Oncology Data Specialist

Cancer Registrar / Oncology Data Specialist

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: Cancer Casefinding and Data Abstraction

• Perform cancer casefinding, accessioning, and abstraction of oncology cases into VHA-approved cancer registry software.
• Complete the full NAACCR data set, including VA-specific supplemental fields, to produce a comprehensive patient record.
• Document and substantiate all coded data using detailed text fields for:

• Patient history and physical exam o Imaging, scans, and scopes
• Laboratory and diagnostic procedures
• Pathology findings
• Treatment and surveillance
• TNM staging and prognostic factors

• Assign American Joint Committee on Cancer (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. 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
• SEER
• AJCC
• Commission on Cancer
• 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. Follow-Up and Data Maintenance
• Maintain patient follow-up information including:

• Last vital status
• Disease status
• Supporting documentation

• Update follow-up records as required, including when patients are identified as deceased or when subsequent primary cancers are reported. 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.
• 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

• Participate in VISN or facility cancer committee quality reviews when requested.
• Correct all identified data issues within 30 days of notification from VA Central Office (VACO) or facility quality assurance reviews, at no additional cost to the Government. Security and Confidentiality
• Maintain strict confidentiality of patient records in accordance with:

• Privacy Act of 1974
• VA computer access security agreements
• All applicable federal and VA information security policies.

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.