Description

Cancer Registrar / Oncology Data Specialist (Original Job ID: 2024-3030) Aptive Resources is seeking Oncology Data Specialists (ODS-C) to support cancer registry operations within the Department of Veterans Affairs (VA) Veterans Health Administration (VHA). The selected candidate will perform cancer casefinding, abstraction, follow-up, and data quality activities using VA-approved cancer registry software. The role ensures complete, accurate, and timely cancer data reporting in accordance with VA, national registry, and accreditation standards.

Key Responsibilities:
1. Cancer Case finding and Data Abstraction:

Perform cancer case finding, accessioning, and abstraction of oncology cases using VHA-approved cancer registry software.
Complete the full NAACCR data set, including VA-specific supplemental fields, to create a comprehensive patient record.

Documentation Requirements
All coded data must be supported and substantiated with detailed text documentation for:

Patient history and physical exam
Imaging, scans, and scopes
Laboratory and diagnostic procedures
Pathology findings
Treatment and surveillance
TNM staging and prognostic factors
Staging Responsibilities
Assign AJCC Tumor-Node-Metastasis (TNM) staging for all eligible cases in accordance with current AJCC and SEER guidelines.
Complete all applicable physician TNM staging fields during case ascertainment or case completion.
 
2. Reporting and Registry Compliance
Ensure registry data supports reporting requirements for:

VA Central Cancer Registry (VACCR)
State Central Cancer Registries
American College of Surgeons Commission on Cancer (CoC)
Maintain Compliance With
All applicable registry standards and coding guidelines, including:

NAACCR – North American Association of Central Cancer Registries
SEER – Surveillance, Epidemiology, and End Results Program
AJCC – American Joint Committee on Cancer
Commission on Cancer (CoC)
National Cancer Institute (NCI)
WHO International Classification of Diseases for Oncology (ICD-O)
Apply current and historical coding manuals as appropriate for the patient’s diagnosis year.
 
3. Follow-Up and Data Maintenance
Maintain and update patient follow-up information, including:

Last vital status
Disease status
Supporting documentation
Follow-Up Updates
Update follow-up records when:

Patients are identified as deceased
Subsequent primary cancers are reported
 
4. Quality Assurance and Data Integrity
Provide the Contract Manager with a list of completed cases.
Submit periodic reports to the Oncology Data Lead using VA-approved trackers documenting case review results.
Required Tracker Data Elements
Tracker reports must include, at minimum:

Facility Identification Number (FIN)
Accession/Sequence Number
Primary Site
Class of Case
Histology/Behavior
Diagnosis Date
Tumor Size
Extent of Disease (EOD)
SEER Summary Stage (SSS)
AJCC Stage
Treatment Modality Summary
Last Follow-Up Date
Personnel Name
Notes describing identified issues and corrections
Quality Review Participation
Participate in VISN or facility cancer committee quality reviews when requested.
Data Correction Requirements
Correct all identified data issues within 30 days of notification from:

VA Central Office (VACO), or
Facility quality assurance reviews
Corrections must be completed at no additional cost to the Government.
 
5. Security and Confidentiality
Maintain strict confidentiality of patient records in accordance with applicable VA privacy, security, and health information protection policies.

Requirements

Minimum Qualifications: ODS-C credential in good standing. Minimum 2+ years of ODS-C, cancer registry experience. Demonstrated experience with cancer case abstraction, staging, and registry data standards. Ability to maintain ODS-C certification through required continuing education credits. Ability to complete all VA mandatory training and educational requirements by required deadlines.