American College Of Surgeons - Inspiring Quality: Highest Standards, Better Outcomes

Commission on Cancer

Commission on Cancer

Updates on Synoptic Operative Reporting for CoC Standards 5.3–5.6

While compliance with CoC Standards 5.35.6 won’t take effect until 2023, many programs are aware that it will take time to get electronic medical record (EMR) synoptic reporting solutions in place and for surgeons to use them routinely. For that reason, many programs have questions about new options available for synoptic operative reporting. This is the first of many update communications on synoptic reports. We expect to provide an additional communication and webinar in March.

  • Please note that CoC programs are welcome to develop their own synoptic operative reports as long as they meet CoC requirements.
  • CoC-accredited cancer programs are not required to use the synoptic operative report templates developed by the CSSP of the American College of Surgeons, although use of the CSSP synoptic operative reports would facilitate compliance with CoC requirements.
  • A brief FAQ provides additional information on what is considered a synoptic report.
  • The following information applies to CoC institutions only. Non-CoC institutions are requested to seek permission for use of ACS content and may contact cssp@facs.org.

There are three mechanisms by which a center can use synoptic operative reports that conform to CoC Standards:

#1: You may create a synoptic report that captures just the required CoC elements and response options.

To achieve compliance, accredited programs must include the required elements and response options in a synoptic format in operative reports for Standards 5.35.6 as outlined in the CoC’s Optimal Resources for Cancer Care (2020 Standards). To qualify as a synoptic report, the required data elements must be part of a structured checklist or template and the information formatted in such a manner that it can be collected, stored, and retrieved.

Many EMRs can create such templates. CoC-accredited programs or programs seeking CoC accreditation may use the exact language from the manual to create synoptic reports that can complement the traditional narrative operative report. If this is your approach, you should use the exact wording of the required elements and responses to build individual solutions at your institution. There are no fees associated with use of the content in the manual.

You are welcome to share the required elements content with your institutional IT team and with your EMR support team, as needed, to build a synoptic solution for your facility.

Since the content of the Optimal Resources for Cancer Care (2020 Standards) is a copyright of the American College of Surgeons, we would appreciate, where possible, that you acknowledge the ACS copyright: Copyright © 2019 American College of Surgeons, 633 N. Saint Clair St., Chicago, IL 60611-3295. All rights reserved.

Because the material is copyrighted, you may not share the material or tools built using this material with commercial vendors or with other institutions.

#2 You may create a synoptic operative report that is built using CSSP templates.

The CSSP has developed synoptic operative reporting templates for the documentation of melanoma, breast, and colon cancer surgery. The synoptic operative reporting templates contain a comprehensive list of data fields with intent of replacing the need for narrative reports. Data elements in these templates include fields required for compliance with CoC Standards 5.35.6 as well as universal surgical elements and elements required by other accrediting organizations. The templates, developed by surgeons with abundant user input, include American Joint Committee on Cancer (AJCC) TNM staging and National Cancer Database (NCDB) codes, where appropriate. These templates will soon be provided to CoC-accredited cancer programs and will be accessible to facility-designated CoC contacts at a password-protected site.

Viewing these CSSP templates will allow each institution to decide whether they want to build these templates inside the EMR used by their facility, encourage their EMR vendor to offer the templates, or pursue commercial options (see #3).

For CoC-accredited facilities wishing to create their own synoptic solutions using the CSSP template material, the material for electronic tool development will be made available for a nominal fee, and access will be provided through an Application Programming Interface (API) that will link an institution’s software to the CSSP’s electronic content. The API provides not only the content but the formatting and logic model of the content that will simplify institutional IT development. Details on access to the API and associated licensure will be released in the coming weeks. Permission and copyright acknowledgement will be required for any facilities that use the CSSP material to build their own electronic synoptic operative reporting tools.

There is an intent to have CSSP synoptic operative reports available within EMR vendor software so that programs have direct access to the synoptic elements via their EMRs, but this capability is not yet fully developed. Discussions with EMR vendors are ongoing regarding the integration of CSSP synoptic operative reporting templates directly into the EMRs. Your EMR vendor will appreciate hearing from you regarding your interest in having these tools built inside the EMR your facility employs. EMRs wishing to incorporate the CSSP template content can reach out to the CSSP staff (cssp@facs.org), who will license template content to them and provide them with the template protocols and access to the API.

#3 You may use a commercial option for synoptic operative reports that integrate into the EMRs.

The CSSP synoptic operative reporting templates described above were used as the foundation for creating digital synoptic operative reporting tools. These tools are sufficiently comprehensive to replace the need for narrative reports and they were built to seamlessly integrate into the EMR. Third-party vendors are pilot testing these web-based tools and will be supporting implementation of such tools with anticipated availability in the coming months. We expect that several third-party vendors will license the synoptic operative reporting content from the American College of Surgeons. CoC-accredited cancer programs may opt to work with one of these third-party vendors to integrate their tool into the EMR. The CSSP will maintain a list of all third-party vendors with the appropriate licensure in place. Working with these third-party vendors may involve an additional cost to programs.

Please share this information with your Cancer Committee. Contact cssp@facs.org for additional information on copyright acknowledgement, permissions, or licensure. See the FAQs below for additional information on synoptic reporting and permissions.

The CSSP will continue to release educational resources to support these standards in the coming months via Cancer Programs News. Questions should be directed to cssp@facs.org.

FAQs

What is a synoptic report?

A synoptic report is a document that has standardized data elements organized as a structed checklist or template. The value for each data element is “filled in” using a pre-specified format. The purpose of the synoptic report is to format information in a manner where information can be easily collected, stored, and retrieved.

Examples of synoptic reports can be found at: College of American Pathologists: Cancer Protocol Templates, 2018 and Google Scholar.

Is the use of routine phrases the same as a synoptic report?

No, the use of routine phrases reflects a practice that is used in narrative reporting. In contrast to narrative reporting, synoptic reporting is in a checklist format (however, synoptic reports may have data elements that allow for free-form text to be entered). Routine phrases are often used to reduce the burden of reporting in narrative format when an activity or description is the same from one surgery to the next. They consist of sentences copied into a narrative operative report. Such phrases may include information about routine placement of incisions or ports, or they may be used to repeat information that is also documented by anesthesia or nurse providers. Routine phrases do not serve the same function as a checklist, nor do they ensure that information unique to the patient is captured in a standardized format.

Why is synoptic reporting important?

Synoptic reporting has repeatedly been shown to improve both the completeness and the accuracy of clinical documentation. Reporting accuracy and completeness is of particular importance in cancer care where multiple providers are involved in the care of a single patient and any omissions or inaccuracies in surgery or pathology reporting may adversely impact downstream decisions. It has also been shown to improve the ability for downstream functions such as registry extraction and compliance. While more long-term experience and critical assessment is available for synoptic pathology reports, there are also abundant reports showing the benefits of synoptic operative reports.

Bibliography

  1. Eryigit O, van de Graaf FW, Lange JF. A Systematic Review on the Synoptic Operative Report Versus the Narrative Operative Report in Surgery. World J Surg. 43:2175-2185;2019.
  2. Ellis DW, Srigley J. Does standardised structured reporting contribute to quality in diagnostic pathology? The importance of evidence-based datasets. Virchows Arch. 468:51-59; 2016. Crossref, Medline, Google Scholar
  3. Messenger DE, McLeod RS, Kirsch R. What impact has the introduction of a synoptic report for rectal cancer had on reporting outcomes for specialist gastrointestinal and nongastrointestinal pathologists? Arch Pathol Lab Med. 135:1471-1475;2011. Crossref, Medline, Google Scholar
  4. Casati B, Bjugn R. Structured electronic template for histopathology reporting on colorectal carcinoma resections: Five-year follow-up shows sustainable long-term quality improvement. Arch Pathol Lab Med. 136:652-656;2012. Crossref, Medline, Google Scholar
  5. Valenstein PN. Formatting pathology reports: Applying four design principles to improve communication and patient safety. Arch Pathol Lab Med. 132:84-94;2008. Medline, Google Scholar
  6. Renshaw MA, Renshaw SA, Mena-Allauca M, et al. Performance of a web-based method for generating synoptic reports. J Pathol Inform. 8:13;2017. Crossref, Medline, Google Scholar

What is an API?

An Application Programming Interface (API) is a software intermediary that allows two applications to talk to each other. The American College of Surgeons has developed an API that will deliver the CSSP’s electronic content for direct integration into software and applications. The API provides not only the content but the formatting and logic model of the content that will simplify institutional IT development. Details on access to the API and associated licensure will be released in the coming weeks.

CoC Provides Update on Templates and Standards Resource Library

In 2020, the CoC introduced new templates that correspond with the Pre-Review Questionnaire (PRQ) for use by CoC-accredited cancer programs to support the Optimal Resources for Cancer Care (2020 Standards). The PRQ templates are located in two areas: within the specific standard page of the PRQ and on the Datalinks Activity Menu under the PRQ Templates heading. The templates are available to download for immediate utilization with 2020 and 2021 activities. Once each template is completed with information or data for each year within the accreditation cycle, it must be uploaded into the PRQ prior to the on-site review.

The 12 templates cover 15 standards and are required to be completed by all cancer programs as part of the on-site review. Tabs located at the bottom of each template can be used to toggle between the years for that standard within the accreditation cycle.

The Standards Resource Library (SRL) is also available for use as a valuable resource by CoC-accredited cancer programs to support the Optimal Resources for Cancer Care (2020 Standards). The SRL is located in CoC Datalinks as a tab at the top of all pages and includes a wide variety of resources, program examples, and links to external sources to help guide and assist cancer programs with standards compliance. The SRL also includes:

  • Previously released FAQ documents (by chapter), including the Nursing and Operative Standards
  • Folder Structure Tutorial PowerPoint for organizing accreditation documents that includes a folder structure in a downloadable zip file

We hope that you continue to find this resource useful to your cancer program. Questions and comments on the items included in the SRL should be submitted to the CAnswer Forum.

CQIP Quality Measure Data Final Submissions Due March 3

The Commission on Cancer National Cancer Database is preparing the 2020 Cancer Quality Improvement Program Report (CQIP). The quality measures and estimated performance rates included in the report will come from the data submitted to the Rapid Cancer Reporting System. Cancer programs will have until March 3, 2021, to review and update 2018 cases, at which time the 2020 CQIP report will be generated. Please follow the instruction to identify and update the appropriate cases in the RCRS Library, “Locating CQIP Cases in RCRS.” Contact the NCDB at ncdb@facs.org with any question or concerns.