Manager Oncology Tumor Registry

POSITION SUMMARY:

Under general supervision oversees the daily operations of the Oncology Registry and its staff in the Oncology department. Identify register and maintain records of all cancer patients by utilizing the Oncolog. Analyze registry data; disseminate information in accordance with professional ethics. Assure data quality work effectively and efficiently as well as consistent and accurate communication with other Medical System staff the Maryland Cancer Registry and other oncology data coordinators throughout the State. Manages the tumor registrys registrars and abstracters.

Principal Duties:

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified. 1. Manages the abstracting staff to ensure the effective collection and registry compilation of data to support the tumor registrys function.

A. Identifies cases of malignant diseases treated at the University of Maryland Capital Region Health.

B. Abstracts information from patient medical records including demographic characteristics history of cancer diagnostic procedures diagnosis state extent of disease and treatment.

C. Codes diagnoses (including typography and morphology) of identified cancer patients using ICD10 coding guidelines and principles.

D. Maintains records of living patients to obtain endresult information on the quality and length of survival.

2. Organizes input and maintains patient computer data to ensure conformance with operational standards for tumor registry and to meet the needs of the users of registry data.

A. Preserves the confidentiality and security of patient data stored in tumor registry files.

3. Ensures the effective collection and compilation of tumor registry data by the registry staff

A. Prepares routine and special statistical reports including data on cancer patient population for hospital planning managed care and administration purposes.

B. May prepare narrative reports and graphic presentations of tumor registry data as required

C. Prepares information for annual report on UMCRH cancer rates by individual site or as required

D. Assists clinicians epidemiologists and other researchers in cancer research studies and special projects as requested by physicians and as required by the American College of Surgeons providing guidance in the use of tumor registry data.

4. Ensures efficient and effective operations within the tumor registry area and its staff.

A. Organizes and maintains effective and efficient workflow and unit operating process.

B. Reviews and updates the registrys staff work procedures annually.

C. In the Tumor Registry unit this would be administered for abstracting records as well as accession and followup of patients diagnosed with cancer at UMCRH according to guidelines set forth by the Medical Center and the American College of Surgeons

5. Monitors measures and controls the quality of record processing abstracting record retrieval and/or datagathering and data entered into the tumor registry by the registrys staff through consistent evaluation of work processes as appropriate for particular unit.

A. Observes and interprets Maryland statutes and JCAHO standards relating to medical records services and medical record confidentiality.

6. Assists and supports the Cancer Center in the preparation and completion of an Annual Report on the cancer program.

A. Generates specified reports on neoplasms and related sites and demographic information of patients treated within the requested time period.

B. Ensures data reported is accurate.

C. Confers with the appropriate medical and administrative staff to ensure appropriate reporting of neoplasms in the Annual Report.

7. Oversees and monitors and compliance of the UMCRH program with the Commission on Cancer Program standards.

A. Ensures an annual periodic focus review is conducted on all standards

B. Ascertain and facilitate that there is a responsible entity to implement activities to assure standard compliance.

C. Report standards in noncompliance to the Cancer Committee.

8. Facilitates open communication with medical nursing and allied health staff to ensure compliance with medical record policies procedures and requirements

9. Observes hospital and departmental policies and procedures.

A. Develops general departmental policies and procedures regarding Tumor Registry.

10. Attends and participates in regular department meetings inservice training and other seminars and relevant professional/technical activities specifically the Cancer Committee the Quality Assurance Cancer Subcommittee and Tumor Conference

A. Coordinates activities of the tumor registry with those of the Cancer Committee in developing criteria for patient care evaluations

11. Compiles and maintains accurate statistical data on daily work productivity and quality of the registrys staff and reports such information to Director of HIM on a regular basis.

12. Monitors data quality on all functions of the Tumor Registry and its staff

A. Monitors and ensures the correct abstraction of patient demographic information B. Ensures the correct and adequate coding of each abstracted account

C. Conducts quality audits to ensure and validate the registrys staff coding performance is at a 99 accuracy rate or better

13. Maintains current credentials as a Registered Health Information Technician/Certified Tumor Registrar by attending appropriate continuing education credit courses.

A. Participates in educational activities of local state and national tumor registrar associations as appropriate.

Customer Service:

1. Greets customers in courteous friendly respectful and professional manner at all times including maintaining eye contact when appropriate.

2. Follows communication protocols to both internal and external customers including introducing him/herself with job title and experience asking open ended questions such as How may I be of help to you using the customers name as soon as it is learned.

3. Responds promptly and appropriately to customer questions/concerns/complaints and attempts immediate resolution.

4. Keeps customers information confidential including public places such as elevators or the cafeteria.

5. Provides assistance and offers help immediately including finding someone else to meet the request if unable to do so him/herself. Introduce other staff to customers when a handoff occurs and explain that the person will provide excellent service.

6. Demonstrates commitment to excellent service recovery when a customers expectations have not been met.

Commitment to CoWorkers:

1. Offers assistance to colleagues and other departments when needed.

2. Takes responsibility for solving problems regardless of origin; completes assignments and respects deadlines.

3. Resolves conflict directly with colleagues and seeks assistance from others if the issue cannot be resolved. Refrains from criticism in public.

4. Mindful and respectful of others time and schedules. Attends meetings on time and communicates any absences.

5. Provides coworkers with a status report for continuity of workflow when planning to be out of the office off the unit or away from the department.

Communication Etiquette:

1. Respectful courteous and professional in all forms of communication and follows facilitys service communication protocol in all interactions.

2. Refrains from use of personal cell phone in patient care areas and keeps usage to a minimum at all other times while on duty.

3. Does not text or use email during meetings (except for exigent or emergency situations).

4. Limits use of business cell phone during meetings (remain on vibrate and/or calls go to voicemail).

5. Makes every effort to answer telephone calls within three rings introducing him/herself department and title (if appropriate). Asks permission before placing the caller on hold or using the speakerphone. If caller is transferred gives the caller the extension number of the person he or she is being transferred to. Offers further assistance to the caller upon completing the conversation.

6. Maintains an appropriate voicemail message and when away from the office has an outofoffice email message that is brief current and includes name and department and offers the caller options if possible.

7. Returns email and voicemail messages promptly but no later than within one business day 24 hours).

8. Always mindful of voice and language in public.

Self Management:

1. Reports to work appropriately groomed and in compliance with the Hospitals dress code. Wears identification badge at all times at chest level and facing outwards so identification is clearly visible.

2. Complete all assignments within deadlines or negotiates alternative actions and time frames in order to achieve desired outcomes.

3. Completes mandatory annual education and competency requirements.

4. Follows UMCAP safety infection control and employee health standards.

5. Demonstrates responsibility for personal growth development and professional knowledge and competency.

6. Adhere to all UMCAP and department policies and procedures including Code of Conduct and professional behavior standards. Does not exceed Hospital guidelines in reference to attendance punctuality and use of sick and unplanned absences. Provides notification of absences lateness and vacation requests according to department guidelines. Respects length of time for lunch and break times.

7. Reviews signs and adheres to UMCAP and/or departmental confidentiality statement.

For Supervisory Positions Only:

• Management

Supervisory responsibilities typically include :

• Evaluating Job Performance
• Directing/Assigning/Reviewing Work
• Coaching/Mentoring

Qualifications :

Licensure/Certification/Registration Required:

Current Maryland in good standing as a 1. Certified coding credential (CSS RHIT RHIA CPC CCSP or CCA etc) is required. Certification from the National Cancer Registrar Association (CTR) required.

Education/Knowledge 

Attained Level: Professional

Completed Course Work/Program: Bachelors Degree leading to a certified coding credential is required.

Applicable Experience

Experience (years): Required: 10 years

Preferred: More than 10 years

Ten years of experience in certified coding including four years progressively responsible technical experience as a Tumor Registry Manager.

Technical/Clinical Skills

Microsoft Office Suite Skill Level 

Word: Basic Excel: Basic PowerPoint: Basic

Working knowledge of ICD9 (Medical Coding)

Basic knowledge and working experience with Medical Terminology

Communication Skills & Abilities

Language: English

Problem Solving/Analytical Skills & Abilities

Professional/Supervisory

Level of Supervision Required

Works Independently

Contacts Inside & Outside Facility/Corporation 

Outside the Department but Within the Company

Position Requirement Explanations

EDUCATION

1. Entry Level: Equivalent to a High School diploma or GED; basic employment skills
2. Formal Education/Training: equivalent to an Associates degree 2 years college); requires knowledge and experience of a specialized field.
3. Professional: Equivalent to a Bachelors degree; working knowledge of theory and practice within a specialized field.
4. Advanced Professional: Equivalent to a Masters degree; knowledge in more than one discipline.
5. Expert: equivalent to PhD M.D. J.D. Specialized knowledge often requiring license or certification.

MICROSOFT WORD

1. Not Applicable
2. Basic: Perform daily word processing tasks such as producing routine letters memorandums and informal reports. Able to use basic formatting editing printing functions and understands the document page setup.
3. Intermediate: Use and create a variety of templates complex tables merges; manage table data sort and filter merges and also performs basic work in existing Macros. Able to customize toolbars import and insert graphs embed Excel data and elaborate reports.
4. Advanced: Produces very large complex formal documents that require a table of contents footnotes endnotes bookmarks and other special elements. Able to use and create a wide range of graphic effects and has full mastery of Macro commands.

MICROSOFT EXCEL

1. Not Applicable
2. Basic: Performs tasks and work with data in worksheets. Able to enter and correct data modify a workbook format a worksheet and use printing functions.
3. Intermediate: Work with multiple worksheets filter data use integrate functions and manipulate databases. Understands the concepts of databases and is able to work with charts and to use the list management capabilities of Excel.
4. Advanced: Use advanced techniques for analyzing and manipulating data in Excel. Use customized functions (Names VLOOKUP IF IS) and work with Pivot Tables. Able to automate some operations manage Macro commands and create MS Excel applications. 

MICROSOFT ACCESS

1. Not Applicable
2. Basic: Design create and modify databases tables queries forms and reports. Understands the different database concepts and structures and is familiar with data validation and indexing techniques. 
3. Intermediate: Use complex query techniques create efficient forms and reports and create Macros to automate these forms.
4. Advanced: Develop an application and tie the objects together into a cohesive system by using Macros and Visual Basic for Applications code.

COMMUNICATION

1. Simple Written and Verbal Instructions: Work requires the ability to understand and respond to simple written or verbal instructions. Incumbents must respond appropriately to instructions questions or requests for information. Work occasionally requires contact with patients and/or visitors which involves courtesy.
2. Exchange Information on Factual Matters: Work requires the ability to exchange information on factual matters schedule appointments greet visitors explain hospital/corporate policies and/or relay messages to appropriate personnel. This type of interaction requires courtesy and tact when dealing with patients visitors and/or hospital/corporate employees. More sensitive situations may be referred to others as appropriate.
3. Effective Oral/Written Skills and Provide Empathy: Work requires the ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.
4. Conflicting Issues; Mediate; Strong Writing Skills: Work requires communication skills in order to effectively deal with conflicting views or issues and mediate fair solutions or welldeveloped writing skills
5. Persuade and Negotiate on Important Matters: Work requires communication skills in order to persuade and negotiate with others on important matters such as negotiate contracts appeal reimbursement decisions and writing grants.
6. Manage Staff and Persuade/Negotiate with Peers: Work requires the communication skills necessary to effectively manage the employees within assigned department and to persuade and negotiate with peerlevel managers on issues and programs that impact the department. Work requires effectively dealing with conflicting views or issues and mediating fair and workable solutions.
7. Advanced Skills & Ability to Represent Hospital /Company: Work requires advanced interpersonal/communication skills in order to present the hospital/corporation in legal proceedings negotiate in extremely important and sensitive situations persuade members of senior management on issues and programs that impact the assigned department represent the hospital/corporation to external parties or perform other duties requiring a comparable level of communication sills.

PROBLEM SOLVING

1. Entry Level Service: Work requires the skills to read and understand instructions add and subtract numbers and make comparisons between numbers and letters. 
2. Administrative Support: Work requires the analytical skills to gather and interpret data in situations in which the information or problems are relatively routine. 
3. Technical: Problems resolved through well developed processes and procedures and requires basic scientific mathematical or technical level training. 
4. Professional/Supervisory: Problems resolved mostly through defined processes and procedures application of indepth knowledge usually acquired through professional level training.
5. Management: Problems solved through independent interpretation of department and company guidelines processes and procedures and application of indepth experiencebased knowledge.
6. Advanced Professional/Management: Complex problems involving various analyses summarizing of information and data in order to solve problems through defined processes and procedures or independent interpretation of guidelines application of indepth knowledge usually acquired through advanced professional level training. Problems and situations may cross departmental/divisional lines. 
7. Senior Management: Highly complex problems requiring the application of scientific or technical principles theories and concepts and indepth experiencebased crossfunctional knowledge.
8. Executive Management: Work requires the analytical skills to identify and resolve extremely complex strategic and operational problems which require innovative solutions based on extensive crossfunctional knowledge.

CONTACTS INSIDE & OUTSIDE FACILITY/CORPORATION

1. Outside the Department but Within the Company: Regular contacts outside the department but generally within the company to give or get information. 
2. Outside Company to Give and Receive Information: Regular contacts outside the Company to give or get information. Requires courtesy tact and some knowledge of Company procedures.
3. Within/Outside Company with Tact & Discretion: Frequent contacts within or outside of the Company. Requires tact discretion and working knowledge of Corporate procedures and policies.
4. Within/outside Company; Considerable Tact/Discretion: Contacts within or outside the Company as a Company representative in a specialized area of knowledge or technical field. Requires considerable tact and discretion and some persuasion to obtain approvals consent and action.

TRANSPORTATION (Work Related)

1. Not applicable.
2. Required: Valid drivers license with access to transportation. Must be insured for his/her states minimum personal injury and property damage liability.
3. Required Use Company Vehicle: Valid drivers license (Class C) in good standing. 
4. Preferred: Valid driver license with access to transportation. Must be insured for his/her states minimum personal injury and property damage liability.

Additional Information :

All your information will be kept confidential according to EEO guidelines.

 Compensation

• Pay Range: $49.35$74.05
• Other Compensation (if applicable):
• Review theUMMS Benefits Guide

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