Birth Certificate Registrar

Position: Birth Certificate Registrar

Department: Health Information Management

Schedule: Full-time, Monday through Friday (day shift); occasional weekend coverage

POSITION SUMMARY:

The Birth Certificate Registrar for Health Information Management (HIM) is responsible for managing the birth record preparation process by interviewing parents for accurate information, completing the legal birth record for all newborns born at the hospital, obtaining and notarizing paternity papers as needed, and maintaining birth data submitted to the state. Expected precision of 98%

JOB REQUIREMENTS

EDUCATION:

• High school diploma or equivalent required. Associate's degree with LPN or Medical Assistant certification preferred

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

• Notary Public license is required

EXPERIENCE:

• 1-3 years of experience in birth registrar is required

KNOWLEDGE AND SKILLS:

• 1-3 years of experience in birth registrar or HIM strongly preferred
• Ability to abstract data from medical records
• Knowledge of medical terminology
• Accurate typing skills at 35 wpm or better
• Data entry with 98% accuracy required.
• Computer skills, including proficiency with EPIC, Microsoft Outlook, Microsoft Excel spreadsheets, e-faxing, and other software computer programs.
• Customer service and communication skills, telephone etiquette.
• Good written communication, organizational skills and detailed oriented.
• Ability to speak, read and write in fluent English.
• Bilingual (Haitian creole/Spanish) strongly preferred.

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Maintains a log of all newborns and fetal deaths using the Newborn Daily Report in EPIC as a resource.

• Conducts bedside interviews with parents of newborns to obtain accurate demographic information.

• Educates parents on state vital statistic legalities and processes with regards to birth, obtaining the birth certificate, social security card and paternity.

• Interviews parents and reviews medical record to correct information for birth/death certificates or paternity.

• Arranges for a language interpreter, if necessary.

• Effectively interacts with spouses, significant others and families during sensitive and crisis situations.

• Communicates with individuals, departments, and government agencies.

• Responsible for collecting legal data, preparing and submitting birth records and related documents in accordance with state regulations.

• Accurately abstracts from the parent worksheet and electronic medical record and keys data into Vitals Information Partnership (VIP), the State of Massachusetts’ Vital Registry System for reporting.

• Prints the ‘Parent Letter’ for either mailing or distribution to parents.

• Calls parents for missing or questionable information or follow-up on Acknowledgement of Paternity (AOP) forms.

• Manages the acknowledgment of paternity process by ensuring the forms are used in appropriate situations and that AOP forms are correctly completed. Notarizes parents' signatures.

• Accurately updates Master Patient Index for newborn name changes within three days of discharge.

• Transmits birth records electronically to the state and for printing/mailing within 10 days of birth as state regulations require.

• Works with State Department of Vital Records on audits and resolves possible discrepancies in the birth certificate.

• Maintains an organized and uncluttered work area.

• Promptly answers incoming calls and emails.

Must adhere to all of BMC’s RESPECT behavioral standards.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job.  The above is not intended to represent an exhaustive list of accountable duties and responsibilities required) IND123

Equal Opportunity Employer/Disabled/Veterans