Section R9-4-404. Requirements for Submitting Case Reports and Allowing Review of Hospital Records

A.      The cancer registry of a hospital with a licensed capacity of 50 or more inpatient beds shall ensure that:

1.        An electronic case report is submitted to the Department within 180 calendar days from the date a patient is first released from the hospital; and

2.        An electronic follow-up report, including a change of patient address, if applicable, a summary of additional first course of treatment, if applicable, and the informa- tion in R9-4-403(A)(2)(q), (s), (t), and (u) and R9-4- 403(B)(2)(gg), is submitted to the Department at least annually for:

a.         All living analytic patients in the hospital’s cancer registry database, and

b.        All analytic patients in the hospital’s cancer registry database who have  died  since the last follow-up report.

B.       The cancer registry or other designee of a hospital with a licensed capacity of fewer than 50 inpatient beds shall either report as specified in subsection (A), or shall at least once every six months:

1.        Prepare and submit a written report to the Department:

a.         For all individuals:

i.         Released by the hospital since the last report was prepared, and

ii.        Whose medical records include ICD-9-CM diagnosis codes specified in a list provided to the hospital by the Department,

b.        Containing  ICD-9-CM  diagnosis  codes  that   are arranged in numeric order, and

c.         Including the following information associated with each ICD-9-CM diagnosis code:

i.         The individual’s medical record number assigned by the hospital,

ii.       The individual’s age,

iii.      The individual’s admission and discharge dates, and

iv.       Whether the diagnosis code reflects the individ- ual’s principal or secondary diagnosis, and

2.        Allow the Department to review the records listed in R9- 4-405(A) to obtain the information specified in R9-4-403 about a patient.

C.      If the designee of a clinic submitted 100 or more case reports to the Department in the previous calendar year or expects to submit 100 or more case reports in the current calendar year, the designee of the clinic shall:

1.        Submit a case report to the Department for each patient who is not referred by the clinic to a hospital for the first course of treatment; and

2.        Ensure that the case report in subsection (C)(1) is submit- ted in electronic format within 90 calendar days of:

a.         Initiation of treatment of the patient at the clinic; or

b.        Diagnosis of cancer in the patient, if the clinic did not provide treatment.

D.      If the designee of a clinic submitted fewer than 100 case reports to the Department in the previous calendar year and expects to submit fewer than 100 case reports in the current calendar year, the designee of the clinic shall submit an elec-

tronic or paper case report to the Department for each patient, within 30 calendar days from the date of diagnosis of cancer in the patient, if the clinic:

1.        Diagnoses cancer in the patient without a pathology report from a pathology laboratory, and

2.        Does not refer the patient to a hospital for the first course of treatment.

E.       A physician, doctor of naturopathic medicine, dentist, or regis- tered nurse practitioner shall submit an electronic or paper case report to the Department for each patient, within 30 cal- endar days from the date of diagnosis of cancer in the patient, if the physician, doctor of naturopathic medicine, dentist, or registered nurse practitioner:

1.        Diagnoses cancer in the patient without a pathology report from a pathology laboratory, and

2.        Does not refer the patient to a hospital or clinic for the first course of treatment.

F.       A clinic, physician, dentist, registered nurse practitioner, or doctor of naturopathic medicine that receives a letter from the Department, requesting any of the information specified in R9-4-403 about a patient, shall provide to the Department the requested information on the patient within 15 business days from the date of the request.

G.      A clinic, physician, dentist, registered nurse practitioner, or doctor of naturopathic medicine that receives a letter from a hospital, requesting any of the information specified in R9-4- 403 about a patient, shall provide to the hospital the requested information on the patient within 15 business days from the date of the request.

H.      A pathology laboratory shall:

1.        Allow the Department to review pathology reports at least once every 90 calendar days to obtain the informa- tion specified in R9-4-403; and

2.        Provide to the Department copies, in electronic or written format, of pathology reports of patients.

Historical Note

Adopted effective January 1, 1992, filed September 25, 1991 (Supp. 91-3). Section repealed by final rulemaking at 9 A.A.R. 1859, effective June 3, 2003 (Supp. 03-2). New Section made by final rulemaking at 12 A.A.R. 179, effective March 11, 2006 (Supp. 06-1). Amended by final

rulemaking at 12 A.A.R. 3708, effective November 11,

2006 (Supp. 06-3).