Birth Certificate Clerk at Novant Health
Novant Health · Matthews, United States Of America · Onsite
- Junior
- Office in Matthews
Birth Certificate Clerk – Job Description
Hours/Shift: 7:30-4PM Friday-Sunday w/travel to Mint Hill on Sunday's - Every Weekend - with every 4th weekend off (Sat/Sun)
Travel Required
Position Summary
The Birth Certificate Clerk is responsible for accurately processing and completing birth certificates and fetal death certificates for infants born at a Novant Health facility or arriving immediately after delivery. This role ensures that all required data is entered into the Electronic Birth Certificate (EBC) System in a timely, compliant, and confidential manner. The clerk serves as a liaison between the hospital, local county Health Departments, and the State Department of Vital Records to ensure adherence to state and federal regulations governing vital records.
Essential Duties & ResponsibilitiesCollects and verifies all required information for birth certificates, fetal death certificates, and related documentation.
Interviews parents to obtain demographic and personal data needed for completing legal documents.
Enters data accurately into the Electronic Birth Certificate System and reviews records for completeness.
Submits certificates within mandated timeframes in compliance with state and federal regulations.
Communicates with local county Health Departments and the State Department of Vital Records to resolve discrepancies, submit documentation, and maintain compliance.
Works closely with Labor & Delivery, NICU, and other clinical staff to obtain necessary medical information.
Maintains strict confidentiality of all patient and family information in accordance with HIPAA and hospital policy.
Provides parents with education regarding Social Security card applications, paternity affidavits, and naming guidelines.
Assists with filing, recordkeeping, and periodic audits related to vital records.
Monitors system updates, policy changes, and state requirements as communicated by Vital Records agencies.
Ensures accuracy and completeness of all records before final submission.
Performs other administrative or clerical duties as assigned.
QualificationsEducation
High school diploma or GED required.
Associate degree in health information, medical office administration, or related field preferred.
Experience
- Experience: Minimum of one year in clerical or customer service exp, required. Minimum of one year of customer service exp in the healthcare field, preferred.
- Additional skills required: Excellent communication including legible penmanship. Team player with supportive and cooperative attitude essential. Working knowledge of computer. Awareness of confidentiality of information collected. Able to multi-task. Compliant with infectious disease exposure protocols. State notary required or acquired within 90 days of hire date.
Knowledge, Skills & AbilitiesStrong attention to detail with high standards for accuracy.
Excellent communication and customer-service skills, including the ability to interact professionally with parents during sensitive moments.
Ability to interpret and apply state and federal regulations regarding birth registration and vital records.
Proficiency in data entry and computer systems; experience with Electronic Birth Certificate software is a plus.
Ability to maintain confidentiality and comply with HIPAA requirements.
Strong organizational and time-management skills, with the ability to handle multiple tasks under deadlines.
Ability to work effectively with clinical teams and external agencies.
Working ConditionsHospital-based office environment within Labor & Delivery or Family Birth Center.
Frequent interactions with new parents who may be emotionally vulnerable or experiencing stress.
Requires sitting, typing, and reviewing documents for extended periods.
May require occasional travel or communication with external agencies for training or compliance updates.
Apply Now
Collects and verifies all required information for birth certificates, fetal death certificates, and related documentation.
Interviews parents to obtain demographic and personal data needed for completing legal documents.
Enters data accurately into the Electronic Birth Certificate System and reviews records for completeness.
Submits certificates within mandated timeframes in compliance with state and federal regulations.
Communicates with local county Health Departments and the State Department of Vital Records to resolve discrepancies, submit documentation, and maintain compliance.
Works closely with Labor & Delivery, NICU, and other clinical staff to obtain necessary medical information.
Maintains strict confidentiality of all patient and family information in accordance with HIPAA and hospital policy.
Provides parents with education regarding Social Security card applications, paternity affidavits, and naming guidelines.
Assists with filing, recordkeeping, and periodic audits related to vital records.
Monitors system updates, policy changes, and state requirements as communicated by Vital Records agencies.
Ensures accuracy and completeness of all records before final submission.
Performs other administrative or clerical duties as assigned.
Education
High school diploma or GED required.
Associate degree in health information, medical office administration, or related field preferred.
Experience
- Experience: Minimum of one year in clerical or customer service exp, required. Minimum of one year of customer service exp in the healthcare field, preferred.
- Additional skills required: Excellent communication including legible penmanship. Team player with supportive and cooperative attitude essential. Working knowledge of computer. Awareness of confidentiality of information collected. Able to multi-task. Compliant with infectious disease exposure protocols. State notary required or acquired within 90 days of hire date.
Knowledge, Skills & AbilitiesStrong attention to detail with high standards for accuracy.
Excellent communication and customer-service skills, including the ability to interact professionally with parents during sensitive moments.
Ability to interpret and apply state and federal regulations regarding birth registration and vital records.
Proficiency in data entry and computer systems; experience with Electronic Birth Certificate software is a plus.
Ability to maintain confidentiality and comply with HIPAA requirements.
Strong organizational and time-management skills, with the ability to handle multiple tasks under deadlines.
Ability to work effectively with clinical teams and external agencies.
Working ConditionsHospital-based office environment within Labor & Delivery or Family Birth Center.
Frequent interactions with new parents who may be emotionally vulnerable or experiencing stress.
Requires sitting, typing, and reviewing documents for extended periods.
May require occasional travel or communication with external agencies for training or compliance updates.
Apply Now
Strong attention to detail with high standards for accuracy.
Excellent communication and customer-service skills, including the ability to interact professionally with parents during sensitive moments.
Ability to interpret and apply state and federal regulations regarding birth registration and vital records.
Proficiency in data entry and computer systems; experience with Electronic Birth Certificate software is a plus.
Ability to maintain confidentiality and comply with HIPAA requirements.
Strong organizational and time-management skills, with the ability to handle multiple tasks under deadlines.
Ability to work effectively with clinical teams and external agencies.
Hospital-based office environment within Labor & Delivery or Family Birth Center.
Frequent interactions with new parents who may be emotionally vulnerable or experiencing stress.
Requires sitting, typing, and reviewing documents for extended periods.
May require occasional travel or communication with external agencies for training or compliance updates.
