California Cancer Reporting System Standards, Volume III

Race Fields Update Logic

FIELDS

Race 1 [NAACCR #160]

Race 2 [NAACCR #161]

Race 3 [NAACCR #162]

Race 4 [NAACCR #163]

Race 5 [NAACCR #164]

specification

Patient Level

Multi-Document Consolidation Process

Relevant Source Documents

• The current patient

• All active (not deleted or merged) admissions linked to the current patient

• Passive follow-up with Follow-up Last Type Patient of 56 or 69 linked to the current Patient and has a known passive follow-up race code

Definitions

• Known admission and patient race code(s): 01 – 32, 90*, or 96 – 98

• Known passive follow-up race codes(s):

• Year of Death 1970-1972: 1-5

• Year of Death 1973-1977: 1-6

• Year of Death 1978-1984: 1-4

• Year of Death 1985-9998: 10, 20, 30, 40-49, 52-59

Triggers

• The set of relevant source documents linked to the patient changes (i.e., new document linked, existing document deleted, etc.)  

• One or more race code fields are changed in a relevant source document

• Special global re-consolidation processes

Process

Perform the following steps based on SEER coding rules (with noted exceptions for CA):

1.    If relevant patients and admissions have no known race code and there is no relevant passive follow-up record available, then set all the patient’s race fields to 99, and stop here.

2.    If relevant patients and admissions have no known race codes and one or more relevant passive follow-up documents available, then:

• Use the following hierarchy to determine which single source document should be consolidated:

• Follow-up Last Type Patient of 56

• Follow-up Last Type Patient of 69

• If there is more than one selected relevant follow-up record with any of the above Follow-up Last Type Patient codes, then attempt to break the tie by using Date Loaded (latest to earliest).

• Then use Tables A-D to convert the selected relevant passive follow-up race code based on the Date of Last Contact year in the passive follow-up document. Then set Race 1 with converted code and Race 2-5 with 88, and stop here.

Table A: If passive follow-up's year of Date of Last Contact is 1970-1972:

Table B: If passive follow-up's year of Date of Last Contact is 1973-1977:

Table C: If passive follow-up's year of Date of Last Contact is 1978-1984:

Table D: If passive follow-up's year of Date of Last Contact is 1985-9998:

3.    Otherwise, starting with the patient and then collecting from all the relevant admissions in Admission ID order (and in race field number order within each document), create a distinct known race codes list (ignore duplicate codes already collected).

4.    If the distinct known race codes list contains any of these combinations of specific-codes and non-specific codes, then remove the corresponding non-specific codes from the list.

5.    If necessary, reorder the remaining distinct known race codes list according to the following hierarchy: 07, 02-97 except 07 & 88 (maintain original list order set in step 3 for codes in this range), 01**, 98**

6.    Set the patient’s Race 1 – Race 5 fields to the latest distinct known race codes list (that may have been altered by steps 4 and 5).  If there are more than five codes in the list, just use the first five codes in the ordered list.  If there are fewer than 5 codes in the ordered list, begin setting the patient’s race fields using the ordered list, and then fill the rest of the patient’s race fields with 88.

7.    If Race 1 was changed, then regenerate NHIA Derived Hisp Origin.  If any of the Race 1 – Race 5 codes were changed, then regenerate Race—NAPIIA (derived API).

Manual Change to Race 1 – Race 5

Perform Multi-Document Consolidation Process

Admission Level

Manual Change or Correction Applied to Race 1 – Race 5

Perform automatic QC procedures described under SOURCE

Perform Multi-Document Consolidation Process for Patient

*California uses code 90 too (Other South Asian, Bangladeshi, Bhutanese, Nepalese, Sikkimese, and Sri Lankan – changed to 96 for submissions)

**Unlike SEER, California gives code 01 priority over 98 in Steps 4) and 5)

historical changes