Seer*Abs 10 Users Manual March 2017 Table of Contents

Hematopoietic Disease Database

14. 
    The Hematopoietic and Lymphoid Diseases are available in the Search page. By default no disease is displayed. Click Search without providing a search term to display all the disease.
    
15. 
    
    

To search for a particular disease:

1. 
   Type one or several words in the Search Text.
   
2. 
   Type Enter or click the Search button.
   
3. 
   The results are displayed on the left side of the window; they are sorted by relevance to the search terms. The first result is selected by default; to view other diseases, use the up and down arrows to browse the list of results.
   
4. 
   The disease selected in the Results list is shown on the right side of the window. The search terms found in the fields are displayed in red. The search is based on
   
   1. 
      Which fields contained the terms (a term found in the Generic Name will yield a higher score than one found in the Remarks).
      
   2. 
      How many times the term was found in the fields.
      
   3. 
      Whether the terms was a perfect match to the field, or if the field started with the term, or if the term was only contained in the field.
      
5. 
   By default, if several terms are provided, they will all be required in search fields (this is an AND’ed query). To require any term instead (an OR’ed query), uncheck the Required all terms checkbox. The terms are separated by a space; to search for a term containing a space, enclose it with double quotes.
   

The following screenshot shows a disease found for the terms “leukemia” and “chronic”.

16. 
    A complex algorithm is used to search the different fields contained in the drugs and regimens. To view which fields are searched and their corresponding weight, click the question mark button on top of the Reset button.
    
17. 
    Since the information panel can contain a lot of data, it might scroll. Therefore it is sometimes useful to be able to hide the Results panel and show the information on the full screen. To accomplish that use the Ctrl+< shortcut to hide the results (to extend the information panel to the left) and Ctrl+| to show it again (to come back to a split view). You can always change the amount of horizontal space that each panel uses by dragging the separation between them to the left or to the right.
    

HematoDB Multiple Primaries Calculator Tool

The Multiple Primaries Calculator is the last step of a more complex procedure to identify multiple primaries. Please refer to the Hematopoietic Manual for more information.



To use the Multiple Primaries Calculator:

1. 
   Click the Multiple Primaries Calculator button.
   
2. 
   Enter two histology codes with or without the behavior (so “8000” or “8000/3”).
   
3. 
   Click the Calculate button or type Enter. The results will be displayed in the middle of the window.
   

18. 
    
    

19. Section 6: Synchronizing SEER*Abs with the Central Registry

The Synchronization module allows you to update your copy of SEER*Abs with data from the registry’s main database; and it allows you to create extracts that can be used to submit your data to the registry. Data imported into SEER*Abs include AFLs requiring attention and reference data. The reference data includes lookup tables, facility and contact lists, consolidated patient data, and unconsolidated patient records.

The type of the reference data and how it is imported is configured differently in each Registry. The following screenshot shows all the available synchronization methods, but in general, only a few will be configured in each registry.

The following buttons might be available on the synchronization page:

• 
  Create Data Files: click this button to create an extract with the data that is ready to be extracted. That is the most common way of exporting data out of SEER*Abs.
  
• 
  Update Central Registry Database: click this button to update the Central Registry’s data using a direct database access. Most Registries won’t allow that for security reasons.
  
• 
  Update Central Registry: click this button to update the Central Registry’s data using Web Services calls.
  
• 
  Recover Extracted Data File: the application keeps backups of the last few extracts that were created; use this button to re-create an extract that was lost before being imported into the Central Registry.
  
• 
  View Export History: click this button to see a summary of all exports that have been done using the application, using any of the methods just described.
  
• 
  Load from Data Files: click this button to import a data file (local to the laptop or on a shared network).
  
• 
  Query Central Registry Database: click this button to download data by making a direct connection to the Central Registry’s database.
  
• 
  Get Data from Central Registry: click this button to download data by making web services call to the Central Registry.
  
• 
  Import Data: click this button to download data using a method that has been customized for your registry only.
  
• 
  View Import History: click this button to see a summary of all imports that have been done using the application, using any of the methods just described.
  

1. Exporting Data

Updated AFLs and completed records can be exported from SEER*Abs into external files for submission to the central registry, through a direct database update or through web services (only the first method is enabled in the default configuration provided with the application).

To export record and/or AFLs:

1. 
   Go to the Synchronization page (press F4; click the Synchronization toolbar icon; or select Show -> Synchronization).
   
2. 
   In the Export Data section, click the Create Data Files button. The following dialog will be displayed:
   
   
   
3. 
   Check the data types you wish to export.
   
   1. 
      The number of records/AFLs that can be extracted is shown in parenthesis after the data type label; if a particular type has no entity that can be extracted, it will be disabled.
      
   2. 
      The system generates a unique file name for the extract. You can modify the file name by editing it in the text box, or you can use the browse button to select a different location.
      
   3. 
      It is recommended that you extract Abstracts whenever you extract AFLs and vice versa.
      
4. 
   Click OK. SEER*Abs will execute each script and indicate whether the script executed successfully or if errors were encountered.
   
   
   
5. 
   Click Close.
   

Once the process is done, the extracted records/AFL will be flagged as ARCHIVED. Archived entities are read-only and cannot be modified anymore.

To view the history of the exports, click the View Export History button. A dialog will be displayed with a table containing one row for each extracted data type. Click on one of the columns to sort the rows according to the data contained in the column.

2. Importing Data

Data can be imported into SEER*Abs directly from external files, by making a direct connection to a database, or by using web services. The IT staff responsible for configuration the application should tell you which method will be used in your registry. If importing files is enabled, an Import Data File button will be shown on the synchronization page; if downloading data from the Central Registry’s database is enabled, a Query Central Registry Database button will be shown; if using web services is enabled, a Get Data from Central Registry button will be shown. If external files are used, please be sure you understand when new files will be created for your use.

There are several types of data that can be imported.

1. 
   Lookup – The codes and corresponding meanings for the various fields in SEER*Abs. This must be imported before you can begin using SEER*Abs.
   
2. 
   Facility – The facilities (hospitals, labs, etc) associated with your registry. This must be imported before you can begin using SEER*Abs. This allows you to indicate where you are collecting data when you log in, as well as capture where events occurred in the records you are creating.
   
3. 
   Physicians – The physicians associated with your registry. This should be imported before you begin using SEER*Abs. This allows you to capture which doctors interacted with the patients in the records you are creating.
   
4. 
   AFL – Abstract Facility Leads (AFLs) represent the tasks within SEER*Abs. An AFL should contain enough information about the patient (e.g. Name, SSN, DOB, etc), the cancer (e.g. Site, Laterality, Date, etc) and facility (Facility ID) to enable you to create the desired abstracts. This should be imported before you begin using SEER*Abs.
   
5. 
   Reference Data – Data already captured in the central registry. This would allow you to review what is already known about the patient and cancer before you create a new record. Not all registries will choose to have this information available to their abstractors. If your registry does provide this information, then the reference data should be imported before you begin using SEER*Abs. Reference data can include the following (as originally shipped), but the exact types would be controlled by the configurations set by your registry staff.
   
   1. 
      Patient – the consolidated information for a patient, all their related tumors and whatever admission and treatment information your registry chooses to provide.
      
   2. 
      Record (NAACCR) –Abstracts in NAACCR format that has arrived at the central registry but has not yet been processed; data that is unlinked and unconsolidated.
      
   3. 
      Again, the exact components of the reference data, or even if it is available at all, are controlled by your registry.
      

You should import data into SEER*Abs before you start to use SEER*Abs in the field. Since the information in the central registry is constantly being updated, this import should be done regularly.

To import data into SEER*Abs:

1. 
   Go to the Synchronization page (press F4; click the Synchronization toolbar icon; or select Show -> Synchronization).
   
2. 
   In the Import Data section, click the button corresponding to the synchronization method you wish to use:
   
   1. 
      Database or Web Services: a dialog will be displayed; select the data types you wish to download.
      
      
      
   2. 
      Data Files: a dialog will be displayed; select the data types you wish to download and provide the location of each data file.
      
      
      
3. 
   Click OK.
   
4. 
   If you have selected the method to access the Central Registry’s database, you will be presented with a Remote Login screen. The information about the databases you can connect to will be based on configurations set by your registry staff. They should provide you with the information below.
   
   1. 
      Select the database you wish to Connect To.
      
   2. 
      Enter the username for that database (there might be a default username provided).
      
   3. 
      Enter the password for that database.
      
   4. 
      Click Login.
      
5. 
   If you have selected the method to use Web Services, you will be presented with a Login screen asking you to provide your SEER*Abs password. The information about the web server you can connect to will be based on configurations set by your registry staff. They should provide you with the information below.
   
   1. 
      Select the server you wish to Connect To.
      
   2. 
      Enter your SEER*Abs password
      
   3. 
      Click OK.
      
6. 
   The Synchronization Progress dialog will appear. The download takes time to complete, the exact length of which will vary by how much data you are importing.
   
   
   
7. 
   Click Close.
   

Once the process is done, the imported data will be available in the application.

To view the history of the imports, click the View Import History button. A dialog will be displayed with a table containing one row for each data type imported. Click on one of the columns to sort the rows according to the data contained in the column.

3. Recovering an extracted data file

SEER*Abs keeps the last 10 extract files for each data type in its database and allow them to be re-created in case they were not been successfully transmitted to the registry.

To recover an extract:

1. 
   Go to the Synchronization page (press F4; click the Synchronization toolbar icon; or select Show -> Synchronization).
   
2. 
   Click the Recover Data File button.
   
   
   
3. 
   Double click on the row of the extract that needs to be re-created.
   
4. 
   Click the Yes button of the confirmation dialog.
   
5. 
   Click OK and Close.
   
6. 
   The file is re-created in the output folder. To open that folder and verify that the file is there, select Show -> Output Folder.