Cancer Notification Data Specification
Report format
The table below describes the Cancer Notification Data Specification format that is required for Admitted Patient Cancer Notifications. All mandatory fields should be extracted and populated. Optional fields could be populated with data, default value, blank, or empty string.
Letters in ‘Format’ column mean:
| A | Alphanumeric |
| N | Numeric |
| X | Text or string values |
Letters in ‘M/O’ column mean:
| M | Mandatory |
| O | Optional (Any items that are Optional are to remain blank in the extract if these are unable to be reported.) |
Values in the ‘Type’ column mean:
| Varchar | Field accepts alphanumeric data |
| Numeric | Field accepts numeric data |
| Date | Field accepts dates |
| Datetime | Field accepts dates and time data |
Record validation rules
Each record of the file will be validated within the NSW Cancer Registry (NSWCR) system according to a set of validation rules specified below.
The validation rules applied are:
1. Mandatory fields: Each field specified as mandatory must be populated.
2. Valid field values: Each field populated must meet the format requirements (for example, valid field length or numeric value only).
3. Valid reference data: Each field populated where the accepted values are defined must be populated by a valid value.
Cancer Notification Data Items
| Field name | Type | Format | M/O | Accepted Values/Format | Description |
|---|---|---|---|---|---|
| Hospital Facility ID | Varchar | A(4) | M | ANNN | An identifier for the establishment in which the episode or event occurred. The identifier is a unique code assigned to the facility or unit. For example: A323 Chris O’Brien Lifehouse A049 Chris O’Brien Lifehouse Radiation Oncology |
| Medicare Number | Numeric | N(12) | O | The identifier, allocated by the Health Insurance Commission to eligible persons under the Medicare scheme, which appears on a Medicare card. | |
| MRN | Varchar | A(20) | O | The identifier unique within an establishment or agency. | |
| Surname | Varchar | X(40) | M | The part of a name a person usually has in common with some other members of his/her family, as distinguished from his/her given names. | |
| Given Name I | Varchar | X(40) | M | The person's identifying name within the family group, or by which the person is socially identified. | |
| Given Name II | Varchar | X(40) | O | Another given name that the person is identified within the family group, or by which the person is socially identified. | |
| Alias Surname | Varchar | X(40) | O | Other surname the person is also identified with. | |
| Alias GivenName I | Varchar | X(40) | O | Other given name the person is also identified with. | |
| Alias GivenName II | Varchar | X(40) | O | Other given name the person is also identified with. | |
| Alias2 Surname | Varchar | X(40) | O | Other surname the person is also identified with. | |
| Alias2 GivenNameI | Varchar | X(40) | O | Other given name the person is also identified with. | |
| Alias2 GivenNameII | Varchar | X(40) | O | Other given name the person is also identified with. | |
| Alias3 Surname | Varchar | X(40) | O | Other surname the person is also identified with. | |
| Alias3 GivenNameI | Varchar | X(40) | O | Other given name the person is also identified with. | |
| Alias3 GivenNameII | Varchar | X(40) | O | Other given name the person is also identified with. | |
| Sex | Numeric | N(1) | M | 1, 2, 3, 9 | The biological distinction between male and female, as represented by a code: – Male – Female – Indeterminate 9 – Not stated |
| Date of birth | Date | N(8) | M | DDMMYYYY | The date of birth of the person, expressed as DDMMYYYY. |
| Country of Birth SACC | Numeric | N(4) | M | Valid SACC code as defined by Australian Bureau of Statistics Standard Australian Classification of Countries (SACC), 2016. |
The country in which the person was born, as represented by a Standard Australian Classification of Countries, 2016 valid country code. For example: Note: 0003 is equivalent to unknown or not stated. |
| Indigenous Status | Numeric | N(1) | M | 1, 2, 3, 4, 8, 9 |
Whether a person identifies as being of Aboriginal or Torres Strait Islander origin, as represented by a code: – Aboriginal but not TSI origin – TSI but not Aboriginal origin – Both Aboriginal & TSI origin – Neither Aboriginal nor TSI origin – Declined to respond – Not stated / inadequately described |
| URA Unit/Flat Number | Varchar | A(14) | O | Unit 1 | Person’s unit number of usual residence at the time of the episode. This data item can be reported separately or as a composite field within the data item “URA Name”. |
| URA Number | Varchar | A(14) | O | 50 | The street number of the person’s usual residential address at the time of the episode. This data item can be reported separately or as a composite field within the data item “URA Name”. |
| URA Name | Varchar | A(60) | M | George, Maiden Creek 1060 Wongwibinda Rd |
The street name of the person’s usual residential address at the time of the episode. This data item can also be used as a composite for unit, street number, name and type (e.g. Maiden Creek 1060 Wongwibinda Rd). |
| URA Street Type | Varchar | A(2) | O |
St Refer to Appendix B |
The street type of the person’s usual residential address at the time of the episode, truncated to acceptable two- character format. See list in Appendix B. This data item can be reported separately or as a composite field within the data item “URA Name”. |
| URA Suburb | Varchar | A(40) | M | Valid suburb name | The suburb name of the person’s usual residential address, as defined in the Australia Post Postcode Database at the time of the episode. For example: Redfern. Spelling mistakes in suburb name will be rejected. |
| URA Postcode | Varchar | A(4) | M | Valid postcode, as defined in the Australia Post Postcode Database | The postcode of the person’s Usual Residential Address at the time of the episode. Includes: 9990 – Overseas 9998 – No fixed address 9999 – Unknown |
| URA State | Varchar | N(2) | M |
0, 1, 2, 3, 4, 5, 6, 7, A value with a leading zero will be rejected (e.g. ‘01’ |
The state of the person’s usual residential address at the time of the episode, as represented by a code: – Overseas not known or stated – New South Wales – Victoria – Queensland – South Australia – Western Australia – Tasmania – Northern Territory – Australian Capital Territory – Other territories (Cocos (Keeling) Islands, Christmas Island and Jervis Bay Territory) 98 – Australia not known NFI 99 – Unknown or not stated |
| AMO/AHPRA Registration Number of the GP Doctor |
Varchar | A(20) | O |
NNNNN-NNNNN- AAANN-NNNNN |
The Australian Health Practitioner Regulation Agency (AHPRA) or the Medical Board of Australia Registration Number of the referring doctor or general practitioner. Note: This is not the provider number of the GP. |
| GP Doctor's Name | Varchar | X(60) | O | Allows up to 250 characters | The full name of the referring doctor or general practitioner. For example: Dr Peter Bloggs |
| GP Doctor’s Address | Varchar | X(140) | O | The address of the referring doctor or general practitioner. | |
| AMO/AHPRA Registration Number of the Treating Doctor |
Varchar | X(20) | O | AAANN-NNNNN | The Australian Health Practitioner Regulation Agency (AHPRA) or the Medical Board of Australia Registration Number of the doctor in charge of the case. Note: This is not the provider number of the treating physician. |
| Treating Doctor's Name | Varchar | X(250) | O | The full name of the doctor in charge of the case. For example: Dr Peter Bloggs | |
| Treating Doctor’s Address | Varchar | X(140) | O | The address of the doctor in charge of the case. | |
| Admission Date | Date/time | N(8) | M | DDMMYYYY | Date on which an admitted patient commences an episode of care. Note: Record date of attendance for non-admitted persons. |
| Separation Date | Date/time | N(8) | M | DDMMYYYY | The date on which an admitted patient completes an episode of care. Note: Same as admission date for non-admitted patients. |
| Status at Separation | Numeric | N(1) | M | 1, 2, 3, 7 | The status of a person at separation, as represented by a code: 1 – Discharged 2 - Transferred to Another Hospital 3 - Transferred For T/Nursing Care 7 – Died Note: Must be ‘1’ for non-admitted patients. |
| Place of Residence at Time of Diagnosis | Numeric | N(2) | M |
0, 1, 2, 3, 4, 5, 6, 7, A value with leading zero will be rejected (e.g. ‘01’, |
The state the person usually resided in at the time of diagnosis: – Overseas not known or stated – New South Wales – Victoria – Queensland – South Australia – Western Australia – Tasmania – Northern Territory – Australian Capital Territory – Other territories (Cocos (Keeling) Islands, Christmas Island and Jervis Bay Territory) – Australia, not known/no further information available – Unknown |
| Name of Pathology Laboratory | Varchar | A(100) | O | Name of laboratory where a diagnostic test was performed. | |
| Date of Primary Diagnosis | Date | N(8) | M | DDMMYYYY | DDMMYYYY The date on which the patient was first diagnosed with cancer (whether at its primary site or as a metastasis). Note: If Date of Primary Diagnosis is not known, 01019999 should be reported. |
| Primary Site of Cancer Code | Varchar | A(7) | M | Valid ICD-10-AM topography code, reported in the following formats: CNN, CNN.N, CNN.NN, CNNN or CNNNN |
The site in which the tumour originated in a person with cancer, as opposed to the secondary or metastatic sites, as represented by an ICD-10-AM code (must match the code layout depicted in ICD-10-AM, Volume 1 Tabular list of diseases). Incorrect transformation of these codes can change the notified cancer site completely. Please ensure this is thoroughly checked. |
| Morphology of Cancer Code | Varchar | A(10) | M | Valid ICD-10-AM morphology code, reported in the following formats: ANNNN/N NNNN/N NNNNN |
Morphology refers to the histological classification of the cancer tissue (histopathological type) and a description of the course of development that a tumour is likely to take: benign or malignant (behaviour), as represented by an ICD-10-AM code (must match the code layout depicted in ICD-10-AM, Volume 1 Tabular list of diseases). Incorrect transformation of these codes can change the notified cancer type completely. Please ensure this is thoroughly checked. |
| Laterality of Primary Cancer | Varchar | N(1) | O | 1, 2, 3, 9 | The side of a paired organ that is the origin of the primary cancer, as represented by a code: – Left – Right – Not applicable 9 – Unknown |
| Cancer Best Basis of Diagnosis | Numeric | N(1) | M | 1, 2, 4, 5, 6, 7, 8 | The most valid basis of diagnosis, as represented by a code: – Clinical: Prior to death – Clinical: Diagnostic techniques – Specific tumour markers – Cytology – Histology of metastasis – Histology of a primary tumour – Histology: unknown whether of primary or metastatic site / not otherwise specified |
| Degree of Spread | Numeric | N(1) | M | 1, 2, 3, 4, 5, 9 | A measure of the progression/extent of cancer at the time of this episode, as represented by a code: – Localised to the tissue of origin – Invasion of adjacent tissue or organs – Regional lymph nodes – Distant metastases – Not applicable 9 – Unknown |
| Reason for Admission | Varchar | N(1) | O | Y, NULL | Was this admission for cancer, as represented as a code: – Yes – No |
| Principal Diagnosis | Varchar | A(7) | O | Valid ICD-10-AM disease code. |
The diagnosis established after study to be chiefly responsible for occasioning a patient’s service event or episode, as represented by an ICD-10-AM code. The format must match the code layout depicted in ICD-10-AM, Volume 1 Tabular list of diseases. |
| Additional Diagnosis 1 | Varchar | A(7) | O | Valid ICD-10-AM disease code (ICD-10-AM, Volume 1 Tabular list of diseases). |
A condition or complaint either coexisting with the principal diagnosis or arising during the episode of admitted patient care; episode of residential care; or attendance at a health care establishment, as represented by an ICD-10-AM code. |
| Additional Diagnosis 2 | Varchar | A(7) | O | Valid ICD-10-AM disease code (ICD-10-AM, Volume 1 Tabular list of diseases). |
A condition or complaint either coexisting with the principal diagnosis or arising during the episode of admitted patient care; episode of residential care; or attendance at a health care establishment, as represented by an ICD-10-AM code. |
| Additional Diagnosis 3 | Varchar | A(7) | O | Valid ICD-10-AM disease code (ICD-10-AM, Volume 1 Tabular list of diseases) |
A condition or complaint either coexisting with the principal diagnosis or arising during the episode of admitted patient care; episode of residential care; or attendance at a health care establishment, as represented by an ICD-10-AM code. |
| Additional Diagnosis 4 | Varchar | A(7) | O | Valid ICD-10-AM disease code (ICD-10-AM, Volume 1 Tabular list of diseases) |
A condition or complaint either coexisting with the principal diagnosis or arising during the episode of admitted patient care; episode of residential care; or attendance at a health care establishment, as represented by an ICD-10-AM code. |
| Additional Diagnosis 5 | Varchar | A(7) | O | Valid ICD-10-AM disease code (ICD-10-AM, Volume 1 Tabular list of diseases) |
A condition or complaint either coexisting with the principal diagnosis or arising during the episode of admitted patient care; episode of residential care; or attendance at a health care establishment, as represented by an ICD-10-AM code. |
| Additional Diagnosis 6 | Varchar | A(7) | O | Valid ICD-10-AM disease code (ICD-10-AM, Volume 1 Tabular list of diseases) |
A condition or complaint either coexisting with the principal diagnosis or arising during the episode of admitted patient care; episode of residential care; or attendance at a health care establishment, as represented by an ICD-10-AM code. |
| Additional Diagnosis 7 | Varchar | A(7) | O | Valid ICD-10-AM disease code (ICD-10-AM, Volume 1 Tabular list of diseases) |
A condition or complaint either coexisting with the principal diagnosis or arising during the episode of admitted patient care; episode of residential care; or attendance at a health care establishment, as represented by an ICD-10-AM code. |
| Additional Diagnosis 8 | Varchar | A(7) | O | Valid ICD-10-AM disease code (ICD-10-AM, Volume 1 Tabular list of diseases) |
A condition or complaint either coexisting with the principal diagnosis or arising during the episode of admitted patient care; episode of residential care; or attendance at a health care establishment, as represented by an ICD-10-AM code. |
| Principal Procedure | Varchar | A(8) | O | Valid ICD-10-AM procedure Code (ICD-10-AM, Volume 3 Tabular list of procedures) |
The procedure performed for definitive treatment, rather than diagnostic or exploratory purposes, or which is necessary to take care of a complication, as represented by an ICD-10-AM code. The format must match the code layout depicted in ICD-10-AM, Volume 3 Tabular list of diseases |
| Additional Procedures 1 | Varchar | A(8) | O | Valid ICD-10-AM procedure Code (ICD-10-AM, Volume 3 Tabular list of procedures) |
Other procedure performed for definitive treatment, diagnostic or exploratory purposes, or which is necessary to take care of a complication, as represented by an ICD-10-AM code. |
| Additional Procedures 2 | Varchar | A(8) | O | Valid ICD-10-AM procedure Code (ICD-10-AM, Volume 3 Tabular list of procedures) |
Other procedure performed for definitive treatment, diagnostic or exploratory purposes, or which is necessary to take care of a complication, as represented by an ICD-10-AM code. |
| Additional Procedures 3 | Varchar | A(8) | O | Valid ICD-10-AM procedure Code (ICD-10-AM, Volume 3 Tabular list of procedures) |
Other procedure performed for definitive treatment, diagnostic or exploratory purposes, or which is necessary to take care of a complication, as represented by an ICD-10-AM code. |
| Additional Procedures 4 | Varchar | A(8) | O | Valid ICD-10-AM procedure Code (ICD-10-AM, Volume 3 Tabular list of procedures) |
Other procedure performed for definitive treatment, diagnostic or exploratory purposes, or which is necessary to take care of a complication, as represented by an ICD-10-AM code. |
| Additional Procedures 5 | Varchar | A(8) | O | Valid ICD-10-AM procedure Code (ICD-10-AM, Volume 3 Tabular list of procedures) |
Other procedure performed for definitive treatment, diagnostic or exploratory purposes, or which is necessary to take care of a complication, as represented by an ICD-10-AM code. |
| Additional Procedures 6 | Varchar | A(8) | O | Valid ICD-10-AM procedure Code (ICD-10-AM, Volume 3 Tabular list of procedures) |
Other procedure performed for definitive treatment, diagnostic or exploratory purposes, or which is necessary to take care of a complication, as represented by an ICD-10-AM code. |
| Additional Procedures 7 | Varchar | A(8) | O | Valid ICD-10-AM procedure Code (ICD-10-AM, Volume 3 Tabular list of procedures) |
Other procedure performed for definitive treatment, diagnostic or exploratory purposes, or which is necessary to take care of a complication, as represented by an ICD-10-AM code. |
| Additional Procedures 8 | Varchar | A(8) | O | Valid ICD-10-AM procedure Code (ICD-10-AM, Volume 3 Tabular list of procedures) |
Other procedure performed for definitive treatment, diagnostic or exploratory purposes, or which is necessary to take care of a complication, as represented by an ICD-10-AM code. |
| TNM Stage Edition Number | Numeric | N(2) | O | Valid Edition Code: 1, 2, 3, 4, 5, 6, 7 | The edition number of the AJCC Staging Manual used to determine TNM Stage, as represented by a code: 1– 1 2– 2 3– 3 4– 4 5– 5 6– 6 7– 7 |
| T Stage | Varchar | A(50) | O | Valid T Stage codes from the AJCC TNM Code Set | T stage is the coding system used to identify the extent of the tumour at the primary site. It commonly refers to the tumour size and extent at the time of episode. It is part of the AJCC TNM cancer staging system, and includes: Unstaged Not applicable Unknown |
| N Stage | Varchar | A(50) | O | Valid N Stage codes from the AJCC TNM Code Set | N stage is the coding system used to denote the absence or presence of regional lymph node metastases, and the extent of nodal involvement, at the time of episode. It is part of the AJCC TNM cancer staging system, and includes: Unstaged Not applicable Unknown |
| M Stage | Varchar | A(50) | O | Valid M Stage codes from the AJCC TNM Code Set | M stage is the coding system used to record the absence or presence of distant metastases at the time of episode. It is part of the AJCC TNM cancer staging system, includes: Unstaged Not applicable Unknown |
| TNM Stage Group | Varchar | A(50) | O | C, P | TNM stage grouping code that defines the anatomical extent of disease at diagnosis, based on previously coded T, N and M stage categories. It is part of the AJCC TNM cancer staging system, and includes: Unstaged Not applicable Unknown |
| TNM Staging Group Basis | Varchar | A(50) | O | Valid Other Staging Scheme | The evidence basis for the TNM stage value for a cancer, as represented by a code: C – Clinical P – Pathological |
| Other Staging Scheme | Numeric | N(2) | O | Valid Stage Grouping Codes | The reference which describes, in detail, the methods of staging and the definitions for the classification system used in determining the extent of cancer at the time of episode, as represented by a code. It includes: – Unstaged – Not applicable – Unknown |
| Other Staging Grouping | Varchar | A(50) | O | Valid Stage Grouping Codes | Code that defines the anatomical extent of disease at diagnosis, based on stage categories of a staging classification other than the standard TNM classification at the time of episode, including: Unstaged Not applicable Unknown |
| Other Staging Basis | Varchar | A(1) | O | C, P | The evidence basis for cancer stage values, as represented by a code: C – Clinical P – Pathological |
| Surgery Flag | Varchar | X | O | Y, NULL | Indicates whether the intended treatment type is surgery or not. |
| Systemic Therapy Flag | Varchar | X | O | Y, NULL | Indicates whether the intended treatment type is systemic therapy or not. |
| Systemic Therapy eviQ ID1 | Varchar | A(15) | O | Valid eviQ ID | The intended eviQ protocol identifier for the systemic therapy agent protocol for treatment of cancer. |
| Systemic Therapy eviQ ID2 | Varchar | A(15) | O | Valid eviQ ID | Other intended eviQ protocol identifier for the systemic therapy agent protocol for treatment of cancer. |
| Radiotherapy Flag | Varchar | X | O | Y, NULL | Indicates whether the intended treatment type is radiotherapy or not. |
| Radiotherapy eviQ ID | Varchar | A(15) | O | Valid eviQ ID | The eviQ protocol identifier for the radiotherapy protocol intended for treatment of cancer. |
| Other Flag | Varchar | X | O | Y, NULL | Indicates whether the intended treatment type is ‘Other’ or not. |
| No Treatment Flag | Varchar | X | O | Y, NULL | Indicates whether the intended treatment type is ‘No treatment’. |