Feedback Reports 1 1 Death clearance system overview The following steps constitute the Death Clearance System 1 Pre Processing 2 Direct Match selected variables on the CCR are matched to the Canadian Mortality Data Base CMDB 3 Record Linkage unmatche
4. The DCPOP field Death Clearance Result can be tabulated to generate the same counts 1 CCR patient records without confirmation of death 1 Patients still alive at Death Clearance Cutoff Date The patients who are still alive are those who had at least one tumour diagnosed after the Death Clearance Cutoff Date These records are not shown on any other reports From the DCPOP select records with Death Clearance Result 1 2 Number of unmatched unlinked CCR records Patient records that neither matched nor linked to a CMDB record These records are not shown on any other reports From the DCPOP select records with Death Clearance Result 2 3 Number of linked CCR records that failed Correlation Edit No 07 and or No 29 Correlation errors occur when the CMDB Date of Death conflicts with the CCR patient record s Date of Birth and or the Date of Diagnosis of its latest tumour In other words there cannot be data showing that the patient died prior to being born Correlation Edit No 07 or that Date of Death does not precede Date of Diagnosis or Date of Diagnosis does not precede Date of Death for DCOs Correlation Edit No 30 These conditions prevent the posting of the CMDB Date of Death onto the CCR patient record This situation can only occur with linked records since CCR and CMDB matched records will always have an identical Date of Death Records failing these edits are displayed on Fee
5. 34 for CMDB records Birth Name reference CCR Input Data Dictionary item P13 first 15 characters only DCPOP field 12 for CCR records DCPOP field 35 for CMDB records Date of Death reference CCR Input Data Dictionary item P14 DCPOP field 13 for CCR records DCPOP field 26 for CMDB records Province Territory Country of Death reference CCR Input Data Dictionary item P15 DCPOP field 14 for CCR records DCPOP field 27 for CMDB records Death Registration Number reference CCR Input Data Dictionary item P16 DCPOP field 15 for CCR records DCPOP field 28 for CMDB records Underlying Cause of Death reference CCR Input Data Dictionary item P17 DCPOP field 16 for CCR records DCPOP field 29 for CMDB records There are only two possible error messages if the Date of Diagnosis of the CCR latest tumour record is more than 3 months after the CMDB Date of Death then the error message labelled COR 29 is printed and Statistics Canada Catalogue no 82 225 XIE 17 Canadian Cancer Registry Manuals User guide to death clearance feedback reports e if the Date of Birth of the CCR patient record is after the CMDB Date of Death then the error message labelled COR 7 is printed From the DCPOP print COR 29 message if Correlation Error field 36 2 print COR 7 message if Correlation Error field 36 1 and print both messages if Correlation Error field 36 3 3 0 Death
6. Death and Death Registration Number from the CCR and CMDB records are always identical Statistics Canada Catalogue no 82 225 XIE 12 Canadian Cancer Registry Manuals User guide to death clearance feedback reports 2 2 3 2 Feedback report DF2 B Appendix F Title List of patient records death confirmed by probabilistic linkage without data overlay warning This report is generated when the number of death confirmations resulting from a probabilistic record linkage without data overlay warning see section 2 2 2 is relatively small and consequently the responsible PTCR may wish to update its own patient records by referring only to this paper report When a linked CCR patient record does not contain any reported death data that is Date of Death Province Territory Country of Death Death Registration Number and Underlying Cause of Death are all coded to indicate that the patient is not known to have died then these fields are updated with the corresponding CMDB information while Autopsy is set to code 9 unknown From the DCPOP select records with Death Clearance Result 4 The report lists in Provincial Territorial Identification Number PIN sequence extracts of the CCR patient records that were death confirmed In addition to the usual identifiers Province Territory PIN and CCR ID the following fields are also displayed Surname reference CCR Input Data Dictionary item P6 fir
7. User guide to death clearance feedback reports reference CCR Input Data Dictionary item P13 first 15 characters only DCPOP field 12 for CCR records before D C DCPOP field 35 for CMDB records DCPOP field 12 for CCR records after D C Date of Birth reference CCR Input Data Dictionary item P11 DCPOP field 10 for CCR records before D C DCPOP field 31 for CMDB records DCPOP field 10 for CCR records after D C Sex reference CCR Input Data Dictionary item P10 DCPOP field 9 for CCR records before D C DCPOP field 30 for CMDB records DCPOP field 9 for CCR records after D C Date of Death reference CCR Input Data Dictionary item P14 DCPOP field 13 for CCR records before D C DCPOP field 26 for CMDB records DCPOP field 26 for CCR records after D C Province Territory Country of Death reference CCR Input Data Dictionary item P15 DCPOP field 14 for CCR records before D C DCPOP field 27 for CMDB records DCPOP field 27 for CCR records after D C Death Registration Number reference CCR Input Data Dictionary item P16 DCPOP field 15 for CCR records before D C DCPOP field 28 for CMDB records DCPOP field 28 for CCR records after D C Underlying Cause of Death reference CCR Input Data Dictionary item P17 DCPOP field 16 for CCR records before D C DCPOP field 29 for CMDB records DCPOP field 16 for CCR records after D C The only PTCR reported data
8. and or Death Registration Number prior to entering the Death Clearance process However records with data overlay warnings are those that did not find a match on the CMDB either because the reported information is incomplete or incorrect or because there was a conflict with any one of the following fields Sex Month and Year of Birth and Month and Day of Death As described above the Date of Death Province of Death and Death Registration Number are copied from the linked CMDB record onto the CCR patient record to tie these two records together If there are data already reported in any of these three fields on the patient record they will be overwritten with the information from the CMDB record thereby changing the PTCR reported data on the patient record Data overlay warnings indicate that the PTCR reported Date of Death Province of Death and Death Registration Number may have been changed These records are displayed on Feedback Report DF2 C Statistics Canada Catalogue no 82 225 XIE 10 Canadian Cancer Registry Manuals User guide to death clearance feedback reports From the DCPOP select records with Death Clearance Result 5 7 No Data Overlay Warning When a linked CCR patient record does not contain reported death data that is Date of Death Province Country of Death Death Registration Number and Underlying Cause of Death are all coded to indicate that the patient is not known to have died
9. file is the vehicle by which any refusals of CCR death confirmation decisions are transmitted back to Statistics Canada for implementation If a PTCR disagrees with the death confirmation decisions a copy of these patient records should be extracted from this file and returned to the CCR in an electronic format The CCR processes these refusals by restoring the CCR database patient records to their pre death clearance Statistics Canada Catalogue no 82 225 XIE 1 Canadian Cancer Registry Manuals User guide to death clearance feedback reports state Furthermore when the Method of Death Clearance is by linkage the CCR prevents any future linkage between these pairs of CCR patient and CMDB records 2 2 Output reports All output reports are bilingual The reports Nos DEI and DF2 C when applicable are always printed on paper and not available in electronic format The others Nos DF2 A DF2 B and DF3 are produced in electronic format and printed only when the number of records involved is relatively small or by special request Throughout the description of each report directions are given on how to extract the same information from the Death Clearance Population File DCPOP These directions appear in shaded boxes 2 2 1 Header area The format of the header for the Death Clearance Feedback Reports is similar to the format of the reports generated by the Core Edit and Internal Record Linkage systems Curre
10. important to note that while the Death Clearance cycle is in progress on the contrary of an Internal Record Linkage cycle the CCR database is not frozen that is normal data submissions are being accepted and processed by the CCR To enable the CCR to restore patient records to their pre death clearance state as in the case of refusals or to identify that some actions took place in the interval through normal submissions a copy of all CCR patient records participating in this Death Clearance cycle is kept until the Refusal Processing phase is completed 1 2 New data items Appendix A A number of new data items were created as part of the Death Clearance system They include Correlation Error Death Clearance Cutoff Date Death Clearance Result Death Clearance Status Date of Death Clearance or De confirmation Method of Death Clearance The definition and coding structure of these fields appear in the attached Glossary see Appendix A 2 0 Death clearance feedback reports Two products are generated and sent to the provinces territories Two computer files 1 the Death Clearance Population File DCPOP 2 the Death Confirmed Patient Record File and Five output reports on paper and or in electronic format 1 Feedback Report No DF1 Summary Report paper only 2 Feedback Report No DF2 A List of Patient Records Death Confirmed by Direct Match 3 Feedback Report No DF2 B List of Patient Records Death Confir
11. of their refusals 3 Death no longer confirmed PTCR rejected CCR decision to confirm these deaths The same patient record will match again to the same CMDB record in the next Death Clearance cycle The patient record on the CCR was successfully de confirmed and restored to its pre death clearance state However because the confirmation of death was achieved through a direct match to the CMDB using the reported Date of Death Province Territory Country of Death and Death Registration Number on the CCR patient record the same match will reoccur during the next Death Clearance cycle unless at least one of these three key fields or one of the five match validating fields i e Sex Day and Month of Death and Month and Year of Birth is later changed by means of a normal update process 4 Death no longer confirmed PTCR rejected CCR decision to confirm these deaths These patient records and CMDB records will never link again to each other The patient record on the CCR was successfully de confirmed and restored to its pre death clearance state In this case the Statistics Canada Catalogue no 82 225 XIE 19 Canadian Cancer Registry Manuals User guide to death clearance feedback reports confirmation of death was the result of a probabilistic linkage and since the responsible PTCR subsequently invalidated this linkage an entry was posted to a cross reference file preventing these two records from ever again linking t
12. pro reg no ucod BCDM CCR AFTER D C xx XXXOUOOOOUOUE XXAXXXXXXX surnamexxx given xxxxxxxxx birthnamex yyyymmdd x yyyymmdd pro regno ucod RCC APRES C D XXXXX XXXXX CCR BEFORE D C xx XXXXXXXXXXXX XXXXXXXXX surnamexxx givenlxxxxxxxxx birthnamex yyyymmdd x yyyymmdd pro regno ucod RCC AVANT C D XXXXX XXXXX From DCPOP Fields 1 2 3 5 6 12 11 9 13 14 15 16 CMDB e sumamexxx givenlxxx birthnamex yyyymmdd x yyyymmdd pro regno ucod BCDM From DCPOP Fields 1 33 34 35 31 30 26 27 28 29 CCR AFTER DC xx XXXEXXXXXXXX XXXXXXXXX surnamexxx givenlxxxxxxxxx birthnamex yyyymmdd x yyyymmdd pm reg no ucod RCC APRES C D XXXXX XXXXX To print this report from the DCPOP 1 Select records with Death Clearance Result 5 2 Sor by PIN 3 Print selected fields as shown above for field 5 and 12 print first 15 characters only Statistics Canada Cat No 82 225 XIE 29 Canadian Cancer Registry Manual User guide to death clearance feedback reports Appendix H Feedback Report No DF3 CURRENT DATE CANADIAN CANCER REGISTRY REGISTRE CANADIEN DU CANCER PROVINCE XXXXXXXXXX PROVINCE XXXXXXXXXX YYYY YYYY DEATH CLEARANCE CYCLE AAAA AAAA CYCLE DE CONFIRMATION DES DECES FEEDBACK REPORT NO DF3 RAPPORT DE RETROACTION N DF3 LIST OF PATIENT RECORDS DEATH NOT CONFIRMED BECAUSE OF A CORRELATION EDITS NO 7 AND OR NO 29 ERROR LISTE D ENREGISTREMENTS PATIENT DECES NON CONFIRME DU A UN REJ
13. s au RPTC pour r vision Death no longer confirmed PTCR rejected CCR Confirmation du d c s r voqu e le RPTC a rejet la d cision du decision to confirm this death This patient record RCC de confirmer ce d c s Il y aura nouveau appariement entre will match again to the same CMDB record in the ce m me enregistrement patient et le m me enregistrement de la next Death Clearance cycle BCDM au prochain cycle de confirmation des d c s Code 4 Death no longer confirmed PTCR rejected CCR Code 4 Confirmation du d c s r voqu e le RPTC a rejet la d cision du decision to confirm this death This patient record RCC de confirmer ce d c s Il n y aura plus jamais de couplage entre will never link again to the same CMDB record cet enregistrement patient et celui de la BCDM REFUSED DEATH DATA DONNEES REFUS ES SUR LE D C S PROV PIN CCR ID SURNAME GIVEN NAME 1 DATE PROVJCTRY REG NO MESSAGE CODE NIP ID RCC NOM PR NOM 1 PROVJPAYS NO ENR CODE DE MESSAGE xx JOUXOOOOOOUOOUE XXXXXXXXX surnamexxxxxxxxx given Ixxxxxxxx yyyymmdd pro reg no 3 xx XXXXXXXXXXXX XXXXXXXXX SUMAMEXXXXXXXXX givenlxxxxxxxx 1 xx XXXXXXXXXXXX XXXXXXXXX surnamexxxxxxxxx given Ixxxxxxxx yyyymmdd pro reg no 4 xx JOOODUOUUOUUE XXXXXXXXX sumameXxxxxxxx givenlxxxxxxxxX een 2 Statistics Canada Cat No 82 225 XIE 32
14. that may be changed on the CCR patient record because of a confirmation of death are Date of Death Province Territory Country of Death and Death Registration Number Statistics Canada Catalogue no 82 225 XIE 15 Canadian Cancer Registry Manuals User guide to death clearance feedback reports 2 2 4 Feedback report DF3 Appendix H Title List of patient records death not confirmed because of a correlation no 07 and or no 29 error This report displays in PIN sequence extracts from CCR patient tumour records and linked CMDB records where confirmations of death were not made because the CMDB Dates of Death generated correlation errors with the CCR Dates of Birth and or Dates of Diagnosis of latest tumours The exact specifications for these correlation edits are described in the CCR Input Data Dictionary Confirmations of death were not made because the CMDB Date of Death occurred before the CCR Date of Birth or more than three months prior to the Date of Diagnosis of the latest CCR tumour record These correlation errors may reveal invalid record linkages in which case no further action is needed On the other hand they may reveal problems with the reporting of either Date of Birth or Date of Diagnosis and consequently require updating both the Provincial Territorial registry files as well as the CCR during a subsequent normal data submission From the DCPOP select records with Death Clearance Result
15. 2 145 CCR P CMDB Underlying Cause of Death 18 1 146 CCR P DC Autopsy Confirming Cause of Death 19 8 147 154 DC Date of Transmission current date 20 1 155 DC Method of Death Clearance this cycle 21 8 156 163 DC Death Clearance Cutoff Date this cycle 1 Ifthe patient was death confirmed as the result of record linkage these fields would be replaced with the CMDB responses Otherwise death information would have been provided by the provincial territorial registries in their normal data submissions to the CCR 2 Ifthe patient was death confirmed as the result of record linkage and Cause of Death was coded as 0000 patient is not known to have died then this field is replaced with the CMDB responses 3 The Autopsy data is the reported information from the CCR patient record except when it was coded as 0 patient is not known to have died in this case code 9 unknown autopsy is inserted by the Death Clearance System Statistics Canada Cat No 82 225 XIE 25 Canadian Cancer Registry Manual User guide to death clearance feedback reports Appendix D Feedback report No DEI CANADIAN CANCER REGISTRY PROVINCE XXXXXXXXXX YYYY YYYY DEATH CLEARANCE CYCLE FEEDBACK REPORT NO DEI SUMMARY REPORT RAPPORT SOMMAIRE CCR PATIENT RECORDS WITHOUT CONFIRMATION OF DEATH ENREGISTREMENTS PATIENT DU RCC SANS CONFIRMATION DU DECES PATIENTS STILL ALIVE AT DEATH CLEARANCE CUTOFF DATE PAT
16. 3 The information shown for each failed linkage is displayed between two horizontal lines of asterisks It can be broken down into three parts e the data items related to the latest tumour associated to the linked patient record aselection of comparable data items from the CCR patient record and the linked CMDB record displayed on two lines and e the appropriate correlation error messages printed below the line of dashes The fields related to the latest tumour associated to the linked CCR patient record are listed below Province Territory of Latest Tumour reference CCR Input Data Dictionary item T1 DCPOP field 22 PIN of Latest Tumour reference CCR Input Data Dictionary item T2 DCPOP field 23 Tumour Reference Number reference CCR Input Data Dictionary item T3 DCPOP field 24 Statistics Canada Catalogue no 82 225 XIE 16 Canadian Cancer Registry Manuals User guide to death clearance feedback reports Date of Diagnosis reference CCR Input Data Dictionary item T12 DCPOP field 25 The comparable data items from the CCR patient record and the linked CMDB record are Surname reference CCR Input Data Dictionary item P6 first 15 characters only may be blank if PTCR reported Birth Maiden Surname only DCPOP field 5 for CCR records DCPOP field 33 for CMDB records First Given Name reference CCR Input Data Dictionary item P7 DCPOP field 6 for CCR records DCPOP field
17. Catalogue no 82 225 XIE No 007 ISSN 1715 2100 ISBN 0 662 41814 X Canadian Cancer Registry Manuals User Guide to Death Clearance Feedback Reports by Michel Cormier Health Statistics Division Client Custom Services Room 2200 Main Building Ottawa K1A OT6 Telephone 1 613 951 1746 Bai Statistics Statistique Canada Canada Hai Canada Canadian Cancer Registry Manuals User Guide to Death Clearance Feedback Reports by Michel Cormier 82 225 XIE No 007 ISSN 1715 2100 ISBN 0 662 41814 X Health Statistics Division Room 2200 Main Building Ottawa K1A OT6 How to obtain more information Client Custom Services Unit 1 613 951 1746 E Mail HD DS statcan ca October 2005 Published by authority of the Minister responsible for Statistics Canada Minister of Industry 2005 All rights reserved The content of this publication may be reproduced in whole or in part and by any means without further permission from Statistics Canada subject to the following conditions that it is done solely for the purposes of private study research criticism review newspaper summary and or for non commercial purposes and that Statistics Canada be fully acknowledged as follows Source or Adapted from if appropriate Statistics Canada name of product catalogue volume and issue numbers reference period and page s Otherwise no part of this publication may be reproduced stored in a retrieva
18. ET AUX CONTR LES DE COHERENCE N 7 ET OU 29 PROV OF LATEST TUMOUR xx PIN OF LATEST TUMOUR xxxxxxxxxxxx TUMOUR REFERENCE NO xxxxxxxxx DATE OF DIAGNOSIS YYYYMMDD PROV DE LA DERNIERE TUMEUR xx NIP DE LA DERNIERE TUMEUR xxxxxxxxxxxx NO R F RENCE TUMEUR xxxxxxxxx DATE DE DIAGNOSTIC AAAAMMIJ eee DEATH D C S PROV PIN CCR ID SURNAME GIVEN NAME DATE OF DATE PROV CTRY REG NO CAUSE NIP IDRCC NOM PR NOM BIRTH PROV PAYS NO ENR CCR RCC xx JOOOOCOOOUUE XXXXXXXXX surnamexxxxxxxx given boooooxxxx yyyymmdd yyyymmdd pro reg no ucod _CMDB BCDM eee surnamexxx given xx yyyymmdd yyyymmdd pro reg no ucod ERROR ERREUR COR 7 DATE OF BIRTH IS AFTER DATE OF DEATH COH7 DATE DE NAISSANCE APR S DATE DU D C S COR 29 DIAGNOSIS OCCURRED MORE THAN THREE MONTHS AFTER DATE OF DEATH COH 29 DIAGNOSTIC EFFECTUE PLUS DE TROIS MOIS APRES LA DATE DU DECES PROV OF LATEST TUMOUR xx PIN OF LATEST TUMOUR xxxxxxxxxxxx TUMOUR REFERENCE NO xxxxxxxxx DATE OF DIAGNOSIS YYYYMMDD PROV DE LA DERNIERE TUMEUR xx NIP DE LA DERNIERE TUMEUR xxxxxxxxxxxx NO REFERENCE TUMEUR xxxxxxxxx DATE DE DIAGNOSTIC AAAAMMIJ From DCPOP Fields 22 23 24 25 DEATHDECES PROV PIN CCR ID SURNAME GIVEN NAME DATE OF DATE PROVJCTRY REG NO CAUSE NIP IDRCC NOM PRENOM BIRTH PROV PAYS NO ENR CCR RCC xx XXXXXOOOOOUUX XXXXXXXXX surnamexxxxxxxx given boxxxxxx yyyymmdd yyyymmdd pm reg no u
19. IENTS TOUJOURS VIVANTS A LA DATE DE CLOTURE DE LA CONFIRMATION DES DECES NUMBER OF UNMATCHED UNLINKED CCR RECORDS NOMBRE D ENREGISTREMENTS DU RCC NON APPAREILLES NON COUPLES NUMBER OF LINKED CCR RECORDS THAT FAILED CORRELATION EDITS NO 7 AND OR 29 NOMBRE D ENREGISTREMENTS COUPLES DU RCC AY ANT CHOU LES CONTR LES DE COHERENCE N 7 ET OU 29 TOTAL NUMBER OF CCR RECORDS WITHOUT CONFIRMATION OF DEATH NOMBRE TOTAL D ENREGISTREMENTS DU RCC SANS CONFIRMATION DES D CES CCR PATIENT RECORDS WITH CONFIRMATION OF DEATH ENREGISTREMENTS PATIENT DU RCC AVEC CONFIRMATION DU DECES NUMBER OF PATIENT RECORDS CONFIRMED AS DEAD BECAUSE OF DIRECT MATCH NOMBRE D ENREGISTREMENTS PATIENT DON T LE DECES A ETE CONFIRME SUITE A UN APPARIEMENT DIRECT NUMBER OF PATIENT RECORDS CONFIRMED AS DEAD BECAUSE OF PROBABILISTIC LINKAGE NOMBRE D ENREGISTREMENTS PATIENT DON T LE DECES A ETE CONFIRME SUITE A UN COUPLAGE PROBABILISTE DATA OVERLAY WARNING AVERTISSEMENT DE SUPERPOSITION DE DONNEES NO DATA OVERLAY SANS SUPERPOSITION DE DONNEES TOTAL NUMBER OF CCR RECORDS WITH CONFIRMATION OF DEATH NOMBRE TOTAL D ENREGISTREMENTS DU RCC AVEC CONFIRMATION DU D CES TOTAL NUMBER OF CCR PATIENT RECORDS INCLUDED IN THIS DEATH CLEARANCE CYCLE NOMBRE TOTAL D ENREGISTREMENTS PATIENT DU RCC INCLUS DANS CE CYCLE DE CONFIRMATION DES DECES CURRENT DATE REGISTRE CANADIEN DU CANCER PROVINCE XXXXXXXXXX AAAA AAAA CYCLE DE CONFIRMATION DES DECES RAPP
20. ORT DE RETROACTION N D I 9999999 9999999 9999999 EN 9999999 9999999 6 9999999 Kl 9999999 fs 8 0999999 9 9999999 To produce the same counts from the Death Clearance Population File DCPOP use the field Death Clearance Result DCR Statistics Canada Cat No 82 225 XIE 26 Canadian Cancer Registry Manual User guide to death clearance feedback reports Appendix E Feedback report No DF2 A CURRENT DATE CANADIAN CANCER REGISTRY REGISTRE CANADIEN DU CANCER PROVINCE XXXXXXXXXX PROVINCE XXXXXXXXXX YYYY YYYY DEATH CLEARANCE CYCLE AAAA AAAA CYCLE DE CONFIRMATION DES D CES FEEDBACK REPORT NO DF2 A RAPPORT DE RETROACTION N DF2 A LIST OF PATIENT RECORDS DEATH CONFIRMED BY DIRECT MATCH LISTE D ENREGISTREMENTS PATIENT D CES CONFIRM PAR APPARIEMENT DIRECT e DEATH D C S PROVINCE PIN CCR ID SURNAME GIVEN NAME DATE PROV CTRY REG NO CAUSE NIP IDRCC NOM PR NOM 1 PROV PAYS NO ENR xx XXXXXXXXXXXX XXXXXXXXX XXXXXXXX given Doxxxxxxx yyyymmdd pro reg no ucod xx AXXXXXXXXXXX XXXXXXXXX XXXXXXXX given xxxxxxxxx yyyymmdd pro reg no ucod xx XXXXXXXXXXXX XXXXXXXXX XXXXXXXX given lxoxxxxxxx yyyymmdd pro reg no ucod xx EE XXXXXXXXX XXXXXXXX given XXXAXXXXXX yyyymmdd pro reg no ucod From DCPOP select fields 1 2 3 5 6 13 14 15 16 To print this report from the DCPOP 1 Select records with Death Clearance Result 4 2 Sort by PIN 3 Print selec
21. R originally reported because of the data overlay from the CMDB When accepting the linkages and the resulting confirmations of death the PTCR must update its own registry files with the changed information found on the CCR after Death Clearance If this is not done it is quite likely that the death confirmation status of the CCR patient records will be revoked if ever an update is submitted From the DCPOP select records with Death Clearance Result 5 For each linkage generating a data overlay warning a selection of comparable data items is displayed on three lines items from the CCR patient record before Death Clearance items from the linked CMDB record and items from the CCR record after Death Clearance Each linkage is delimited by a line of asterisks In addition to the usual identifiers Province Territory PIN and CCR ID the following fields are also displayed Surname reference CCR Input Data Dictionary item P6 first 15 characters only may be blank if PTCR reported Birth Maiden Surname only DCPOP field 5 for CCR records before D C DCPOP field 33 for CMDB records DCPOP field 5 for CCR records after D C First Given Name reference CCR Input Data Dictionary item P7 DCPOP field 6 for CCR records before D C DCPOP field 34 for CMDB records DCPOP field 6 for CCR records after D C Birth Name Statistics Canada Catalogue no 82 225 XIE 14 Canadian Cancer Registry Manuals
22. Registry Manuals User guide to death clearance feedback reports 2 2 3 1 Feedback report DF2 A Appendix E Title List of patient records death confirmed by direct match This report is generated when the number of death confirmations resulting from a direct match is relatively small and the responsible PTCR may wish to update its own patient records by referring only to this paper report From the DCPOP select records with Death Clearance Result 4 The report lists in Provincial Identification Number PIN sequence extracts of the CCR patient records that were death confirmed In addition to the usual identifiers Province Territory PIN and CCR ID the following fields are also displayed Surname reference CCR Input Data Dictionary item P6 first 15 characters only may be blank if PTCR only reported Birth Maiden Surname DCPOP field 5 First Given Name reference CCR Input Data Dictionary item P7 DCPOP field 6 Date of Death reference CCR Input Data Dictionary item P14 DCPOP field 13 Province Territory Country of Death reference CCR Input Data Dictionary item P15 DCPOP field 14 Death Registration Number reference CCR Input Data Dictionary item P16 DCPOP field 15 Underlying Cause of Death reference CCR Input Data Dictionary item P17 DCPOP field 16 When a death confirmation is the result of a direct match the fields Date of Death Province Territory Country of
23. anada Cat No 82 225 XIE 28 Canadian Cancer Registry Manual User guide to death clearance feedback reports Appendix G Feedback report No DF2 C CURRENT DATE CANADIAN CANCER REGISTRY REGISTRE CANADIEN DU CANCER PROVINCE XXXXXXXXXX PROVINCE XXXXXXXXXX YYYY YYYY DEATH CLEARANCE CYCLE AAAA AAAA CYCLE DE CONFIRMATION DES DECES FEEDBACK REPORT NO DE2 C RAPPORT DE RETROACTION N DF C LIST OF PATIENT RECORDS DEATH CONFIRMED BY PROBABILISTIC LINKAGE WITH DATA OVERLAY WARNING LISTE D ENREGISTREMENTS PATIENT D CES CONFIRM PAR COUPLAGE PROBABILISTE AVEC A VERTISSEMENT DE SUPERPOSITION DE DONN ES BIRTH NAISSANCE DEATH D CES PROV PIN CCR ID SURNAME GIVEN NAME I NAME DATE SEX DATE PROV CTRY REG NO CAUSE NIP IDRCC NOM PRENOM NOM SEXE PROV PAYS NO ENR CCR BEFORE D C xx XXXOUOOUDUOULXX DODDO Surnamexxx given xxxxxxxxx birthnamex yyyymmdd x yyyymmdd pro reg no ucod RCC AVANT CD XXXXX XXXXX CMDB e 00 surnamexxx givenlxxx birthnamex yyyymmdd x yyyymmdd pro regno ucod BCDM CCR AFTER D C xx XXXEXXXXXXXX XXXXXXXAX surnamexxx givenlaxxxxxxxx birthnamex yyyymmdd x yyyymmdd pro reg no ucod RCC APR S CD XXXXX XXXXX CCR BEFORE D C xx XXXXXXXXXXXX XXXXXXXXX surnamexxx givenlxxxxxxxxx birthnamex yyyymmdd x yyyymmdd pro regno ucod RCC AVANT C D XXXXX XXXXX CMDB eee eee sumamexxx given xxx birthnamex yyyymmdd x yyyymmdd
24. atient was confirmed as being deceased during a CCR Death Clearance cycle by means of a match linkage to the CMDB Or The date on which the PTCR overturned the death confirmation decision by either rejecting it during a CCR Death Clearance cycle or by changing the CCR patient record death data Year of Death Province Territory Country of Death Death Registration Number during a normal data submission Format CCYYMMDD CC Century YY Year MM Month DD Day Method of death clearance This field is found on both the Death Clearance Population File and on the Death Confirmed Patient Record File 0 Patient never underwent Death Clearance or is not death confirmed 1 Match identical Date of Death Province Territory Country of Death Death Registration Number Sex Month and Year of Birth 2 Probabilistic linkage Statistics Canada Cat No 82 225 XIE 23 Canadian Cancer Registry Manual User guide to death clearance feedback reports Appendix B Death clearance population file record layout Field Size Position Source Description 1 2 1 2 CCR P Reporting Province Territory 2 12 3 14 CCR P Patient Identification Number 3 9 15 23 CCR P CCR Identification Number 4 1 24 CCR P Type of Current Surname 5 25 25 49 CCR P Current Surname 6 15 50 64 CCR P First Given Name 7 15 65 79 CCR P Seco
25. ce feedback reports This summary report describes the process of a PTCR death confirmation refusal There are four possible outcomes 1 No Match to the CCR patient records deleted or ownership assumed by another registry since Death Clearance results were sent to PTCR for review In attempting to restore the CCR patient record to its pre death clearance status there was no match of Reporting Province Territory and PIN with the CCR patient record database This no match occurs either because the patient record was deleted or because its ownership was assumed by another PTCR thereby changing the Reporting Province Territory and PIN in the interval between the circulation of the Death Clearance results to the PTCRs and the subsequent processing of their refusals 2 Death no longer confirmed PTCR changed Year of Death Death Registration Number and or Province Territory Country of Death since Death Clearance Results were sent to PTCR for review In attempting to restore the CCR patient record to its pre death clearance state the CCR Refusal Processing module identified that the CCR patient record on the database had already been de confirmed This de confirmation occurred because the Year of Death Province Territory Country of Death or Death Registration Number was changed as the result of an update in a normal data submission in the interval between the distribution of the Death Clearance results to the PTCRs and the processing
26. ce population 1 Patient not death confirmed still alive at Death Clearance Cutoff Date at least one tumour diagnosed after cutoff date 2 Patient not death confirmed no match or link found on the CMDB 3 Patient not death confirmed correlation error s with CMDB Date of Death 4 Patient death confirmed because of a successful match to CMDB 5 Patient death confirmed because of a successful linkage to the CMDB with data overlay warning 6 Patient death confirmed because of a successful linkage to the CMDB without data overlay warning Death clearance status This field found on the Death Clearance Population File indicates whether the record participated in a Death Clearance cycle and its status with respect to PTCR actions 0 Patient record never underwent Death Clearance 1 Patient record underwent Death Clearance not confirmed as dead 2 Patient record underwent Death Clearance confirmed as dead 3 Patient record no longer confirmed as dead de confirmed in the core system as the result of a PTCR change to the death data Statistics Canada Cat No 82 225 XIE 22 Canadian Cancer Registry Manual User guide to death clearance feedback reports 4 Patient record no longer confirmed as dead death confirmation decision rejected by the PTCR in the review of Death Clearance results Date of death De confirmation This is a field found on the Death Clearance Population File It is the date on which the p
27. cod From DCPOP 1 2 3 5 6 10 13 14 15 16 select fields CMDB BCDM i surnamexxx givenname yyyymmdd yyyymmdd pro reg no ucod From DCPOP 33 34 31 26 27 28 29 select fields ERROR ERREUR COR 7 DATE OF BIRTH IS AFTER DATE OF DEATH COH7 DATE DE NAISSANCE APR S DATE DU DECES COR 29 DIAGNOSIS OCCURRED MORE THAN THREE MONTHS AFTER DATE OF DEATH COH 29 DIAGNOSTIC EFFECTUE PLUS DE TROIS MOIS APRES LA DATE DU DECES To print this report from the DCPOP 1 Select records with Death Clearance Result 3 2 Sort by PIN 3 Print selected fields as shown above for field 5 print first 15 characters only 4 Print Cor 29 Message if Correlation Error field 1 print both messages Cor 7 amp Cor 29 if Correlation Error field Statistics Canada Cat No 82 225 XIE 30 Canadian Cancer Registry Manual User guide to death clearance feedback reports Appendix Feedback report No DEA CANADIAN CANCER REGISTRY PROVINCE XXXXXXXXXX YYYY YYYY DEATH CLEARANCE CYCLE FEEDBACK REPORT NO DF4 SUMMARY REPORT OF PTCR REFUSALS RAPPORT SOMMAIRE DES REFUS DU RPTC CURRENT DATE REGISTRE CANADIEN DU CANCER PROVINCE XXXXXXXXXX AAAA AAAA CYCLE DE CONFIRMATION DES D CES RAPPORT DE R TROACTION N DF4 No Match to the CCR patient records deleted or ownership assumed by another registry since Death Clearance Results were sent to PTCR for review Death no longer confirmed PTCR change
28. confirmation refusal feedback reports Whereas the outputs described thus far are generated by the actual Death Clearance process comprising steps 1 to 4 see section 1 1 Death Clearance System Overview Death Confirmation Refusal Feedback Reports are generated after steps 5 and 6 are completed Only PTCRs that have rejected at least one death confirmation will receive these reports It is important to note that while the Death Clearance cycle is in progress the CCR database is not frozen The CCR continues to process data submissions received from PTCRs in the four to six week interval between the circulation of the Death Clearance results to the PTCRs and the subsequent receipt and processing of their refusals The outputs generated from the Refusal Processing phase consist of two output reports in electronic and paper formats 1 Feedback Report DF4 Summary Report of PTCR Refusals 2 Feedback Report DF5 List of Patient Records No Longer Death Confirmed Following PTCR Review 3 1 Computer files None 3 2 Output reports All reports are bilingual The DF4 and DF5 Reports are always printed when applicable and circulated 3 2 1 Header areas The format of the header for these reports is the same as the one described in section 2 2 1 3 2 2 Feedback report DEA Appendix I Title Summary report of PTCR refusals Statistics Canada Catalogue no 82 225 XIE 18 Canadian Cancer Registry Manuals User guide to death clearan
29. d Year of Death Death Registration Number and or Province Country of Death since Death Clearance Results were sent to PTCR for review Number of Records Nombre d enregistrements Pas d appariement au RCC enregistrements patient supprim s ou devenus la propri t d un autre RPTC depuis que les r sultats de la confirmation des d ces ont t envoy s au RPTC pour r vision Confirmation du d c s r voqu e le RPTC a chang l ann e de d c s le num ro d enregistrement de d c s et ou la province pays du d c s depuis que les r sultats de la confirmation des d c s ont t envoy s au RPTC pour r vision Death no longer confirmed PTCR rejected CCR decision to confirm these deaths The same patient record will match again to the same CMDB record in the next Death Clearance cycle Confirmation du d c s r voqu e le RPTC a rejet la d cision du RCC de confirmer ces d c s Il y aura nouveau appariement entre ce m me enregistrement patient et le m me enregistrement de la BCDM au prochain cycle de confirmation des d c s Death no longer confirmed PTCR rejected CCR decision to confirm these deaths This patient record will never link again to the same CMDB record Total number of refusal records processed Confirmation du d c s r voqu e le RPTC a rejet la d cision du RCC de confirmer ces d c s Il n y aura plus jamais couplage entre cet enregistrement patient et celui de la BCDM
30. d records on the CCR are linked probabilistic linkage to the CMDB 4 Post Processing includes Correlation Edits No 07 and 30 Death clearance feedback reports Review of Death Clearance decisions by the PTCRs 5 Refusal Processing Death confirmation refusal feedback reports Review of de confirmed records by the PTCRs The first set of feedback reports which is generated after the completion of steps 1 to 4 provide the PTCRs with the results of the Death Clearance cycle These reports are described in section 2 0 Death Clearance Feedback Reports Each PTCR is given a maximum of 4 weeks to review these results after which a file of the patient records for which they disagree with the death confirmation decision must be returned to the CCR The second set of feedback reports is generated after the completion of step 5 They provide the PTCRs with information confirming that the death confirmations which they had refused earlier were indeed reversed These reports are described in section 3 0 Death Confirmation Refusal Feedback Reports 1 Canadian Cancer Registry Input Data Dictionary Correlation Edit No 07 Date of Birth is after Date of Death Correlation Edit No 30 Date of Death does not precede Date of Diagnosis or Date of Diagnosis does not precede Date of Death for DCOs Statistics Canada Catalogue no 82 225 XIE 4 Canadian Cancer Registry Manuals User guide to death clearance feedback reports It is
31. dback Report DEZ From the DCPOP select records with Death Clearance Result 3 4 Total number of CCR records without confirmation of death Statistics Canada Catalogue no 82 225 XIE 9 Canadian Cancer Registry Manuals User guide to death clearance feedback reports Subtotal sum of counts 1 2 and 3 2 CCR patient records with confirmation of death 5 Number of patient records confirmed as dead because of a direct match Death confirmations resulting from a direct match essentially occur when the PTCR reported Year of Death Province Territory of Death and Death Registration Number on the CCR patient record are exactly the same as the ones on a CMDB record and the following variables are not in conflict Sex Month and Year of Birth as well as Month and Day of Death These records are displayed on Feedback Report DF2 A From the DCPOP select records with Death Clearance Result 4 CCR patient records not matching directly to the CMDB will then participate in the probabilistic linkage that considers many more variables including Name and Province Territory Country of Birth This group of patient records is further divided into those with and without data overlay warnings Number of patient records confirmed as dead because of probabilistic linkage 6 Data Overlay Warning A number of linked CCR patient records will already have a reported valid Date of Death Province Territory of Death
32. l system or transmitted in any form or by any means electronic mechanical photocopy for any purposes without the prior written permission of Licensing Services Marketing Division Statistics Canada Ottawa Ontario Canada K1A OT6 La version fran aise de cette publication est disponible sur demande n 82 225 XIF au catalogue Canadian Cancer Registry Manual User guide to death clearance feedback reports Table of contents Page 1 0 UntrOgdUCHOo EE 4 1 1 Death clearance system overview sssseessssereesserrrsssrrrtteerrrrssrrnnntrren reenen 4 1 2 New data items Appendix A issus 5 2 0 Death clearance feedback reports 5 Zeal EELSTEN Le An nn alae 6 2 1 1 Death clearance population file Appendix B 6 2 1 2 Death confirmed patient record file Appendix C 7 22 Output EE 8 2 2 EIERE diede ated sca ac EE 8 2 2 2 Feedback report DF1 Appendix D 9 2 2 3 Feedback report DF2 25 sen Rd be nd Vel coL Rao 11 2 2 3 1 Feedback report DF2 A i 12 2 2 3 2 Feedback report DF2 B Appendix F 13 2 2 3 3 Feedback report DF2 C Appendix G 14 2 2 4 Feedback report DF3 Appendix HI 16 3 0 Death confirmation refusal feedback reports AA 18 3 1 Computer EE 18 KEE lr E TEE 18 3 2 1 Header Al CAS cla elica ee 18 3 2 2 Feedback report DEA Appendix 1 18 3 2 3 Feedback report DF5
33. learance Population The Death Clearance Population for any cycle is defined as all CCR patient records that were not already death confirmed and that had at least one associated tumour record with a Date of Diagnosis on or before the Cutoff Date Each record on this file contains e the CCR patient record in its pre death clearance state e the identifying fields and Date of Diagnosis of the latest CCR tumour record associated with this patient record relevant extracts of the CMDB record with which the CCR patient record either matched or linked blank when no match or link was found and Death Clearance generated information fields this cycle The records on this file allow the PTCRs to review in detail the information on the CCR patient records and their matched linked CMDB records The PTCRs therefore can evaluate the death confirmation decision Furthermore the latest diagnosed tumour could be identified from this file to facilitate the investigation of correlation errors All feedback reports are generated from this file Each of these reports is described in more detail in section 2 2 along with instructions explaining how to retrieve the same information from the DCPOP file Statistics Canada Catalogue no 82 225 XIE 6 Canadian Cancer Registry Manuals User guide to death clearance feedback reports PTCRs can review the Death Clearance results in detail by comparing some of their CCR repor
34. ll be sent to the PTCR for review unless an update is made on at least one of the three fields used to match to the CMDB Year of Death Province Territory Country of Death and Death Registration Number during a normal update data submission to the CCR Statistics Canada Catalogue no 82 225 XIE 20 Appendices Canadian Cancer Registry Manual User guide to death clearance feedback reports Appendix A Glossary Correlation error This is a field found on the Death Clearance Population File which describes the result of Correlation Edits No 07 and No 29 from the CCR Input Data Dictionary on patient records death confirmed because of a successful record linkage blank No correlation done 0 No correlation error 1 Failed Correlation Edit No 07 2 Failed Correlation Edit No 29 3 Failed both Correlation Edits No 07 and No 29 Death clearance cutoff date This is the date always December 31st of the latest registration year on the Canadian Mortality Data Base CMDB with which the CCR patient record was matched linked Successfully or unsuccessfully The field is found on both the Death Clearance Population File and Death Confirmed Patient Record File Format CCYYMMDD CC Century YY Year MM Month DD Day Death clearance result This is a field found on the Death Clearance Population File which describes the result of the Death Clearance process on every record with a particular cycle s Death Clearan
35. med by Probabilistic Linkage without Data Overlay Warning 4 Feedback Report No DF2 C List of Patient Records Death Confirmed by Probabilistic Linkage with Data Overlay Warning paper only 5 Feedback Report No DF3 List of Patient Records Death Not Confirmed Because of a Correlation Edit No 07 and or No 29 Error Statistics Canada Catalogue no 82 225 XIE 5 Canadian Cancer Registry Manuals User guide to death clearance feedback reports In each Death Clearance cycle all PTCRs receive the 2 computer files and depending upon the volume of records involved some or all of the paper reports 2 1 Computer files The record layouts for the two computer files are listed in Appendices B and C Each file contains data fields originating from source databases for which the abbreviations and definitions are listed below CCR P CCR patient record in its pre death clearance state CCR T CCR patient s tumour record with the latest Date of Diagnosis CMDB CMDB records which were either matched or linked to the CCR patient record by specified relevant fields DC Death Clearance generated information fields this cycle 2 1 1 Death clearance population file Appendix B The Death Clearance Population File DCPOP presents a snapshot of the CCR as a result of the direct match and probabilistic linkage processes up to step 4 It contains all the CCR patient records that participated in the Death Clearance cycle the Death C
36. nd Given Name 8 7 80 86 CCR P Third Given Name 9 1 87 CCR P Sex 10 8 88 95 CCR P Date of Birth 11 3 96 98 CCR P Province Territory Country of Birth 12 25 99 123 CCR P Birth Maiden Surname 13 8 124 131 CCR P Date of Death 14 3 132 134 CCR P Province Territory Country of Death 15 6 135 140 CCR P Death Registration Number 16 4 141 144 CCR P Underlying Cause of Death 17 1 145 CCR P Autopsy Confirming Cause of Death 18 8 146 153 CCR P Date of Transmission 19 8 154 161 CCR P Death Clearance Cutoff Date 20 1 162 CCR P Death Clearance Status 21 8 163 170 CCR P Date of Death De Confirmation 22 2 171 172 CCR T Reporting Province Territory of Latest Tumour 23 12 173 184 CCR T P I N of Latest Tumour 24 9 185 193 CCR T Tumour Reference Number of Latest Tumour 25 8 194 201 CCR T Date of Diagnosis of Latest Tumour 26 8 202 209 CMDB Date of Death 27 3 210 212 CMDB Province Territory Country of Death 28 6 218 218 CMDB Death Registration Number 29 4 219 222 CMDB Underlying Cause of Death 30 1 223 CMDB Sex 31 8 224 231 CMDB Date of Birth 32 3 232 234 CMDB Province Territory Country of Birth 33 10 235 244 CMDB Surname 34 9 245 253 CMDB First Given Name 35 10 254 263 CMDB Birth Maiden Surname 36 1 264 DC Correlation Error 37 1 265 DC Method of Death Clearance this cycle 38 8 266 273 DC Death Clearance Cutoff Date this cycle 39 1 274 CCR P Death Clearance Status this cycle 40 1 275 DC Death Clearance Result
37. nt Date Canadian Cancer Registry Registre canadien du cancer Province XXXXXXXXXX Registre canadien du cancer YYYY YYYY Death Clearance Cycle YYYY YYYY Cycle de confirmation des d c s Feedback Report No Dfn Rapport de r troaction n Dfn Title Current Date the date on which the Death Clearance module was run at the CCR and this report was produced Povince Territory the name of the PTCR for whom this report has been printed YYYY YYYY the earliest and latest registration years of the Canadian Mortality Data Base CMDB used in this Death Clearance cycle Dfn the report number Whereas the report numbers generated from the Core Edit system begin with the letters A or B and the report numbers from the Internal Record Linkage start with a C the report numbers from the Death Clearance system commence with the letters DF followed by a number Title briefly describes the content of the specific report Statistics Canada Catalogue no 82 225 XIE 8 Canadian Cancer Registry Manuals User guide to death clearance feedback reports 2 2 2 Feedback report DF1 Appendix D Title Summary report This is a summary report that describes what happens to the CCR patient records from a specific PTCR during a Death Clearance cycle Nine counts are displayed which fall into two broad categories 1 CCR patient records without confirmation of death and 2 CCR patient records with confirmation of death
38. ogether PTCRs should use this report to insure that all the death confirmations which they had earlier rejected had been processed 3 2 3 Feedback report DF5 Appendix J Title List of patient records no longer death confirmed following PTCR review This report substantiates on an individual record basis that the patients identified by the PTCRs as being incorrectly death confirmed have indeed been de confirmed PTCRs can verify that the actions taken accurately reflect the content of their own records The report shows in PIN sequence the CCR ID Surname and First Given Name from the patient records whose confirmations of death were refused as well as the Date of Death Province Territory Country of Death and Death Registration Number from the rejected CMDB record message code is displayed next to each entry explaining the final resolution of each death confirmation refusal as described above in Feedback Report DF4 No match to the CCR code 1 indicates that the affected PTCR no longer has the patient record in question registered on the CCR In the previous 4 to 6 weeks it was either deleted or its ownership was assumed by another PTCR If this is unexpected then follow up is required to determine what exactly happened to the record and to take corrective actions if necessary Records that will match again code 3 will require some follow up The same matched pair will reappear in the next Death Clearance cycle and wi
39. st 15 characters only may be blank if PTCR only reported Birth Maiden Surname DCPOP field 5 First Given Name reference CCR Input Data Dictionary item P7 DCPOP field 6 Date of Death reference CCR Input Data Dictionary item P14 DCPOP field 26 Province Territory Country of Death reference CCR Input Data Dictionary item P15 DCPOP field 27 Death Registration Number reference CCR Input Data Dictionary item P16 DCPOP field 28 Underlying Cause of Death reference CCR Input Data Dictionary item P17 DCPOP field 29 Statistics Canada Catalogue no 82 225 XIE 13 Canadian Cancer Registry Manuals User guide to death clearance feedback reports 2 2 3 3 Feedback report DF2 C Appendix G Title List of patient records death confirmed by probabilistic linkage with data overley warning This report also shows in PIN sequence the confirmations of death that occurred by means of probabilistic record linkage but with data overlay warnings It contains record linkages that may be problematic in that the CCR patient records did not find matches on the CMDB despite having some reported death information Consequently the validity of these linkages should be closely reviewed and for this reason this report is always printed regardless of the number of records involved The Date of Death Province Territory Country of Death and or Death Registration Number may now be different from what the PTC
40. ted fields as shown above for field 5 print first 15 characters only Statistics Canada Cat No 82 225 XIE 27 Canadian Cancer Registry Manual User guide to death clearance feedback reports Appendix F Feedback report No DF2 B CURRENT DATE CANADIAN CANCER REGISTRY REGISTRE CANADIEN DU CANCER PROVINCE XXXXXXXXXX PROVINCE XXXXXXXXXX YYYY YYYY DEATH CLEARANCE CYCLE AAAA AAAA CYCLE DE CONFIRMATION DES DECES FEEDBACK REPORT NO DF B RAPPORT DE RETROACTION N DE2 B LIST OF PATIENT RECORDS DEATH CONFIRMED BY PROBABILISTIC LINKAGE WITHOUT DATA OVERLAY WARNING LISTE D ENREGISTREMENTS PATIENT D CES CONFIRM PAR COUPLAGE PROBABILISTE SANS AVERTISSEMENT DE SUPERPOSITION DE DONN ES DEATH D C S PROVINCE PIN CCR ID SURNAME GIVEN NAME DATE PROV CTRY REG NO CAUSE NIP ID RCC NOM PR NOM PROV PAYS NO ENR xx XXXAXAXAXANAX XXXXXXXXX XXOOOOUOE given Ixxxxxxxxx yyyymmdd pro reg no ucod xx XXXXAXAAANAX XXXXXXXXX XXXXXXXX given booooooxxx yyyymmdd pro reg no ucod xx XXXXXXXXXXXX XXXXXXXXX XXXXUOUUE given Ixxxxxxxxx yyyymmdd pro reg no ucod xx XXXOOOOOOUUUE XXXXXXXXX XXXXXXXX given Ixxxxxxxxx yyyymmdd pro reg no ucod From DCPOP select fields 1 2 To print this report from the DCPOP 1 Select records with Death Clearance Result 6 2 Sort by PIN 3 Print selected fields as shown above for field 5 print first 15 characters only Statistics C
41. ted fields to the same data items contained on the CMDB For example they can examine the following CCR and CMDB fields contained in the DCPOP file Death clearance population file CCR CMDB Field response response Comment Field Field Surname 5 33 First 10 characters First given name 6 34 First 9 characters Sex 9 30 Date of birth 10 31 Province Territory 11 32 Country of birth Birth Maiden 12 35 First 10 characters surname Underlying cause 16 29 of death Any differences should be noted and PTCRs may wish to complete missing information on their own files Any corrections to the PTCR file resulting from this comparison would require an update to the CCR record in a subsequent normal data submission 2 1 2 Death confirmed patient record file Appendix C This file contains records of all the patients death confirmed during a specific Death Clearance cycle The records are in an input patient record format as defined in the CCR Input Data Dictionary and additionally contain two supplementary data items e Method of Death Clearance and e Death Clearance Cutoff Date This file has two purposes 1 PTCRs with large volumes of records will not receive paper copies of Feedback Report No DF2 see section 2 2 3 The same information can be browsed from this file and PTCRs should review the death confirmation decisions and update their own databases 2 For all PTCRs this
42. then these fields alone will be updated with the corresponding CMDB information while Autopsy is set to code 9 unknown In this situation there is no data overlay warning These records are displayed on Feedback Report DF2 B From the DCPOP select records with Death Clearance Result 6 8 Total number of CCR records with confirmation of death Sum of counts 5 6 and 7 9 Total number of CCR patient records included in this Death Clearance cycle Sum of all the counts above represents the Death Clearance Population From the DCPOP all records 2 2 3 Feedback report DEZ This series of three reports contain all the death confirmed CCR patient records from a Death Clearance cycle Each report presents one Method of Death Clearance DF2 A death confirmed because of a direct match DF2 B death confirmed because of probabilistic linkage without data overlay warnings DF2 C death confirmed because of probabilistic linkage with data overlay warnings These records are found on the Death Confirmed Patient Record File see section 2 1 2 These reports should be used to view the accuracy of the death confirmation decisions When PTCRs agree with the death confirmation decisions they may update their own registry files to post the confirmation of death the Death Clearance Cutoff Date and the Method by which it was confirmed Statistics Canada Catalogue no 82 225 XIE 11 Canadian Cancer

User Guide to Death Clearance Feedback Reports

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