Building a strong registry team isn’t just about having enough people to do the work. It requires the right expertise, efficient workflows, and the flexibility to adapt as staffing needs and workloads change. With experienced registry professionals becoming harder to find, healthcare organizations have an opportunity to look beyond just filling open positions and consider what their teams need to operate effectively for the long term.
What’s Behind the Registry Staffing Gap?
Registry work requires a combination of clinical knowledge, data expertise, and registry-specific training that takes time to develop. When an experienced professional retires or leaves an organization, replacing that knowledge isn’t always as simple as filling the position.
Recent research illustrates the challenges of hiring registry team members. A study examining cancer registry staffing from 2019 to 2022 found that while budgeted full-time positions increased by 22%, the number of filled positions actually declined slightly. Registry leaders reported concerns ranging from difficulty recruiting qualified professionals to burnout, vacancies, and upcoming retirements.
The issue isn’t limited to oncology. An AHIMA workforce survey found that 66% of health information professionals experienced ongoing staffing shortages over the past two years. For registry leaders, that means an open position may only be one piece of a much larger workforce challenge.
Remote work has changed the hiring landscape as well. Another analysis of cancer registry staffing found that 75% of responding cancer registrars were working remotely following the pandemic. While that gives organizations access to professionals outside their immediate geographic area, it also means they may be competing with healthcare organizations nationwide for the same experienced talent.
Today’s registry professionals may be responsible for data validation, performance improvement, accreditation preparation, reporting, research support, and collaboration with clinical teams in addition to abstraction. That makes the staffing question more complicated than determining how many cases one person can abstract.
When Another Hire Doesn’t Solve the Problem
Hiring is still an important part of a strong registry workforce strategy. There are times when a team simply needs more permanent capacity. But before assuming another full-time employee will solve the problem, it’s worth asking a different question: Is there truly not enough staff, or is the way the work is structured making it harder for the existing team to keep up?
Research into cancer registry staffing supports the importance of making that distinction. Staffing requirements varied based on factors such as caseload, follow-up responsibilities, concurrent abstracting, additional staff duties, and use of automation. Researchers estimated staffing benchmarks of approximately 1.8–2.1 FTEs per 1,000 cases for single-institution registries and 1.6–1.9 FTEs per 1,000 cases for multi-institution registries, while emphasizing that staffing needs depend on the work being performed. Other registry specialties face similar considerations.
Recommendations developed by the Society of Trauma Nurses and American Trauma Society advise trauma programs to consider more than abstraction volume when determining registry staffing. Data analytics, performance improvement, research, data validation, education, and registry administration all require staff time.
Adding another person to an inefficient process may provide some relief, but it doesn’t necessarily address the root cause of the workload problem. A registry may instead need better workflows, clearer responsibilities, additional training, improved technology, or temporary support to get an existing backlog under control. And even when another permanent employee is needed, recruitment and onboarding take time. The registry still has to function while that process is underway.
Creating More Flexibility Within Your Registry
One of the most valuable things registry leaders can build into their workforce strategy is flexibility. Start with the people already there. Retaining experienced registry professionals protects knowledge that can be difficult and expensive to replace. Manageable workloads, professional development, opportunities to expand skills, and processes that allow employees to focus on meaningful work can all contribute to a stronger team.
Then, look at how the work moves through the registry. Where do cases get stuck? Which responsibilities require specialized expertise? Are highly experienced employees spending significant time on tasks that could be handled differently? Are there repetitive processes that could be streamlined? Would cross-training reduce the program’s dependence on one person?
Technology may also provide opportunities for greater efficiency, particularly as automation and AI become more common in registry workflows. But technology should support a well-designed process, not compensate for one that isn’t working.
Finally, consider what happens when demand temporarily exceeds capacity. A vacancy, a leave of absence, an unexpected increase in volume, an accreditation deadline, or a growing backlog doesn’t always require another permanent employee. Supplemental registry professionals can provide additional capacity when and where it’s needed, giving organizations time to recruit carefully while keeping work moving. That kind of flexibility can be the difference between managing a temporary staffing challenge and allowing it to become a long-term operational problem.
Planning for the Workforce You’ll Need Next
Registry workforce planning shouldn’t begin when someone submits a resignation. Healthcare organizations can look ahead at case volumes, retirement risk, upcoming accreditation cycles, expanding reporting requirements, and changes in registry technology to better understand where additional capacity may be needed.
It also helps to know where the registry is most vulnerable. What happens if your most experienced team member leaves? How quickly could another employee assume those responsibilities? How much additional volume can the current team absorb before a backlog develops? Which responsibilities could be supported externally if needed? Those conversations can help registry leaders identify risks before they become urgent.
Building a Registry That Can Adapt
Today’s registry staffing gap won’t be solved by recruitment alone. Sustainable registry operations require experienced people, efficient workflows, and sufficient flexibility to adapt as workloads or staffing levels change. Sometimes that means hiring. Other times, it may mean improving a process, strengthening the existing team, or bringing in additional expertise for a specific period.
Registry Partners can help organizations look at both sides of that equation. Through a comprehensive registry assessment, their team evaluates current operations, identifies strengths and opportunities for improvement, and helps organizations understand where changes to workflows, processes, or staffing could make the greatest impact. When additional capacity is part of the solution, Registry Partners can also provide experienced registry professionals to support abstraction, address backlogs, or fill temporary and ongoing staffing needs.
Need additional support for your registry? Whether you’re looking to strengthen your current operations or add experienced professionals to your team, Registry Partners can help you determine the right path forward.
