Medical Records Technician ( Cancer Registrar) Coordinator Job in Lexington, KY

Vacancy No. CBTG-12737658-25-MH Department Veterans Health Administration
Salary $64,056.00 to $83,270.00 Grade 9 to 9
Perm/Temp Permanent FT/PT Full-time
Open Date 5/20/2025 Close Date 6/4/2025
Job Link Apply Online Who may apply Status Candidates
Locations:
Lexington, KY


Summary

The incumbent serves as a Cancer Registry Coordinator in a complex, VA Health Care System with medical oncology, surgical oncology, dermatology services and a research program affiliated with a major medical school. The work of the position supports the care and treatment given to patients with malignant conditions.

This is considered to be the full performance level for cancer registry assignments.


This job is open to

Clarification from the agency

This announcement is open to current and permanent Facility employees, Department of Veteran Affairs' employees and Federal Employees of other agencies. Eligible applications will be reviewed and referred in the following order: 1. Current and permanent VA employees of the facility where the vacancy is located. 2. All other current and permanent VA employees. 3. Current and permanent Federal Employees of other agencies.

Duties

The incumbent in this position is responsible for planning, organizing, actuating, and control of all activities in the Oncology Patient Registry Program. In this capacity, the Cancer Registry Coordinator, coordinates all Oncology Patient Registry Program activities associated with the Cancer Program at this Lexington VA Health Care System.

Duties include, but not limited to:

  • Responsible for providing advisory and technical service to administrative, medical, and ancillary professional staff as it relates to the integration of the Cancer Committee policy and procedures, the accreditation standards of the American College of Surgeons Commission on Cancer Program, the National VA Oncology Program, and the National Cancer Institute's SEER Program.
  • Administer the Cancer Registry program at this Facility.
  • Makes recommendations for program changes to the Cancer Committee, the Cancer Committee Chairperson, and the Cancer Liaison to the American College of Surgeons and to the Cancer Conference Chairperson.
  • Utilizes the VISTA Oncology Software, VA Laboratory and Radiology software, and others as indicated for case finding, abstracting, follow-up, data transmittal, and statistical reporting/injuries pertaining to reportable cancer cases.
  • Utilizes coding references to ensure that complete and accurate data is collected. Independently performs a wide variety of coding and abstracting functions, including:
  • Codes stages of disease using American Joint Commission on Cancer's ( AJCC) staging requirements.
  • Analyzes the consistency of coding of registry data, cancer diagnosis, histology, and the treatment( including surgical procedures, chemotherapy, immunotherapy, hormonal therapy, radiation therapy, hematologic procedures.
  • Identifies and resolves coding discrepancies.
  • Codes complex medical records containing diagnostic, surgical, and therapeutic procedures that are identified as difficult to classify.
  • Analyzes data retrieved and provides the results to healthcare staff for research, patient care, protocol studies and trends in cancer.
  • Submits data monthly to the VHA National Oncology Program, as per directives VHA 1412(1) and VHA 1415
  • Submits data to the American College of Surgeon's National Cancer Database and the Kentucky State Cancer Registry within required timeframes.
  • Utilizes the necessary follow-up letters for patients seen outside this facility and may require considerable administrative skills to locate a patient and obtain current medical information by contacting clinics, private physicians, state registries, other medical centers, vital statistics, death indexes, and obituaries.
  • Performs research and periodic statistical reports and prepares correspondence by retrieving and releasing data following a standardized approach that meets the requirements of the Privacy Act and Freedom of Information Act regulations.
  • 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 as well as 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.
  • Develops and monitors quality management and improvement, performance projects, and special studies to enhance cancer patient care and to meet requirements of the Commission on Cancer.
  • Monitors tumor board processes and procedures implemented to improve patient care and to verify compliance of plans and requirements.
  • Provides technical advice to the clinical staff relative to the development and implementation of QM & I projects, and assists in the technical portion of the projects.
  • 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 JCAHO and the American College of Surgeons.
  • Participates in national Commission on Cancer patient care evaluations as required by the Commission (as permissible).
  • Provides leadership, direction and documentation necessary for the coordination of the oncology patient registry activities involving various levels of staff.
  • Responsible for timeliness of work, and takes initiative in applying the methods, procedures and techniques used in the work to achieve the Tumor Registry/Cancer Program overall goals.
  • Performs other duties assigned and outlined in 30606-F Functional Statement.

Work Schedule: Monday through Friday; 8:00am-4:30pm
Telework: ADHOC Only.
Virtual: This is not a virtual position.
Functional Statement #: 30606-F
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. 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

To qualify for this position, applicants must meet all requirements by the closing date of this announcement.

Permanent Employee Status: If you are unsure if you have permanent employee status to be considered for this position, you can verify your status by referring to Box 24 on your most recent SF-50. The box must have a 1 or 2 in order to be considered for this position.

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. 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
  • 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
  • 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. 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).
  • English Language Proficiency. MRT (Cancer Registrar) candidates must be proficient in spoken and written English to be appointed as authorized by 38 U.S.C. § 7403(f).
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 for Medical Records Technician (Cancer Registrar) Coordinator, GS-09
  • Experience. One year of creditable experience equivalent to the next lower grade level GS-8 and must demonstrate the KSAs for this grade level
    • (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.
In addition to the experience above, you must demonstrate all of the following KSAs: Knowledge, skills, and abilities (KSAs).

Demonstrated [Knowledge, Skills, and Abilities.
  • Knowledge and understanding of ACoS and/or facility requirements for administering, monitoring, and reporting compliance of the cancer program to the governing bodies.
  • Ability to interpret data to set, evaluate, and adjust the cancer program and/or facility goals and objectives.
  • Ability to inform cancer registry staff on the technical components of the cancer database, coordinate workflow and monitor data for accuracy and quality measures.
  • Ability to multitask
  • Ability to communicate with individuals from various disciplines regarding the facility requirements of the cancer program.
  • Ability to analyze and interpret data for use in facility strategic planning.
  • Ability to develop cancer program/cancer registry policies and procedures to ensure patient-centered care for cancer patients in accordance with government-wide, agency, and facility requirements.

Preferred Experience: Oncology Data Specialist (ODS) Certified or certified within 1 year.

Basis for Selection: Selections for positions will be based on the objective evaluation of the candidates' total qualifications for the position. "Qualifications" means the combination of experience, training, education, skills, knowledges, abilities, personal characteristics, and merit factors deemed to be pertinent to successful performance.

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

Physical Requirements: Work is mostly sedentary. However, there will be some periods of walking, bending, lifting or carrying of work related items. Normal safety precautions and practices are required for working in a healthcare environment. This position requires emotional ability to deal effectively with multi-tasking and high volume of patient flow and competing demands.

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

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.

Benefits

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

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 apply for this position, you must provide a complete Application Package which includes:

  • Resume


The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please 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
  • License
  • Other (1)
  • Professional Certification
  • Resume
  • 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.

Veterans' preference does not apply for internal or other current permanent Federal agency employees.

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 06/04/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12737658.

  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.

Agency contact information

Michael Helton
Address
Lexington VA Health Care System
2250 Leestown Road
Lexington, KY 40511
US

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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