The Medical Records Tech serves as a Cancer Program Specialist in a large, complex, VA Medical Center with medical oncology, radiation oncology, surgical oncology 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. The incumbent in this position is responsible for planning, organizing, actuating, and control of all activities in the Oncology Patient Registry Program.

Duties

Duties included, but are not limited to: According to the requirements of the Commission on Cancer, the VA Ann Arbor Healthcare System's Cancer Committee, the National VA Oncology Progra1h and the NCI SEER Programs, incumbent identifies required reportable diseases in this facility's patients through the use of the VISTA Oncology Program. Thoroughly searches the medical record to identify and code all information pertinent to the patient's diagnosis. This includes demographics, diagnosis, site and histology, diagnostic procedures, extent of disease, and treatment. Coding assignments may involve highly technical, complex diagnoses/procedures. The incumbent utilizes coding references to ensure that complete and accurate data is collected. In addition, uses specific codes required in a cancer registry, stage of disease, morphology and topography using International Classification of Diseases for Oncology, AJCC Staging Manual, and the FORDS manual. Independently codes a wide variety of medical diagnostic, therapeutic and surgical procedures. These include: 1) Codes stages of disease using American Joint Commission on Cancer staging requirements. 2) Analyzes the consistency of coding of registry data, cancer diagnosis, histology, treatment, (including surgical procedures, chemotherapy, immunotherapy, hom1onal therapy and radiation therapy). 3) Identifies coding discrepancies. 4) Facilitates resolution of coding discrepancies by discussion with providers.' 5) Codes complicated medical records having diagnostic, surgical and therapeutic procedures that are identified as difficult to classify. 6) Reviews records to obtain data. 7) Enters data obtained from the record into the registry software. 8) Analyzes data retrieved and provides the results to health care staff for research, patient care, protocol studies and trends in cancer. The MRT submits data monthly to the VA:. Central Cancer Registry, per directives and to the American College of Surgeon's National Cancer Database annually. Data includes codes for diagnosis and procedures, topography, morphology, and stag of disease, provider information and coded data for the treatment of cancer. The incumbent ensures that data is reported accurately and in correct format. Performs research and periodic statistical repo sand 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. The incumbent 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. 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. The incumbent must follow these patients until their death, entering the progression of their disease into the computer program. Each patient abstract is updated as recurrences develop and annual follow-up is completed. Independently maintains a registry that is continuously prepared for a Commission on Cancer survey, to include the necessary documentation needed for the surveyor's review. This includes but is not limited to Tumor Board/Cancer Conference documentation, Cancer Committee 1minutes, and the registry procedure manual. Coordinates, oversees, and facilitates the Cancer Committee meetings to monitor compliance with ACoC standards to ensure certification of the Cancer Program. The incumbent is obliged to verify updates to maintain compliance with Regulatory Organizations. 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 cancer committee processes and procedures implemented to improve patient care and to verify compliance of plans and requirements. Provides administrative guidance and advice to staff regarding methods of proper use of AJCC Staging forms and other medical record documentation concerning the cancer patient. 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. Work Schedule: Monday-Friday (7:30 a.m. to 4:30 p.m.) Compressed/Flexible:Not Available Telework: Not Available Virtual: This is not a virtual position Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Requirements

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 a. Citizenship. Citizen of the United States. (Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with chapter 3, section A, paragraph 3g, this part.) b. 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 & 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 6 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 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. Also requires six additional months of experience that indicates knowledge of medical terminology and general understanding of the health record. c. Grandfathering Provision. Does not apply. d. Physical Requirements. See VA Directive and Handbook 5019. e. English Language Proficiency. MRTs must be proficient in spoken and written English as required by 38 U.S.C. 7402(d), and 7407(d). GRADE REQUIREMENTS a. Creditable Experience (1) Knowledge of Current Medical Record Technology. To be creditable, the candidate's experience must have demonstrated the use of knowledge, skills, and abilities associated with current health information or health record technology and/or cancer registry practice and may be paid or non-paid employment. (2) Quality of Experience. Experience is only creditable if it is either directly related to the position to be filled or in a related field. Qualifying experience must also be equivalent to the next lower grade level. Experience satisfying this requirement must be active practice, which is paid/non-paid employment as a MRT in the parenthetical title as described in subparagraph 3b(2) below. (3) Part-Time Experience. Part-time experience as a professional MRT is creditable according to its relationship to the full-time workweek. For example, a MRT would receive 1 week of full-time credit for each 2 weeks of half-time work. b. Titles and Specialties (1) Titles. All individuals assigned to this occupation must have an approved parenthetical title, as described in subparagraph (2) below. (2) Specialized Areas for Medical Record Technicians. For purposes of this qualification standard the specialty areas for MRTs have been grouped into four functional areas with parenthetical titles. (d) Cancer Registrar. Cancer registrars maintain clinical registries and work to meet the standards of regulatory and accrediting agencies related to approved cancer and/or other programs requiring registries. Titles may include: 3. MRT (Cancer Registrar) Full Performance Level; GRADE DETERMINATIONS \ GS-7 MRT (Cancer Registrar) Experience. Experience. One year of experience equivalent to the next lower grade level. Demonstrated KSAs. In addition to the experience above, the candidate must demonstrate the following KSAs: 1. Knowledge of pathophysiology in order to understand the spread of the cancer disease process; 2. Ability to analyze the electronic health record and enter appropriate data into the OncoTrax cancer registry software abstract; and 3. Knowledge of ACoS standards regarding tumor board, including clinical staging, prognostic indicators, clinical guidelines, and clinical trials availability. Assignment. Employees at this grade level serve in developmental cancer registrar positions by thoroughly searching the medical record to identify and abstract/code all information. Organize and maintain the cancer registry data system. Review lifetime follow-up on patients including cancer status and vital status. Coordinate and attend multidisciplinary tumor boards to ensure that appropriate documentation is maintained. Abstract by collecting, summarizing and coding detailed demographic and clinical information. GS-8 MRT (Cancer Registrar) Full Performance Level Experience. One year of experience equivalent to the next lower grade level. Demonstrated KSAs. In addition to the experience above, the candidate must demonstrate the following KSAs: 1. In-depth knowledge of professional registry operations; 2. Advanced knowledge of medical terminology, staging of cancer, and requirements of internal and external approving organizations; 3. Knowledge of cancer committee processes and procedures in order to improve patient care and verify compliance with ACoS and/or facility standards; 4. Ability to serve as a subject-matter-expert on cancer programs for the medical center; and 5. Skill in utilizing electronic health records and cancer registry software. (c) Assignment. This is considered to be the full performance level for this assignment. Cancer registrars at this level perform all tasks and duties autonomously. Search the medical record to identify and abstract/code all information. Organize and maintain the cancer registry data system. Review lifetime follow-up on patients including cancer status and vital status. Oversee tumor board documentation, ensuring documentation meets the requirements and standards set forth by ACoS and/or facility standards. Ascertain a random sampling of annual analytic case load for physician review to ensure quality registry data. Preferred Requirements: Certified Cancer Tumor Registrar This position is at the full performance level. Physical Requirements:

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Ann Arbor VA Medical Center 2215 Fuller Road Ann Arbor, MI 48105 US
• Name: Jeremiah Ferguson
• Phone: 734-882-3036
• Email: [email protected]