Medical Records Technician (Lead Cancer Registrar)

Clarification from the agency

Open to current permanent Department of Veteran Affairs employees. NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below.

Total Rewards of a Allied Health Professional

Major Duties include but are not limited to:

1. Tumor Registry Coordinator

• DATA COLLECTION
• Develop procedures to identify all cases of malignant disease from the departments of the medical center and outpatient clinics where patients are diagnosed and treated.
• Audits the medical records' disease indexes on a biannual basis.
• Obtaining core information from the patient's medical records including demographic characteristics, history of caner, diagnostic procedures, diagnosis, extent of disease and staging, and treatment.

• DATA MANAGEMENT
• Maintains the confidentiality and security of patient data stored in the tumor registry computer files
• Develops and completes quality control of case finding, abstracting, coding of follow-up information and processing procedures
• Organizes work, set priorities, and delegate tasks/responsibilities
• Completes the necessary forms for collection, processing and analysis of data
• Knowledge of neoplastic disease process, cancer staging systems, biologic and molecular prognostic indicators to determine derived stage
• Knowledge of reportable disease, surveillance, epidemiology and end results program, cancer staging systems, multiple primary and histology rules, international classification of disease for oncology, morphology and topography, cancer treatment modalities, and data requirements
• Ability to operate computerized programs to review documentation within the electronic medical record and cancer registry software
• Utilizes the electronic health record to identify and abstract/code the required data elements
• Conducts lifetime follow-up on patients, documenting the progression recurrence of their disease and other required elements
• Organizes and maintains a data system that will conform to the highest standard of tumor registry operation and meet the needs of users of the registry data in accordance with the guidelines established by the American College of Surgeons Cancer Program

• DATA RETRIEVAL AND ANALYSIS
• Formulates procedures for manual and/or computer retrieval of tumor registry data
• Develops, organizes, implements, and maintains an accurate system to identify all reportable diagnoses
• Assembles and disseminates data collected by the tumor registry, including collection and preparation of routine and special statistical reports which summarize the cancer experience of this medical center
• Provides statistical data to the state central registry fulfilling all state registry regulations and requirements in compliance with VA regulations and federal law
• Assists clinicians and research on cancer related studies and research projects by providing data.

• KNOWLEDGE REQUIRED BY THE POSITION
• Knowledge of current medical record technology and professional registry operations.
• Natural history of cancers including knowledge of cell types associated with various types of cancer and procedures for identifying neoplasms.
• Anatomy and physiology as well as medical terminology, common acronyms, and symbols.
• Tumor nomenclature and classifications; be able to code topography, morphology, and register tumor cases.
• Descriptive statistics and end results reporting.

Work Schedule: Monday - Friday, 8:00am - 4:30pm
Recruitment Incentive (Sign-on Bonus): Not Authorized
Permanent Change of Station (Relocation Assistance): Not Authorized
Pay: Competitive salary and regular salary increases. When setting pay, a higher step rate of the appropriate grade may be determined after consideration of higher or unique qualifications or special needs of the VA (Above Minimum Rate of the Grade).
Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year)Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience.
Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child.
Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66.
Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA
Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement)
Telework: Available
Virtual: This is a virtual position.
Functional Statement #: 512-25582-F
Permanent Change of Station (PCS): Not Authorized

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.
• 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 identification 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).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.

As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

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.

• Citizenship. Be a citizen of the United States. Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with [38 U.S.C. § 7407(a).]
• 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.

Grade Determinations:
Lead MRT (Cancer Registrar), [GS-9]
Experience. One year of experience equivalent to the next lower 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.

Demonstrated [Knowledge, Skills, and Abilities]. In addition to the experience above, the candidate must demonstrate [all of] the following KSAs:
(a) Ability to organize work, set priorities, and delegate tasks/responsibilities [ ] to meet deadlines[.]
(b) Knowledge of neoplastic disease processes, cancer staging systems, biologic and molecular prognostic indicators to determine derived stage[.]
(c) Knowledge of reportable diseases, surveillance, epidemiology and end results [ ] program, cancer staging systems, multiple primary and histology rules, international classification of diseases for oncology, [ ] morphology and topography, cancer treatment modalities, and data requirements[.]
(d) Ability to analyze data using comparative statistical methods and present the data in graph [ ] format[.]
(e) Ability to interpret and apply facility bylaws regarding the cancer program[.]
(f) Knowledge of legal and regulatory requirements governing cancer registry operations to plan, organize, and maintain special cancer registries[.]
(g) Ability to communicate orally and in writing to ensure staff compliance with written directives, rules, and regulations.

Preferred Experience: The VAMHCS holds CoC accreditation and we are looking for a certified Cancer Registrar to become part of the team in the Radiation Oncology Clinical Care Center. The position requires CTR certification as mandated by the American College of Surgeons to continue our CoC accreditation. This position takes an active role in the re-accreditation process every three years, attends quarterly Cancer Committee meetings to review standards prior to accreditation, completes abstracting of cases in addition to follow-up of cancer patients. This position will support the Baltimore VA, which is accredited, and continues to work on the backlog of cases to maintain accreditation status. As this is the lead position for Baltimore VA, knowledge of OncoTrax and VA system is critical.

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-09.

Physical Requirements: See VA Directive and Handbook 5019, Employee Occupational Health Service.

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)..

How you will be evaluated

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

Area of Consideration - Eligible applications will be reviewed and referred in the following order:
1. Current permanent VA employees of the facility.
2. All other VA employees.

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.

Grandfathering Provision: All persons employed in VHA as a MRT (Coder) on the effective date of this qualification standard are considered to have met all qualification requirements for the title, series, and grade held, including positive education and certification that are 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 journey level, or changed to lower grade within the occupation, but will not be promoted beyond the journey level or placed in supervisory or managerial positions.
2. Such employees in an occupation that requires a certification only at higher grade levels must meet the certification requirement before they can be promoted to the higher-grade levels.
3. MRTs 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.
4. MRTs 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.
5. Employees who are retained as a MRT 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.

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.

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

• Resume
• SF-50/ Notification of Personnel Action

Special Note for Applications: To complete your application, please use the following link https://vacareers.va.gov/wp-content/uploads/sites/5/Resume.docx to download the standard Clinical Resume Document. This one-page document does not need to be modified and must be uploaded into the two-page restricted 'Resume' document upload field.

Your full resume/CV may be uploaded without page limitation into the 'Other' document upload field.

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
• Disability Letter (VA)
• License
• Other (1)
• Performance Appraisal
• Professional Certification
• Resume
• SF-50/ Notification of Personnel Action
• Transcript

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