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Registry Coord

Location: Houston Methodist Hospital
6565 Fannin St
Houston, TX 77030
Job Ref:
Talent Area:
Job Shift:
1st - Day
Job Type:
Posted Date:
Nov. 20, 2023


At Houston Methodist, the Registry Coordinator position is responsible for ensuring the cellular therapy program is compliant with the Foundation for the Accreditation of Cellular Therapy (FACT), the National Marrow Donor Program (NMDP) registry and Center for International Blood and Marrow Transplant Research (CIBMTR) reporting, furthering cellular therapy clinical research trials and furthering the data core for our cell therapy program This position will compile and maintain various statistical summary data as well as design, respond to requests for information from various data collection systems. The Registry Coordinator position participates in interviewing and training of new staff.



Job responsibilities labeled EF capture those duties that are essential functions of the job.

PEOPLE - 20%

  1. Supports the CIBMTR data specialist team including training, precepting, mentoring staff and providing coverage as needed. Fosters a positive and constructive teaching environment by engaging staff/team members in learning opportunities that are valuable and in alignment with business objectives. Develops skills of team members and continually assists with improving competencies, performance and outcomes. (EF)
  2. Meets frequently with physicians for the review of outcome data to be reported to the registry. Serves as a resource for statistical information pertaining to research studies, registry requirements, and/or strategic initiatives conducted within the department or in collaboration with other departments. (EF)
  3. Conducts self in a manner that is congruent with cultural diversity, equity, and inclusion principles. Participates in interviewing and hiring of new staff and provides feedback on staff performance. Contributes towards improvement of department scores for employee engagement, i.e., peer-to-peer accountability. (EF)


  1. Determines the data needed to be collected and identifies the appropriate data resources for specific data projects. Prepares reports on performance and metrics, and other responsibilities of a similar nature and level. Works closely with other research members and with the physicians/medical staff, to ensure the scientific integrity and accuracy of the transplant data. (EF)
  2. Provides analytical and technical support to department management and physician leadership by leading, coordinating, and completing projects related to the FACT and CIBMTR requirements. Prepares and provides reports needed on a routine basis for physicians, staff and/or management. (EF)
  3. Responds to registry queries, maintains HM internal database, and assists with organizing source documents. Extracts, develops and/or analyzes information and statistical data for research studies, project requests and surveys. Monitors and participates in data validation of patient outcomes prior to and after submission. Meets designated goals for assigned compliance reports. (EF)


  1. Supports department with data abstraction for regulatory/accreditation requirements and/or performance/process improvement projects. Reviews and abstracts pertinent patient information from the electronic medical record and patient charts required by the registry. Troubleshoots data submission errors and data error issues and resolves all data queries. (EF)
  2. Oversees preparation of required forms/regulatory documents, under direction of the physicians. Ensures that protocol (research and non-research) required events took place and monitors the reporting of data as applicable to scope of department. Ensures regulatory compliance by timely submissions of the required report forms to the CIBMTR registry. (EF)
  3. Facilitates the REMS program requirements/education for commercial cell therapy products. (EF)
  4. Evaluates productivity, quality and education related to the program, and develops action plans to address any deficiencies or barriers. (EF)
  5. Participates and contributes to meeting the quarterly Continuing Performance Improvement (CPI) goals set by the CIBMTR registry for our center. (EF)


  1. Supports Leadership by working with Managed Care Contracting on insurance requests for information (RFI), assist with our FACT accreditation and with preparations for internal and external audits (including research. (EF)
  2. Handles department resources and assignment effectively and efficiently as evidenced by prudent use of office supplies, timely data abstraction, data entry, and data submission. Self-motivated to independently manage time effectively and prioritize daily tasks, assisting coworkers as needed. (EF)


  1. Actively stays abreast of the various cancer disease processes, diagnostic methods and procedures, and all possible treatment variations, generating and communicating new ideas and suggestions that improve quality or service. (EF)
  2. Identifies and plans for continuing education needs of the department for staff development and assists with arranging access to training and education programs. Seeks opportunities to identify self-development needs and takes appropriate action. Ensures own career discussions occur with appropriate management. Completes and updates the My Development Plan on an on-going basis. (EF)

This job description is not intended to be all inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.



o Bachelor’s degree in a healthcare-related field or four additional years of experience in lieu of degree


o Two years of hospital or allied health data management experience

o Experience in data abstraction and collection obtained via education or experience


o None


o Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations

o Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security

o Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles

o Knowledge of current applicable software programs and computer systems; proficient in Windows based applications

o Knowledge of medical terminology, anatomy, medical records, or constituent relationship management (as applied to department assigned)

o General knowledge of statistical analysis techniques

o Ability to independently analyze and solve problems

o Interpersonal skills for interfacing with all levels of customers and collaborating across clinical and non-clinical departments

o Ability to handle multiple priorities with good attention to detail

o Ability to enhance reporting effectiveness and efficiency

o Works effectively to meet frequent deadlines in stressful and time-sensitive situations

o Able to work both independently and as a team member

o Coordinates and effectively prioritizes diverse and multiple tasks

o Able to work both independently and as a team member

o Organizes the registry workflow, proactively problem solves, anticipates needs, and effectively manages multiple ongoing priorities/assignments

o Uses and optimizes information systems to enhance operations; participates in performance improvement and data management/analysis functions

o Fosters and maintains working relationships with other reporting institutions and with the patients’ primary care physicians

o work with limited supervision

o Understands and ensures hospital’s privacy regulations and standards



Work Attire Yes/No

Uniform No

Scrubs No

Business professional Yes

Other (dept approved) Yes


On-Call* No

*Note that employees may be required to be on-call during emergencies (i.e., Disaster, Severe Weather Event, etc.) regardless of selection above



May require travel within Yes

Houston Metropolitan area


May require travel outside No

of Houston Metropolitan area

**Travel specifications may vary by department.


Please note any other special considerations to this job: __________________________

Company Profile:

Since its founding in 1919, Houston Methodist Hospital has earned worldwide recognition. Houston Methodist Hospital is affiliated with the Weill Medical College of Cornell University and New York-Presbyterian Hospital, one of the nation’s leading centers for medical education and research. In 2022, U.S. News & World Report named Houston Methodist Hospital to its prestigious Honor Roll for the sixth time. Also, in this year’s rankings, Houston Methodist Hospital was named the No. 1 hospital in Texas for the 11th year in a row. Houston Methodist Hospital directs millions of research dollars into patient care and offers the latest innovations in medical, surgical and diagnostic techniques. With 946 operating beds, 85 operating rooms and nearly 8,500 employees, Houston Methodist Hospital offers complete care for patients from around the world.

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