Clarification from the agency

This job is open to current permanent Department of Veteran Affairs employees, current permanent Federal employees of other agencies and all US Citizens. NOTE: The 2-page Resume requirement does not apply to this occupational series. For more information, refer to Required Documents below.

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The Medical Records Technician (Cancer Registrar) supports the cancer conferences of Bay Pines VA Healthcare System (BPVAHCS), coordinating or providing backup for cancer conferences and reporting cancer conference activity to the Cancer Committee. The CR Technician organizes and maintains the cancer registry data system, reviews lifetime follow-up on patients including cancer status and vital status, oversees tumor board documentation ensuring documentation meets the requirements and standards set forth by American College of Surgeons (ACoS) and/or facility standards.

Duties and responsibilities of the Medical Records Technician (CR) include, but are not limited to:

• Knowledge and application of reference manuals including but not limited to: The International Classification of Diseases for Oncology, The American Joint Committee on Cancer (AJCC) Cancer Staging Manual, Extent of Disease Manual, The Surveillance, Epidemiology, and End Result Program (SEER) Summary Staging Manual, The Site Specific Date Items Manual, The Grade Coding Manual, The Multiple Primary Histology Coding Rules, Solid Tumor Rules, Hematopoietic Database, STORE Manual, FCDS Data Acquisition Manual.
• Thoroughly searches the medical record to identify and code all information pertinent to the patient's diagnosis. This includes demographics, diagnosis, site and histology, diagnostic procedures, extent of disease, and treatment. Coding assignments may involve highly technical, complex diagnoses/procedures.
• Codes stages of disease using American Joint Committee on Cancer's staging requirements.
• Utilizes CPRS and VISTA to access patient information for case finding, abstracting and follow-up.
• Applies knowledge of human anatomy and cancer staging in case abstraction.
• Analyzes the consistency of coding of registry data, cancer diagnosis, histology, treatment, (including surgical procedures, chemotherapy, immunotherapy, hormonal therapy and radiation therapy).
• Identifies coding discrepancies and facilitates resolution of coding discrepancies by discussion with providers.
• Collaborates with Cancer Registry team members in discussions regarding the overall function of and processes within the Cancer Registry.
• Codes complicated medical records having diagnostic, surgical and therapeutic procedures that are identified as difficult to classify.
• Analyzes data retrieved and provides the results to health care staff for research, patient care, protocol studies and trends in cancer.
• Participates in Process Improvement projects directly related to the Cancer Registry.
• Provides coverage for Cancer Conferences, either coordinating conference activity or providing back up for Cancer Conferences, monitors compliance regarding Commission on Cancer standards, and reports on Cancer Conference activity to the Cancer Committee.

Work Schedule: This position has the following work schedules available:

• Monday through Friday from 8:00am to 4:30pm, or
• A compressed work schedule from 7:30am to 6:00pm, 4 days per week

Compressed/Flexible: Authorized.
Recruitment Incentive (Sign-on Bonus): Not authorized
Permanent Change of Station (Relocation Assistance): Not authorized
Pay: Competitive salary and regular salary increases
Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year)
Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child.
Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66.
Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA
Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement)
Telework: Not available
Virtual: This is not a virtual position.
Functional Statement #: 21969F
Permanent Change of Station (PCS): Not authorized

NOTE: The closing date has been extended to 10/31/2025

Conditions of employment

• You must be a U.S. Citizen to apply for this job.
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Must pass pre-employment physical examination.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.

As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

Basic Requirements:

United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.

English Language Proficiency: Medical Records Technician must be proficient in spoken and written English as required by 38 U.S.C. 7403(f).

Experience and Education:

• Experience: One year of experience that indicates knowledge of medical terminology and general understanding of the health record. Six months of the required one year of experience must have provided the knowledge, skills, and abilities (KSAs) needed to perform MRT work.

OR,

• Education-Transcripts Submitted: Two years above high school with a minimum of 12 semester hours directly related to MRT work (e.g., courses in medical terminology, anatomy and physiology, and introduction to health records).

OR,

• Experience / Education Combination: Equivalent combinations of experience and education are qualifying. The following educational/training substitutions are appropriate for combining education and experience:
  • Six months of experience that indicates knowledge of medical terminology and general understanding of the health record and one year above high school with a minimum of six semester hours of health information technology courses.
  • Successful completion of a course for medical technicians, hospital corpsmen, medical service specialists, or hospital training obtained in a training program given by the Armed Forces or the U.S. Maritime Service under close medical and professional supervision. Training may be substituted on a month-for-month basis for up to six months of experience, provided the training program included courses in anatomy, physiology, and medical record techniques and procedures. The position requires six additional months of experience that indicates knowledge of medical terminology and general understanding of the health record.

Grade Determinations for Medical Records Technician (Cancer Registrar), GS-08:

Experience. One year of experience equivalent to the next lower level (GS-07) (Must be demonstrated on resume). KSAs at the GS-07 grade level are:

• Knowledge of pathophysiology to understand the spread of the cancer disease process.
• Ability to analyze the electronic health record and enter appropriate data into the OncoTrax cancer registry software abstract.
• Knowledge of American College of Surgeons (ACoS) standards regarding tumor boards, including clinical staging, prognostic indicators, clinical guidelines, and clinical trials availability.

Demonstrated Knowledge, Skills, and Abilities. In addition to the experience above, the candidate must demonstrate (ON RESUME) all of the following KSAs:

• Knowledge of professional registry operations.
• Knowledge of medical terminology, staging of cancer, and requirements of internal and external approving organizations.
• Knowledge of the cancer committee processes and procedures to improve patient care and verify compliance with American College of Surgeons (ACoS) and/or facility standards.
• Ability to serve as a subject matter expert on cancer programs for the medical center.
• Skill in utilizing electronic health records and cancer registry software.

Preferred Experience:

• Possess and maintain Certified Tumor Registrar (CTR) credential.
• In-depth knowledge of Cancer Program and Tumor Registry operations and procedures as evidenced by formal education and training in this area.
• Knowledge of and ability to uses reference manuals (The international Classification of Diseases for Oncology, The American Joint Committee (AJCC) on Cancer Staging Manual, Extent of Disease Manual, and SERR Summary Staging Manual) for information on tumor nomenclature, classification and staging for incorporating the correct information into the registry.

Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

The full performance level of this vacancy is GS-08.

Physical Requirements: The work is mostly sedentary. Typically, the employee sits comfortably to complete the work. However, there may be some walking, standing, bending and carrying of light items such as patient records supplies and letter mail.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Area of Consideration - Eligible applications will be reviewed and referred in the following order:
1. Current permanent VA employees of the facility.
2. All other VA employees.
3. All other applicants.


IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

OCHCO Bulletin Subject: Annual Determination of Staffing Shortages, dated September 25, 2025. Although hybrid title 38 occupations follow title 5 Veterans' preference rules, as required by the Merit Systems Protection Board (Graves v. VA, 117 M.S.P.R. 697 (2012)), 38 U.S.C. § 7412 waives the requirement to apply Veterans' preference to external applicants for appointments made during the fiscal year to hybrid title 38 occupations among those reported to have the largest staffing shortages.