Oncology Data Specialist - Associate

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Responsible for accurately coding complete, and concurrent abstraction of oncology patient data to be utilized by administration, clinical trials, research, state and national reporting, maintaining certifications, accreditations, and quality improvement within the Oncology Services. Position requires excellent computer skills and ability to work independently and remotely while maintaining security and confidentiality of patient information. Responsibilities include case finding eligibility, abstracting cancer cases, staging, coding all treatment and all follow up activities. Responsible for identifying and reporting quality discrepancies found in the EMR

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Associate degree

2. Must obtain Oncology Data Specialist (ODS) certification through the National Cancer Registrars Association within two (2) years of hire

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Completed college courses in Anatomy and Physiology, Medical Terminology and Pathology. 

EXPERIENCE:

1. Two (2) years of medical office experience including principles, procedures, medical terminology of malignant diseases, tumor classification by the primary site and histology. 

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.

1. Case Finding: Identifies all cases to be entered into the Suspense section of the Cancer Registry Data Base.  Case finding activities requires analyzing and decision-making skills to interpret and determine whether a case qualifies for abstraction.

2. Abstracting: Accurately completes an electronic abstract on each eligible primary including all medical, social, family, work, and environmental histories, cancer identification, staging, all treatment, and follow up information using regulations from all available resources.  Responsible for completing and verifying the accurate physician TNM Stage, Summary Stage and Collaborative staging systems. The abstract must be completely documented with text, accurate coding assigned for diagnosing information, cancer identification, staging, and all treatment information.  Abstracting requires communication with other physician offices, outside hospitals in any manner necessary to facilitate the complete abstracting process.   All outside oncology information must be included in the completed abstract. Each registrar is assigned specific cancer sites for abstraction and must meet productivity and quality standards according to the West Virginia Cancer Registry (WVCR) and the WVU Cancer Institute Policies and Procedures. 

3. Abstracts 100% of all identified cancer patient diagnosis, staging, and treatment into the WVU Medicine Cancer Registry system with 90% accuracy. Abstracts must be completed within the mandated timeframe set by state and national guidelines.

4. The registrar is responsible for identifying and reporting all documentation errors and discrepancies to the registry manager.

5. Follow Up: Monitor vital status, cancer status, recurrence, any additional treatments for patient’s lifetime.  Follow up procedures include: all available EMRs systems, phone contacts, letters to physicians, patients, and other agencies as appropriate. 

6. Participates in the Cancer Committee meetings and in accreditation surveys as requested.

7. Participate in all current and future Commission on Cancer (COC) Quality Improvement Programs and Quality Improvement measures as required for accreditation.

8. Completes all Special Quality Studies as required by the COC.

9. Participates in all scheduled Health System conference calls, meetings, and education webinars, provides updates for quality improvement, software updates, and policies and procedures changes.

10. Promotes and contributes positively to the teamwork of the department by volunteering to assist co-workers, contributing ideas, and problem solving with co-workers.

11. Required to program electronic data reports for research as requested by administration, physicians, and research projects.

12. Collects and analyzes data for reports such as survival percentages, population analyses, and site-specific data.

13. Participates in planning, implementing change, maintaining, and improving productivity through attendance and participation in staff meetings, committees, task forces, projects, and discussions with manager. 

14. Participates in continuing education activities annually to meet COC requirements.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Ability to abstract data for sustained periods of time.

2. Ability to sit for long periods of time.

3. Ability to perform occasional light work including standing, walking, bending, and lifting weights to ten pounds. 

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1.  Standard Office Environment.  Reliable high-Speed Internet Required.

SKILLS AND ABILITIES:

1. Ability to use and locate complex medical resources.

2. Experience with Coding Systems.

3. Must be detail oriented with the ability to organize and complete work under deadlines.

4. Ability to use multiple electronic medical systems and multiple cancer registry systems.

5. Demonstrate competency and proficiency in all required computer systems.

6. Maintains a working knowledge of JCAHO, COC and all state statutes related to the WVU Medicine Cancer Institute Cancer Program.

7. Must be able to work independently, adapt quickly to change, and perform all responsibilities of the cancer registrar.

8. Excellent communication, presentation, facilitation and writing skills.

9. Must be able to interact appropriately with professional and administrative staff as part of a collaborative team.

10. Must have problem-solving and electronic trouble shooting skills.

11. Skills in Anatomy, Physiology, Pathology, Cancer, Oncology Terminology.

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

WVUH West Virginia University Hospitals

Cost Center:

8894 WVUH Oncology Cancer Registry