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Tips from a Cancer Program Consultant – Documenting Cancer Committee Activity
Cancer Committee

Earlier this year I blogged about developing goals for CoC compliance and my list of tips for selecting CoC study topics.

At CHAMPS, we know the struggles cancer programs face when it comes to CoC compliance and these are just two of the areas where we find we are always asked to provide advice. If you haven’t read my previous blog posts in this “Tips from a Cancer Program Consultant” series, I encourage you to check them out!

Today, however, I’d like to focus on how to ensure proper documentation of cancer committee activities.

Tips for Ensuring Proper Documentation of Cancer Committee Activities

  • Think of cancer committee minutes as a basis for providing documentation to support compliance with CoC Standards. The CoC Standards Manual very clearly states what should be included in the minutes.
  • Become proficient in the Eligibility Requirements and standards specific to your role. Your reports to the cancer committee should include the requirements listed in the manual.
  • Ensure information entered in the SAR is supported by the cancer committee minutes. Often there are discrepancies between entries in the SAR as compared to the minutes.
  • Report information from subcommittee or adhoc meetings to the cancer committee, if applicable.
  • Include a summary of visual tools used in cancer committee minutes, if applicable. (e.g., PowerPoint presentations and attachments)
  • Name attachments appropriately by including the standard number, topic and year. (e.g., 1.7 Tumor Conference Summary 2017 Activity)
  • Transcribe minutes and review them shortly after each meeting. It is especially helpful to utilize a document to track compliance with the standards.
  • Remember the adage, “If it isn’t in the minutes, it didn’t happen.” It is imperative that the minutes are complete and accurate, particularly since surveyors utilize the minutes to determine compliance with individual standards. Many deficiencies are a result of inadequate documentation and do not represent the high quality of care provided to cancer patients.

Don’t forget! In addition to my list of tips for ensuring proper documentation of cancer committee activities, the CAnswer Forum’s Standard Resource Library contains very helpful documents. A few resources I found particularly helpful include:

  • Tips for Understanding and Implementing Standard 1.5
  • Steps for Standard 4.7 Compliance
  • Tips for Cancer Committee Agenda and Minutes Template

How do you ensure proper documentation of cancer committee activities?

Do you find yourself needing additional support to ensure you’re documenting properly? Contact us.

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About the Author

Ilona Gyerman, RHIT, CTR

Ilona Gyerman

20+ Years of Cancer Registry Experience

ASK ME ABOUT | CoC Accreditation, Survey Process, Data Quality, Cancer Registry Operations

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