Minnesota Cancer Surveillance System

Pathology Labs-
How to Submit Data


There are two steps to submitting data to the MCSS electronically:

  1. Set up the data in a standard format.
  2. 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:

Updated Tuesday, 22-Oct-2013 13:31:32 CDT