Oncology Data Specialist

Job Summary:

The Oncology Data Specialist ODS-C (previously Cancer Registrar Certified Tumor Registrar) assists in all activities generated in the Cancer Registry and assist the physicians and cancer committee members. Specifically, the Oncology Data Specialist is responsible for accessioning (entering new cases), abstracting, researching the patient’s electronic medical record for the demographics, ICD-03 primary site, ICD-03 histology/morphology, laterality, social habits, comorbidities, prognostic factors, AJCC Staging – clinical and pathological, neoadjuvant or recurrence re-treatment, SEER Summary Stage, treatment coded for diagnostic procedures, surgery, chemotherapy, radiation therapy, immunotherapy, hormone therapy and other treatment, enter contact physicians for physicians seen by patient for diagnosis and treatment, physicians noted for follow-up and plan of follow-up selected, data entry of text information in the notepad to support the history, diagnostic, treatment coded in the abstract. When the physician(s) complete staging form(s) (TNM & stage group) for a case in METRIQ, the ODS enters the information into the database. The ODS provides support for other team members when appropriate and helps train new employees. The ODS also assists with Cancer Conference setup and preparation. The ODS must demonstrate knowledge and skills to appropriately communicate and interact with patients, family members, and visitors of all age groups while being sensitive to their cultural and religious beliefs. Oncology Data Specialists (previously Cancer Registrars) are responsible for monthly processing of follow-up lists (Case finding (suspense & follow-up for cases) List, Hattiesburg Clinic (follow-up review for cases) List, Incomplete Diagnostic/Treatment Info List). One Oncology Data Specialists is responsible for the suspense file by processing pathology reports and ordering Staging Forms for those pathology reports. All Oncology Data Sprecialists ordered staging forms for abstracts if one not ordered. ODSs assign staging forms to the managing physician for completion of the AJCC TNM Staging Form. The deficiency queue and episode is monitored and updated. The FGH All Cases (Pathology Reports) are run each day and reviewed for tumor cases and entered into METRIQ (cancer registry database) as a new case (suspense). One ODS runs the flag for cancer registry in EPIC for each patient each month and adds the flag. These patients will appear on the daily admit list when they come for a visit (ER, SS, OP, IP, clinic etc.). One ODS is responsible for monthly batch mail out of follow-up letters, and daily processing of returned letters. One ODS runs the Oncology Data Specialist Expired Patients in EPIC report and the Expired Patients (query wizard) Report for Radiation Oncology each month. The Oncology Data Specialists manager will assign specific tasks periodically when out of the office. Outsource Oncology Data Specialists (previously name was Certified Tumor Registrar-CTR) Services for Highland Community Hospital (cost center #8400) – process case finding (ICD-10 tumor codes) to locate cases to be abstracted. Each ODS abstracts each case in WebPlus (MS Oncology Data Specialists Database) and research each case in EPIC to enter the data. Each year, ODS’s process the death clearance cases. The ODS will perform other job duties as assigned.

Performance Expectations

• Performance expectations will be covered in the orientation and precepted phases of your orientation to your job.
• Demonstrate technical aptitude for dealing with and troubleshooting multiple areas of researching the Electronic Medical Record for information to enter in suspense cases (new case) and abstracts (new case completed and ready for submission).
• Demonstrate the aptitude for doing daily Oncology Data Specialists (ODS – certified) duties that are performed on a daily, monthly, and yearly basis.
• Demonstrate the aptitude for assisting with Quality Studies, CoC Special Studies, CP3R data, Rapid Quality Reporting System and NCDB submissions.
• Demonstrate the ability to investigate each case individually by demographics, primary site, histology/morphology, Staging systems, Procedure coding, entering physician contact information, and Plan for Follow-up.
• Demonstrate the ability to assist internal and external customers with the information needed and requests (ex. Physicians, other Cancer Registry, Research and Informatics (Oncology Data Specialists – certified {ODS}), and other facilities).
• Demonstrates the ability to show up be there for each patient when completing their case or speaking with them on the phone.

Qualifications:

Education/Skills

High school diploma required; college degree preferred.

Work Experience:

Computer experience required. Two years’ experience in office setting preferred. Health information or

comparable medical background preferred. Cancer Registry background or willingness to learn

Cancer Registry principles and practices preferred.

Certification/Licensure

• Eligible for Cancer and Tumor Registrar Certification

Oncology Data Specialist (ODS certified) (National organization updated name as of January 1, 2024), previously named Certified Tumor Registrar certification or CTR eligible required (if only one year Cancer Registry experience, preferred, then must take certification exam after a maximum 36 (thirty-six) months of employment at this Registry) and pass the exam. Cancer Registrar certification required (Certified Tumor Registrar). CTR Requirements include an NCRA-approved Cancer Information Management Associate’s degree; OR successful completion of an NCRA-Accredited Formal Education Program AND successful completion of a minimum of an Associate’s degree or equivalent (four semesters/six quarters).

Additional Certification/Licensure - Obtained based on required timeframe below

• Cancer and Tumor Registrar Certification

Within 1 Year of Employment

Preferred

Mental Demands:

Ability to perform repetitive tasks; cooperate with others; concentrate despite frequent interruptions. Must

be able to deal compassionately with patients or family members when they visit or phone. Must often

listen, visualize, and interpret. Must uphold confidentiality policies of the hospital. Must endorse and

demonstrate the highest code of ethics (see Guide to the Interpretation of the Code of Ethics for Cancer

Registrars published by NCRA) so that the integrity of the data collected is protected, accurate, and

complete. Must demonstrate initiative.