Summary Tumor registrar is responsible to abstract data for the cancer registry and to assist with all activities associated with accreditation of the cancer program. Responsible for coding, abstracting, and reporting required information and data elements related to the tumor registry. Perform duties autonomously. Search medical records to identify and abstract/code information. Organize and maintain the cancer registry data system. Review lifetime follow-up on patients. Responsibilities Adheres to the guidelines set forth by the American College of Surgeons (ACoS) in the Standards for Oncology Registry Entry (STORES), Facility Oncology Registry Data Standards (FORDS), and, for cases later than 2017, the Registry Operations and Data Standards (ROADS), the AJCC Staging Manuals, SEER manuals, International Classification of Diseases for Oncology (ICDO), ICD-10, ICD-9, and the Solid Tumor Rules manual. Keeps abreast of new medical terminology and revisions to the above manuals. Utilizes coding references to ensure that complete and accurate data is collected. Codes information contained on forms and documents that make up an entire record. Codes diseases, surgical procedures, and causes of injury (uses specific codes required in a cancer registry, stage of disease, morphology, and topography.) Independently codes a wide variety of medical diagnostic, therapeutic, and surgical procedures. Codes diseases and causes of injury. Codes stages of disease using International Classification of Diseases for Oncology Analyzes the consistency of coding of registry data, cancer diagnosis, histology, treatment (including surgical procedures, chemotherapy, immunotherapy, hormonal therapy and radiation therapy.) Identifies coding discrepancies.Facilitates resolution of coding discrepancies by discussion with providers/registry coordinator Codes complicated medical records having diagnostic, surgical and therapeutic procedures that are identified as difficult to classify. Maintains control system to ensure that all cases of cancer are coded in a timely manner by adhering to the Standards of the American College of Surgeons Commission on Cancer, Registry Operations and Data Standards and appropriate VA Regulations Reviews records to obtain data which is then entered into the registry software (The oncology data is available for analysis and used by health care staff for research, patient care, protocol studies, and trends in cancer). Ensures that data is reported accurately in correct format. Devises format for some information, to meet requirements established by requestor. Prepares correspondence and summaries of medical records in response to a variety of requests. Reviews and screens requests to release medical information from records by interpreting and applying Privacy Act and applicable local policies. Reviews medical records to gather information on cancer statistics, including treatment, stage of disease, incidence, survival, and numerous other criteria. Reviews methods used to screen requests to release medical information from records. Assists with surveys and other assignments related to coding. Obtains statistical information, applies formulas, and completes reports as required. Advises researchers and healthcare staff of the data available and retrieves and compiles specified reports. Maintains special registries of disease occurrences. Assists in research and preparing correspondence by retrieving and releasing data following a standardized approach which meets the requirements of the Privacy Act and Freedom of Information Act regulations. Independently maintains registry to show occurrences of disease by @type, extent of illness and survival (information is gathered from various sources that require the employee to distinguish or validate the data) Maintains health record indexes and compiles administrative and health statistics for physicians as well as all other health care staff at this facility and throughout the VA System (may also include public health officials, medical center management, planners, and others) Organizes and maintains a data system which conforms to the standards of an Approved Cancer Program and meets the needs of the users of the registry data. Maintains quality control of follow up procedures. Monitors work processes to prevent ineffective work practices and to verify adherence to plans and requirements of the unit. Provides technical advice to the clinical staff relative to the best method of recording AJCC Staging, the use of staging forms, and the correct documentation of diagnoses/procedures. Consults with the appropriate physician or other clinician(s) for clarification when conflicting information appears in the medical record. Provides administrative guidance and advice to staff regarding methods of proper record documentation. Performs analysis of work processes or service delivery practices to identify reasonable and efficient measurement of the quality of the work or the activity. Performs the quantitative and qualitative analysis on medical records to ensure that all component parts are present, accurate, complete, timely and will meet the established requirements and standards of the Joint Commission and the American College of Surgeons. Work Schedule: Monday - Friday 8:00 am to 4:30 pm Compressed/Flexible: Not available. Telework: Not available Virtual: This is not a virtual position. Functional Statement #: Medical Records Technician (Cancer Registrar) Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job. Selective Service Registration is required for males born after 12/31/1959. Must be proficient in written and spoken English. You may be required to serve a probationary period. Subject to background/security investigation. Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). Qualifications Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met. Basic Requirements: United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy. Experience and Education (1) Experience. One year of experience that indicates knowledge of medical terminology and general understanding of the health record. Six months of the required one year of experience must have provided the knowledge, skills, and abilities (KSAs) needed to perform MRT work. OR (2) Education. Two years above high school with a minimum of 12 semester hours directly related to MRT work (e.g., courses in medical terminology, anatomy and physiology, and introduction to health records). OR (3) Experience/Education Combination. Equivalent combinations of experience and education are qualifying. The following educational/training substitutions are appropriate for combining education and experience: (a) Six months of experience that indicates knowledge of medical terminology and general understanding of the health record and one year above high school with a minimum of six semester hours of health information technology courses. (b) Successful completion of a course for medical technicians, hospital corpsmen, medical service specialists, or hospital training obtained in a training program given by the Armed Forces or the U.S. Maritime Service under close medical and professional supervision. Training may be substituted on a month-for-month basis for up to six months of experience, provided the training program included courses in anatomy, physiology, and medical record techniques and procedures. The position requires six additional months of experience that indicates knowledge of medical terminology and general understanding of the health record. English Language Proficiency. MRT (Cancer Registrar) candidates must be proficient in spoken and written English Physical Requirements. See VA Directive and Handbook 5019, Employee Occupational Health Service. May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria).Grandfathering Provision. All persons employed in VHA as a [MRT (Cancer Registrar)] on the effective date of this qualification standard are considered to have 3 met all qualification requirements for the title, series and grade held, including positive education that is part of the basic requirements of the occupation. For employees who do not meet all the basic requirements in this standard, but who met the qualifications applicable to the position at the time they were appointed to it, the following provisions apply: (1) Such employees may be reassigned, promoted up to and including the full performance (journeyman) level, or changed to lower grade within the occupation, but may not be promoted beyond the journeyman level or placed in supervisory or managerial positions. (2) MRTs [(Cancer Registrar)] who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended or be reappointed on a temporary or permanent basis, until they fully meet the basic requirements of the standard. (3) MRTs [(Cancer Registrar)] initially grandfathered into this occupation, who subsequently obtain additional education that meets all the basic requirements of this qualification standard must maintain the required credentials as a condition of employment in the occupation. (4) Employees who are retained as a MRT [(Cancer Registrar)] under this provision and subsequently leave the occupation, lose protected status and must meet the full VA qualification standard requirements in effect at the time of reentry as a MRT [(Cancer Registrar)]. Grade Determinations: MRT (Cancer Registrar), [GS-4] (1) Experience or Education. None beyond basic requirements. (2) Assignment. [MRT (Cancer Registrar)] at this level serve in entry level positions and receive close supervision from more experienced MRT (Cancer Registrar) staff members. MRT (Cancer Registrar), [GS-5] (1) Experience. One year of experience equivalent to the next lower grade level or successful completion of four years of education above high school from an accredited college or university with a minimum of 24 semester hours in health information technology. (2) Demonstrated [Knowledge, Skills, and Abilities. In addition to the experience above, the candidate must demonstrate [all of] the following KSAs: (a) Ability to utilize health information technology and various office software products utilized in MRT (Cancer Registrar) positions (e.g., the electronic health record, coding and abstracting software, release of information systems, etc.). (b) Knowledge of the Joint Commission requirements, [Centers for Medicare & Medicaid Services], Commission on Cancer, and American College of Surgeons (ACoS) guidance and/or health record documentation guidelines. (c) Ability to manage priorities and coordinate work to complete duties within required timeframes and ability to follow-up on pending issues. MRT (Cancer Registrar), [GS-6] (1) Experience. One year of experience equivalent to the next lower level. (2) Demonstrated [Knowledge, Skills, and Abilities. In addition to the experience above, the candidate must demonstrate [all of] the following KSAs: (a) Knowledge of medical terminology to understand the content of the medical record. 5 (b) Knowledge of anatomy and physiology to understand the location of the cancer[.] (c) Ability to operate computerized programs [ ] to review documentation within the electronic medical record. (d) Ability to notify appropriate parties and organize all required documentation to ensure complete case presentation at tumor boards. MRT (Cancer Registrar), [GS-7] (1) Experience. One year of experience equivalent to the next lower grade level. (2) Demonstrated [Knowledge, Skills, and Abilities. In addition to the experience above, the candidate must demonstrate [all of] the following KSAs: (a) Knowledge of pathophysiology to understand the spread of the cancer disease process. (b) Ability to analyze the electronic health record and enter appropriate data into the OncoTrax cancer registry software abstract. (c) Knowledge of ACoS standards regarding tumor boards, including clinical staging, prognostic indicators, clinical guidelines, and clinical trials availability. MRT (Cancer Registrar), [GS-8] (1) Experience. One year of experience equivalent to the next lower grade level. (2) Demonstrated [Knowledge, Skills, and Abilities. In addition to the experience 6 above, the candidate must demonstrate [all of] the following KSAs: (a) Knowledge of professional registry operations. (b) Knowledge of medical terminology, staging of cancer, and requirements of internal and external approving organizations. (c) Knowledge of the cancer committee processes and procedures to improve patient care and verify compliance with ACoS and/or facility standards. (d) Ability to serve as a subject matter expert on cancer programs for the medical center. (e) Skill in utilizing electronic health records and cancer registry software. Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. The full performance level of this vacancy is GS-8. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-4 through GS-8. Education Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. This job opportunity announcement may be used to fill additional vacancies. This position is in the Excepted Service and does not confer competitive status.VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.
