Helping Vendors Help You

Timely implementation of hospital registry software is essential for seamless data transmission and high-quality cancer surveillance. When software delays occur at the hospital level, the effects ripple throughout the cancer surveillance system, creating unnecessary challenges for central registries. Effective collaboration between central registries and hospital software vendors can minimize disruptions and support a stronger data infrastructure.

Why Delays Matter

When hospitals are unable to implement or upgrade their registry software on time, central registries face significant setbacks. Delayed software rollouts can result in incomplete or late data submissions, inconsistencies in data formatting, and reduced efficiency in applying updated edits or validation rules. These delays can affect the overall timeliness, completeness, and accuracy of central registry data, which in turn impacts federal reporting, quality assurance processes, and cancer surveillance at the state and national levels.

What Central Registries Can Do

Central registries play a critical role in ensuring smooth vendor implementation. Proactively engaging with hospital software vendors and providing them with essential information early in the implementation process is key. This includes:

• XML State User-Dictionary (or explicitly state there isn’t one)
• State-specific data item documentation, including an Excel file that highlights changes since the previous NAACCR version
• State-specific metafile location (e.g., NAACCR Clearinghouse) and notice of any updates
• XML file naming convention, if desired
• Correction record requirements, if desired
• Electronic copy of the state manual
• Test file specifications

By supporting vendors in these ways, central registries help reduce confusion and delays, streamline system updates, and improve hospital compliance with data submission requirements.

Keep in mind that vendors are creating software for multiple states, not just yours. Meeting the deadlines provided by NAACCR and the vendors is important. Providing all of the specifications and files that vendors ask you for, before the deadline, not just one or two now and the rest months after the deadline, allows vendors to have everything they need, from all entities, in order to build their software so it can be released to the hospitals in a timely manner.

Communication is key!

A key part of the vendor communication “package” is establishing designated contacts with each vendor. Central registries should ask each vendor to provide a primary contact(s). An email distribution list for those contacts that can be used to to notify the vendors of updates to metafiles and requirements documents. They can also be cc’d on call-for-data emails (or any other reporting related email) to reporting facilities so they will know what we are asking from our facilities (who are their clients). This is an important line of communication! If there are issues or questions (on either side) there is a direct line of communication with someone who is familiar with the way things are being done in your registry.

Software vendors are also a great source when implementing a new process or procedure. If there is something you would like to implement but aren’t sure how to go about taking that first step, please talk to the vendors. They can have a conversation with you to discuss what your needs are and how they can possibly help you satisfy your request. Don’t be afraid to dip your toes in the water, nor reach out to the vendors. They may already be providing this service to other states and can easily do the same for you if you just ask.

For example, If a registry wants to implement in a change in how they process correction records but isn’t sure how to go about it. Instead of spending time on the front end, they should talk to the vendors to see if they are already doing it for other states. The vendors may be able to share an example list of “Trigger fields” with them to allow them to add or delete, essentially customizing the data items list to their liking.

Highlights from North Carolina

The North Carolina Central Cancer Registry (NCCCR) has a website with reporting requirements. Included on this site is a guidance document to help vendors implement software effectively. Their v25 XML Data Exchange Standards document is a comprehensive, easy-to-navigate guide that clarifies everything a vendor needs to know—from record types and version numbers to test file formats and naming conventions. This collaborative approach has helped North Carolina minimize implementation delays and ensure data quality from the outset.

For instance, NCCCR details exactly how Modified (“M”) records should be triggered and explains that updates to certain data items must only trigger a Modified record if the change occurred during a specific diagnosis year. This clarity helps vendors program logic correctly the first time.

Note: the NCCCR XML Data Exchange Standards document is based on a document provided by the California Central Cancer Registry. Sharing and standardizing is what keeps the registry world moving forward!

Do More with Less

When central registries collaborate effectively with vendors, they unlock the ability to do more with less. With limited staffing and increasing workloads, registries that streamline vendor interactions reduce the need for rework, minimize data errors, and cut down on manual intervention. Efficient vendor relationships free up internal resources for higher-value activities—like quality control, training, and analysis.

Bottom Line

Central registries across the country are encouraged to take a page from North Carolina’s playbook. By sharing clear documentation, maintaining open lines of communication, and working in partnership with vendors, registries can help ensure a smoother rollout of hospital registry software—and better cancer data for everyone. Let’s follow North Carolina’s lead and help vendors help us!

Special thank you to:

Melissa Pearson, ODS-C
Manager, Evaluation and Quality Improvement
Division of Public Health, State Center for Health Statistics, N.C. Central Cancer Registry
NC Department of Health and Human Services