Position Title:

Birth Certificate Clerk

Department:

Health Information Mgmt

Job Description:

General Description: The Birth Certificate Clerk is responsible for collecting the necessary data elements for the completion of the birth certificate as required by state law. Responsibilities include working with the parents to gather data that is required for the Acknowledgment of Paternity (AOP), which can be a critical and sometimes difficult part of the birth certificate process.

Essential Responsibilities:

Responsibilities listed in this section are core to the position. Inability to perform these responsibilities with or without an accommodation may result in disqualification from the position.

• Completes any certification program and continuing education that may be required by state law to accurately perform the duties of the birth certificate clerk and works under the guidelines and process as defined by the state.
• Interacts with the parents to collect and document the birth information, delivering the appropriate forms to them and providing guidance in the completion of the forms.
• Works with the parents to complete the Acknowledgment of Paternity form, which can require patience, diplomacy, and sensitivity if there is conflict regarding parental responsibility.
• Reviews patient medical records and other resources, as needed, to obtain required birth information.
• Reviews completed birth certificate worksheet for completeness and accuracy, ensuring that signatures of the parents are obtained for the birth certificate and any other state specific program, such as Healthy Start, Medicaid, Social Security forms.
• Enters birth certificate information into appropriate computer software program and transmits data in a timely manner as required by state law.
• Meets or exceeds productivity standard of processing two (2) birth registrations per hour.
• Meets with auditors, according to state regulations, who visit the facility on a regular basis to monitor/audit the birth certificate and AOP process, providing reports and data to them as needed.
• Changes baby names in MEDITECH as needed, from generic baby girl/baby boy to given name and validates name change in Horizon Patient Folder (HPF)/McKesson Patient Folder (MPF).
• Works closely with Obstetrical nursing staff to perform duties and may work on the floor and away from the HIM department.
• Maintains confidentiality with all PHI and HIPAA related information.
• Practices and adheres to the Code of Conduct philosophy and the Mission and Value statement.

General Responsibilities:

• Performs other duties as assigned.

Minimum Qualifications :

Education: None required.

Experience: None required. 1 year experience in an office environment preferred. Previous experience in handling patient health information and/or medical records is strongly preferred.

License(s)/Certification(s)/Registration(s) Required: None required. Training will be provided for completion of a certification program from the state if requested.

Knowledge, Skills and Abilities:

• Adaptability – maintaining effectiveness when experiencing major changes in work tasks or the work environment; able to adapt to change in environment, work structure/processes, or requirements positively and proficiently. Able to multitask effectively.
• Building Trust – interacts with other in a way that gives them confidence in one’s intentions and those of the organization; operates with integrity; supports others; treats people with dignity and respect.
• Communications – communicates clearly, proactively, and concisely with all key stakeholders; able to maintain effectiveness when dealing with difficult situations or people.
• Customer Focus – ensuring that the customer perspective is a driving force behind decisions and activities; implementing services and practices that meet the customers and organization’s needs.
• Initiating Action – takes prompt action to accomplish objectives; responds quickly, independently and takes action that goes beyond the job requirements in order to achieve objectives.
• Managing Conflict – dealing effectively with others in an antagonistic situation; using appropriate interpersonal style and methods to reduce tension between people.
• Planning & Organizing – establishes courses of action for self and others to ensure work is completed efficiently; prioritizes critical activities and assignments; stays focused and uses time effectively, preventing irrelevant issues or distractions from interfering.
• Quality Orientation – accomplishing tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time.
• Work Standards – setting high standards of performance for self; assuming responsibility and accountability for successfully completing assignments.
• Proficiency in computer skills and some knowledge of regulatory compliance.

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OU Health is an equal opportunity employer. We offer a comprehensive benefits package, including PTO, 401(k), medical and dental plans, and many more. We know that a total benefits and compensation package, designed to meet your specific needs both inside and outside of the work environment, create peace of mind for you and your family.