Linkage Methods

KCR utilizes Match*Pro, a probabilistic record linkage software application to identify KCR patients in the study finders file. Probabilistic linkage methods account for incorrect spellings of names and transposition of numeric fields such as dates. This methods maximizes KCR’s ability to identify and provide accurate follow-up information for the study patients. This process involves the following procedures:

  1. Download of the study finders file for processing into a secure storage location on KCR servers
  2. Configure the software for the study finders file and KCR master linkage file
  3. Import and visual review of the study finders file to verify appropriate format and content
  4. Execution of the probabilistic algorithm
  5. Manual review and confirmation of possible matches
  6. File export
  7. Upload of linked data file for study investigator

Linkage Costs

KCR has an established fee schedule to cover personnel and material costs associated with linkage efforts. Before beginning work on this request, a consultation with the Kentucky Cancer Registry will be required. Please contact Dr. Jaclyn McDowell at jnee@kcr.uky.edu for more information.

Follow-up Service Requirements

KCR data may be used to provide follow-up information for Kentucky cancer patients who are enrolled in clinical trials and other research studies. In order to perform this service, KCR requires:

  1. Appropriate approval for the follow-up linkage from the researcher’s Institutional Review Board (IRB)
  2. Completion of a KCR Level III application
  3. Arrangement for payment of linkage fees
  4. Provision of linkage finders file in the specified format following file naming convention
  5. Secure transmission and retrieval using KCR’s File Exchange Server (FES)

Linkage Finders File and Return Formats

Upon approval of the KCR Level III application, provider must submit a linkage finders file including the following recommended discrete data fields in a comma separated value format. Following the linkage, KCR will append the finders file with the linkage results.

Field Description Type/Format Maximum Field Length
Study Patient Identifier Uniquely identifies the patient in the study finders file Character/Alpha-numeric 20
Social Security Number Patient’s social security number Character/Alpha-numeric 9
Last Name Patient’s last name Character 20
First Name Patient’s first name Character 15
Middle Name Patient’s middle name Character 10
Date of Birth Date patient was born YYYYMMDD 8
Street Address 1 Patient’s currently known address of current or last known residence Character/Alpha-numeric 40
Street Address 2 Additional address information Character/Alpha-numeric 40
City City of current residence Character 20
State State of current residence Two character abbreviation 2
Zip Code Five-digit zip code Character 5
Zip Code Extension Zip code extension, if known Character 4
Diagnosed Cancer Description of cancer site/type Character 20
Date of Diagnosis Date of diagnosis YYYYMMDD 8
Current Date of Last Contact Date of last contact recorded by study YYYYMMDD 8

KCR may negotiate alternative linkage fields.

File Naming Conventions

Submission File: File name should include the investigators name, a brief study name and the date the file was created and the extension “.csv”. For example:

Susanne_Arnold_DOD_Study_2019_06_06.csv

Return File: KCR will append “_KCR_Linkage_Results” and the linkage date to the base file name. For example:

Susanne_Arnold_DOD_Study_2019_06_06_KCR_Linkage_Results_2019_07_03.csv

Submission and Retrieval Procedures

KCR will provide investigator with a login account to securely transmit the file to KCR’s Secure File Exchange Server (FES). Files may be securely transmitted and downloaded from this website.

Meaningful Use Stage 2 Reporting for Physicians

Research

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