Information for Outpatient Facilities
Reporting Cancer Cases to Utah Cancer Registry
Cancer is designated as a reportable disease in the state of Utah (Cancer Reporting Rule, R384-100)
Outpatient facilities that diagnose and/or treat reportable conditions should report each case to Utah Cancer Registry electronically. We will work with each facility group to determine the best reporting mechanism. For more information contact us.
When Utah Cancer Registry receives information about a cancer case from a pathology report or death certificate, we may contact the listed physician to request additional information.
What to report
Facilities must report all reportable cancers that they diagnose or treat. Detailed information about which conditions should be reported is available on the reportable conditions page. Reports can be selected using ICD-10-CM codes or other approved methods. Each report should include the following data items:
-
- Facility information
- Clinic name and primary physician’s name (first and last)
- Patient’s demographic information
- Name (first, middle, last), date of birth, social security number (if available), sex, race, ethnicity, vital status, address, and phone number
- Tumor characteristics
- Primary site, histologic type, laterality, date of diagnosis, cancer type-specific information
- Treatment known to be administered to the patient
- Treatment type, specific treatment, date of treatment, name of physician referred to
- Facility information
How to Report Cancer Cases
Cases must be submitted electronically. We will work with you to determine the best submission method for your clinic. If you do not currently submit cancer cases to us or would like to discuss if another submission method would work better, please contact us.
If you submit cases individually, please use this form: Individual Cancer Report Form
The data received from entities required to report under the Cancer Reporting Rule (R384-100) is included in Record Series #31597.
Cancer Reporting FAQs
What is the Utah Cancer Registry?
- We are the organization that collects information on cancer cases diagnosed or treated in Utah, as designated by the Utah Cancer Reporting Rule, R384-100 of the Utah Administrative Code. We collect cancer data for the state on behalf of the Utah Department of Health & Human Services
- You can find more information on the about us page
What diagnoses do I need to report?
- Outpatient facilities must report all cancers that they diagnose or treat, regardless of whether another facility has reported the cancer to the Utah Cancer Registry, and regardless of whether the patient currently resides in Utah or not
- We request a report for each cancer patient diagnosed and/or treated by your physicians. A separate report must be submitted for each primary malignancy or reportable condition
- Patients with a clinical diagnosis of cancer, which was based on clinical judgment, must be reported
- Refer to the reportable conditions page for additional information on what should be reported to Utah Cancer Registry
What information do I need to report about the diagnosis?
- Each case report must include, at a minimum:
- Physician information
- Clinic name and primary physician’s name (first and last)
- Patient’s demographic information
- Name (first, middle, last), date of birth, social security number (if available), sex, race, ethnicity, vital status, address, and phone number
- Tumor characteristics
- Primary site, histologic type, date of diagnosis, cancer type specific information
- Treatment known to be administered to the patient
- Treatment type, specific treatment, date of treatment, name of referred physician
- Physician information
How do I report cases to Utah Cancer Registry?
- Cases must be submitted electronically
- Utah Cancer Registry will work with you to determine the best submission method for your clinic. Contact us for more information
When should I report?
- All reportable cases should be submitted within 6 months of your first contact with the patient for the reportable diagnosis
- All facilities are expected to report to Utah Cancer Registry at least twice per year. However, if your facility sees fewer than 10 cases of cancer per year, you may report on an annual basis
Why does Utah Cancer Registry need cancer case information from outpatient facilities?
- Utah Cancer Registry is required to collect information on all reportable conditions as directed in the Utah Cancer Reporting Rule R384-100. The Utah Cancer Registry compiles these records on behalf of the Utah Department of Health and Human Services for the purposes of monitoring cancer incidence and mortality.
What will Utah Cancer Registry do with cancer information from outpatient facilities?
- Utah Cancer Registry complies cancer case information from outpatient facilities with records from other reporting entities to create a cancer case report for each individual.
- Utah Cancer Registry compiles these records on behalf of the Utah Department of Health and Human Services for the purposes of monitoring cancer incidence and mortality. More information can be found on the about us page.
Why do I have to provide Utah Cancer Registry with information about cancer cases?
- The Utah Cancer Reporting Rule , R384-100 of the of the Utah Administrative Code, designates cancer as a disease subject to mandatory reporting by each state-licensed entity involved in the diagnosis, staging, or treatment of cancer. All reportable cancers and benign tumors diagnosed or treated in Utah must be reported to Utah Cancer Registry electronically. Utah Cancer Registry is the entity designated by the Utah Cancer Reporting Rule to collect and maintain cancer case information on behalf of the Utah Department of Health and Human Services. Utah Cancer Registry tracks and reports on cancer trends in the state by collecting data from labs, hospitals, and clinics.
Our patients’ data are protected by HIPAA, why are we required to release those records to Utah Cancer Registry?
- Utah Cancer Registry collects data on all reportable cancers diagnosed or treated throughout the state as authorized by the State of Utah under Utah Code Annotated §§ 26B-1-202 and 26B-7-227. HIPAA allows you to report data to us in compliance with state law for public health purposes.
- More information is available on the United States Department of Health and Human Services website.
How is the data protected?
- These records are stored on secured, encrypted computers and access is limited to authorized registry staff with specialized training and who have signed confidentiality agreements.