Cancer dict v2_0

NEW ZEALAND CANCER REGISTRY

DATA DICTIONARY

Version 2.0
October 2008

NZCR Data Dictionary Front Pages

Reproduction of material
The Ministry of Health (‘the Ministry’) permits the reproduction of material from this publication without
prior notification, providing all the following conditions are met: the information must not be used for
commercial gain, must not be distorted or changed, and the Ministry must be acknowledged as the
source.
Disclaimer
The Ministry of Health gives no indemnity as to the correctness of the information or data supplied. The
Ministry of Health shall not be liable for any loss or damage arising directly or indirectly from the supply
of this publication.
All care has been taken in the preparation of this publication. The data presented was deemed to be
accurate at the time of publication, but may be subject to change. It is advisable to check for updates to
this publication on the Ministry’s web site at http://www.moh.govt.nz.
Reporting environments
Reporting environments such as Business Objects and data extracts will not necessarily contain all data
described in this Data Dictionary.
Publications
A complete list of the Ministry’s publications is available from Ministry of Health, PO Box 5013,
Wellington, or on the Ministy’s web site.
Any enquiries about or comments on this publication should be directed to:
Information Services Statistics and Reporting
Sector Services
Information Directorate
Ministry of Health
PO Box 5013
Wellington
Phone: (04) 922 1800 Fax: (04) 922-1899
Email: publications@moh.govt.nz

Published by the Ministry of Health
© 2008, Ministry of Health

Version: 2.0 Ministry of Health
October 2008


Introduction

Objectives The objectives of the Ministry of Health (‘the Ministry’) Data
Dictionaries are to:
• describe the information available within the National
Collections
• promote uniformity, availability and consistency across the
National Collections
• support the use of nationally agreed protocols and standards
wherever possible
• promote national standard definitions and make them
available to users.
It is hoped that the greater level of detail along with clear
definitions of the business rules around each element will assist
with providing and using the data.
Audiences The target audiences for Data Dictionaries are data providers,
software developers, and data users.

Format All data element definitions in the Data Dictionaries are presented
in a format based on the Australian Institute of Health and Welfare
National Health Data Dictionary. This dictionary is based on the
ISO/IEC Standard 11179 Specification and Standardization of Data
Elements—the international standard for defining data elements
issued by the International Organization for Standardization and
the International Electrotechnical Commission.
The format is described in detail in Appendix A of this dictionary.

October 2008


Table of Contents
New Zealand Cancer Registry (NZCR) ............................................................................ front pages

Breast Detail table............................................................................................................................... 1
Cancer event ID .................................................................................................................................... 1
Cancer group ........................................................................................................................................ 2
ER status .............................................................................................................................................. 3
Her2 status............................................................................................................................................ 4
Her2 test type........................................................................................................................................ 5
Histopathology code ............................................................................................................................. 6
Lymphovascular invasion flag ............................................................................................................... 7
Multicentric or multifocal tumour flag..................................................................................................... 8
Positive sentinel nodes ......................................................................................................................... 9
PR status ............................................................................................................................................ 10
Resection margin ................................................................................................................................ 11
Sentinel nodes sampled...................................................................................................................... 12
Size of tumour..................................................................................................................................... 13

Cancer Event table............................................................................................................................ 14
Address city/town................................................................................................................................ 14
Address country .................................................................................................................................. 15
Address date....................................................................................................................................... 16
Address street line 1 ........................................................................................................................... 17
Address street line 2 ........................................................................................................................... 18
Address suburb................................................................................................................................... 19
Assessment decision code.................................................................................................................. 20
Basis of diagnosis code ...................................................................................................................... 21
Behaviour code ................................................................................................................................... 22
Cancer comments............................................................................................................................... 23
Cancer event ID .................................................................................................................................. 24
Cancer group ...................................................................................................................................... 25
Clinical code version ........................................................................................................................... 26
Clinical notes....................................................................................................................................... 27
Clinician name .................................................................................................................................... 28
Coding review flag .............................................................................................................................. 29
Country of birth code........................................................................................................................... 30
Country of diagnosis code................................................................................................................... 31
Date modified...................................................................................................................................... 32
Date of birth ........................................................................................................................................ 33
Date of histology ................................................................................................................................. 34
Date received...................................................................................................................................... 35
Deletion reason code .......................................................................................................................... 36
Diagnosis date .................................................................................................................................... 37
Documentation status ......................................................................................................................... 38
Domicile code ..................................................................................................................................... 39
Extent of disease code........................................................................................................................ 41
Facility code ........................................................................................................................................ 42
Family name ....................................................................................................................................... 43
First name ........................................................................................................................................... 44
Grade of tumour code ......................................................................................................................... 45
Grade of tumour description................................................................................................................ 46
HCU ID................................................................................................................................................ 47
ICD9 site code .................................................................................................................................... 48
Laboratory code .................................................................................................................................. 49
Laterality code..................................................................................................................................... 50
Morphology code ................................................................................................................................ 51
Morphology description ....................................................................................................................... 52
Multiple tumours flag........................................................................................................................... 53
New information flag ........................................................................................................................... 54
Nodes tested flag ................................................................................................................................ 55
Occupation code ................................................................................................................................. 56
Occupation description........................................................................................................................ 57
Positive nodes..................................................................................................................................... 58
QA OK flag.......................................................................................................................................... 59

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Record version.................................................................................................................................... 60
Registration date................................................................................................................................. 61
Registration source ............................................................................................................................. 62
Registration status .............................................................................................................................. 63
Second name...................................................................................................................................... 64
Sex...................................................................................................................................................... 65
Site code ............................................................................................................................................. 66
Site description ................................................................................................................................... 67
Smoking history flag............................................................................................................................ 68
Third name.......................................................................................................................................... 69
TNM-M ................................................................................................................................................ 70
TNM-N ................................................................................................................................................ 71
TNM-T................................................................................................................................................. 72
Total nodes sampled........................................................................................................................... 73
User modifying record......................................................................................................................... 74
User registering record........................................................................................................................ 75

Cervix Detail table............................................................................................................................. 76
Additional information.......................................................................................................................... 76
Cancer event ID .................................................................................................................................. 77
Cancer group ...................................................................................................................................... 78
Cervix FIGO staging code................................................................................................................... 79

Colorectal Detail table ...................................................................................................................... 80
ACPS system code ............................................................................................................................. 80
Astler and Coller staging system code................................................................................................ 81
Cancer event ID .................................................................................................................................. 82
Cancer group ...................................................................................................................................... 83
Duke's staging system code................................................................................................................ 84
Level of direct spread.......................................................................................................................... 85

Gleason Detail table.......................................................................................................................... 86
Cancer event ID .................................................................................................................................. 86
Gleason score..................................................................................................................................... 87
Gleason test code ............................................................................................................................... 88
Gleason test date................................................................................................................................ 89
Primary pattern code........................................................................................................................... 90
Record version.................................................................................................................................... 91
Secondary pattern code ...................................................................................................................... 92

Gynaecology Detail table ................................................................................................................. 93
Cancer event ID .................................................................................................................................. 93
Cancer group ...................................................................................................................................... 94
Corpus FIGO staging code ................................................................................................................. 95
Ovary FIGO staging code ................................................................................................................... 96
Vagina FIGO staging code.................................................................................................................. 97
Vulva FIGO staging code .................................................................................................................... 98

Melanoma Detail table ...................................................................................................................... 99
Breslow's availability code .................................................................................................................. 99
Breslow's thickness........................................................................................................................... 100
Cancer event ID ................................................................................................................................ 101
Cancer group .................................................................................................................................... 102
Clark's level code .............................................................................................................................. 103
Ulceration code ................................................................................................................................. 104

Prostate Detail table........................................................................................................................ 105
Cancer event ID ................................................................................................................................ 105
Cancer group .................................................................................................................................... 106

October 2008


Appendix A: Data Dictionary Template .............................................................................................. i
Appendix B: Schemas ....................................................................................................................... iii
Appendix C: Logical Groups of Elements ....................................................................................... iv
Appendix D: Code Table Index .......................................................................................................... v
Appendix E: Alphabetical Index of Data Elements ........................................................................ vii

October 2008


New Zealand Cancer Registry (NZCR)
Scope Purpose
The New Zealand Cancer Registry is a population-based register
of all primary malignant diseases diagnosed in New Zealand,
excluding squamous cell and basal cell skin cancers. Data is used
in research, and in monitoring and evaluating cancer screening
programmes.
Content
A summary of the variables to be reported is contained in the
Cancer Registry Regulations 1994.

Start date The NZCR was set up in 1948 primarily using information sent by
public hospitals to the NMDS. The Cancer Registry Act 1993 and
Cancer Registry Regulations 1994 were introduced to increase
reporting of primary cancers in New Zealand. Since the Cancer
Registry Regulations 1994 came into effect, laboratory test results
have been collected and the data quality and completeness have
significantly improved.

Guide for use The tumours are classified using the WHO International Statistical
Classification of Diseases and Related Health Problems (ICD), and
the WHO International Classification of Diseases for Oncology
(ICD-O).
Before 1997, there was inadequate staging information (ie,
reporting of the extent of the disease) and morphology information.
The Ministry is now working with clinicians to improve this.

Contact information For further information about this collection or to request specific
datasets or reports, contact the Ministry of Health’s Analytical
Services team on ph 04 496 2000 or e-mail data-
inquiries@moh.govt.nz, or visit the Ministy’s web site
www.moh.govt.nz.

Collection methods – guide for Laboratories are the primary source of cancer data to the NZCR.
providers They are required by law to report any new diagnosis of cancer in
New Zealand, excluding squamous and basal cell skin cancers.
Additional data sources include: Medical Certificates of Causes of
Death, Coroners’ Findings, hospital discharge data on the National
Minimum Dataset (NMDS), and private hospital discharge returns.

Frequency of updates Data is loaded on an ongoing basis.
Some types/sites of cancer are of particular interest to researchers
and the processing of these cancers is treated as a priority. These
types/sites include: melanoma, prostate, breast, cervix, colorectal,
and childhood cancers. The processing of data for these priority
cancers is kept up to date to within three months of receipt of
laboratory reports.

Security of data The NZCR is only accessed by authorised Ministry staff for
maintenance, data quality, analytical and audit purposes.

October 2008


Privacy issues The Ministry of Health is required to ensure that the release of
information recognises any legislation related to the privacy of
health information, in particular the Official Information Act 1982,
the Privacy Act 1993 and the Health Information Privacy Code
1994.
Information available to the general public is of a statistical and
non-identifiable nature. Researchers requiring identifiable data will
usually need approval from an Ethics Committee.

National reports and The Ministry publishes an annual report Cancer – New
publications Registrations and Deaths in hard copy and on the Ministry’s web
site www.moh.govt.nz. This publication contains detailed
information on numbers and rates of cancers according to year of
diagnosis.
More timely provisional cancer data for the priority sites is posted
on the Ministry’s web site www.moh.govt.nz.

Data provision Customised datasets or summary reports are available on request,
either electronically or on paper. Staff from the Ministry’s Analytical
Services team can help to define the specifications for a request
and are familiar with the strengths and weaknesses of the data.
The Analytical Services team also offers a peer review service to
ensure that Minstry of Heatlh data is reported appropriately when
published by other organisations.
There may be charges associated with data extracts.

October 2008

NZCR Data Dictionary Breast Detail table

Breast Detail table
Table name: Breast Detail table
Name in database: can.breast_detail Version: 2.0 Version date: 01-Oct-2008
Definition: Contains information specific to breast cancer.
Guide for Use: Introduced in 2001.
Primary Key: Cancer event ID
Business Key:
Relational Rules: A cancer event belonging to the breast cancer group has one breast detail record.

Cancer event ID
Administrative status
Reference ID: A0261 Version: 2.0 Version date: 01-Oct-2008

Identifying and defining attributes
Name: Cancer event ID
Name in database: cancer_event_id
Other names: Unique cancer record ID
Element type: Data element
Definition: The unique identifier of the cancer event, assigned by the Cancer Registry system
Context: Used by the Cancer Registry system to identify a cancer event and to link it to associated records from
other tables.

Also used by Cancer Registry staff, to identify and search for an individual cancer event.

Relational and representational attributes Mandatory
Data type: integer Field size: 10 Layout:
Data domain:
Guide for use: Has been assigned as follows:
- for events that had a registered status as at September 2008,
the cancer_event_id = unique_cancer_record_id, from the legacy CRS system
- for events that were provisional as at September 2008,
the cancer_event_id = unique_cancer_temp_id + 1,000,000, from the legacy CRS system
- for events created since September 2008,
the Cancer Registry system assigns a sequential number (starting at 2,000,001).
Verification rules:
Collection method:
Related data:

Administrative attributes
Source document:
Source organisation:

Version: 2.0 Ministry of Health Page 1
October 2008


Cancer group

Name: Cancer group
Name in database: cancer_group_code
Other names: Specialist group code
Definition: A code for the speciality group to which the cancer event belongs.
Context: Used by Cancer Registry staff to allocate and prioritise processing of cancer registrations.

Used by the Cancer Registry system to ensure that an appropriate specialist details record exists for a
cancer event. For example, a cancer event belonging to the melanoma group needs a record in the
Melanoma Details table.

Data type: char Field size: 2 Layout:
Data domain: BR Breast
CR Colorectal
CX Cervix
GN General
GY Gynaecology
HM Haematology & Lymphoid
MN Melanoma
PR Prostate
RP Respiratory
Guide for use: Introduced in 2001.
Verification rules:A registered cancer event must belong to a cancer group that is consistent with the site (the Site code
table indicates the allowable cancer group for each site).
Collection method: Sourced from pathology reports, hospital discharge event diagnosis codes (from NMDS) or mortality
event diagnosis codes (from Mortality).
Related data: Site code
Site table

Source document:

October 2008


ER status

Name: ER status
Name in database: er_status_code
Other names: Oestrogen receptor status
Definition: A code that specifies whether the tumour is oestrogen receptive (ER) or not.
Context:

Relational and representational attributes
Data type: varchar Field size: 3 Layout:
Data domain: POS Tumour is oestrogen receptive
NEG Tumour is not receptive
U Unknown
Verification rules:
Collection method: Sourced from pathology reports.
Related data: PR status

Source document:

October 2008


Her2 status

Name: Her2 status
Name in database: her2_status_code
Other names: Serb2, c-erbB-2.
Definition: A code for the Her2 status of the tumour.
Context: HER2 is an abbreviation for human epidermal growth factor receptor 2.

Data domain: POS Positive
NEG Negative
EQU Equivocal
U Unknown
Guide for use: The value 'Equivocal' was introduced in September 2008, and has been available for use since then.
Verification rules:
Related data:

Source document:

October 2008


Her2 test type
Reference ID: Version: 1.0 Version date: 01-Oct-2008

Name: Her2 test type
Name in database: her2_test_type_code
Other names:
Definition: A code for the Her2 test that was used to determine the Her2 status of the tumour.
Context:

Data domain: IHC Immunohistochemistry
FISH Fluorescence in situ hybridization
OTH Other
U Unknown
Guide for use: Only meaningful if Her2 status is 'POS', 'NEG' or 'EQU'.

Introduced in September 2008. For earlier data, the default of 'U' (Unknown) has been used.
Verification rules: Mandatory if Her2 status is POS, NEG or EQU.
Related data: Her2 status

Source document:

October 2008


Histopathology code

Name: Histopathology code
Name in database: histopathology_code
Other names:
Definition: A code for the type of malignant breast lesion.
Context: Used for data-matching with BreastScreen Aotearoa.

Data domain: 1 Invasive duct not otherwise specified
2 Invasive tubular
3 Invasive cribriform
4 Invasive mucinous (colloid)
5 Invasive medullary
6 Invasive lobular; classical and variant
8 Mixed invasive ductal/lobular
9 Other primary invasive malignancy
10 Other secondary invasive malignancy
11 Non-high-grade DCIS without necrosis
12 Non-high-grade DCIS with necrosis
13 High-grade DCIS with or without necrosis
14 Lobular carcinoma in situ LCIS
19 Other DCIS
U Not available/unknown/unsure
Guide for use: Introduced in 1998. Mandatory since 2002.
Verification rules: Must be consistent with Site, Morphology and Grade of tumour, for registered events.
Related data: Morphology code

Source document: BreastScreen Aotearoa Data Management Manual, Version 3.0, 2003

October 2008


Lymphovascular invasion flag

Name: Lymphovascular invasion flag
Name in database: lymphovascular_invasion_flag
Other names: LV invasion
Definition: A flag to indicate lymphovascular invasion by the tumour.
Context:

Data domain: Y Yes
N No
U Unknown
Verification rules:
Related data:

Source document:

October 2008


Multicentric or multifocal tumour flag

Name: Multicentric or multifocal tumour flag
Name in database: multi_centric_focal_tumor_flag
Other names:
Definition: A flag to indicate that the tumour is either multicentric or multifocal.
Context:

Data domain: Y Yes (tumour is multicentric or multifocal)
N No (tumour is neither multicentric nor multifocal)
U Unknown
Verification rules:
Related data:

Source document:

October 2008


Positive sentinel nodes

Name: Positive sentinel nodes
Name in database: positive_sentinel_nodes_nbr
Other names: Sentinel nodes involved
Definition: The number of sentinel nodes with metastases.
Context: Positive sentinel nodes are a subset of the positive nodes.

Data domain: 0 to 99
Guide for use: Introduced in September 2008.

Only meaningful when Sentinel nodes sampled is populated.
Verification rules: Must be less than or equal to the number of Sentinel nodes sampled for registered events.
Related data: Sentinel nodes sampled
Total nodes sampled
Nodes Tested

Source document:

October 2008


PR status

Name: PR status
Name in database: pr_status_code
Other names:
Definition: A code that specifies whether the tumour is progesterone receptive (PR) or not.
Context: ER status and PR status can both be positive. PR status is not always tested

Data domain: POS Tumour is progesterone receptive
NEG Tumour is not receptive
U Unknown
Verification rules:
Related data: ER status

Source document:

October 2008


Resection margin

Name: Resection margin
Name in database: resection_margin
Other names:
Definition: The distance in millimetres between the tumour and the closest resection margin.
Context:

Data type: numeric Field size: Layout:
Data domain: 0.00 to 99.99

Data entered before September 2008 was rounded to the nearest millimetre.
Verification rules:
Related data:

Source document:

October 2008


Sentinel nodes sampled

Name: Sentinel nodes sampled
Name in database: sentinel_nodes_sampled_nbr
Other names:
Definition: The number of sentinel nodes sampled.
Context: Sentinel nodes sampled is a subset of the Total nodes sampled.

Data domain: 1 to 99
Verification rules: Must be greater or equal to the number of Positive sentinel nodes for registered cancer events.
Related data: Positive sentinel nodes
Total nodes sampled
Positive nodes

Source document:

October 2008


Size of tumour

Name: Size of tumour
Name in database: tumour_size
Other names:
Definition: The size of the tumour at widest point, expressed in millimetres.
Context:

Data type: numeric Field size: Layout:
Data domain: 0.01 to 999.99

Data entered before September 2008 was rounded to the nearest millimetre.
Verification rules:

Where more than one dimension is provided, the largest dimension is recorded.
Related data:

Source document:

October 2008

NZCR Data Dictionary Cancer Event table

Cancer Event table
Table name: Cancer Event table
Name in database: can.cancer_event Version: 2.0 Version date: 01-Oct-2008
Definition: Describes a cancer event. It contains demographic and administrative information as well as the main
clinical details common to all tumours.
Guide for Use: Most cancer events are created and updated manually by Cancer Registry staff using information from
pathology reports, death certificates, NMDS health events, Mortality events, NHI records and other
cancer events for the same healthcare user.

Some cancer events are created automatically by the NMDS and Mortality sweeps, based on recently
created events in those systems. These cancer events are then updated manually by Cancer Registry
staff using all sources of information.
Primary Key: Cancer event ID
Business Key:
Relational Rules: May have a detail record, depending on the cancer group this cancer event belongs to. For example, a
cancer event belonging to the melanoma group has a record in the Melanoma Details table.

Address city/town

Name: City/town
Name in database: hcu_city
Other names: Address line 4
Definition: The city or town of an address. The healthcare user is believed to have lived at this address around the
date of diagnosis of the cancer event.
Context: Used to determine the domicile code.

Data domain: Free text
Guide for use:
Verification rules: Address suburb and Address city/town may not both be blank.
Collection method: Address information is sourced from NHI, pathology reports and other cancer events for the healthcare
user. Cancer registry staff determine which of these is the most appropriate.
Related data: Address street line 1
Address street line 2
Address suburb
Address country
Address date
Domicile code

Source document:

October 2008


Address country

Name: Country/region
Name in database: hcu_country
Definition: The external region or country of an address. The healthcare user is believed to have lived at this
address around the date of diagnosis of the cancer event.

Guide for use:
Verification rules:
Collection method: Address information is sourced from NHI, pathology reports and other events for the healthcare user.
Cancer registry staff determine which of these is the most appropriate.
Address suburb
Address city/town
Address date
Domicile code

Source document:

October 2008


Address date

Name: Address date
Name in database: hcu_address_date
Other names:
Definition: Possible date at which the health care user lived at the address.
Context: Cancer Registry staff need to decide which address is most likely to have been applicable at the date of
diagnosis. The address date aids this decision

Data type: date Field size: Layout:
Data domain:
Guide for use: Introduced in September 2008. For earlier data, the address date has been set to the Diagnosis date.
Verification rules:
Collection method: Sourced from the same place as the address, which can be either:
- NHI - the last modification date of the current hcu record
- Pathology report - the received date of the report
- another cancer event - the address date of that cancer event.
Address suburb
Address city/town
Address country
Domicile code

Source document:

October 2008



Name: Address line 1
Name in database: hcu_street_address
Other names:
Definition: The first line of the street portion of an address. The healthcare user is believed to have lived at this

Guide for use:
Verification rules: Address street line 1 and Address street line 2 may not both be blank.
Address suburb
Address city/town
Address country
Address date
Domicile code

Source document:

October 2008



Name: Address line 2
Name in database: hcu_extra_street_address
Other names:
Definition: The second line of the street portion of an address. The healthcare user is believed to have lived at this

Guide for use:
Verification rules: Address street line 1 and Address street line 2 may not both be blank.
Collection method: Address information is sourced from NHI, pathology reports and other cancer events for the healthcare
user. Cancer registry staff determine which of these is the most appropriate.
Address suburb
Address city/town
Address country
Address date
Domicile code

Source document:

October 2008


Address suburb

Name: Address suburb
Name in database: hcu_suburb
Definition: The suburb of an address. The healthcare user is believed to have lived at this address around the
date of diagnosis of the cancer event.

Guide for use:
Verification rules: Address suburb and Address city/town cannot both be blank.
Address city/town
Address country
Address date
Domicile code

Source document:

October 2008


Assessment decision code

Name: Assessment decision code
Name in database: assessment_decision_code
Other names: Decision code
Definition: A code representing an action taken during the processing of the cancer event.
Context: Whenever a Cancer Registry user saves a new or modified cancer event, they are prompted to specify
an assessment decision. This is used by the system to determine the next status.

Data domain: DR Delete registered event
JP Reject provisional event
PP Create provisional event
PR Create registered event
RR Register provisional event
UP Update event
CH Checked
RS Restore
ME Migrate event
CU Last CRS update
Verification rules: The subset of assessment decision codes made available by the Cancer Registry system depends on
the user's role and the current status of the cancer event.
Collection method:
Related data: Registration status

Source document:

October 2008


Basis of diagnosis code

Name: Basis of diagnosis code
Name in database: diagnosis_basis_code
Other names: Diagnosis Basis
Definition: A code used to describe the single, most valid basis of diagnosis for a primary malignant tumour, or a
secondary tumour if the primary tumour site is unknown or cannot be determined.
Context:

Data domain: 0 Death certificate only
1 Clinical only
2 Clinical investigation
3 Exploratory surgery / autopsy
4 Specific tests
5 Cytology or haematology
6 Histology of metastases
7 Histology of primary
8 Autopsy with histology
9 Unknown
Guide for use:
Verification rules: Mandatory for registered cancer events.

Must be consistent with the Site, Morphology, Extent of disease, and Registration source, for registered
cancer events.

Must be consistent with Breslow's availability, Ulceration and Clark's level for registered melanoma
cancer events.
Collection method: Sourced from pathology reports, or inferred from the Registration source code.
Morphology code
Extent of disease code
Registration source code

Source document: World Health Organization Manual for Cancer Registry Personnel
Source organisation: World Health Organization/International Association of Cancer Registries (IACR)

October 2008


Behaviour code

Name: Behaviour code
Name in database: behaviour_code
Other names:
Definition: A code specifying the behaviour of the tumour, in terms of its malignancy and metastasis.
Context:

Data domain: 0 Benign
1 Uncertain if benign or malignant
2 Carcinoma In Situ
3 Malignant, primary site
6 Malignant, metastatic site
9 Malignant, uncertain if primary or metastatic site
Verification rules: Benign cancer events must be either rejected or deleted.

Must be consistent with Site, for registered cancer events.
Morphology code

Source document: International Classification of Diseases for Oncology, Third Edition, 2000
Source organisation: World Health Organization

October 2008


Cancer comments

Name: Cancer comments
Name in database: cancer_comments
Other names:
Definition: A multi line text field containing notes related to processing the cancer event.
Context: Used by Cancer Registry staff.

Data domain:
Guide for use:
Verification rules:
Collection method:
Related data:

Source document:

October 2008


Cancer event ID

Name: Cancer event ID
Name in database: cancer_event_id
Other names: Unique cancer record ID
Definition: The unique identifier of the cancer event, assigned by the Cancer Registry system
Context: Used by the Cancer Registry system to identify a cancer event and to link it to associated records from
other tables.

Also used by Cancer Registry staff, to identify and search for an individual cancer event.

Data domain:
Guide for use: Has been assigned as follows:
- for events that had a registered status as at September 2008,
the cancer_event_id = unique_cancer_record_id, from the legacy CRS system
- for events that were provisional as at September 2008,
the cancer_event_id = unique_cancer_temp_id + 1,000,000, from the legacy CRS system
- for events created since September 2008,
the Cancer Registry system assigns a sequential number (starting at 2,000,001).
Verification rules:
Collection method:
Related data:

Source document:

October 2008


Cancer group

Name: Cancer group
Name in database: cancer_group_code
Other names: Specialist group code
Definition: A code for the speciality group to which the cancer event belongs.
Context: Used by Cancer Registry staff to allocate and prioritise processing of cancer registrations.

Used by the Cancer Registry system to ensure that an appropriate specialist details record exists for a
cancer event. For example, a cancer event belonging to the melanoma group needs a record in the
Melanoma Details table.

Data domain: BR Breast
CR Colorectal
CX Cervix
GN General
GY Gynaecology
HM Haematology & Lymphoid
MN Melanoma
PR Prostate
RP Respiratory
Verification rules:A registered cancer event must belong to a cancer group that is consistent with the site (the Site code
table indicates the allowable cancer group for each site).
Site table

Source document:

October 2008


Clinical code version

Name: Clinical code version
Name in database: clinical_coding_system_code
Other names: Diagnosis coding system code, Clinical codes version
Element type: Derived data element
Definition: An ID for the system of clinical codes used for site and morphology codes.
Context: The Cancer Registry uses a subset of clinical coding systems from the Clinical Coding System code
table stored in Shared Objects. This subset is listed in the Clinical Coding System table stored in the
Cancer Registry.

The Cancer Registry system derives the Clinical code system ID from the diagnosis date, using the date
ranges specified in the Clinical Coding System table stored in the Cancer Registry.

Data domain: 10 ICD-10-AM 1st Edition ICD-O 2nd Edition
11 ICD-10-AM 2nd Edition ICD-O 2nd Edition
12 ICD-10-AM 3rd Edition ICD-O 3rd Edition
13 ICD-10-AM 6th Edition ICD-O 3rd Edition
Guide for use: A cancer event record uses the same Clinical code version for both the site code and the morphology
code.
Verification rules: Must exist in the Clinical Coding System table.

Must be in force at the date of diagnosis.
Collection method:
Morphology code

Source document:

October 2008


Clinical notes

Name: Clinical notes
Name in database: clinical_notes
Other names: Cancer notes
Definition: A multi line text field containing supplementary information about the tumour registration.
Context:

Data domain:
Guide for use: Used by the Cancer Registry staff for notes such as recording requests for additional histology reports.
Verification rules:
Collection method:
Related data:

Source document:

October 2008


Clinician name

Name: Clinician name
Name in database: clinician_name
Other names:
Definition: The name of the clinician responsible for the treatment of the healthcare user.
Context:

Guide for use: Collected for audit and research purposes.

Introduced in 2001 for cervical cancers. Introduced in September 2008 for all other cancers.
Verification rules:
Related data:

Source document:

October 2008


Coding review flag

Name: Coding review flag
Name in database: coding_review_flag
Other names:
Definition: A flag to indicate that the cancer event information should be reviewed.
Context: Used by Cancer Registry staff to request a review of the cancer event information by another staff
member.

Data domain: Y Yes
N No
Guide for use:
Verification rules:
Collection method:
Related data:

Source document:

October 2008


Country of birth code

Name: Country code
Name in database: birth_country_code
Other names:
Definition: A code for the country of birth of the healthcare user.
Context: Primarily used for epidemiological studies.

Data domain: 004 - 999.

See the Country of Birth code table on the NZHIS web site at http://www.nzhis.govt.nz/moh.nsf/pagesns/47

Guide for use: This is not the latest Statistics NZ country list.

Note that the NMDS and Mortality collections are better sources of information about the country of birth
of healthcare users than is the Cancer Registry. This is because the Cancer Registry obtains this data
while automatically creating cancer events from hospital discharge events or mortality events, but most
of these cancer events are subsequently rejected rather than registered.
Verification rules:
Collection method: Sourced from hospital discharge events (from NMDS) or mortality events (from Mortality).
Related data:

Source document: Statistics NZ Country Code list (NZSCC86).

October 2008


Country of diagnosis code

Name: Country code
Name in database: diagnosis_country_code
Other names:
Definition: A code for the country in which the cancer event was diagnosed.
Context: The Cancer Registry occasionally receives information about cancer events that were diagnosed
overseas. These cancer events may still be captured, but are treated differently to those diagnosed in
New Zealand.

Only cancer events diagnosed in New Zealand are included in the core dataset.

Data type: char Field size: 3 Layout: NNN
Data domain: 004 - 999.

See the Country of Birth code table on the NZHIS web site at http://www.nzhis.govt.nz/moh.nsf/pagesns/47


This is not the latest Statistics NZ country list.

This field uses the same code table as the country of birth.
Verification rules:
Related data:

Source document: Statistics NZ Country Code list (NZSCC86)

October 2008


Date modified

Name: Date modified
Name in database: updated_ts
Other names: Updated timestamp
Definition: The date and time at which any information about the cancer event was saved to the database.
Context: Used by Cancer Registry staff to identify when a cancer event was last worked on.

This field is automatically populated by the Cancer Registry system when a cancer event is first created,
and is updated whenever the cancer event information is changed. This includes changes to the
Cancer Event record, changes to its specialist details (e.g. a Breast Details record), and changes to its
list of problems (i.e. Cancer Event Problem records).

Updates performed automatically by the system (e.g. creating provisional cancer events during an
NMDS sweep) are assigned a pseudo-username (e.g. 'sysNmds').

Data type: datetime Field size: Layout:
Data domain:
Guide for use:
Verification rules:
Collection method:
Related data: User modifying record

Source document:

October 2008


Date of birth

Name: Date of birth
Name in database: hcu_birth_date
Other names: DOB, HCU date of birth, Birth date
Definition: The date on which the healthcare user was born.
Context: Required to derive age for demographic analyses.

The Cancer Registry stores its own copy of the date of birth, because some of its historical data differs
from the NHI.

Unlike NHI, partial dates are not supported in the Cancer Registry system.

Data domain: Valid dates
Guide for use: For some events before 1993, the 15/6 or 15/month (if the month was known) default date model still
exists where there was no way to establish if the date is real or a default.
Verification rules: Must be on or before the Diagnosis date.

Should be the same as the date of birth in NHI.

Age at diagnosis, which is derived from Date of birth, should be consistent with the Site for registered
cancer events.
Collection method: Sourced from NHI for new cancer events.
Related data: Diagnosis date
Date of birth flag

Source document:

October 2008


Date of histology

Name: Date of histology
Name in database: histology_date
Other names:
Definition: The date of the histology report for the definitive procedure, or for cervical cancer events, the date of
the first biopsy.
Context: Used for audit purposes.

Data domain:
Verification rules: Must be between the Diagnosis date and the Date of death inclusive.
Related data:

Source document:

October 2008


Date received

Name: Date received
Name in database: received_date
Other names:
Definition: The date when the source information about the cancer event was received by the Cancer Registry.
Context:

Data domain:
Verification rules:
Collection method: Sourced from the date the pathology report was received by the Ministry of Health. For cancer events
sourced from hospital discharge events (from NMDS) or mortality events (from Mortality), it is usually set
to the date the cancer event record was created in the Cancer Registry system.
Related data: Registration source

Source document:

October 2008


Deletion reason code

Name: Deletion reason code
Name in database: deletion_reason_code
Other names:
Definition: The reason for deleting a registered record in the Cancer Registry.
Context:

Data domain: 1 Registered in error
2 Primary already registered
3 Squamous cell carcinoma of skin
4 Duplicate Registration/Merged HCU
5 Other - see clinical notes
Guide for use: Used by Cancer Registry staff.

Introduced in September 2008. Prior to then, the reason for deletion was captured as text, which now
appears in the clinical notes, along with a deletion reason code of '5'.
Verification rules: Required for cancer events with a status of Deleted.
Collection method:
Related data:

Source document:

October 2008


Diagnosis date

Name: Diagnosis date
Name in database: diagnosis_date
Other names: Date of diagnosis
Definition: The date the tumour was diagnosed.
Context: Used as the primary date for reporting purposes.

Data domain: Valid dates
Guide for use:
Verification rules: Must be between the Date of birth and the Date of death inclusive.

Must be no later than the Date of histology.

Must not be in the future.
Collection method: Sourced from pathology reports, hospital discharge event start date (from NMDS) or mortality event
date of death (from Mortality).

This is the same as the earliest Date of operation/biopsy or the Date of admission (in a hospital event)
or the Date of death if diagnosed on autopsy. If registering from a histology report, this should be the
earliest pathology report date. If the only notification of a cancer comes from a Medical Certificate of
Causes of Death, the diagnosis date is estimated from the 'Approximate time between onset and death'
as reported by the certifying doctor alongside the cancer diagnosis on the certificate.
Related data:

Source document:

October 2008


Documentation status

Name: Documentation status
Name in database: documentation_status_code
Other names: Document status
Definition: A code to describe documentation available for the cancer registration.
Context: Used by Cancer Registry staff to track whether all relevant documentation has been received.

Data domain: 1 All documents received
2 Awaiting pathology report
4 Awaiting other documents
8 No supporting documents
9 No applicable documents
10 Refer to Mortality Collection
Verification rules: Must not be 9 for registered cancer events.

Should not be 8 for registered cancer events that have a date of death.
Collection method:
Related data:

Source document:

October 2008


Domicile code

Name: Domicile code
Name in database: hcu_domicile_code
Other names:
Definition: The Statistics NZ Health Domicile Code based on an address. The healthcare user is believed to have
lived at this address around the date of diagnosis of the cancer event.
Context: Based on the address fields.

Required for demographic analyses. Domicile codes are key variables for determining the
characteristics of the population that are using the health sector.

Data type: char Field size: 4 Layout: XXNN
Data domain: See the Domicile code table on the NZHIS web site at http://www.nzhis.govt.nz/moh.nsf/pagesns/47.
For further information or a printed copy of the code table, contact the Publications Officer. Contact
details are given at the front of this dictionary.
Guide for use: The Domicile code used for health collections is a four-digit Health Domicile Code specially created by
Statistics NZ from their six-digit Census Area Unit Code. This field contains 4 versions of the Health
Domicile code, one for each of the 1991, 1996, 2001 and 2006 censuses.

The series of Domicile codes used depends on the Diagnosis date.

No Domicile codes were migrated for registrations before 1976, as the data is unreliable for those
records.
Before July 1993 Domicile was coded using the 1986 Census Domicile codes. This data has been
mapped to the 1991 codes.
The 1991 code is used from 1 July 1993 to 31 December 1997.
The 1996 code is used from 1 January 1998 to 31 December 2002.
The 2001 code is used from 1 January 2003 to 31 December 2007
The 2006 code is used from 1 January 2008

For retrospective cancer registrations (ie, late notifications) the Domicile code is assigned from the
appropriate census code table relating to the year of diagnosis. In such cases, the Domicile code may
not truly represent the domicile at the time of diagnosis, as the address at the time of diagnosis may not
be reported.

Care needs to be exercised when analysing pre-1993 data in terms of population, as the 1991 census
split a large number of the 1986 codes into two or more new Domicile codes. As it was not possible to
accurately attribute particular registrations to the correct new code, only one of the new multiple codes
could be chosen for each old code. This can result in some areas showing no registrations for one code
and an over-representation of registrations for the other domicile.

Since 1996, Domicile code has been automatically assigned on the NHI database using the address
provided. This can result in rural addresses being assigned to an urban Domicile code where there is
insufficient data to generate the correct code. This is because the automated software relies on
generating a post code in order to determine where in a related table it should look to find the code.

Verification rules: The code must be one that was in force at the diagnosis date.
Collection method: For addresses sourced from NHI, the Domicile code is also sourced from NHI. For addresses sourced
from pathology reports, the Domicile code is manually determined using a Statistics NZ Streets database.

Address suburb
Address city/town
Address country
Address date

October 2008


Source document:
Source organisation: Statistics NZ

October 2008



Name: Extent of disease code
Name in database: disease_extent_code
Other names: Stage of disease, Stage code
Definition: A code that describes the stage of development that the tumour has reached at the time of diagnosis.
Context:

Data domain: A In situ
B Localised to organ of origin
C Invasion of adjacent tissue or organ
D Regional lymph nodes
E Distant
F Not known
G Not applicable
0 In situ
1 Localised to organ of origin
2 Regional or node involvement
3 Remote or diffuse metastases
5 Not stated
6 Not applicable (Lymphomas/Leukaemias)
Guide for use: Numeric extent of disease codes are used for cancer events diagnosed before 1999. For cancer events
diagnosed from 1 January 1999 onwards, alpha codes are used. The current codes 'C' and 'D' replace
the single numeric code '2' so these cannot be mapped one-to-one forwards.

For cancer events diagnosed from 1999, the Extent of disease code was applied in a standardised way,
using the SEER (Surveillance, Epidemiology and End Results) Guide to Summary Staging. At the end of
2002, the Ministry of Health adopted the updated SEER Guide (extended version).
Verification rules: Mandatory for registered cancer events.

Must be consistent with the Site, Basis of diagnosis and Positive nodes.

If either ACPS system, Astler and Coller staging system, and/or Duke’s staging system has a value other
than blank or 'N' for registered colorectal cancer events, then Extent of disease must not be '5' or 'F'.

Collection method: Sourced from pathology reports, hospital discharge events (from NMDS) or mortality events (from
Mortality).
Related data:

Source document: SEER Summary Staging Manual
Source organisation: SEER Programme, World Health Organization

October 2008

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