Medical Records Technician (Cancer Registrar)

Full Job Description

The (MRT) (Cancer Registrar) position in the Veterans Heath Administration (VHA) the Southern Arizona VA Health Care System (SAVAHCS) located in the Hematology/Oncology Division within Medicine Service Line.

Cancer registrars maintain clinical registries and work to meet the standards of regulatory and accrediting agencies that approve cancer programs and/or other programs requiring registries.

**IMPORTANT NOTE: You must demonstrate ALL the KSAs listed below in your resume for the grade level you are applying for in order to be considered qualified 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.

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).

Experience and Education: 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).

Grade Determinations: MRT (Cancer Registrar), GS-4 Experience or Education. None beyond basic requirements. Assignment.

MRT (Cancer Registrar) at this level serve in entry level positions and receive close supervision from more experienced MRT (Cancer Registrar) staff members. MRT (Cancer Registrar), GS-5 Experience.

One year of experience equivalent to the next lower grade level or successful completion of four years of education above high school from an accredited college or university with a minimum of 24 semester hours in health information technology.

Demonstrated Knowledge, Skills, and Abilities.

In addition to the experience above, the candidate must demonstrate [all of] the following KSAs: Ability to utilize health information technology and various office software products utilized in MRT (Cancer Registrar) positions (e.g., the electronic health record, coding and abstracting software, release of information systems, etc.

Knowledge of the Joint Commission requirements, [Centers for Medicare & Medicaid Services], Commission on Cancer, and American College of Surgeons (ACoS) guidance and/or health record documentation guidelines.

Ability to manage priorities and coordinate work to complete duties within required timeframes and ability to follow-up on pending issues. Assignment.

MRTs (Cancer Registrar) at this grade level serve in developmental positions and receive guidance from more experienced MRT (Cancer Registrar) staff members for more complex issues and/or procedures.

MRT (Cancer Registrar), GS-6 Experience. One year of experience equivalent to the next lower level. Demonstrated Knowledge, Skills, and Abilities.

In addition to the experience above, the candidate must demonstrate [all of] the following KSAs: Knowledge of medical terminology to understand the content of the medical record.

Knowledge of anatomy and physiology to understand the location of the cancer. Ability to operate computerized programs to review documentation within the electronic medical record.

Ability to notify appropriate parties and organize all required documentation to ensure complete case presentation at tumor boards. Assignment.

MRT (Cancer Registrar) at this grade level searches the medical record to identify and abstract/code information.

The abstract is conducted by collecting, summarizing, coding detailed demographic and clinical information, and assisting with organizing and maintaining the cancer registry data system.

MRT (Cancer Registrar), GS-7 Experience. One year of experience equivalent to the next lower grade level. Demonstrated Knowledge, Skills, and Abilities.

In addition to the experience above, the candidate must demonstrate [all of] the following KSAs: Knowledge of pathophysiology to understand the spread of the cancer disease process.

Ability to analyze the electronic health record and enter appropriate data into the Onco Trax cancer registry software abstract.

Knowledge of ACoS standards regarding tumor boards, including clinical staging, prognostic indicators, clinical guidelines, and clinical trials availability. Assignment.

MRTs (Cancer Registrar) at this grade level serve in developmental cancer registrar positions by thoroughly searching the medical record to 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.

Abstracts by collecting, summarizing and coding detailed demographic, and clinical information. MRT (Cancer Registrar), GS-8 Experience. One year of experience equivalent to the next lower grade level.

Demonstrated Knowledge, Skills, and Abilities. In addition to the experience above, the candidate must demonstrate [all of] the following KSAs: Knowledge of professional registry operations.

Knowledge of medical terminology, staging of cancer, and requirements of internal and external approving organizations.

Knowledge of the cancer committee processes and procedures to improve patient care and verify compliance with ACoS and/or facility standards.

Ability to serve as a subject matter expert on cancer programs for the medical center. Skill in utilizing electronic health records and cancer registry software. Assignment.

This is the full performance level for this assignment. MRTs (Cancer Registrar) at this level perform all tasks and duties autonomously.

Searches the medical record to 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.

Oversees tumor board documentation, ensuring documentation meets the requirements and standards set forth by ACoS and/or facility standards.

Ascertains a random sampling of annual analytic case load for physician review to ensure quality registry data. References: VA Handbook 5005, Part II, Appendix G35.

Medical Record(s) Technician (Cancer Registrar), GS-0675. The full performance level of this vacancy is GS-8.

The actual grade at which an applicant may be selected for this vacancy is in the range of GS-4 to GS-8. Physical Requirements. VA Directive and Handbook 5019, Employee Occupational Health Service.

Major Duties:

Duties of the position include but are not limited to: Case Finding: Incumbent is responsible for developing, implementing, and maintaining accurate cancer case finding to identify all reportable diagnoses in accordance with the American College of Surgeons Commission on Cancer, the VA National Oncology Program, NCI SEER, and the individual facility.

Thoroughly reviews the electronic medical record to evaluate clinical and diagnostic procedures to assess appropriateness of inclusion in the registry.

Abstracts, Codes & Maintaining Registry Records: Incumbent thoroughly searches the medical record to identify and code all information pertinent to the patient's diagnosis.

This includes demographics, site and histology, diagnostic procedures, extent of disease, staging, and treatment.

Coding assignments may involve highly technical, complex diagnoses, surgical procedures, and treatment protocols.

Incumbent utilizes specific coding references, resources, and manuals produced by the standard setters (CoC, SEER, NAACCR, AJCC, etc.) to ensure that complete and accurate data is captured for each patient's disease.

Cancer Registry Management: Develops and maintains operating procedures for the Cancer Registry. Distributes cancer registry workload and maintains productivity.

Maintains a cancer registry within the framework of directives. Assembles and disseminates data collected within the cancer registry database when called upon for information.

Identifies and recommends future departmental needs, such as staffing, space, references, education, and equipment. Assists in training new personnel and/or students assigned to the cancer registry.

Provides technical direction to program clerks, technicians, or volunteers who assist with cancer registry functions.

Total Rewards of a Allied Health Professional Work Schedule: Full Time 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).

In addition, there will be an additional 1% salary increase effective January 2026.

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) Virtual: This is a virtual position.

Permanent Change of Station (PCS): Not authorized