Data Collection Specialist I

Posting Number: #1066

Position Title: Data Collection Specialist I

Closing Date: Until Filled

Location: Sacramento, CA

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The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

Position Summary

The Data Collection Specialist (DCS) is an entry level position.  The DCS performs casefinding, data collection and follow-back activities.  The DCS reviews pathology reports in both electronic and paper formats and performs follow back on potential reportable cases.  The incumbent organizes and maintains electronic and paper case files and coordinates the reports sent for the above activities. The Data Collection Specialist also manages all incoming mail and faxes for their respective regions.  A majority of the tasks performed by this position are electronic; therefore, the DCS is required to understand various computer programs, related processes and procedures and possess the ability to track files electronically.

Essential Duties & Responsibilities

  • Analyzes electronic and paper pathology reports to determine reportability according to California Cancer Registry (CCR) standards and inclusion in the casefinding database.
  • Conducts follow-back of potential reportable cases identified during casefinding process through Sonoma (CRM), the electronic follow-back system.
  • Maintains electronic and paper case files undergoing the follow-back process.
  • Tracks responses to follow-back, interprets data received for completeness and dispositions each case appropriately.
  • Analyzes and codes Confidential Morbidity Reports submitted by physician offices and enters the information into the casefinding system according to the current version of the International Classification of Diseases Oncology, and other state and national cancer coding standards.
  • Verifies physicians, nursing homes, and other contact facilities phone numbers, fax numbers and addresses, updating the Eureka database as needed.
  • Prepares confidential faxes and mailings for death clearance, hospital and physician casefinding and follow-back.
  • Contacts physician’s offices for additional necessary information and to provide encouragement to improve reporting practices.
  • Assists with the calling, faxing and mailing for other cancer research projects as needed.
  • Other Data Collection Unit activities as assigned.


  • CTR Eligible or a minimum of 1-year experience working in a hospital, regional, or central registry is strongly preferred.
  • Knowledge of medical terminology and anatomy/physiology is required.
  • Knowledge of the International Classification of Diseases for Oncology, Third Edition is preferred.
  • Comprehends the California Department of Public Health’s Confidentiality and Security standards and processes confidential information according to the standards.
  • Possesses the ability to perform a wide range of activities in an efficient and organized manner, working both independently and as part of a team in the Data Collection Unit.
  • Ability to work in varied environments and adapt to ongoing technical and operational changes.
  • Ability to periodically work under pressure with changing priorities and short deadlines.
  • Working knowledge of computers and basic computer hardware, using the computer to retrieve and organize information as well as for problem solving and conducting research.
  • Exhibits a knowledge of word processing, spreadsheet software and an acquaintance with other database software.
  • Displays an ability to learn new software programs.
  • Becomes familiar with the cancer disease process and associated reportability and multiple primary rules found in the California Cancer Registry Standards Volume I, Solid Tumor Rules, and the Hematopoietic and Lymphoid Database rules by optimizing the use of all available resources within 12 months of employment.
  • Exhibits strong interpersonal, verbal and written communication skills.


  • High School diploma is required. Some college or Associates Degree is preferred.
  • CTR eligible, or will become eligible within 12 months of employment is preferred.

Important Information

  • Must have available transportation and ability to commute to various locations other than the assigned office.
  • Ability to travel overnight to perform field work when required.


EEO Statement

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser:

ADA Statement:

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at


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