Since the 1st of December 2017, the Australian National Cervical Cancer Screening program mandated by Federal law that gynaecologists are to submit data about colposcopies to the National Cancer Screening Register (NCSR).
SurgicalPerformance has modified its data fields to be consistent with the data fields implemented in the NCSR, which is operated by Telstra Health.
SurgcialPerformance users can opt into this service for their colposcopy entries and therefore fulfil their legal obligatory requirement.
How to add a Colposcopy case and generate a NCSR report:
Step 1:
Click on Add case
Step 2:
Click on Colposcopy
Step 3:
3. Complete all the Mandatory fields
Mandatory fields will appear in red.
Step 4:
Once you have completed all of the mandatory fields, you can either generate a NCSR PDF straight away or save the case and do it from the records page later.
Step 5:
Complete the patient details and your provider details. See down below for what to do if your patient doesn’t have a medicare number or DVA number in the commonly asked questions.
Step 6:
A completed PDF NCSR form will be generated and downloaded to your computer (check downloads folder if it does not open automatically), then you can either efax, fax, or post it to the locations listed on the form.
Some commonly asked questions:
1. Should colposcopy data prior to the 1st of December 2017 be submitted to the NCSR?
No. Only Colposcopies performed in Australia on or after the 1st of December 2017 are eligible for entry into NCSR.
2. I do most colposcopies in my rooms. Do I need to register my rooms as an institution?
Yes, entering data into SurgicalPerformance requires a practice location because all outcomes will be presented by the practice location.
Once you are logged into SurgicalPerformance,
1. Click on your profile
3. Click on Locations
4. Start typing "private rooms" and then select the one that is within your state.
4. What options other than SurgicalPerformance do I have to submit my colposcopy data to the NCSR?
If you are not a SurgicalPerformance Premium user, you can download the Colposcopy and Treatment form from http://www.cancerscreening.gov.au/cervicalforms , complete it by hand and then you can either efax, print and fax or post it to the locations listed on the form.
6. How do I enter a LLETZ or a Cone Biopsy for a patient who had a previous Colposcopy entry in SurgicalPerformance?
To avoid having multiple entries for each patient. For each Colposcopy performed there is the option to add one treatment such as a LLETZ, Cone Biopsy etc.
1. Click on Colposcopy
2. Search the case you wish to add to
3. Click on the 3 dots on the right hand side
4. Click on Edit
5. Under 'Treatment Performed this Episode' Select Yes, and additional drop down menu’s will appear to prompt you to enter the type of treatment, the location, the type of anaesthetic, the margins and the final histopathology results.
6. Click on save case
6. What if my patient doesn’t have a Medicare number or DVA?
Occasionally a patient may not have a Medicare or DVA number. In this instance you would simply leave these fields blank.
When the form is generated, the fields will remain blank. You will need to hand write "N/A" next to these boxes to indicated this.
However, as per the quick start guide for Colposcopists, it suggests that you should also write the patient's name and date of birth on the second page in the event of no Medicare number. This is so that both pages can be identified in the event of separation.
To minimise the amount of handwriting you would need to do in this event, we have added a feature that will automatically add the patient's name and date of birth to the top of the second page.
5. What are the advantages of submitting colposcopy data through SurgicalPerformance?
There are two major advantages:
a. Apart from being compliant with legislation, you will also have full electronic access to your colposcopy procedures and treatment outcomes. These outcomes are available 24/7 and users of SurgicalPerformance will be able to compare themselves with other users in Australia while full confidentiality is maintained. You will also earn CPD points.
b. For medical practitioners and their staff who are used to a paperless administration, it will be quicker to complete these forms electronically rather than by hand.
Should you have any further questions or require any support, please contact us via the little speech bubble on the bottom right of your screen or you can email [email protected]