JOB TITLE: REGISTRY TECHNICIAN

JOB CODE: 39026

SERIES NATURE OF WORK: The Registry series describes work in the collection and administration of population data about diseases, vital events, and health status.

DEFINITION: This is specialized technical work analyzing, editing, and consolidating health data for incorporation into a public health registry.

An employee in this job supports a public health registry by evaluating and consolidating reported disease cases. Work involves applying standards, coding conventions, and complex registry-specific rules to case corrections; creating patient and incident records by evaluating and consolidating health data reported by health care facilities and practitioners; determining best values among disparate information; and validating consolidated records for completeness and accuracy by resolving edit errors. Work also involves validating the format and content of data files and performing other technical procedures required to incorporate data into a public health registry. Work may involve assisting with conducting on-site compliance reviews of health care facility records to validate data reported to the public health registry. Work is received in the form of general assignments from a Registry Specialist or administrative supervisor and is reviewed through conferences and reports to ensure goals and performance standards are met.

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.)

• Resolves patient linkage discrepancies by determining if multiple sources reported data on the same person, thus influencing the number of incident or patient records in the public health database.

• Determines if multiple reports on the same person represent the same or different disease or treatment by applying complex multiple primary determination rules.

• Selects best value to represent an incident or event record from data reported by multiple disparate sources by applying standards and registry policies.

• Reviews coded data and text fields provided in all disparate data sources to resolve errors and discrepancies when reports fail automated processing directives.

• Validates multiple primary determination decisions by reviewing and evaluating cases identified as potential duplicates.

• Corrects edit errors identified when standard edits metafiles are run against newly created incidence files.

• Determines accuracy of underlying causes of death listed on Certificates of Death or in the electronic death registration system by reviewing all reported medical conditions and applying federal standards for classifying underlying causes of death.

• Compares abstracted and coded health information to supplemental documentation to determine coding accuracy.

• Identifies problems that require contacting reporting sources and refers to Registry Specialist for resolution.

• Identifies trends and patterns in the reporting of individual facilities, such as hospitals, hospices, and medical practices.

• Verifies or denies the presence of anomalous health data and makes necessary corrections.

• Utilizes specialized software packages to perform data processing, manipulation, and extraction.

• Verifies proper storage of health information by ensuring it meets structural and content standards.

• Performs related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of public health registry coding, nomenclature, and classification standards.

• Knowledge of medical and anatomical terminology.

• Knowledge of disease etiology.

• Knowledge of health data linkage and consolidation methods.

• Knowledge of health information systems and their functions.

• Knowledge of the types of health information required for public health registry reporting.

• Knowledge of the medical and legal requirements for maintenance and release of health record information.

• Knowledge of basic statistical reporting.

• Ability to analyze and interpret data related to health information.

• Ability to establish and maintain effective working relationships.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledges, Skills, and Abilities)

• Three years of experience as a Clerical Assistant 3 or Medical Records Assistant (Commonwealth titles) working with vital events, cancer, or immunization registries within the Pennsylvania Department of Health;

or

• Three years of complex clerical experience working in the collection and maintenance of vital events, cancer, or immunization registry data;

or

• One year of technical healthcare data management experience and an associate’s degree in a health or healthcare related field;

or

• An associate’s degree in a Health Information Technology (HIT) program;

or

• Eligibility for certification as an Oncology Data Specialist (ODS) as specified by the National Cancer Registrars Association, Council on Certification.