User guide to record linkage feedback, C1, C2 and C3, 2007 edition
Contents
1. 4 UOLJNLOS J 9 SJna4J3 9 AL1eUJ891 30N3531 aseq eui peie ep x seq 322 eui uo ide puodey uOLi1hn OS9J UL SJOJJ3 4 Jequnu uorin osaJ WOQvigavi Ld3 3AnaN dBiHH IL 3 18VSNOdS3H JXALSI JY GNVIGNNOAMAN AMNISIO933 QV3il SR IR IR IR IR IR IR IR I I I I I I Ie REOR OR REOR IR RARI REOR OR REOR OR REOR RR OR REOR OR REOR REOR REOR IR REOR REOR OR REOR RR GI 53 V ASIW S35NVHONI Q35NVHONn SH3H8W N UNLNA ADVIdNOD NN 3ull13WN3d 5 3 18VSNOdS33 51 34 1 10538 ANIT 330104 MOTIV NOILNTOSSY HLIM 3335VSIQ NOILQ10S33 AHLISIO33 Vil 6 6 0868 0 0000 6952 0000 2 0 002 0 666666 9196 8190 617 SE Appendix C Example of the C3 Report 29 9 86 68Z9SVECT vECT LOSVECTO T9 TOV 250000 32NIAONd 820 N3IONV 1 32NIAO3d 1 ON 329NIAONd W38WnN YNOWNL NId 32NIAOMd Nhown dnoud SWunaWnl saa2. 312A2 JDVANIT qu0233 4 002 AHLSIO33 YADNVD NVIQVNVO T 35vd 220000 TD 0 0 7002 LD moda 1 1 L3N0ddVH SIN3W3MISIO3NN3 Q0 35vidnOD 312A2 2002 HOGV3H8V 1 13 3An3N 32203 1L YADNVD N3IQVNVO 331SI533 T 35 4 290000 3dnO35 TD 0 0 7002 ON L130d33 312A2 7002 N3JONVO NVIQVNVO T 35 4 290000 TD 0 0 7002 IR SK IK OR OG EM OG OK A AE OG SK IF OR OG EM OG OK IG HG OG SK IK OR OG EM IR ORAE HE REOR OR REOR OG SK IK OR REOR OR REOR IR OR OR OG OR OR OR MER OR EROR REOR OR REOR IR OR OR REOR OR ORAE OR REOR SYNsaWwnl T3AILVNH31 TV lt ANN N31dIOddS 47 75 5 153 1140 1 IS SNSNASNOD MNIN3I18O SWd LNAANAd AN SANDIIdWI SAULSIDAY S31 75 5 JAILVNUAL IV NOILNIOSAY 23 QNuODOVS3Q p UNLNA ADVIdNOD 33ll13WN3d NOILNIOSAY QNuODDVS30 NJ UNLNA 35vidnOD Svd NOILNIOSSY QHODDVS3Q0 NOTLNIOSAY V1 O3AV QNODOV I Z312N32N3 NOILQ1OS3N 5 1140 tov Tos Suna
3. N22 ON 43 NId ANDILSONDVIG OJNI 04 SISONDVIG DVIG 32N3GIS3M NOLLVOIJIIN3GI L 000000 000 00000000 666 vI90v 6T c Xxx XXXXXX 979676790 STIZZSTv St 8 x 666666 666 6 002 XXXXXX 666 1907 lt 6 c XXXXX Xxx XXXXXX OTIv8SOTISO Vix 8d 14 9d d Zd Td ON AOYd alva WON alvd 3X3S t WONdgNd ZWONdgNd TWONAYd WON GI dIN 1 ON DAN AONd alva 3WVN aLva XIS N3AID ZN3AIO IN3AIO AWYNUNS GI N22 NId S32dd 32NVSSIVN HLYIG WON NOLLVOIJIIN3GI d DE OR SE IR AR LALOR OE SE 290000 3dnO05 290000 too SE OE A A AL OE OE SE OR A SE OE SE SE SE I A AL MOE SE SE I AR A OR OF OF WOQvigavi L3 3AnaN dad iH L 3 8VSNOdS3H 151934 OQV3Hg8V GNVIGNNOAMAN AMNISIO933 QV3l HR BE IK OR OG IE MF OG OK MK A OG SK OR OG OK MOG OR REOR IR RAE OR REOR OR IG IE MOG OK IK OR REOR OR OG IE MOG OK IK OR REOR OR REOR REOR OR REOR IR OK I HOG OR OR REOR IR OR OR REOR OR REOR IR OR OR REOR OR OG EM REOR OR REOR OR REOR REOR OR REOR IR RR OR IR SK IK OR REOR IR 2 5 lt ANN 4 2345 d A S
4. na snot v ASIW D ON NOILOVONI3H Lu0ddVi 31vadn 1 YNOWNL D ON SAIN3W3HISIS3HN3 G 3DV1dNOD 31242 002 J742 002 153 0 S3HNIOLIMNN3L S3INOLIMNN31 LSIMHLYON H32NVO N3IQVNVO 3H1SIO3N AMNISIO3N H32NVO NVIQOVNVO 35vd 0 0 7002 a35vd 0 0 7002 Hoda
5. 0778 0 0000 08 0000 9 0 002 0 0vT8 0 0000 0812 0000 50204002 666666666666666 0 6IL ZZL TZL LTL 9TL STL ETIL OTL TIL WZWIO t WID 6 WID diva IVW SSV ON HLAW WEDI WZQDI 1 6 GOI ON SNI HL1H H L3N 3n0ILSONDVIG OdNI OANI SISONDVIG 000000 000 00000000 SM3HQNV 666 821187167 Z OWZVOV 0 67 8790 OWzVOV 812048190 ZL 91 1504 2 WON 1504 32N3GIS3N XXXXXX XXXXX XXXXXXX 22 ON 1 312A2 5 7002 YADNVD NVIQVNVO T 35vd 290000 2 0 v0 200c SR SK IR OR OG IR MF IR OK MG HE MR MER OR REOR OG SK MF AR OG SK IF OR IG BE OG OK I HE OG SK IR OR OG EM OG OK I HE OG BK IB OR OG EM OG SK IG OR REOR OR REOR OG SK IB OR REOR IR REOR REOR OR REOR OR OR OR REOR OR REOR OG SK IK OR REOR OR OR RR OR REOR OR OG IE Mh REOR OR 8 DP SRo GI 53 V ASIW SH3H8W N 3 18VSNOdS33 51 34 NOTLNIOSAY NOILQ10S33 AHLISIO33 931 TOZTvO OT TOSI I 262090 OT TOVI l L 21 TL ON dIN ON 33M NId N NOILVDIAILNAGI L l 0 7 lt 81790 021 0 OT 8 x 0 c 0868 0 0000 6952 0000 2 TZTE00z XXXXXXXXXXXX I OATSOV XXXXXXX 614 ZZL TZL T1
6. 000000 000 00000000 XXXXXXX 666 000000 000 00000000 XXXX 666 9Td STd vId Td AONd ON 534 AONd 3WVN AONd 32NVSSIVN TVW SSV ON ON SNI HL1H 82118 6 c 82118161 2 TId 31vad 3Xas xas HLAW 1504 D HLAW 1504 6d 8d WON33d ZWON23d TWONZd CN3A WON AWVN 32N3QIS33 I5 TN3AI5 WON 3WVN day ON dIN AO3ld W N22 ON 434 NId NOILVDISILNAGI 11 OTvEZ8190 02 0 OT 8 XXXXXXX 8120 8190 6 0 0 OT 9d d WON GI dIN 1 AWVNYNS N22 NId AO3ld NOILVOIJILIN3QI 4 AREE ap apap 200000 3dn05 220000 ap op at x OE A AL A SE SE SE OS ALL OE SE SE 14 1 3 8VSNOdS33 151934 ON NOILIOVONl3H L3N0ddVH SIN3W3MISIO3NN3 Q0 35vildnOOD 312A2 007 HOGV3H8V 1 13 3An3N 32203 L YADNVD N3IQVNVO 331SI533 T 35 4 220000 3dnO35 0 0 7002 ANISIDO3H QV31 ON l30d33
7. 0 gt gt 53113 0113 S31 1 31 04 lt lt gt gt 3113n01I13 1 IN3IIVd I1N3W3HN1SIO33N3 V IN3NN3ILINVddV IND UNAWNL SIN3W3NISIO3NN3 531 3 dW3X3 3113n01I13 WNIT 5 NAWNOD N3 3nOILdS8VHdlV 31NVSOdWOO LNO 31 LNVAV 3SV8 VI YNS LN3ILIVd LN3W3HISIO3HN3 V IN3IVN3INVddV IND YNAWNL SIN3W3HISIO3NN3 S31 SIN3W3HISIO3HN3 53 V lt lt WNL gt gt 3131 3 1 SNOS 1 55 TOD TOS IOV Z 13 3Hl131 33SOdWOD 3113n0Il13 ANN Vd 1 SJIN3W3HISIOS3HN3 S31 11514 NO SIN3I33 1SIO3HN3 Y lt lt gt gt 3131 N3 1 SNOS LINVSSIV3VddV C o g v 341L31 33S0dWOO 31130113 ANN 3Vd IN3ILlVd SIN3W3HNISIOG3HN3 SAT 1510 NO 3dnON5 N 3INJINI 1 V IN3W3HISID3NN3 Q 5311300113 3QN3931 TD ON l30ddV3 SIN3W3MISIO33N3 Q0 35vidnOD 312A2 00 YADNVD NJIQVNVO 331SI533 3QN3931 0 70 2002 3ONIAONd 3009 MOIMSN S8 MAN ET VILODS VAON cL QNVISI 3ONI 3d TI OQVH8VI GNVIGNNOAMAN OT AWVN gt Q3ld322V SI NOILf 10S33 AHL AT 1313 38 TIIM QNOD233 AHL 1 S31VOIQNI SIHL X 1 LIGA NV NI SVM AHL dO 1494 SVM 1 Qq302533 AHL LVHL SALVDIGNI 5 lt ADYAW AHL NI GAGNTDNI
8. 9T1 STL ETL OTL TEL ZL 91 1 WEWIO W2WID 1 WID 6 NIO 1 TVW SSV ON 1504 INON GASNHLAW 1 8431 1 WEGOI WZQD2I 1 adI 6 iva ON SNI HL1H HLSW 1504 3IAVN ANDILSONDVIG OANI 04 SISONDVIG 32N3QIS3M 000000 000 00000000 666 1907 lt 6 c x Xxx 666666 666 601Iv00 XXXXXX 666 790 lt 6 2 XXXXX vId 6d 84 14 NI ON AOYd WON 3X3s ZWONJ d TWONJ d ON 532 Lva AWYN XIS N3AIDO 7 3 19 s3230 66 WON 3WVN 0 8 lt 07 lt 0 I vvE0Orv0 OT 23 L 21 TL GI ON dIN XDD ON 434 NId NOILVDISILNAGI L 979676790 STTZZSTb SE al x XXXXXX 0 850750 vreorvo OT 9d d Zd Td WON GI dIN 1 AWVNYNS XDD NId NOILVOIJILIN3QI 4 RARE SER ak Ge 290000 290000 ap op at x x oo SERRE I SE AL AL OR SE OE I AK ARO OF aseq 16 9 3 X np eseq e uns 1 lt 1
9. SVM Q3HO233 AHL LVHL SALVDIGNI IOS8WAS SIHL gt S IOHWAS 243 70v IOV 5138 1 3AVH Q3TI38Vl LNATIVd 01 5NO 38 lt YNOWNL AHL 317dWVX3 38V1 HIS3HL NI ANANOdWOD 33LL31 NOWWOO V 3AVH 34404348 3SV8 AHL NO IN3IIVd V OL Q35NO 138 SQ30233 YNOWNL Sq30233 AHL 40 1431 OL WNL HDIHM 777 TOD 20 IOV 5138 1 MW38W ON N31131 GAHSINONILSIG 50502384 1 Sq30233 AHL 40 1431 OL l1Vd HOIHM 92 S 138V 331131 319NIS GAHSINONILSTG 33V SQHOD3H IN3ILVd dnON5 v NIHLIM 51348 1 Q3023M QN3931 TD ON 140434 312A2 7002 ANLSIO3N N32NVO NVIGVNVD QN3931 1 12 yoeqpse 4 1NAYNNN 153 0 SIAIOLIXAIL 33IOLIMMN3L 3n0INNV LINS 31ISWO102 NVM3H2 LVDISVS VSO LINV 1 29 T9 09 6S 8v 2 9v SE LAAVNAN SATYOLTYYAL LSAMHLYON VISW 10D 5 114 14381 NVM3H2 LLV2OISVS VS8O LINVN OTYVLNO asano 29 T9 09 6S 8v Lv 9v SE TVILAHLAW 1 WEWID WZWIO t WID 6 WID diva GASNHLAW 1v3u3lvVl WEGOI WZGDI 1 6 GOI needles testis 3n0ILSONDVIG OdNI OANI SISONDVIG
10. are made to records like updates or deletions Statistics Canada Catalogue no 82 225 XIE 8 Canadian Cancer Registry User Guide to record Linkage Feedback Reports C1 C2 and C3 2 7 2 8 It is important that the lead registry completes the C1 Report by indicating clearly which of the five resolution options was chosen and that he returns it to the within the specified time limit Otherwise the group will be processed according to system defaults If no report is received for a group it is processed as if option 1 had been selected If the report is returned with a decision that cannot be entered into the system e g if option 4 is circled but in specifying the alternate resolution a tumour label appears twice the group is processed as if option 3 had been selected Edit failures Messages area Directly beneath the area provided for writing the alternate resolution and separated from it by a row of asterisks is an area where edit failure messages may appear There will be messages if as described in case 3 and 4 in section 2 4 after finding a CCR proposed merge edit failures were discovered when the merged combination of records was subjected to the appropriate edits The messages should be of assistance to PTCRs that wish to propose an alternate resolution or to update records in their own files or both Concluding remarks concerning report C1 It should be noted that in all cases failure to retur
11. look for on the C1 report 1 Lookinthe top left or top right hand corner and note any other PTCR involved in this particular group If your 5 name is on the form make sure that your registry is the lead registry If this is the case you are responsible for filling out the form in consultation with any other registry involved and returning it to the CCR If you are not the lead registry this indicates that the form has been provided for information purposes only However you should be prepared to review your records and to consult with the lead registry 2 Directly underneath the line of asterisks note the number of patients involved these are labeled A B etc Note the tumour s associated with each patient these are labeled A01 A02 B01 B02 etc Tumour labels starting with the letter are associated with patient A while those starting with the letter B have been associated with patient B and so on 3 Note the code beside each patient and each tumour an X indicates that the CCR proposes deleting that record An asterisk beside a patient record indicates that the CCR suggests keeping this patient record An asterisk beside a tumour record means that the suggests keeping the corresponding tumour record A gt beside either a tumour or patient record means that the record failed a CCR edit Look at the bottom of the page to find out why 4 Directly above the listing of the resolution options check for d
12. will be numbered 1 2 etc Statistics Canada Catalogue no 82 225 XIE 10 Canadian Cancer Registry User Guide to record Linkage Feedback Reports C1 C2 and C3 Position 2 Position 3 Is blank except in the case where the record was part of a PTCR proposed alternate merge specified under option 4 on the C1 Report and the record was involved in an edit failure during resolution processing In the latter case a is printed in this position The merge number position 1 and the position 2 can then be used in conjunction with the error message with similar keys to help PTCRs determine the nature of the problem which caused the edit failure An asterisk is printed if the record has been kept on the CCR while an X is printed in this position if the record has been deleted from the CCR base Note that the X signifies deletion on both the C1 Report and the C2 Report although on the C1 Report the deletion was merely a proposal at that point On the other hand the does not carry the same meaning on both reports on the C1 Report it means the record so marked was part of the CCR proposed merge while on the C2 Report it means the record will be retained on the C1 Report retention was signalled by the lack of an X There are several possible combinations of symbols on the C2 Report Examples of these cases are found in Appendix B Note There are actually no quotes or lines under the symbols on the C2 Re
13. 2 01 02 and 02 02 proposed by the lead registry are on the list in the duplicate tumour pairs message area Even so it is possible that other edits may reveal a problem For example tumour 2 and patient B may not be compatible or there may be an inconsistency between certain dates Such edits are performed on alternate merges later in the process and when edits are failed all records in the group are left on the base as is with the potential to be linked in the future Thus the PTCRs should carefully assess the alternate choice that they are specifying to ensure its validity As always prompt return of the form is requested Circle 5 if after discussions among the PTCRs involved in the group no onsensus can be reached This option should be used when the PTCRs involved in the group have not been able to reach an agreement rather than simply being uncertain about what to do where option 3 would be the appropriate choice Prompt return of the form indicating option 5 was chosen is required The result of choosing option 5 is that all records in the group are returned to the base as is with the possibility of linking in the future Although groups returned to the CCR with a code 5 will be processed as if choice 3 had been selected having the separate code will allow for better monitoring of the process for future refinements As with resolution option 3 the same group will be presented in the future unless other changes
14. 3ISIOHD 153 1140 1 IS SNSNASNOD MIN3I18O SVd LNAANAd AN Sa3nO0IldWI S3MISIO3N S31 5 AAILVNUALIV 11010534 23 5 UNLAA a5vidnOD AYLLAWYAd NOILNIOSAY lt UNLNA a5vidnOD Svd 11010534 NOTLNIOSAY 23AV Q30225V SYNOWNL 1 0110110543 ALVNYALIW 45 ASWA1d NOILdO SNSNASNOD V HOV3N LONNVO 531815 31vNH3llV 5 NOILQ OS3H HLIM 3335VSIG ANIT 3304104 MOTIV NOILNTOSSY HLIM 3335VSIG INIT 3304104 ON NOILNTOSSY HLIM 3335VSIG NOILINQ IOS33 HLIM 3335V Appendix B Example of the C2 report 000000 000 00000000 XXXX 666 82118167 2 XXXXXXX XXXXX XXXXXXX 8120 8190 262090 0 9Td STd 8d 9d d 24 HN3 ON WON AOUd diva 3X3S WONAYd ZWON33d WON GI dIN AOUd L ON 93H AOid AWVN AO ld xas N3JAID9 CN3AI5 TN3AI5 5 322 AOUd v E S323d 32NVSSIVN WON NOILVOIJIIN3GI d OO MEAE RR AOR SE SE RR RARE SER RR ROR ok ap ak COGOR 200000 3dn05 220000 ap op at x x oos A AL AL SE AL AL OE OE SE S
15. CR If the PTCR proposed merge does not pass all relevant edits the records involved are marked with a in the group area of the report as described in section 3 4 above For each of these failures a message will appear under the heading EDIT FAILURES area below the line of asterisks These messages will explain why the PTCR proposed merge could not be implemented Each message is preceded by the merge number and the edit number to assist PTCRs in determining why the merge was not valid For example 1 COR indicates that the message which follows pertains to some records in merge 1 those marked with 1 on the C2 Report which failed Correlation Edit No 30 When the lead registry has provided an alternate resolution which could not be entered into the resolution entry system a message to this effect will appear under the heading MESSAGES below the line of asterisks Finally if the lead registry did not respond within the time limit a message indicating that the default procedure was invoked i e the CCR proposed resolution was implemented is printed under the heading MESSAGES below the line of asterisks Statistics Canada Catalogue no 82 225 XIE 13 Canadian Cancer Registry User Guide to record Linkage Feedback Reports C1 C2 and C3 3 8 Concluding remarks concerning report C2 The C2 Report serves to confirm to all PTCRs concerned by the records in a group the action taken on the CCR databas
16. Catalogue no 82 225 XIE No 010 ISSN 1715 2100 ISBN 978 0 662 46134 0 Canadian Cancer Registry Manuals User Guide to Record Linkage Feedback C1 C2 and C3 2007 Edition by Michel Cormier Health Statistics Division Client Custom Services Main Building room 2200 150 Tunney s Pasture Driveway Telephone 1 613 951 1746 1 4 Statistics Statistique Canada Canada Canada Canadian Cancer Registry Manual User guide to record linkage feedback C1 C2 and C3 2007 edition By Michel Cormier 82 225 XIE no 010 ISSN 1715 2100 ISBN 978 0 662 46134 0 Frequency occasional Ottawa Health Statistics Division Main Building room 2200 150 Tunney s Pasture Driveway Ottawa K1A 0 6 How to obtain more information Client Custom Services Unit 1 613 951 1746 E Mail inquiries HD DS statcan ca June 2007 Published by authority of the Minister responsible for Statistics Canada Minister of Industry 2007 rights reserved The content of this electronic publication may be reproduced in whole or in part and by any means without further permission from Statistics Canada subject to the following conditions that it be done solely for the purposes of private study research criticism review or newspaper summary and or for non commercial purposes and that Statistics Canada be fully acknowledged as follows Source or Adapted from if appropriate Statistics Canada year of publication name
17. E ALAR OE SE SE AL ALOR AR AR OF OF np eseq e swLuddns 1 lt 1 aseq pJooes x eseq e uns 1 lt 1 aseq y uo ide pJgooes 4 UOLJNLOS J 9 SJna4J3 uOLi1hn OS9J UL SJOJJ3 4 9 AL1eUJ91 Jequnu uorin osaJ 1 30N3531 QN3531 HOQOVHgSv1 13 3An3N 33N31 318VSNOdS3HN 3H1SI93M ANISIO3N QV31 22 ON NOILDVOMNI3H LNOddVM ON SIN3N3H1SIO3HN3 Q 35v1dnOD 31242 7002 312A2 QuOD33 7002 HOQv3gv1 13 3An3N 3333 L H32NVO N3IQVNVO 3H1SI53N NVIQVNVO 35Vd 220000 35Vd 220000 dnos 0 v0 2002 0 0 7002 29 Moda TVILAHLAW IVH3lVl GASNHLAW 1 1 1 ZO ON NOILIOVOHId3H l30ddV3 SIN3W3MISIO33N3 Q0 ADV1IdNOD 312A2 400 HOGV38V 1 13 3ADn3N 32I3 L YADNVD N3IQVNVO 331SI533 T 35 4 290000 3dnO35 0 v0 2002 SADNVHONI UNLNA a35vidnOD Svd NOILNIOSSY QHODDOVS3Q INIT 3304104 ON NOILQ0S3H HLIM 3335VSIQG Z 0
18. Report C1 is produced and sent to each PTCR owning a patient P or tumour T record in an identified group Section 2 of this document describes this report and its use in detail An example of the C1 Report is included in Appendix A of this report and should be consulted in conjunction with the Quick Reference Guide to the C1 Reports provided in Section 4 0 After PTCRs have made their resolution decisions and communicated them to the CCR the latter will take the necessary steps to conform to these instructions After doing so Record Linkage Feedback Reports Feedback Report C2 are sent to the PTCRs advising them of the actions taken Section 3 of this document describes the C2 Report and its use in detail An example of the C2 report is included in Appendix B To ensure that your database is updated accordingly and to help you track these patient records for future action a copy of Feedback Report C3 hardcopy and electronic version of CCRID numbers that have changed is sent to PTCRS An example of the report is included in Appendix C Statistics Canada Catalogue no 82 225 XIE 3 2 0 Record linkage feedback report no C1 2 1 2 2 2 3 General The Feedback Report C1 is generated at the end of the post processing step of the Record Linkage cycle Prior to post processing the pre processing and linkage CANLINK steps will have been completed Post processing consists of re formatting the information contained in
19. Rs involved in the current Record Linkage cycle i e every PTCR which received a C1 Report of the actions taken concerning the groups In most instances the C2 Report will simply be a confirmation that the resolution decision provided by the lead registry was successfully implemented However when circumstances prevented a decision from being implemented such as an alternate resolution that failed an edit or when no C1 Report was received fora group the C2 Report informs PTCRs about the actions taken Every PTCR involved will receive a C2 Report for each group for which they previously received a C1 Report Each area of the C2 Report is described below refer also to the example in Appendix B Header area The format of the C2 Report header is very similar to the feedback reports generated by the core system of the CCR and is identical to that of Record Linkage Feedback Report C1 except that C2 is shown in place of C1 lines 1 and 6 refer to section 2 3 for description of the 7 header lines of the C1 Report which also apply to the C2 Report Legend area A legend is included on the C2 Report directly underneath the header area separated from it by a dashed line rather than a separate page The labels used for the records and the province codes are the same on the C2 Report as on the C1 Report and are not repeated on the C2 Report The C2 legend provides a brief description of the symbols used on the report since they are not exa
20. ar beside some of the records in the group at least two of the records in the invalid second merge 2 will appear beside some of the records in the group the records in the invalid second merge that were not directly responsible for the edit failure if there are any such records All other records in the group will be marked with ou Note The same pattern would continue if there were three alternate merges specified all three valid two valid and one invalid one valid and two invalid all three invalid or four or five etc The main point is that all of the alternate merges specified for a particular group must be valid otherwise none are implemented i e all records are kept as indicated by the symbol in position 3 Case 4f Lead registry selected option 4 on the C1 Report but one or more of the specified alternate merges could not be entered into the system e g suppose one of the alternate merges included tumour label but no such label existed in the group This is similar to the case of a failed alternate merge in that no merge will be executed and all records in the group will have been kept On the C2 Report __ will appear beside all of the P records and all of the T records in the group No records in the group will have _ X a digit or a associated with them Case 5 Lead registry selected option 5 on the C1 Report On the C2 Report will appear beside all of the P rec
21. ctly the same as those used on the C1 Report The symbols and their meanings are discussed in detail in the next section Group area A line of asterisks within which the group number is imbedded marks the beginning of a group This area is set up in exactly the same way as the group area on the C1 Report The contents of the fields are printed and the labelling system used for the record is the same as on the C1 Report A B etc for patient records and A01 A02 01 etc for tumour records As on the C1 Report symbols appear to the left of the record labels but on the C2 Report these symbols indicate the action taken on the record on the C1 Report the symbols indicated what action was proposed to be taken pending input from PTCRs For each P and T record in the group three positions immediately to the left of the record label are reserved for symbols Starting from the left the symbols may appear in the positions as follows Position 1 Is blank except where the lead registry selected option 4 on the C1 Report and specified an alternate resolution that was successfully entered into the system In this case a digit will appear identifying to which of the PTCR proposed merges the record belonged In the majority of cases the resolution will consist of just one merge of one P record with one or more T records However in the case of a resolution with multiple merges of two separate P records each with one or more T records they
22. e Header area The C1 Report header has seven lines of information and is similar to the feedback reports generated by the CCR core system Line 1 Date Shown at the far right this is the date that the CCR post processing module produced the C1 Reports Statistics Canada Catalogue no 82 225 XIE 4 Canadian Cancer Registry User Guide to record Linkage Feedback Reports C1 C2 and C3 2 4 Line 2 Page number This line shows the report number group number and the page number within the group For example C1 GROUP PAGE 1 Although the report for most groups occupy a single page groups with many records may require two or more pages Line 3 Canadian Cancer Registry invariable Line 4 PTCR name This is the name of the PTCR to which the report is being sent If the group consists of P and T records from only one PTCR then the PTCR name on line 4 will be the same as the name on line 7 If the records in the group belong to multiple PTCRs then the PTCR name on line 4 may or not be the same as the name on line 7 Line 5 Year and CCR cycle Shows the processing year and cycle to which the report refers Line 6 Report name On the C1 Report the title will always be FEEDBACK REPORT NO Line 7 Lead registry name Identifies the PTCR which has been designated as the lead registry This PTCR has the responsibility of completing in consultation with the other PTCRs involved in the group and
23. e Since this is based on the feedback received from the lead registries the C2 Report should normally hold no surprises In other words it is expected that consultation has occurred between PTCRs concerning the resolution of the group In cases where alternate resolutions were proposed it is assumed that these alternate proposals will have been checked before being proposed to ensure that they do not contain any edit violations specified in the CCR System Guide and therefore should pass through the system and be implemented by the CCR as proposed However if the alternate proposals have not been checked before being sent PTCRs may find that some of their proposals will not have been implemented Even though the C2 Reports will mostly be routine documents PTCRs are encouraged to examine them immediately upon receipt When merges have been implemented the PTCRs will have to make some corrections to their databases in order for them to coincide with the CCR These updates include changes to CCRID numbers and deleting or marking records that have been deleted from the CCR database The C2 Report also serves as a way to catch errors early PTCRs should ensure that the decisions they agreed to for the group match the decision sent in by the lead registry and that the action taken by the CCR matches the request submitted by the lead registry Statistics Canada Catalogue no 82 225 XIE 14 4 0 Quick Reference Guide to the C1 Report Thing to
24. e P record has an asterisk while the other P records have an X AND all T records have an asterisk This indicates that there are no duplicate pairs among the tumours in the group and that the CCR proposed merge consisting of the selected patient plus all the tumours did not fail any of the applied edits Therefore the CCR proposed resolution is the merge consisting of the records in the group marked with an asterisk If it is agreed to the P records marked with an X would be deleted from the CCR database In addition the appropriate ID fields on the retained records are updated to result in a valid family of P and T records upon re posting to the base Case 2 One P record has an asterisk while the others have an X and at least one T record has an asterisk while at least one other has an X This situation indicates that at least one duplicate pair of tumours was found in the group so that only a subset of the tumour records could be retained to construct the CCR proposed merge and that the latter consisting of the selected patient and tumours did not fail any of the applied edits Therefore the CCR resolution is the merge of the records in the group marked with an asterisk If itis agreed to the P and T records marked with an X would be deleted from the CCR database In addition when the records involve different PTCRs the appropriate ID fields on the retained P and T records are updated to result in a va
25. e is to describe the Record Linkage Feedback Reports and to explain their use This report was written assuming that the reader had some familiarity with the CCR Record Linkage component If this is not the case the consultation of the CCR Report Record Linkage Overview is suggested The Record Linkage cycle is initiated by the CCR and consists of a sequence of seven steps The first four steps file preparation pre processing linkage and post processing are automatic and are executed within the CCR The post processing step concludes with reports on suspected duplicate patient registrations being generated and sent to PTCRs for review The PTCRs make decisions on how to resolve each group of suspected duplicate patient records The analysis and resolution of groups by PTCRs is step five The Feedback Report used by PTCRs during step five is described this document The final two steps resolution entry and resolution processing occur within the CCR and are triggered by the receipt of the resolution responses from the PTCRs The resolution processing step includes the generation of another report Feedback Report C1 one for each group of records which confirms what actions have been taken by the CCR concerning the resolution of the groups The C2 Report or confirmation report is also described in this report In order to provide the with the information needed to formulate the resolution decision Record Linkage report Feedback
26. ea cadere ttn eed 10 3 5 Lead registry resolution area nennen 13 3 6 Updated CCRID numbers area 13 3 7 Edit failures Messages area 13 3 8 Concluding remarks concerning report 2 14 4 0 Quick Reference Guide to the C1 15 5 0 Concluding remarks concerning record linkage feedback reports 18 Appendix A Example of the C1 19 Feedback report C1 Legend page 20 Feedback report neu a en e e tc deae dete 22 Appendix B Example of the C2 report 26 Feedback report 2 2 224 4 0 0 nnne senes entren rennen 27 Appendix C Example of the report 31 Feedback report C39 ce tret ee eq reb Cer ek e ER 32 Statistics Canada Catalogue no 82 225 XIE 2 1 0 Introduction This report is a user guide to the feedback reports produced by the Canadian Cancer Registry CCR Record Linkage component Its purpos
27. eath the list of options is provided for this purpose If a lead registry wishes to propose a solution that keeps the same number of patient records then using option 2 or 3 during the record linkage cycle followed by updates deletes in the next regular submission cycle is the ideal method To specify an alternate resolution use the patient and tumour labels filling in the number of lines that is needed Example If the groups contains patients A B and C along with their tumours 01 A02 B01 B02 C01 and C02 The CCR proposed resolution is to keep patient C with tumours C01 02 and 02 Furthermore the report shows that the duplicate tumour pairs discovered were 01 01 02 02 B01 C01 If the CCR proposed merge is agreed to the patient C would remain on the database with the three tumours C01 C02 and B02 whereas patients A and and tumours A01 A02 and 01 would be removed If however the PTCRs involved feel that a more suitable resolution would be to keep patient B along with tumours B01 B02 and C02 then the PTCR would indicate its choice by circling option 4 and filling in the area directly beneath option 5 as follows IF OPTION 4 PLEASE SPECIFY ALTERNATE RESOLUTION PAT B TUMOURS 01 B02 C02 PAT TUMOURS Note that in the example the alternate proposed merge appears valid since it is not in conflict with the duplicate tumour pair information provided i e none of the pairs 01 0
28. erence The tumour labels may be cross referenced directly to the patient labels For example a tumour labeled BO1 belongs to the patient labeled B whereas tumour 2 would be a second tumour belonging to patient B and 50 on Atthe extreme left margin of the group area one two or no symbols will appear beside each patient and tumour record label there is a vertical line dividing the column of labels and the columns of symbol s These symbols serve to show how the CCR proposes to resolve the group either through a merge or by simply keeping all the records in the group as they are the symbols are defined in the legend A valid CCR proposed merge is simply a way of reducing the group by keeping one P record and some T records while deleting the rest Three symbols may appear to the left of record labels indicates that the record was included in the merge found by the CCR post processing step X indicates that the record will be deleted from the CCR base if the CCR proposed resolution is accepted absence of an X indicates retention gt indicates that the record which was part of the CCR proposed merge was involved in an edit failure Therefore the proposed merge was not valid and the CCR proposed resolution is to keep all records in the group as they were on the database prior to the linkage Four cases or combinations of symbols can occur Examples for each of these four cases are included in Appendix A Case 1 On
29. erge The presence of the gt symbols indicates that the CCR proposed merge consisting of the selected patient and tumours failed some of the applied edits Therefore the CCR resolution is NOT the merge consisting of the records in the group marked with an asterisk but is instead to keep all the records in the group Thus as in case 3 the X symbol is not present on case 4 groups If the CCR resolution is agreed to all the records in the group will be retained on the CCR database as they were prior to the linkage Duplicate tumour pairs message area Directly beneath the group area is an area which will either be blank see case 1 and case 3 examples or contain the message DUPLICATE TUMOUR PAIR S followed by a listing of or more pairs of tumour record labels e g C03 A01 02 01 If pairs are listed they represent tumour pairs that were identified as duplicates by the CCR edits during the CCR proposed merge Therefore at least one of these tumour records will have been excluded from the CCR merge Should the lead registry decide to return the C1 Report with an alternate merge specified see section 2 6 caution is advised to avoid known duplicate tumour records PTCR specified alternate merges that contain duplicate T records will not be accepted by the CCR Resolution option selection area Directly beneath the duplicate tumour pairs message area is an area that lists the five possible choices of resolution res
30. ge cycle patient Statistics Canada Catalogue no 82 225 XIE 7 Canadian Cancer Registry User Guide to record Linkage Feedback Reports C1 C2 and C3 C links strongly to patient B then the group with patient records A B C and tumour records A01 02 01 and C01 WILL be presented in the next record linkage cycle since it is not an identical group the first was a group of two patients and three tumours while the second is a group of three patients and four tumours To choose option 2 circle the number and return the return the C1 Report to the Circle 3 to indicate disagreement with the CCR proposed resolution to have the records in the group remain as is i e separate on the CCR database AND to allow the possibility of linking the records in the next record linkage cycle Circling the number followed by a prompt return of the form is all that is necessary For cases where there is uncertainty among the PTCRs about how to resolve a group option 3 is likely the best choice since all current information is retained on the base and PTCRs may be able to more easily resolve the group in a future record linkage Circle 4 to indicate disagreement with the CCR proposed resolution AND to propose an alternate resolution Please note that if the alternate proposal is to keep all the records as is then DO NOT use option 4 but use 2 or 3 If option 4 is circled then the alternate s MUST be specified The area directly ben
31. group area is divided into two sections the first shows the patient P records in the group and the second shows the tumour T records In the P section the contents of 14 fields are printed for each record The fields printed are identified by their field numbers as set out in the CCR Input Data Dictionary P1 P2 etc and a short descriptive label The letters PAT appear vertically near the left margin This column contains a letter label A B C etc for each patient in the group for easy reference These labels defined in the legend are used during the record linkage cycle only and are not part of the record stored on the CCR base In the T section the contents of 17 fields are printed for each record The fields printed are identified by their field numbers as set out in the CCR System Guide T1 T2 etc and a short descriptive label Please note that there are only fifteen columns of T data since field T16 ICD O 2 Morphology and T17 ICD O 2 Behaviour are combined into one column labeled T16 T17 as well as field T21 ICD O 3 Morphology and T22 ICD O 3 Behaviour combined into one column labelled T21 T22 The letters TUM appear vertically toward the Statistics Canada Catalogue no 82 225 XIE 5 Canadian Cancer Registry User Guide to record Linkage Feedback Reports C1 C2 and C3 left margin This column contains a label formed by a letter and a number A01 02 BO1 etc for each tumour in the group for easy ref
32. h another registry may end up owning the relevant records General When edit failure messages appear at the bottom of a C1 Report 1 If the PTCRs disagree with the recommendation they are free to propose another option 4 as long as the alternative proposed is not in conflict with the edit failure message 2 Ifthe PTCRs disagree with the recommendation and consider the patients as distinct option 2 then this should also be an acceptable resolution since no changes will be made to the records on the CCR database 3 However if the PTCRs decide to use either option 1 3 or 5 then the records will remain unchanged on the CCR database The PTCRs may then submit updates as part of a future CCR submission cycle to correct any problems This may enable the same records to be successfully resolved in a future record linkage cycle After the C1 Report is completed Even if there were no edit failure messages on the C1 Report after the desired option has been selected and the C1 Report has been filled out and returned to the CCR the involved PTCRs may need to take some action for the group in question 1 If option 5 was selected more research may be necessary by either or both registries to resolve the particular group on the C1 Report The registries may choose to submit updates to the CCR to prepare for the next record linkage cycle 2 lf option 1 or 4 was selected which in both cases indicates a good deal of certainty on the part
33. istry submission the lead registry should contact the CCR Updated CCRID numbers area In cases where the resolution of a group involved a successful merge of records that previously belonged to different PTCRs the CCRID on some of the records will have changed This area of the Report provides a summary table showing the old and the new CCRID numbers for such records Note that for retained records the CCRID numbers shown in the group area of the C2 Report will be the updated numbers while for deleted records the CCRID number field in the group area of the C2 Report will be blank Should PTCRs need such blanked out CCRID numbers the C1 Report for the particular group may be consulted When there has been no change in CCRID numbers for example the resolution agreed upon was to keep all records as they were on the database this area of the report will contain the message no change In this case the CCRID numbers shown in the group area will be the ones that had been assigned to the records before the record linkage and that they still have now The updated CCRID numbers area ends with a line of asterisks printed across the report Edit failures Messages area The area below the line of asterisks will often be blank but in certain cases will contain further information about the resolution of the group As noted above PTCRs may propose an alternate resolution which involves a merge of records not already proposed by the C
34. lid family of P and T records upon re posting to the database Case 3 One P record has an asterisk while the other P records no symbol AND all T records have an asterisk AND some records in the group are marked with the gt symbol As in case 1 this indicates that there are no duplicate tumours in the group The Statistics Canada Catalogue no 82 225 XIE 6 Canadian Cancer Registry User Guide to record Linkage Feedback Reports C1 C2 and C3 2 5 2 6 presence of the gt symbols indicate that the proposed merge consisting of the selected patient plus all the tumours failed some of the applied edits Therefore the CCR resolution is NOT the merge consisting of the records in the group marked with an asterisk but is instead to keep all records in the group This explains why no record has the X symbol in case 3 groups If the CCR resolution is agreed to all records in the group will be retained on the CCR database as they were prior to the linkage Case 4 One P record has an asterisk while the other P records have no symbol AND some T records have an asterisk while at least one T record has no symbol AND some records in the group are marked with the gt symbol As in case 2 the fact that not all of the tumour records have an asterisk indicates that duplicate tumours were found in the group so that only a subset of the T records could be retained to construct the CCR proposed m
35. n no future link select this option if you disagree with the CCR decision and believe that the patient records in question definitely do not refer to the same person Option 3 Disagree with CCR resolution allow future link this is a good option to choose when the PTCRs are not certain about the ideal resolution to propose or even if Statistics Canada Catalogue no 82 225 XIE 15 Canadian Cancer Registry User Guide to record Linkage Feedback Reports C1 C2 and C3 you are uncertain about whether you agree or disagree with the CCR recommendation Option 4 Disagree with CCR resolution specify alternate choose this option if after studying the C1 Report or as a result of research in your own records you wish to suggest a different resolution which you believe to be correct If duplicate tumour pairs are listed on the C1 Report make sure that none of them are associated with the same patient in any alternative proposed Only resolutions which involve patients and tumours listed on the C1 Report may be proposed Option 5 X Registries involved cannot reach a consensus this option should be selected when the involved registries actually disagree on which response to make Option 5 should be chosen when there is disagreement as opposed to option 3 that should be selected when there is uncertainty concerning the correct resolution to propose Note The lead registry is responsible for reporting the option selected even thoug
36. n the C1 Report within the 3 week time limit will result in the CCR proposed resolution being implemented Non responses or responses received after the cut off date are treated as if option 1 had been chosen Lead registries should use care when indicating their resolution decision since the Resolution Entry System has built in defaults and there will not necessarily be any follow up by the CCR in cases of ambiguous or inconsistent alternative resolutions that cannot be entered into the system For example if a form was returned with option 4 indicated alternate proposed resolution and the proposed alternate given was patient A with tumours A01 A02 and C02 when there was no tumour C02 in the group in the first place this solution could not be entered in the system In this case the system default will treat the group as if resolution option 3 had been chosen leave all records in the group as they were on the base before linkage but allow future links to occur Statistics Canada Catalogue no 82 225 XIE 9 3 0 Record linkage feedback report no C2 3 1 3 2 3 3 3 4 General This feedback report is generated upon completion of the resolution processing step of the Record Linkage cycle that is after the C1 Reports have been returned to the CCR from the lead registries their contents entered and processed by the CCR and the base has been updated The C2 Report is similar to the C1 Report in layout and serves to inform PTC
37. of product catalogue number volume and issue numbers reference period and page s Otherwise no part of this publication may be reproduced stored in a retrieval system or transmitted in any form by any means electronic mechanical or photocopy or for any purposes without prior written permission of Licensing Services Client Services Division Statistics Canada Ottawa Ontario Canada K1A OT6 La version francaise de cette publication est disponible sur demande n 82 225 XIF au catalogue Table of contents 1 0 2214055555145454244494455405914454855485 4840 444485044854148544441485444444854444 3 2 0 Record linkage feedback report no C1 4 2 1 Generali e nente ento un et a P e Et tuts 4 2 2 Ee 4 2 3 Header area ied gebe nbi uenerat 4 24 Group atrea iacu eno etin ttt tm Eti e lore aee 5 2 5 Duplicate tumour pairs message 7 2 6 Resolution option selection area 7 2 7 Edit failures Messages area sl enee aoa eaaa a aaeoa ae aaa eae Taia aaa aat 9 2 8 Concluding remarks concerning report C1 9 3 0 Record linkage feedback report 2 10 3 1 EUM 10 3 2 Header aroa E 10 3 3 Legena area ae a S Und tee 10 3 4 Group ar
38. of the involved PTCRs regarding the resolution the latter may need to update their files with information from duplicate records that have been deleted from the CCR Care should be taken to ensure that all information in a PTCR s records agrees with that on the CCR database In particular the CCR ID number on a registry s files may need changing because of the deletion of a duplicate record 3 If option 3 was selected the may need to do some research on its own files and possibly submit updates to the CCR based on its findings to prepare for the next record linkage cycle Statistics Canada Catalogue no 82 225 XIE 16 Canadian Cancer Registry User Guide to record Linkage Feedback Reports C1 C2 and C3 4 If option 2 was selected it is unlikely that the PTCR will need to make any changes to its files Wait for the C2 Report In cases where the PTCR intends to make changes to its files it may be preferable to wait until the C2 Report is returned since this form contains the final status for each group presented on the C1 Report The C2 Report should be used to confirm deleted records or changes to the CCR ID number on certain records After this report is reviewed and confirmed the PTCR is free to report updates to records contained on the CCR database To ensure that your database is updated accordingly and to help you track these patient records for future action Feedback Report C3 hardcopy and electronic versi
39. on list all the CCRID numbers that have changed in your registry Statistics Canada Catalogue no 82 225 XIE 17 5 0 Concluding remarks concerning record linkage feedback reports It is the receipt of the C2 Reports by a PTCR which may trigger action on its own database It is true that the C1 Reports trigger an action a resolution response by the PTCRs back to the CCR but at that point in the record linkage process any resolutions which may involve a merge are just proposals Since no change has yet occurred on the CCR database none should take place on any PTCR database as a result of the C1 Reports Conversely PTCRs should act to update their own database as required upon receiving the C2 Reports deleting records updating CCRIDs in order to ensure that the data it contains continues to coincide with the data found on the CCR database Statistics Canada Catalogue no 82 225 XIE 18 Appendix A Example of the C1 report MDIMSNNYE NVAANON ET 1550243 3114 cL qavnoda 3oNI d f0 3 I TI HOQVH8V 1 13 3AD3N 3303 1L OT WON 334ld322V 153 223 1010534 VI IS AWIYddNsS 5 IN3W3HISIO3HN3 1 3ND ANOIGNI 3708WAS 32 X NOILVI33HOD 3103 1NOD ANOHDA V NOIL IOS33H VI AG 3ILNVd IIVSIVJ IND IN3W3HISIO33N3 3n0 ANDIGNI 3108WAS 32 lt 223 NOTLNIOSAY V1 3ILNVd 4 LIN3W3HISIO33NN3 AND INDIANI 3108WAS AD S3 108WAS 213 20v lt lt
40. ords and all of the T records in the group No records in the group will have X a digit or a associated with them Case 6 Lead registry did not return the C1 Report within the time limit or it was returned and no decision was indicated The CCR proposed resolution will then have been implemented by default Therefore the records in the group will be marked as in case 1a or case 1b depending on whether the CCR proposed resolution was a valid merge 1a or not 1b Statistics Canada Catalogue no 82 225 XIE 12 Canadian Cancer Registry User Guide to record Linkage Feedback Reports C1 C2 and C3 3 5 3 6 3 7 Lead registry resolution area In this area the number of the resolution option indicated on the C1 Report that was returned by the lead registry is displayed along with a short message as a reminder of what that option number signifies the same text is used here as on the C1 Report If no response was received from the lead registry a message to that effect will appear in this area PTCRs should refer to this area to ensure that the resolution option printed is really the one they had agreed on in PTCR discussions and communicated to the CCR In case of discrepancy PTCRs other than the lead registry should first contact the lead registry to verify the information that he sent to the CCR If this does not resolve the problem and it is suspected that the difficulty lies with the CCR handling of the lead reg
41. ponse for the group After consultation with the other PTCRs in the group the lead registry will select one of these choices by circling the corresponding number and returning a copy of the report to the CCR as follows Circle 1 to indicate agreement with the CCR proposed resolution Please note that the latter may involve a merge of records case 1 and 2 described in section 2 4 or may leave all records in the group as is case 3 and 4 described in section 2 4 Once this decision is taken the PTCRs involved in the group are not required to take any further action other than the lead registry that has to promptly complete and return the C1 Report to the CCR However PTCRs may subsequently alter their records and report these updates to the CCR Circle 2 to indicate disagreement with the CCR proposed resolution and to have the records in the group remain as is i e separate on the CCR database AND to prevent the SAME set of records from being grouped and presented for resolution in a future linkage Please note that the instruction of no future link may not prevent a similar group from appearing another time as records on the database may be updated over time and new records added For example even though a group with patient records A and B along with their tumours A01 A02 and 01 are not to be linked again a new patient C with tumour C01 may have been added to the base since that instruction was given If in the next record linka
42. port Case 1a Case 1b Case 2 Case 3 Case 4a Case 4b Case 4c Lead registry selected option 1 on the C1 Report and the CCR proposed resolution was a valid merge On the C2 Report will appear beside one of the P records and some or all of the T records All other records in the group will be marked with an X No records will have a digit or a associated with them Lead registry selected option 1 on the C1 Report and the CCR proposed resolution was to keep all records in the group the merge found by the CCR had a gt beside two or more of its records on the C1 Report On the C2 Report __ will appear beside all of the P records and all of the T records in the group No records in the group will have _ X a digit or a associated with them Lead registry selected option 2 on the C1 Report On the C2 Report will appear beside all of the P records and all of the T records in the group No records in the group will have an a digit or a associated with them Lead registry selected option on the C1 Report On the C2 Report will appear beside all of the P records and all of the T records in the group No records in the group will have X a digit or a associated with them Lead registry selected option 4 on the C1 Report and specified one merge which was valid On the C2 Report 1 will appear beside one of the P records and some or all of the T records in the g
43. returning the report to the CCR within the specified review period The reports received by a PTCR for groups in which it is the lead registry will show the same PTCR name on line 4 and line 7 Group area A line of asterisks within which the group number is imbedded marks the beginning of a group Group numbers are assigned sequentially during the actual CANLINK linkage step starting with group 1 and each group retains its number for the duration of the record linkage cycle However some groups may be combined or dropped toward the end of the linkage step and some may be immediately dissolved in the post processing step due to no future link instructions received from PTCRs during a previous record linkage cycle see section 2 6 below Consequently some group numbers will simply appear to be missing or skipped Because of this situation combined with the sorting of groups according to PTCR the packages of C1 Reports received by a PTCR will show seemingly random gaps in the group numbering although the groups will always be shown in ascending numerical order For example a PTCR may receive a package of C1 Reports sorted in the following sequence groups 4 19 31 32 47 and 89 for which it is the lead registry followed by groups 7 and 44 involving one PTCR and 23 and 71 involving a second PTCR for groups in which it is not the lead registry but owns some records in the group also referred to as a participating PTCR The
44. roup those which are in the specified alternate merge All other records in the group will have an X No record will have a associated with it Lead registry selected option 4 on the C1 Report and specified one alternate merge which was not valid i e had at least one edit failure On the C2 Report 1 will appear beside some of the records in the specified alternate merge 1 will appear beside the remaining records in the merge those not directly responsible for the edit failure All other records in the group willhavea Lead registry selected option 4 on the C1 Report and specified two merges both of which were valid 1 will appear beside of the P records and some of the T records in the group depending on which are in the first merge 2 will appear beside one of the P records and some of the records in the group depending on which are in the second merge All other Statistics Canada Catalogue no 82 225 XIE 11 Canadian Cancer Registry User Guide to record Linkage Feedback Reports C1 C2 and C3 records in the group will have an No record will have a associated with it Note alternate merges are assigned digits alphabetically according to the label of the patient record in the merge regardless of the order they were written on the C1 Report or entered into the system For example the lead registry may write C C01 B01 as their first al
45. t is possible that a group involves only one PTCR i e one PTCR owns all of the P and T records in the group In the later case the lead registry designation is somewhat artificial since the lone PTCR will do the research make the resolution decision and submit its decision to the CCR However in cases where a group contains patient records from more than one PTCR the lead registry is the focal point of the discussions regarding the resolution of the group The lead registry plays the role of facilitator in the decision making and submits the decision to the CCR The choice of the lead registry is based on the PTCR that would be the owner of the patient record if the CCR proposed merge was adopted as indicated i e if the PTCR s chose option 1 see section 2 6 for details In general it is the registry owning the tumour with the most recent diagnosis that is picked as the lead registry The package of C1 Reports received by a PTCR is sorted in the following order groups where the PTCR is the lead registry appear first in ascending group number order followed by groups where the PTCR is not the lead registry appear next sorted first by PTCR from east to west and then by group number within each PTCR The following sections provide greater detail on of the elements of the Feedback Report C1 Legend A legend is included on the first page of the C1 Reports The legend defines the symbols used in the report See Appendix A for an exampl
46. ternate merge using the first line of the write in area on the C1 Report and write in 01 BO2 as their second alternate merge using the second line The second merge will be numbered 1 and the first will be assigned number 2 since the merge which includes patient A will be considered ahead of the one with patient C Case 4d Lead registry selected option 4 on the C1 Report and specified two merges one of which was valid assume number 2 was valid while the other was not valid On the C2 Report 2 will appear beside one of the P records and some of the T records in the group those in the valid first merge 1 will appear beside some of the records in the group at least two of the records in the invalid second merge 1 may appear beside some of the records in the group the records in the invalid second merge that were not directly responsible for the edit failure if there were any such records All other records in the group will be marked with a Case 4e Lead registry selected option 4 on the C1 Report and specified two merges both of which were invalid On the C2 Report 1 will appear beside some of the records in the group at least two of the records in the invalid first merge 1 will appear beside some of the records in the group the records in the invalid first merge that were not directly responsible for the edit failure if there are any such records 2 will appe
47. the groups created by CANLINK in order to facilitate its use examining the records in each group to find a proposed merge editing the proposed merge to make sure it is valid and sorting and printing the C1Reports The C1 Report serves two roles Firstly it is a report which provides information about the group of records that have been assembled during linkage The content of the records in the group is displayed in the report as contained on the base at the time of linkage Although records are grouped based solely on the information contained on the CCR data base PTCRs are not constrained to this information when making decisions about how to resolve the group Other sources of information concerning the patient and their tumour s can be consulted Secondly the C1 Report is a turnaround document and the PTCRs written decision is returned to the CCR for capture and processing A PTCR that is the current the owner of one or more of the records P or T in a group receives a copy of the C1 Report issued for that group A C1 Report is produced for each group of records A group is a set of two or more patient P records along with their associated tumour T records For each group one of the PTCRs is designated as the lead registry This designation is essentially for administrative purpose and indicates that it is the designated PTCR s responsibility to complete the C1 Report with the resolution decision and submit the document to the CCR I
48. uplicate tumour pairs If there are any they will be listed here Deciding which resolution to propose Once you understand what the CCR is recommending for the group that you are reviewing you must determine which resolution you wish to propose This will probably be done by comparing variables for example the surname the birth date the date of death the place of residence and the diagnostic ICD codes reported on the patient and tumour records to decide how similar they are to each other You will first need to determine if the same patient is really represented by different patient records If this is the case you may then have to verify residence information to determine in which province the person resides or resided if deceased Secondly are the tumours of these patients the same or do they represent multiple primaries It may be necessary to check your records and possibly review them with another province to determine if both tumours should be kept or if one should be deleted When to use which option Option 1 Agree with CCR decision if you agree with the CCR recommendation circle this option on the C1 Report You may also wish to update records on your own database according to the changes proposed It is not necessary to report records deleted by the record linkage process however the retained records on your files may require updating with information from those deleted records Option 2 Disagree with CCR decisio
49. wni S 3uIVd SYNOWNL 1 0110110543 45 3SV3 d NOILdO SNSNASNOD V HOV3N LONNVO GSATOANI 5 3 151 34 765 31vNH3llV 5 NOILQ OS3H HLIM 3335VSIG ANIT 330104 MOTIV NOILNIOSSY HLIM 3335VSIG 76 INIT 3304104 ON NOILNTOSSY HLIM 3335VSIG 72 1 1053 4 HLIM 3335V T CH38WON 312NI2 5 1140 1 10538 Tov Tos S MIVd YNOWNL ALVIIIdNd c 0 0vT8 0 0000 08 0000 9 0 002 XXXXXXXXXXXX 0 OWZVOV XXXXXXXXXXX OTVEL8TIO TOZTYO OT l c 0 0vT8 0 0000 0812 0000 60208002 666666666666666 0 OWZVOV 812078190 I 262090 OT 6IL 221 121 ZTL 9TL STL TL OTL TTL Zt 91 bl EL TL 334J4IHO Z312332N3 NOILQ 10S33 SNOILdO CH38WON 312NI2 5 01140 NOILn10S3U ssnawnl S aUIVd C rOv IOS S Nivd 1 6 6 0868 0 0000 6952 0000 2 0 002 0 666666 9T96ZETIO T STIZZSTb SE TO8 X 0 4 0868 0 0000 6952 0000 21216002 XXXXXXXXXXXX T OATDOV OTY8SOTSO OT 6IL ZZL TZL ZT1 911 STL TL OTL TTL LL 91 vL L 1V33lv1 WEWID WZWID 1 WID 6 WID aLva WW SSV ON 1504 2 IWON ON dIN n GASNHLAW 1Vu3lv1 WEDI 1 6 01 31va 5 Hl3W 1504 AWN
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