Tumor Board Coordinator

At Mahaska Health the primary role of the Tumor Board Coordinator is responsible for the planning, coordination, facilitation, documentation, and follow-up of multidisciplinary cancer conferences. The coordinator ensures compliance with Commission on Cancer (CoC) accreditation standards related to Tumor Board, supports quality improvement initiatives, and facilitates communication among physicians, advanced practice providers, nursing staff, cancer registrars, radiology, pathology, and other members of the cancer care team.

Essential job responsibilities include but are not limited to,

• Coordinate and schedule multidisciplinary tumor board meetings in accordance with CoC requirements.
• Prepare cases for presentation based on established criteria.
• Collaborate with physicians, surgeons, radiologists, pathologists, medical oncologists, radiation oncologists, and other specialists to obtain required clinical information.
• Develop and distribute meeting agendas and case summaries prior to each meeting.
• Ensure all necessary imaging, pathology slides, laboratory results, and medical records are available for review.
• Record attendance and maintain documentation of multidisciplinary participation.
• Document case discussions, recommendations, treatment plans, and follow-up actions.
• Maintain tumor board records in accordance with organizational policies and CoC standards.
• Monitor compliance with Commission on Cancer accreditation requirements related to Tumor Board.
• Monitor and track tumor board presentation rates to ensure compliance with (CoC) standards and organizational goals.
• Attend Cancer Committee meetings and provide reports regarding Tumor Board activities, quality metrics, and compliance as requested.
• Coordinate, facilitate, and maintain documentation for multidisciplinary cancer conferences, tumor boards, Cancer Committee meetings, and other cancer-related meetings as assigned.
• Prepare reports and supporting documentation for accreditation surveys and site visits.
• Track implementation of tumor board recommendations when applicable.
• Participate in cancer program quality improvement initiatives.
• Assist with clinical quality studies, cancer program metrics, and performance improvement projects.
• Support program goals related to cancer outcomes and patient experience.
• Maintain databases and logs of cases presented.
• Generate monthly, quarterly, and annual reports regarding tumor board activities.
• Assist with collection and analysis of cancer program data.
• Serve as the primary liaison for tumor board activities.
• Promote effective interdisciplinary communication among cancer care team members.
• Provide education regarding tumor board processes and participation requirements.
• Communicate recommendations and follow-up items to appropriate staff and providers.

Job Requirements include but are not limited to,

• High school diploma or GED required; associate degree or equivalent experience preferred.
• Minimum of two years of administrative or clerical experience preferred.
• Previous oncology or oncology accreditation experience preferred.
• Experience with cancer registry operations, accreditation standards, or multidisciplinary program coordination preferred.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Ability to coordinate multiple activities and meet deadlines.
• Proficiency with electronic medical records and Microsoft Office applications.
• Ability to analyze data and prepare reports.
• Ability to work independently and collaboratively with multidisciplinary teams.
• Ensure timely completion and distribution of tumor board documentation.
• Achieve established cancer program goals related to case presentation and multidisciplinary participation.
• Foster collaboration and communication among members of the oncology team.

The work environment includes, but is not limited to:

• Work is performed in a well-lighted, well-ventilated healthcare setting, including office spaces, cancer center clinics, and administrative work areas.
• Managing multiple priorities and deadlines related to cancer conference preparation, documentation, data collection, and follow-up activities.
• Standard business hours are typical; however, occasional schedule adjustments may be necessary to support tumor board meetings or organizational needs.
• Frequent use of computers, electronic medical records, cancer registry databases, and other software applications to support patient case tracking and reporting.
• Regular interaction with physicians, advanced practice providers, nursing staff, cancer registry personnel, and ancillary departments to coordinate multidisciplinary cancer conferences.
• Participation in multidisciplinary meetings and collaboration with clinical teams to ensure accurate and timely case presentation, documentation, and follow-up.
• Intermittent movement throughout the facility to attend meetings, collect information, deliver materials, or collaborate with team members.
• Prolonged periods of sitting, computer work, data entry, reviewing medical records, and preparing meeting materials and reports.
• Occasional light lifting and carrying of office supplies, meeting materials, binders, or equipment up to approximately 20 pounds, with assistance utilized as appropriate for heavier loads.