Data Collection Guide

Encyclopedia of Measures and Data Collection Guide (PDF)Download
REDCap

How to collect your data

Use the Data Collection Guide for help collecting baseline and monthly data. The four measures you’ll collect are as follows:

  • Colorectal Cancer Screening
    • The total number of patients aged 45-75 seen in the reporting month, excluding those previously diagnosed with colorectal cancer or those who have had a total colectomy
    • The number of patients aged 45-75 seen in the last year who are up to date on CRC screening based on USPSTF guidelines
  • Fecal Kits
    • The number of fecal kits (FIT, iFOBT, or FIT-DNA) ordered for patients during the reporting month
    • The number of fecal kits returned or resulted during the reporting month
  • Screening Colonoscopy
    • The number of patients referred for screening colonoscopies during the reporting month
    • The number of patients completing screening colonoscopies during the reporting month
  • Follow-up Colonoscopy
    • The number of patients referred for follow-up colonoscopies after a positive fecal test during the reporting month
    • The number of patients completing follow-up colonoscopies after a positive fecal test during the reporting month

REDCap: Baseline and Monthly Data Entry

Use REDCap to collect and report your data. If you have an account, you can log in to REDCap at redcap.qualityhealthnd.org. If you do not yet have an account, please request one using the contact links on the front page. Be sure to include your full name, e-mail address, and the clinic(s) for which you’ll be collecting data.

  1. Log in to REDCap.
  2. Open the REDCap project ScreeND Monthly Data and Chart Reviews.
  3. Click Record Status Dashboard on the left navigation bar.
  4. You’ll see a list of all records to date. Click Add new record to add a new data or edit an existing record by clicking the colored circle under Colorectal Cancer Screening Rates.
  5. Enter the first day of the monthly reporting period or yearly baseline period. For example, if you are entering monthly data for March 2021, use 03-01-2021. If you are entering a calendar year 2020 baseline rate, enter 01-01-2020.
  6. If you are reporting your baseline rate, check the baseline box below the date.
  7. Supply the values for each of the four measure fields. The measurement definition for the colorectal cancer screening rate must remain the same for all baseline and monthly data entry.
  8. When finished, mark the Form Status as Complete, then click Save & Exit.

REDCap: Chart Review

For each month of monitoring data, you’ll also need to perform some chart reviews to validate your EHR generated rates. Chart reviews should be performed on patients eligible for screening – i.e., patients aged 46-75 seen in the reporting month and without a prior diagnosis of colorectal cancer or total colectomy. Review the chart for historical evidence of colorectal cancer screening to determine whether the patient is up to date on screening.

  1. Log in to REDCap.
  2. Open the REDCap project ScreeND Monthly Data and Chart Reviews.
  3. Click Record Status Dashboard on the left navigation bar.
  4. You’ll see a list of all records to date. Edit an existing monthly data record by clicking colored circle under Colorectal Cancer Screening Rates.
  5. At the bottom of the page, you’ll see a table called Patient Chart Reviews.
  6. Click Add new to add a chart review for this reporting month. A window will pop up to enter the chart review.
  7. Follow the algorithm while reviewing a patient record.
  8. When finished, click Save and Exit and then close the pop-up window if it doesn’t close automatically.
  9. Repeat steps 6-8 until at least 10 eligible patient records have been reviewed for each month of data.

This publication is supported by the Centers for Disease Control and Prevention (CDC) under cooperative agreement NU58DP006762 awarded to Quality Health Associates of North Dakota. Its contents are those of the author(s) and do not necessarily represent the official views of CDC.