Birth Certificate Registrar (16 Hours)

REPORTS TO: Team Leader

SUMMARY:

Under general supervision and following applicable laws and statutes of the Commonwealth of Massachusetts, collects and electronically transfers patient data in order to register births and provide prenatal statistical information on all newborns and their parents.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1.Generates daily reports using the electronic health record.

2.Interviews parents to collect, document and/or verify required patient data to create a legal birth certificate.

3.Using interviewing techniques, problem solving skills and knowledge of Massachusetts State Laws, determines what information is needed from the parent to accurately complete paternity papers, denials, birth statements and social security forms.

4.On a routine basis, mails birth certificates to Town Clerk and Department of Public Health.

5.Notarizes paternity papers and denials.

6.Enters patient data into electronic system with 100% accuracy in order to register births.

a. Enters additional state data as required.

7.Monitors timely retrieval of birth certificates and worksheets using the electronic health record system.

8.Performs quality checks on birth certificates.

9.Obtains obstetrician information and signature either on patient floor, Labor and Delivery, HIM, or in urgent cases, phones or pages him/her.

10. Transfers completed birth certificates to Newton City Hall via courier.

11. Answers questions in person or over the phone regarding birth certificate registration from Department of Public Health, parents, families, adoption agencies and lawyers.

12. Fields calls regarding social security information, paternity testing and child support issues.

13. Assists walk-in parents with paternity papers, denials, and information changes.

14. Schedules appointments to complete birth certificate information.

15. Works with social workers to obtain complete birth certificates of deceased infants.

16. Reviews perinatal statistic information received on each birth.

17. Ensures that information is complete and mails to the Department of Public Health

18. Works with State with needs of the Birth Certificate Department and statistical requirements.

19. Uploads data to the State routinely and/or as needed.

20. Maintains daily/monthly/yearly births for the State and Team Lead.

21. Completes monthly report sent by Department of Public Health.

22. Completes notarized corrections to correct data received by City Hall.

23. Obtains HIM Director's signature on unsigned birth certificates and notarized corrections.

24. Destroys old data on paper per regulatory requirement and per policy and procedure.

25. Educates parents and public regarding current Birth Certificate Department and State requirements.

26. General Clerical duties.

27. Informs appropriate HIM Staff when supplies and equipment are needed.

28. Strives to meet HIM established productivity standards.

29. Provides productivity statistics to HIM Team Lead on a weekly basis and/or when requested.

30. Assists in other areas of department as determined by HIM Team Lead.

31. Performs other duties as assigned.

QUALIFICATIONS:

1.High school diploma and scholastic preparation equal to six months of college, including medical terminology.

2.Expert typing skills for entry into computer and completing forms and letters.

3.Six to twelve months previous experience working in an HIM Department is preferred.

4.Bilingual ability in Spanish/English is preferred.

5.Established Notary Public or willingness to apply.

SKILLS AND ABILITIES:

1.Excellent communication skills and conflict resolution abilities. Ability to act in a professional manner to accurately advise, instruct and deal effectively and diplomatically with physicians, patients and all levels of hospital personnel while ensuring patient data is kept confidential.

2.Must be able to work by oneself and use independent judgment, especially on nursing unit.

3.Ability to communicate in a consistent calm and professional manner in order to obtain sensitive, but required information from patients so that a complete, legal birth certificate can be created for each newborn. Consequences of errors greatly impact the newborn throughout his/her life, as well as, the parents and Hospital.

4.Ability to meet deadlines and work in a fast-paced environment are crucial; must be able to organize own workload which includes work on the patient units, telephone and in the Birth Registry Office.

5.Must be skillful in typing (70 wpm) and have the ability to be extremely accurate when gathering and entering birth information. Birth Certificates submitted to Registry of Births with identified errors are not accepted by the Registry.

6.Knowledge of medical terminology to accurately and quickly type into electronic systems.