Pathology Labs-
How to Submit Data
There are two steps to submitting data to the MCSS electronically:
- Set up the data in a standard format.
- Submit the file over the internet
or by CD via the mail (USPS).
Setting up data in standard format
MCSS accepts electronic lab reports in standard formats defined by the North American Association for Cancer Registries (NAACCR). Determine what fields from your current lab system map to the MCSS’ standard record format. Files can be in pipe HL7 (preferred) or pipe delimited formats. Specifics for each of these record formats can be found at: http://www.naaccr.org/StandardsandRegistryOperations/VolumeV.aspx
Simplified Record Layout for the MCSS’ pipe-delimited flat file.
MCSS: E-path Data Items, 9/17/04
| HL7 position | Epath Data Item# | naaccr layout num | NAACCR Data Item Name | Data Item Length | Mapping software data item name |
| Harcoded: L | 1 | 10 | Record Type | 1 | Record_Type |
| Harcoded: 1 | 2 | 7000 | Path Version Number | 6 | Path_Version_Number |
| ??? | 3 | 7010 | Path Facility ID Number | 25 | Path_Facility_ID_Number |
| ??? | 4 | 7020 | Reporting Facility Name | 50 | Lab_Name |
| ??? | 5 | 7030 | Reporting Facility Addr--No & Street | 25 | Lab_Street |
| ??? | 6 | 7040 | Reporting Facility Addr--City | 20 | Lab_City |
| ??? | 7 | 7050 | Reporting Facility Addr--State | 2 | Lab_State_or_Province |
| ??? | 8 | 7060 | Reporting Facility Addr--Postal Code | 9 | Lab_Zipcode_or_Postalcode |
| ??? | 9 | 7070 | Reporting Facility--Phone Number | 10 | Lab_Telephone_Number |
| PID-5-1 | 10 | 2230 | Name--Last | 25 | Patient_Last_Name |
| PID-5-2 | 11 | 2240 | Name--First | 14 | Patient_First_Name |
| PID-5-3 | 12 | 2250 | Name--Middle | 14 | Patient_Middle_Name |
| PID-11-1 | 13 | 2330 | Addr--No & Street | 25 | Patient_Street |
| PID-11-3 | 14 | 70 | Addr--City | 20 | Patient_City |
| PID-11-4 | 15 | 80 | Addr--State | 2 | Patient_State_or_Province |
| PID-11-5 | 16 | 100 | Addr--Postal Code | 9 | Patient_Zipcode_or_Postalcode |
| PID-11-13 | 17 | 2360 | Telephone | 10 | Patient_Telephone_Number |
| PID-7 | 18 | 240 | Birth Date | 8 | Patient_Date_of_Birth |
| ???? | *19 | 7080 | Path--Patient Age at Specimen | 10 | Patient_Age_at_Specimen |
| PID-3 | 20 | 2320 | Social Security Number | 9 | Patient_Social_Security_Number |
| PID-8 | 21 | 220 | Sex | 1 | Patient_Sex |
| PID-3 | 22 | 2300 | Medical Record Number | 11 | Patient_Medical_Record_Number |
| OBR-3 | 23 | 7090 | Path--Slide Report Number | 20 | Pathology_or_Slide_Report_Number |
| OBR-16-1 | 24 | 7100 | Ordering Client/Physician--License Number | 8 | Path_Order_Person_License |
| OBR-16-2 | 25 | 7110 | Ordering Client/Physician--Last Name | 25 | Path_Order_Person_Last_Name |
| OBR-16-4 | 26 | 7120 | Ordering Client/Physician--First Name | 14 | Path_Order_Person_First_Name |
| OBR-16-5 | 27 | 7130 | Ordering Client/Physician--Middle Name | 14 | Path_Order_Person_Middle_Name |
| ORC-24-1 | 28 | 7140 | Ordering Client/Physician Addr--No & Street | 25 | Path_Order_Person_Street |
| ORC-24-3 | 29 | 7150 | Ordering Client/Physician Addr--City | 20 | Path_Order_Person_City |
| ORC-24-4 | 30 | 7160 | Ordering Client/Physician Addr--State | 2 | Path_Order_Person_State_or_Province |
| ORC-24-5 | 31 | 7170 | Ordering Client/Physician Addr--Postal Code | 9 | Path_Order_Person_Zipcode_or_Postalcode |
| ORC-23 | 32 | 7180 | Ordering Client/Physician--Telephone | 10 | Path_Order_Person_Telephone_Number |
| ORC-21-3 | 33 | 7190 | Path--Ordering Client/Physician Work Facility ID Number | 25 | Path_Work_Facility_ID_Number |
| ORC-21-1 | 34 | 7200 | Ordering Client/Physician Work Facility Name | 50 | Path_Work_Facility_Name |
| HL7 position | Epath Data Item# | naaccr layout num | NAACCR Data Item Name | Data Item Length | Mapping software data item name |
| ORC-22-1 | 35 | 7210 | Ordering Client/Physician Work Facility Addr--No & Street | 25 | Path_Work_Facility_Street |
| ORC-22-3 | 36 | 7220 | Ordering Client/Physician Work Facility Addr--City | 20 | Path_Work_Facility_City |
| ORC-23-4 | 37 | 7230 | Ordering Client/Physician Work Facility Addr--State | 2 | Path_Work_Facility_State_or_Province |
| ORC-22-5 | 38 | 7240 | Ordering Client/Physician Work Facility Addr--Postal Code | 9 | Path_Work_Facility_Zipcode_or_Postalcode |
| ORC-23 | 39 | 7250 | Ordering Client/Physician Work Facility Addr--No & Street Telephone | 10 | Path_Work_Facility_Telephone_Number |
| OBR-32 | 40 | 7260 | Path--Reporting Pathologist Last Name | 25 | Path_Reporting_Pathologist_Last_Name |
| OBR-32 | 41 | 7270 | Path--Reporting Pathologist First Name | 14 | Path_Reporting_Pathologist_First_Name |
| OBR-32 | 42 | 7280 | Path--Reporting Pathologist Middle Name | 14 | Path_Reporting_Pathologist_Middle_Name |
| OBR-32 | 43 | 7290 | Path--Reporting Pathologist Suffix | 3 | Path_Reporting_Pathologist_Suffix |
| OBR-32 | 44 | 7300 | Path--Reporting Pathologist License Number | 8 | Path_Pathologist_License_Number |
| OBR-32 | 45 | 7310 | Path--Pathologist State Licensure | 2 | Path_Pathologist_State_Licensor |
| OBR-7 | 46 | 7320 | Path--Date of Specimen Collection | 8 | Path_Date_of_Specimen_Collection |
| BOX-11 | 47 | 7330 | Path--Status Individual Result | 1 | Path_Status_Individual_Result |
| OBX-CE-5 | 48 | 7340 | Path--SNOMED code(s) | 18 | Path_SNOMED_Codes |
| ???? | *49 | 7350 | Path--SNOMED Version Control | 5 | Path_SNOMED_Version_Control |
| “”” | 50 | 7360 | Path--ICD CM Code | 10 | Path_ICD_Code |
| “”” | 51 | 7370 | Path--ICD-Version Number | 5 | Path_ICD_Revision_Number_Code |
| “”” | 52 | 7380 | CPT codes | 5 | Path_CPT_Code |
| “”” | 53 | 7390 | 5 | Path_CPT_Code_Version | |
| OBX-5 | 54 | 7400 | Path--Text Diagnosis | 44800 | Path_Text_Diagnosis |
| “”” | 55 | 7410 | Path--Clinical Histology | 1000 | Path_Clinical_History |
| “”” | 56 | 7420 | Path--Nature of Specimen | 1000 | Path_Nature_of_Specimen |
| “”” | 57 | 7430 | Path--Gross Pathology | 1000 | Path_Gross_Pathology |
| “”” | 58 | 7440 | Path--Microscopic Pathology | 1000 | Path_Microscopic_Pathology |
| “”” | 59 | 7450 | Path--Final Diagnosis | 1000 | Path_Final_Diagnosis |
| “”” | 60 | 7460 | Path--Comment Section | 1000 | Path_Comment_Section |
| “”” | 61 | 7470 | Path--Supplemental Reports and/or Addenda | 1000 | Path_Supplemental_Reports |
| “”” | 62 | 2600 | Staging Parameters | 1000 | Path_Staging_Parameters |
| MSH-7 | 63 | 2110 | Date Transmitted | 8 | Date_Transmitted |
| OBR-24 | n/a? | 7480 | Path--Report Type | 2 | Path_Report_Type |
After you’ve successfully mapped your lab system fields to one of the MCSS standard record layouts, send a test file burned to a CD along with the corresponding paper reports to the MCSS. MCSS will then test the file. If this sample file is translated properly, we will ask you to send us a submission file, without paper backup.
Submission of Files
Via the Internet
MCSS recommends using Public Health Information Network Messaging System (PHINMS), a free and secure data transfer software package created by the Centers for Disease Control (CDC) http://www.cdc.gov/phin/tools/PHINms/. The PHINMS software ensures that data transmission is performed securely, encrypted properly while automating retries, guaranteeing delivery once and only once, and using a standard HTTPS port (443), supported by most organizational firewalls.
Contact MCSS if you are interested in using PHINMS. Our PHINMS Coordinator can discuss your installation platform, answer download and installation questions, and set-up an install or configuration appointment.
Via CD
Mail or FedEx your formatted data to the MCSS via CD. If there are any data issues with the CD, the MCSS will contact and work with you to resolve these issues.
Reportability Lists:
- MCSS Reportability Dates for Specific Diagnoses, Data Items, Coding Manuals (PDF: 24KB/2 pages)
- MCSS Reportable Terms List (PDF: 35KB/4 pages)
