Medical Records Technician (Cancer Registrar Coordinator) Job

Vacancy No. CBTG-12736967-25-AZ Department Veterans Health Administration
Salary $61,111.00 to $79,443.00 Grade 9 to 9
Perm/Temp Permanent FT/PT Full-time
Open Date 5/27/2025 Close Date 9/30/2025
Job Link Apply Online Who may apply Public
Locations:
Chattanooga, TNMurfreesboro, TNNashville, TN


Summary

The Cancer Registrar Coordinator is a staff position located under the Specialty Care Service at the VA Tennessee Valley Healthcare System. This position supports the care and treatment given to patients with malignant conditions. Incumbent is responsible for coding, abstracting and reporting required information and data elements related to the Cancer registry.

This job is open to

Clarification from the agency

Open to the public. Veterans Preference will be applied. All Internal/Federal applicants should apply to Job Opportunity Announcement CBTG-12740495-25-AZ NOTE: Eligible applications will be reviewed and referred every 2 weeks. The first review will take place on 6/10/2025.

Duties

The incumbent serves as a Medical Record Technician at the VA Tennessee Valley Healthcare System (Cancer Registrar). The MRT (Cancer Registrar) is responsible for medical records and will 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. Coordinates and attends multidisciplinary tumor boards to ensure that appropriate documentation is maintained. The abstract is conducted by collecting, summarizing, coding detailed demographic and clinical information, and assisting with organizing and maintaining the cancer registry data system. Assists with lifetime follow-up on patients, including cancer status and vital status.

FUNCTIONS OR SCOPES OF PRACTICE
Oncology Data Management and Analyses
- Incumbent uses a variety of software programs to retrieve, track and analyze pertinent data from the oncology patient database and other web-based programs. Curates, analyzes, compiles, consolidates, reviews and edits information relevant to cancer prevention, diagnosis, treatment, clinical trial participation and disease surveillance. Analyses are regarding quality of cancer care, utilization patterns, clinical outcomes, performance measures/monitors, patient demographics, incidence, and workload capture. Incumbent monitors cost of operations when contract services are utilized to provide leadership guidance on hiring actions as long-term strategic objective. Interprets and presents data gained from various federal and non-federal sources. Continually monitors data quality for compliance to ensure compliance with VHA standards, program goals and objectives are met. Reports findings to Supervisor. Determines reasons and variations between goals and actual performance and takes or recommends corrective actions.
- Analyzes and tracks a variety of case finding sources daily/weekly/monthly, including but not limited to clinic lists, weekly/ monthly Cancer Conference agenda, cancer patient tracking systems, laboratory and procedure
- Prepares various reports to effectively assess organization-wide progress towards established goals. Attends meetings and presents prepared analytical briefings, exhibits, charts, reports, and other narrative and statistical material relevant to the program's objectives as required by the Cancer Committee.
- Monitor cancer committee processes and procedures regarding oncology data management standards, implemented to improve patient care and to verify compliance with requirements. Incumbent provides administrative guidance and advice to staff regarding methods of proper use of staging systems and other EHR/medical record documentation concerning the patient with cancer. Incumbent prepares meeting reports and ensures appropriate documentation in compliance with local and national standards regarding oncology data management. The incumbent collaborates with the Cancer Program Manager and Cancer Committee Chair to compile, edit, publish, and disseminate a quarterly and annual reports. Works closely with other departments using a multidisciplinary approach in the prevention and treatment of cancer. The incumbent contributes content to maintain an up-to-date Policy & Procedure Manual for the Oncology Data Program in compliance with accreditation bodies, updated when required, and approved by the Cancer Committee. Works closely with the supervisor to prepare for the American College of Surgeons, CoC tri-annual accreditation surveys, and other site visits related to oncology care as required.
- The incumbent serves as a resource for cancer programs in the VISN and across the enterprise regarding obtaining and maintaining College of Surgeons', CoC accreditation, tracking malignancies, documentation of staging, and testing relational database systems and software when required. Incumbent serves as the subject matter expert and point of contact on oncology data management issues for the facility and VISN administration.

Program Management Activities:
- Assists in the development and implementation of quality control activities and improvement measures, performance projects and special studies to enhance cancer patient care to meet requirements of VHA Directives, the Commission on Cancer and other accreditation bodies.
- Coordinates physician review for data quality initiatives or collaborates with the designated Data Quality Coordinator to Cancer Committee to conduct on a quarterly basis.

Other duties as described in Functional Statement.

Work Schedule: 08:30-05:00 Monday-Friday
Virtual: This is not a virtual position.
Functional Statement #: 71105-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

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. 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.
(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
(e) Ability to communicate with individuals from various disciplines regarding the facility requirements of the cancer program.
(f) Ability to analyze and interpret data for use in facility strategic planning.
(g) 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.

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

Physical Requirements: The work is usually sedentary, but it requires periods of walking, standing, bending, or climbing, and employees may carry light items such as books, instruments, laptops, and similar materials.

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.

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
  • DD-214/ Statement of Service
  • Disability Letter (VA)
  • License
  • Other (1)
  • Performance Appraisal
  • 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 09/30/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12736967.

  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.
**This is an OPEN CONTINUOUS ANNOUNCEMENT and will remain open until September 30, 2025 or until the position is filled. The initial cut-off date for referral of eligible applications will be June 4, 2025, with subsequent cut-off dates once a week.

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

Agency contact information

Arti Zepeda
Address
Tennessee Valley HCS - Nashville
1310 24th Avenue South
Nashville, TN 37212
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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