2021 Field Testing-Request for Cases

  • 1.  2021 Field Testing-Request for Cases

    Posted 08-09-2021 09:52

    FROM:                Serban Negoita (NCI SEER): Co-chair NAACCR Mid-Level Tactical Group

                                 Manxia Wu (NPCR): Co-chair NAACCR Mid-Level Tactical Group

    SUBJECT:            2021 Field Testing

    DATE:                 August 9, 2021


    The Senior-Level and Mid-Level Tactical Groups are conducting field testing to determine how well proposed SSDIs (implementation 2023) are developed and to collect feedback from registrars prior to implementation of these data items. The field test assessments ask registrars to code the proposed SSDIs using original medical records. Records are not to be submitted without following the specific instructions below.


    This field test will provide the NAACCR SSDI work group and the Standard Setters information for developing and refining new proposed SSDIs and other data items. 



    I.            Description of Cases Requested


    Cases must be de-identified before submitting.  Remove/delete all personal identifying information to protect privacy and assure confidentiality.

    Personal identifiers include:

    ·         Patient name

    ·         Physician names

    ·         Healthcare facility name

    ·         Any address and/or geographic information (street, city, state, zip code)

    ·         Telephone numbers

    ·         Date of birth

    ·         Social security number

    ·         Medical record number

    ·         Any other identifying information


    Remove or delete all personal identifiers from each page of the medical record.


    1. Neoplasm type: Submit at least 1 case for the three data items listed below when possible. There is no minimum or maximum number of cases that can be sent.  The cases should be reportable cases that are single primaries only. The most relevant reports that are needed are in parentheses.
      1. Breast: ER Summary/PR Summary/HER2Summary AFTER neoadjuvant therapy (pathology reports, including special studies, addendums)

    1.  Breast cases that have neoadjuvant therapy and ER/PR/HER2 are done after neoadjuvant therapy


    1. Difficulty Level: Most of the cases should be among the common, not rare or difficult. These cases should be typical cases registries can expect in their overall caseload.


    1. Diagnosis Date: Please send 2021 cases if possible. If enough 2021 cases cannot be found, it is acceptable to send 2019-2020 cases.


    1. Required Parts of Medical Record: Please include all records that would be available to an abstractor collecting the case at the facility.


    The case files could include information such as the following:

      1. Discharge Summary(ies)
      2. History and Physical(s)
      3. Consultation(s)
      4. Imaging Report(s), in chest/abdominal/pelvic CT and PET-CT scans
      5. Procedure Report(s)
      6. Operative Report(s)
      7. Pathology Report(s) (i.e. Special studies, Addendums, etc.)
      8. Immunophenotyping (flow cytometry and/or immunohistochemistry)
      9. Genetic testing
      10. Reports on tests frequently occurring outside the hospital (i.e. cytogenetics)


    II.            Case Preparation

    ·         Electronic submission to IMS (see instructions for how to send cases below). If you do not have cases in electronic format, then please scan the records into pdf or OCR format to send electronically.

    ·         Remove all personal identifiers from all reports.

    ·         Number the cases sequentially, beginning with Case 1 (Case 1, Case 2, Case 3, etc.) on electronic file name, not on inside of document.

    ·         Please retain for future uses, the patient ID or medical record number or any other useful information that will help you identify the original source. Please do not transmit these numbers.


    Case Submission: Please do not hold cases until the deadline.  Send cases as soon as you locate them. 


    Last Day to Submit Cases:          September 3, 2021

    When to send:                               Please send cases as they are identified. Multiple submissions are preferred rather than waiting to send them all right before the deadline

    How to send:                                 Instructions for submitting cases

    Case data will be collected by Information Management Services, Inc., who provides technical support for SEER. 


    When you are ready to transmit the case data, please email Nicki Schussler (  Please include your organization's name and that the data is ready for transmission. DO NOT include the case data on this initial email.


    You will then receive an email via the IMS Encrypted data exchange server referencing the call for data.  Please respond to this email from the encrypted data exchange, attaching your data file.  If you are required to encrypt the file by your organization's