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 registry's 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 registry's 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 ICD-10 coding guidelines and principles.

D. Maintains records of living patients to obtain end-result 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 registry's staff work procedures, annually.

C. In the Tumor Registry unit, this would be administered for abstracting records as well as accession and follow-up 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 data-gathering, and data entered into the tumor registry by the registry's 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 non-compliance 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, in-service 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 registry's 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 registry's 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 customer's name as soon as it is learned.

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

4. Keeps customer's 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 hand-off occurs and explain that the person will provide excellent service.

6. Demonstrates commitment to excellent service recovery when a customer's expectations have not been met.

Commitment to Co-Workers:

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 co-workers 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 facility's 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 e-mail 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 out-of-office 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 Hospital's 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