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Policy and Procedure Manuals

Policy and Procedure Manuals

The Policy and Procedure Manuals of the Indiana State Cancer Registry serve as a reference for hospitals and other healthcare providers who report cases of malignant disease to the State Cancer Registry. Reporting entities are assigned a three-digit ID number by the State Cancer Registry. There are two separate Policy and Procedure Manuals, each directed to a particular audience. There is a Policy and Procedure Manual for hospitals, and one for all other facilities, which are referred to collectively as "non-hospitals."

Hospitals

Hospitals have ID numbers from 001 to 199.

Non-Hospitals

All other facilities that are not hospitals are considered non-hospitals for reporting purposes (physician offices, pathology laboratories, outpatient facilities, etc.)

Starting January 1, 2026, please avoid paper reporting through faxing, emailing scanned records, or mailing of paper records. Follow the new manual above to transition to electronic reporting by using resources on this page and at our dedicated site for educational materials at FLccSC.

*This manual will be retired on December 31, 2025. ISCR will no longer be utilizing its traditional fax machine (317) 233-7722 from October 1, 2025. Only E-fax (317) 232-1906 will be used going forward as the only fax number for correspondence. Instead of faxing, we prefer your facility to use the WebPlus file upload system (or HL7 submission for path labs) to report cases. If your facility needs to be set up for access to WebPlus file upload, please request access by contacting us at: CancerRegistry@health.IN.gov to obtain your user ID and password.

Additional Instructions for Hospitals and Non-Hospitals

Death Clearance

One of the tasks that ISCR performs under federally required mandates is following back on cases where a death certificate indicates that a patient had cancer, but that cancer case was not reported to ISCR. Healthcare facilities that may have information about these missed cancer cases are requested to assist in the death clearance process as part of state-mandated cancer surveillance.

Death clearance is done by ISCR securely following back on cases in question. The healthcare facility must respond on whether the case will be reported (abstracted and submitted to ISCR) as a cancer incidence case or clarify if the provider has not provided cancer-related care to that patient.

Starting from December 2025, ISCR is moving to monthly death clearance follow back instead of annual requests to avoid backlog and to evenly spread the workload throughout the year.

For additional information, contact Patrick Sweany by email at PSweany@health.in.gov or call 317-233-7158.