Oncology Data Specialist - Certified

Job Description:

Oncology Data Specialist - Certified

The Oncology Data Specialist holds a critical role in the comprehensive management of Cancer Registry data, encompassing collection, capture, and meticulous reviews for data quality. The primary responsibility includes case identification, data collection, performing quality reviews in database and in EMR and reporting on all reportable tumors and malignancies while adhering to HIPAA regulations.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, EXPERIENCE, AND/OR LICENSURE:

1. Associate degree.

2. Oncology Data Specialist credential (ODS-C) with required CE’s maintained with annual renewal of credential.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, EXPERIENCE, AND/OR LICENSURE:

1. Graduate of Health Information Technology (HIT)/Health Information Management or equivalent program AND three (3) years of abstracting experience.

OR Cancer Registry Management Program AND Two (2) years of abstracting experience.

2. RHIT (Registered Health Information Technician) or RHIA (Registered Health Information Administrator), or RN (Registered Nurse).

EXPERIENCE:

1. Three (3) years of experience preferable in a hospital Registry performing data collection activities including Case finding, Abstracting and follow up. Experience using Registry resources including AJCC Staging system, STORE (Standard Oncology Registry Entry), NCCN treatment guidelines, Solid Tumor Rules, SEER Summary Stage, SEER Grade Manual, SSDI (Site Specific Data items) as well as knowledge of all Cancer Registry Standard setters’ regulations especially Commission on Cancer.

2. Experience and knowledge of principles of malignant and reportable diseases including procedures, medical terminology, and disease process and treatments modalities.

3. Experience conducting data quality reviews.

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 Identification:

• Apply knowledge and reporting guidelines set by Standard Setters, the Hospital (WVU Registries) and State to identify all reportable tumors and malignancies. Record reportable cases into the Suspense system.

• Identify non- Reportable cases, mark them as non-reportable in the database, document decision-making and provide reasons not reportable.

2. Case Abstracting:

• Utilize cancer data collection principles to examine relevant information from medical records.

• Extract all relevant information including but not limited to patient demographics, tumor characteristics, treatment modalities (from Surgery, Medical Oncology, Radiation Oncology, Palliative, and other disciplines, pathology details), pathology, labs, genetic profiles, and other outcomes from internal and external (outside Hospitals) sources.

• Assign codes to the extracted data based on established coding systems (STORE, SEER, ICD-0) ensuring that you adhere to guidelines established by standard setters, Hospital, and regulatory bodies to ensure consistency and compliance with reporting guidelines.

• Complete and verify staging to ensure it meets American Joint Commission on Cancer (AJCC) Tumor Node Metastasis (TNM) guidelines.

• Summarize patient experience from diagnosis to survival or expiration per guidelines set in Hospital (WVU Registries) text documentation policy for uniformity and consistency in data collection.

• Verify the accuracy of collected data to maintain high data quality and reliability and to ensure that you meet 90% quality threshold set by the Hospital (WVUCI Registries).

• Meet abstract productivity standards set by the Hospital (WVUCI Registries) and the State.

3. Case follow up:

• Monitor and update vital status, cancer status, cancer recurrences and any additional relevant information utilizing all available medical records (internal or external), phone contacts, physician letters, other cancer registries and other agencies as appropriate.

4. Quality Reviews:

• Conduct quality reviews on assigned sites periodically especially if you identify areas of improvement.

• Conduct Peer quality reviews when assigned.

• Conduct Not Reportable audits when assigned to ensure that all reportable cases are captured.

• Conduct other assigned quality reviews.

• Conduct reviews and monitor Commission on Cancer (CoC) Quality Improvement Measures for assigned cases and document compliance status in WVU Registries shared excel database. Update abstract if applicable for compliance.

5. Cancer Committee:

• Participate in Cancer committee meetings and accreditation surveys if requested.

6. Data Analysis and Reporting:

• Retrieve and analyze data for statistical analysis and reporting to stakeholders. Reports include but are not limited to treatment patterns, survival trends, diagnostic trends, in/out migration, population analysis, and Hospital case volumes.

• Generate electronic data reports for research as requested by administration, physicians, and research projects.

7. Special Studies:

• Participate and completes all special studies required by the commission on cancer

8. Team Meetings and Teamwork:

• Required to attend all team meetings unless out of work due to PTO and have approved absence due to other circumstances.

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

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

9. Credential Maintenance and Education:

• Participate in continuing education activities annually to meet ODS-C credential and Commission on Cancer 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. Must be able to sit for extended periods of time.

2. Must have visual and hearing acuity within the normal range.

3. Must have manual dexterity needed to operate computer and office equipment.

4. Must be able to lift, push or pull 10-20 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 HIPAA compliant home office environment. High speed wired internet connection required.

2. Visual strain may be encountered in viewing computer screens, spreadsheets, and other written material.

KNOWLEDGE, SKILLS, AND ABILITIES:

1. Must have excellent written and verbal communication skills and the interpersonal skills necessary to communicate effectively. Should be able to interact appropriately with professional and administrative staff as part of a collaborative team.

2. Must possess analytical and problem-solving skills.

3. Must possess organizational and time management skills.

4. Must possess independent decision-making ability and be able to work independently and perform all job requirements.

5. Must be detail orientated with the ability to organize and complete work under deadlines.

6. Must possess the ability to prioritize job duties

7. Must be able to adapt to changes in the workplace and work assignments.

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

9. Must possess the knowledge of cancer registry operations.

10. Must possess the knowledge of anatomy, physiology, pathology, oncology medical terminology, multiple staging systems/schemas, and all cancer treatment regimens.

11. Must be able to use and locate complex medical resources.

12. Working knowledge of Cancer Registry Guidelines and statutes set by Standard setters and regulators.

13. Must possess the ability to analyze complex data and reports.