Medical Records Technician - Cancer Registrar Coordinator Job in West Haven, CT

Vacancy No. CBTD-12628773-25-KLT Department Veterans Health Administration
Salary $70,448.00 to $91,582.00 Grade 9 to 9
Perm/Temp Permanent FT/PT Full-time
Open Date 12/3/2024 Close Date 12/18/2024
Job Link Apply Online Who may apply Public
Locations:
West Haven, CT


Summary

Thank you for your interest in the Medical Records Technician - Cancer Registrar Coordinator position with VA Connecticut Healthcare System. This vacancy is a GS-09 level which is above the full performance level of this occupation.

The work of the position supports the care and treatment given to patients with malignant conditions and is responsible for planning, organizing, actuating and controlling all activities in the Oncology Patient Registry Program.

This job is open to

Clarification from the agency

This vacancy is open to all US Citizens.

Duties

The duties of this occupation include but are not limited to the following :

  • Planning , organizing, actuating and controlling all activities in the Oncology Patient Registry Program. Coordinates all activities associated with the Cancer Program at this VA Medical Center.
  • Precisely abstracts, codes and maintains Registry Records according to the requirements of the American College of Surgeon's Commission on Cancer (ASOC/COC), the Cancer Committee at VA Connecticut VAMC in West Haven, the National VA Oncology Program and the NCI SEER Programs.
  • Reporting: Prepares routine and special statistical reports, narratives and graphic representations requiring use of registry data on a regular, annual or periodic basis for the VA Central Cancer Registry, National Cancer Data Base (NCDB), State of Connecticut Cancer Registry and Cancer Committee.
  • Coordinate and Facilitate Programmatic Functions: Serve as coordinator and facilitator of the Tumor Board/Cancer Conference including scheduling, developing meeting agenda, recording and dissemination of minutes. In conjunction with other members of the Cancer Committee, the incumbent monitors compliance of documentation of essential standards as required by the ACOS/COS Approvals Manager. Coordinates efforts regarding the ACOS/COC Approvals Survey and prepares the survey application record (SAR) prior to site visit. Maintains a registry that is continuously prepared for ACOS/COC survey which includes all necessary cancer program documentation needed for the surveyor's review and consideration. The documentation includes, but is not limited to, Tumor Board/Cancer Conference documentation, Cancer Committee minutes and reports and the Cancer Registry procedure manual.
  • Develops and Monitors Quality Management and Improvement; Performance Projects and Special Studies to Enhance Cancer Patient Care and to meet requirements of the ACOS/COC. Monitors Cancer Committee processes and procedures implemented to improve patient care, verify compliance of plans and requirements, provide technical advice to the clinical staff relative to the development and implementation of QM& I projects and assist in the undertaking of then projects. In conjunction with routine chart review for case ascertainment, abstraction and continuum of care monitoring, the incumbent will perform quantitative and qualitative analysis on medical records to ensure essential components relative to cancer diagnosis and care are adequately and succinctly documented. work closely work with the Program Activity Coordinator for Quality of Registry Data to ensure accurate and consistent data into the registry.
  • Ensures adherence to guidelines and requirements set forth by the following entities: ACOS/COC Multidisciplinary Cancer Program Manual and Facility Oncology Registry Data Standards (FORDS) ; AJCC Cancer Staging Manual; NCI SEER Program Manual; International Classification of Diseases, 9th Edition (ICD-O-9) ; Must be cognizant of College of American Pathology (CAP) protocols of documentation ; Cognizant of the National Comprehensive Cancer Network (NCNN) guidelines ; All VHA administrative and medical policies/procedures germane to cancer registry documentation including provisions set forth by the Privacy Act, FOI and HIPPA.


Work Schedule: 8:00am - 4:30pm ; Monday -Friday
Telework: As determined by the agency policy and service line needs. Regular Telework 6+ days per pay period.
Virtual: This is not a virtual position.
Remote: This is not a remote position.
Functional Statement #: 689-F06853
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized

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.
  • Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
  • Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.

Qualifications

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.

English Language Proficiency: MRT-Cancer Registrar candidates must be proficient in spoken and written English to be appointed to as authorized under 38 U.S.C. 7403 (f) .

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.

Grandfathering Provision: 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).

Grade Determinations: MRT (Cancer Registrar) Coordinator, GS-9 : You must meet the experience and all KSA's below to be found qualified for this vacancy.

Experience: At least one full year ( 52 weeks ) of experience equivalent to the next lower grade level GS-08. Examples of this experience include but are not limited to : Works autonomously; searches the medical record to identify and abstract/code all information. Organizes and maintains the cancer registry data system. Reviews lifetime follow-up on patients including cancer status and vital status. Oversees tumor board documentation, ensuring documentation meets the requirements and standards set forth by ACoS and/or facility standards. Ascertains a random sampling of annual analytic case load for physician review to ensure quality registry data.

AND

Demonstrated Knowledge, Skills, and Abilities: In addition to the experience above, the candidate must demonstrate all of the following KSAs:
  • (a) Knowledge and understanding of ACoS and/or facility requirements for administering, monitoring, and reporting compliance of the cancer program to the governing bodies.
  • (b) Ability to interpret data to set, evaluate, and adjust the cancer program and/or facility goals and objectives.
  • (c) Ability to inform cancer registry staff on the technical components of the cancer database, coordinate workflow and monitor data for accuracy and quality measures.
  • (d) Ability to multitask.
  • (f) Ability to communicate with diverse disciplines regarding the facility requirements of the cancer program.
  • (g) Ability to analyze and interpret data for use in facility strategic planning.
  • (h) Ability to develop cancer program/cancer registry policies and procedures to ensure patient-centered care for cancer patients in accordance with governmentwide, agency, and facility requirements.

Preferred Experience: Oncology Data Specialist ( ODS ) Certification is highly desirable with Oncology Data Specialist credential. At least two years as a Cancer Registrar in a Medical Facility.

Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

Promotion Potential: This vacancy is above the full performance level of this occupation.

PHYSICAL REQUIREMENTS: The work is primarily sedentary with considerable computer and keyboard work. The work includes some walking, standing, bending, and carrying of light items such as files, papers, and books.

WORK ENVIRONMENT: The incumbent works in a medical center office environment and in committee meetings usually held in conference rooms. The work is mostly of sedentary nature. Periodic virtual work may be available to a highly qualified candidate.

Education

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on 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

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

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.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

Required Documents

To be considered for this position, you must provide a complete Application Package which includes:

  • Resume

Other: Each applicant may be required to submit different documents. Please read the checklist below to ensure you are supplying the correct documents when applying. You will not be contacted to supply missing documents.

Resume Reminder- Your resume must include the following information:
  • Full name and current contact information.
  • Name and location of each company that you have worked for.
  • Department and job title for each job listed.
  • Duties of each job listed (be as detailed as possible)
  • Month & year start/end dates (e.g. June 2017 to April 2018)
  • Full-time or part-time status (include hours worked per week)
  • Series and Grade, if applicable, for all Federal positions you have held.



The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc.

  • Cover Letter
  • DD-214/ Statement of Service
  • Disability Letter (Schedule A)
  • Disability Letter (VA)
  • Performance Appraisal
  • Professional Certification
  • Resume
  • Separation Notice (RIF)
  • SF-15
  • SF-50/ Notification of Personnel Action
  • Transcript


Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

How to Apply

All applicants are encouraged to apply online. To apply for this position, you must complete the full questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 12/18/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12628773.

  1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
  2. Click Submit My Answers to submit your application package.

NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.

Agency contact information

Karen Terebesi
Address
West Haven VA Medical Center
950 Campbell Avenue
West Haven, CT 06516
US
Learn more about this agency

Next steps

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.


Note: We cannot accept applications on behalf of Federal Agencies. Application instructions are listed within the Job Description.


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