Cancer Registry Assistant

Northern Light Eastern Maine Medical Center

Department: Cancer Registry

Position is located: Lafayette Building

Work Type: Full Time

Hours Per Week: 40.00

Work Schedule: Variable

Summary:

Answers phone. Complete Case Finding activity. Complete Case Follow Up function. Support Cancer Conference (Tumor Board) function. Respond to data requests received by Cancer Registry. Support Cancer Leadership Committee quality & Community Outreach activities. Provide administrative support to the Cancer Registry Program.

Responsibilities:

Team Work

Follows Northern Light Health, CCOM and Registry policies and procedures.

Adapts schedule to meet demands of Registry needs

Effectively communicates with co-workers

Develops and maintains positive working relationships

Works to maintain a positive working environment

Keeps current with departmental communication regardless of work setting – home / off

Completes cross training, assists in overall operation of department as assigned

Determines case eligibility by review of pathology reports, CCOM transcription, medical records, discharge lists, Disease Index and other appropriate materials

Enters initial case data into Cancer Registry software

Consults with Lead Cancer Registrar when uncertain regarding appropriateness of case inclusion in data base Staging

Identifies cases requiring completion of staging by physician

Notifies physician of need to complete staging

Maintains database for staging completion tracking

Contacts physician when completion is past due

Notifies Lead Cancer Registrar of provider delinquency; failure to respond to request for staging completion in a timely manner

Assists in communication with Cancer Committee Chair to complete physician follow up on staging requirement Follow Up

Completes follow up activity as assigned

Identifies relevant case follow up activity through review of CCOM documentation

Contacts following provider office and/or patient directly to obtain follow up

Reviews obituaries, death index to obtain follow up

Documents disease status, treatment updates, managing physician, changes in contact information

Updates abstract to skill / capacity; refers need for additional clarification to abstractor completing case and/or Lead Cancer Registrar

Records data relevant to patient capacity to participate actively in follow up

Refers patient comments generated from direct follow up to CCOM Support Service Manager for response

Cancer Conference (Tumor Board)

Participates on a regular basis

Assists with room preparation (including set up and clean up)

Assists with case preparation (contacting pathology, radiology, presenting physician, helps to assure record review and availability for on-site presentation)

Assists with meeting preparation (agenda, evaluation, Telecommunication arrangements)

Assists with meeting (management of lights, Telecommunications, access to electronic medical record, attendance notation and minute recording)

Maintains Cancer Conference activity records – documentation, attendance, submission of evaluations, collation of evaluation data, reports identified problems to Support Service Manager Office Maintenance

Answers Cancer Registry incoming line; triages calls to appropriate responder

Takes case referrals for Cancer Conference – by phone and through monitoring incoming e-mail; initiates case preparation

Gathers and distributes mail

Maintains office supplies; places orders, notifies Support Service Manager of submitted request; stocks upon arrival

Maintains and updates as needed staging form supply.

Solicits items for bi-monthly staff meeting; records and distributes minutes

Assists volunteer in supporting case finding and follow up activity

Demonstrates understanding of and adheres to regulatory requirements

90% if cases reviewed meet established standards

Maintains working knowledge of available resources; reviews published updates to assure appropriate case inclusion

Utilizes Lead Cancer Registrar as a resource for assuring accurate documentation within Cancer Registry software

Brings questions regarding case documentation to team for discussion

Works with Lead Cancer Registrar to resolve identified quality issues; is open to feedback, makes use of information for improved practice Information Management

Access clinical and financial information on a need to know basis

Follows Release of Information (ROI) protocol

Information is released per standard Continuity of Care

Assures continuity of care – leaving work in a manner that the next person can understand what has been completed and what requires follow up

When case / task beyond capacity to complete, provides clear hand off to Lead Cancer Registrar for case / task completion Quality / Safety Initiatives

Makes suggestions for quality / safety improvement

Participates in quality / safety improvement initiatives Accreditation

Participates actively in preparation for ACOS-COC site visits and interim reports

Participates in on-site case review process

Completes work to comply with timely case finding activity – 90% of case documentation is reviewed within 1 week of provider completion

Completes work to comply with timely annual follow up activity – 90% of assigned follow up activity is completed within 1 week of assignment.

Reports anticipated inability to meet standard immediately. Works to develop strategy to attain production target. Process Improvement

Maximizes operational efficiency – personal and departmental

Makes suggestions / undertakes innovations to improve efficiency

Identifies and reports blocks/needs/concerns inhibiting efficiency to CCOM Support Service Manager Budget

Works within assigned hours; undertakes overtime only with expressed prior authorization Resource Maintenance

Maintains equipment in working order – both on site and at home

Reports problems to appropriate resource

Reports identified unresolved maintenance / resource needs to CCOM Support Service Manager

Participates in problem solving and innovation Service

Supports CCOM Clinical Research staff in identification of potential protocol patients and/or patients enrolled in studies prior to case accrual @ Northern Light Health currently being followed in CCOM Education

Participates in continuing education to sustain own growth and development; meet requirements of the American College of Surgeons – Commission on Cancer

Participates in Health Information Management Program – Cancer Registry Module – as guest lecturer or host to on-site student learning

Provides support to cancer program continuing education activities as requested

Other Information:

Competencies and Skills

Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan.

Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of diversity, inclusion, empowerment and cooperation.

Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved.

Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.

Education

Required Associates Degree

Working Conditions

Potential exposure to noise levels being uncomfortable.

Work with computers, typing, reading or writing.

Extend body and limbs to reach items.

Prolonged periods of sitting.

Prolonged periods of standing.

Prolonged periods of walking.

Position Cancer Registry AssistantLocation Req ID null