Tumor Registrar

POSITION SUMMARY:
The Tumor Registrar is directly responsible for maintaining all aspects of the UM Capital Region Health (UM Capital) Tumor Registry. This position directly supports the activities of the UM Capital Cancer Registry Program and/or Tumor Board Committee. The Tumor Registrar has major responsibility for ensuring compliance with the State of Maryland and the American College of Surgeons requirements for Commission on Cancer Hospital Program accreditation and preparation for survey. Primary duties include collecting, analyzing, and interpreting and reporting data from all medical facilities that treat a patient, tracking registry patients’ progress/follow-up, protecting patient information and in accordance with professional ethics. 
Assisting with special projects or other assignments as needed.

Principal Duties:
Abstracting Patient Medical Records, Maryland Central Registry, Cancer Registry Follow-up, Reporting Information to the State Registry, Knowledgeable of American College of Surgeons (ACOS), American Joint Commission on Cancer (AJCC)/ Surveillance, Epidemiology, and End Results (SEER) Staging Managing cancer registry database, ICD-0 Coding.
1. Retrieves and reviews records for all cases of malignant disease or suspicious for malignancy. Abstracts 
identified cancer cases from the medical record, diseases index, other departments and clinics where patients are diagnosed and treated. These include but not limited to pathology, radiation therapy, nuclear medicine,and infusion center (PACU). Determines all staging, treatment and follow–up using the proper assignment of ICD-0 codes, American Joint Commission on Cancer (AJCC) TNM (tumor (T), nodes (N), and metastases (M)) Staging, SEER staging database. Abstracts patient data using the Oncology Cancer Registry System which includes the required data set and coding guidelines and enters the entire abstract into the computer system.
2. Performs case finding using pathology reports, computer generated listings to identify new cases that are eligible for inclusion to the registry. Identifies cases returned for treatment and enters additional information into patient’s abstract. Enters new cases identified as suspense including accurate demographic and tumor information.
3. Oversees process for conducting follow-up, which includes Preparation of follow-up control list through computer applications and according to Registry procedures. Use of internal and external information sources to determine survival status. Preparation of follow-up letters through computer applications and according to Registry procedure, phone call to physicians, patients and other contacts to obtain follow-up information.
Enter follow-up information into the Tumor Registry database.
4. Maintains quality control of case finding, abstracting, coding, follow-up and data processing procedures.
5. Provides staff support in preparation of the Tumor Board and Cancer Committee Meetings.
6. Assists with the collaborative efforts of the Cancer Committee in preparing two patient-care evaluations studies 
per year. Performs patient care evaluation studies as determined by the Cancer Committee and presents study results to the Committee for evaluation. Follows up with recommendations made by the Committee regarding study results by making procedure modifications and/or performing subsequent studies.
7. Prepares the Annual Report for the Tumor Registry.
8. Develops implements and enforces Tumor Registry policies and procedures, and best practices.
9. Interprets and carries out ACOS, Maryland Central Registry requirements which includes submission of data 
to central state registries. Serves effectively as a liaison with outside registries, agencies and organization such as the American College of Surgeons (ACOS), American Cancer Society (ACS), Tumor Registrar Society of Maryland, Tumor Registrars Association of Maryland (TRAM), and the MD Central Registry, and American Information Management Association (AHIMA).
10. Works with the UM Capital Cancer Center or Registry in the coordination of Tumor information services and outreach.
11. Assumes responsibility for professional development and ongoing education as outline by National Cancer Registrars Association (NCRA) and/or AHIMA to maintain educational requirements. Attends in-services, continuing education sessions and workshops, and reviews professional journals on a regular basis.
12. Provides and maintains information to obtain annual follow-up on patients entered into the cancer database for purposes of patient care management, research, epidemiological studies, state, and national data submission.
13. Initiates and provides statistical data and reports on Hospital specific cancer registry, State or National data upon request for surveys, reviews, studies, or educational reasons.
14. Accuracy of abstracting information and data 98% consistently. Satisfactorily performing each essential duty successfully.

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 UM Capital safety, infection control and employee health standards.
5. Demonstrates responsibility for personal growth, development and professional knowledge and competency.
6. Adhere to all UM Capital 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 UM Capital and/or departmental confidentiality statement.