The following information is for those who have an interest in the redevelopment of the NCSP-Register; such as smear takers, laboratories and colposcopists.

If you have other queries or would like further information, please contact the Register Central Team on 0800 50 60 50.

1. What is the purpose of the NCSP-Register?
2. Why has the NCSP Register been redeveloped?
3. Are there any changes for women enrolled in the NCSP?
4. What are the main changes?
5. When are smeartakers going to be online with the register?
6. Is the new register easy to access and use?
7. What is HL7?
8. How are users being supported in using the new register?
9. How is information exchanged with the new register?
10. Which standard reports are provided by the new register?
11. What do reports look like in the new register?
12. What will happen to the other reports that were available in the old register?
13. Will smear takers continue to receive the same reports from the NCSP?
14. Who do I contact to get a screening history for a woman?
15. If I have a query about a screening result, who should I contact?
16. Where should I send completed hardcopy colposcopy forms?
17. How do I request blank copies of the revised colposcopy forms?

1. What is the purpose of the NCSP-Register?

The register is a national repository for information relating to cervical screening events. Every result that is reported to the National Cervical Screening Programme (NCSP) from a screening test, or from a diagnostic test, must be recorded on the NCSP Register, if that result relates to a woman who is enrolled in the NCSP.

The National Screening Unit of the Ministry of Health in Wellington holds this confidential information securely. Only authorised personnel have access to information stored on the NCSP Register.

2. Why has the NCSP Register been redeveloped?

The NCSP Register has been upgraded to help support the future development of the National Cervical Screening Programme. The new register is designed to strengthen and streamline current business processes, reduce manual processes, strengthen current quality assurance processes for the NCSP and streamline interfaces and data exchange with external systems such as the National Health Index (NHI) and the National Cancer Registry. 

The new register provides better management of information, reducing the risk of errors, and enabling secure electronic access by approved screening health care providers.

3. Are there any changes for women enrolled in the NCSP?

Women should not notice any changes with the NCSP and enrolment processes and the information that is collected by the NCSP will not change.  Women will, however, benefit from the improved management of information, and enhanced tracking and reporting facilities offered by the new register. 

The new register and new service delivery model were developed in consultation with current NCSP Register users, laboratories and colposcopists.  NSU Advisory Groups were informed throughout the process.

4. What are the main changes?

From 1 July 2009 the new register will interface, using HL7 standard messaging, with laboratory and colposcopy systems to exchange data electronically in ‘real time’. This means that the NCSP will receive test results and colposcopy referral and visit information more promptly and will be better able to track women enrolled in the Programme.  In addition, HPV test results will now be recorded.

In the interim, the new register will continue to accept and provide information in current formats (including hard copy). Improvements are currently being made to HL7, which will not be available in the immediate period following the register go-live date of 29 September 2008. An update on the status of HL7 capability will be provided as soon as possible.

The new register enables:

• elimination of multiple and manual points of data entry and re-entry
• implementation of data quality checks at source
• secure web-based access to cervical screening histories
• electronic integration with provider systems
• streamlined, electronic Cancer Registry, National Health Index (NHI) and Health Practitioner Index interface.

5. When are smeartakers going to be online with the register?

The new register also has the capacity to interface directly to smear takers. Planning for this is at a very early stage. Smear takers will need to be consulted on the changes and it is anticipated that online access may take another two years at least.

6. Is the new register easy to access and use?

The new register has a user-friendly graphical user interface. It can be accessed via a web browser and later in the year will be able to be accessed by HL7. It can also handle older file formats. Training will be provided to all register users. For more information on training, please contact the Register Central Team on 0800 50 60 50.

7. What is HL7?

HL7 is a secure network protocol which automates the exchange of information between the register and service providers. The systems used by service providers must be properly configured to communicate via HL7. HL7 and network guidelines are available on the Colopscopy Services section of this website.

8. How are users being supported in using the new register?

Register users were provided with training on the new register. They are also being supported by the Register User Guide which provides step-by-step procedures for common activities using the Register. This is available from the NCSP-Register section of this website

The register also has an online help facility that is specific to the screen that is being accessed. 

Support for register users and technical staff is available from the register free phone: 0800 50 60 50.

9. How is information exchanged with the new register?

From 1 July 2009, laboratory information exchange with the NCSP Register must be performed using HL7 Pathology messaging standard (version 2.4).  Laboratories will be able to send real-time test results to the register via HL7.

Until this date, the NCSP Register will continue to accept files in the current format, on compact disc or floppy disk, as a transitional arrangement. 

From later this year, colposcopy information exchange will be able to take place via HL7 for referrals, DNA, visit and treatment, status and discharge. Alternatively, data can be uploaded or accessed via a web browser which operates through a secure internet connection. If a colposcopy clinic has electronic access to the register, clinics will be able to enter information directly rather than manually completing forms.  More details are available from the Colposcopy Services section of this website.

Clinics that do not establish electronic access to the register via HL7 will still need to manually complete and send forms.

10. Which standard reports are provided by the new register?

The following reports can be generated by the register, in most cases by the Register Central Team:

• overdue smears – automatically generated and sent to smeartakers monthly
• quality of smears - automatically generated and sent to smeartakers yearly
• smeartaker recall - automatically generated and sent to smeartakers monthly
• cytology histology correlation - automatically generated and sent to laboratories monthly
• screening history – can be requested by laboratories, colposcopists and smear takers
• results error report – automatically generated for each flat file of test results received from a laboratory and processed by the Register Central Team
  colposcopy service standards (volumes).

It is intended that these reports will be added to in 2009 and further information will be provided early next year.

11. What do reports look like in the new register?

The redevelopment of the register has provided the opportunity to review the current format and content of reports.  Stakeholders were consulted about the new look formats and their feedback was incorporated into the final versions for inclusion into the register.  All register users have received detailed training on the new reports.

12. What will happen to the other reports that were available in the old register?

Some of the reports that were available in the old register are no longer needed after the new register has been implemented.

New reports are now available to support monitoring and evaluation of the NCSP. Contact the Register Central Team on 0800 50 60 50 if you have any questions.

13. Will smear takers continue to receive the same reports from the NCSP?

Yes, including smear histories, smear taker recall, overdue smears, and quality of smears.

14. Who do I contact to get a screening history for a woman?

To get a screening history:

• colposcopists and smeartakers should contact their Regional Service providers on 0800 729 729
• laboratories should contact the Register Central Team on freephone 0800 50 60 50, fax 04 460 1100 or Hutt Valley Regional Services on phone 04 570 9223, fax 04 570 9012.

15. If I have a query about a screening result, who should I contact?

For screening result queries, contact your local NCSP Regional Service on 0800 729 729.

16. Where should I send completed hardcopy colposcopy forms?

Send completed forms to the NCSP Register Central Team:

NCSP Register Central Team
PO Box 5895
Lambton Quay
Wellington 6145
Free phone: 0800 50 60 50
Fax: (04) 460 1100

17. How do I request blank copies of the revised colposcopy forms?

If relatively large volumes are involved please request colposcopy forms from the NCSP Register Central Team, by 0800 50 60 50

Otherwise, forms can be downloaded from the Colposcopy Services section of this website.