Birth Certificate Secretary

Job Summary 

The Birth Certificate Secretary provides clerical support to patient care teams by preparing the legal birth certificate and providing assistance to customers related to appropriate distribution of birth certificates, working with patient and legal representatives with the state to ensure that birth records are in full compliance. 

Essential Functions

• Prepares accurate legal birth record documentation in accordance with state law requirements and facility standards; works with patients and state legal representatives to ensure birth records are in full compliance.
• Responsible for pick up and reconciliation patient discharge records from assigned departments.
• Perform general clerical duties such as filing, answering phone calls, responding to emails, and maintaining office supplies.
• Demonstrates proper phone & guest etiquette (identifying name, location). Uses AIDET skills effectively.
• Acts as centralized station for routing information, resource for location of documents (electronic and hard copy).
• Requisitions supplies and maintenance/repair services. Keeps stock inventories.
• Attends department/unit meetings. Maintains knowledge of department/unit functions and changes.
• Demonstrates proficiency at hospital-wide and/or department specific computer software and technology.
• Maintains Immunization Forms.
• Recognizes, interprets, and evaluates inconsistencies, discrepancies and inaccuracies in the patient medical record; initiates required edits through timely communication among caregivers (e.g. clarification, immediate concern flags).
• Timely reporting and documenting of unexpected incidents or adverse events, including participation in investigations and completion of incident reports as applicable.
• Creating a customer service environment, assists with insurance verification and pre-certification through collaboration with Case Management and other departments to ensure comprehensive processing and continuum of care as appropriate.
• Answers telephones, files, greets visitors, electronic data entry, and assists with documentation, as required.
• Performs other duties as assigned.
• Complies with all policies and standards.

Qualifications

• H.S. Diploma or GED required
• 1-2 years of progressive administrative assistant experience within a healthcare setting preferred

Knowledge, Skills and Abilities

• Excellent organizational skills with attention to detail.
• Strong customer service skills and the ability to communicate effectively with diverse populations.
• Ability to handle multiple tasks simultaneously and prioritize effectively.
• Familiarity with database management, EHR systems, or Vital Records software is a plus.
• Knowledge of privacy regulations (such as HIPAA) and the handling of confidential records.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment.