Fields Requiring a Date

For fields that require a date, if an exact date is not known use the process listed below. This process should be used only if the dates fit within the logical timeframe of the form (i.e. contact date, diagnosis date, relapse date, etc). To assist with the audit process, transplant centers should briefly note their logic in assigning dates that are unknown in the medical record.

Day is Unknown: Report the day of the month as the 15th. If the 15th does not make logical sense in relation to the other date fields reported on the form, then use either the 1st or 30th. Report month and year as documented in the medical record.

Example 1: The month and year of diagnosis is May 2006; the first treatment was given on May 17, 2006. The date of diagnosis should be reported as May 15, 2006, as this fits logically within the timeframe of the form.
Example 2. The month and year of diagnosis is May 2006; the first treatment was given on May 4, 2006. The date of diagnosis should be reported as May 1, 2006, since May 15, 2006 is not logical within the timeframe of the form.

Month and Day Are Unknown: Report the month as June and the day as the 15th. If the 15th does not make logical sense in relation to the other date fields reported on the form, then report the day as either the 1st or the 30th. Report the year as documented in the medical record.

Example 1: The year of diagnosis is 2006, but an exact diagnosis date is not known; the first treatment was given August 1, 2006. The date of diagnosis should be reported June 15, 2006, as this fits logically within the timeframe of the form.
Example 2: The year of diagnosis is 2006, but an exact diagnosis date is not known; the first treatment was given on June 14, 2006. The date of diagnosis should be reported as June 1, 2006, since June 15, 2006 is not logical within the timeframe of the form.
Example 3: The recipient is described as being diagnosed in the winter of 1998 with CLL, however no specific date can be verified. The transplant center may report a date in the middle of the season range, in this case February 15, 1998, as the designated date of diagnosis.

Month, day, and year are unknown: In the FormsNet3 application, leave the date field blank and override the error. For paper form submission, draw a single line through the date field, write “unknown” in the margin and date and initial.

Last modified: Jul 27, 2017

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