Job Objective:

Under the supervision of the Admitting Services Director provides birth certificate services by performing administrative, technical, and clerical duties associated with birth certificate processes. Provides support in planning, organizing, prioritizing, and controlling workflow in order to accomplish the objectives of the service.

Duties and Responsibilities:

• Birth Certificate Duties and Responsibilities:
  • Completes all birth certificates and adjoining paperwork in a timely and efficient
  • Reviews birth certificates against parentage paperwork to check for
  • Verifies originals Parentage Declarations to check for signatures, proper dating and spelling errors.
  • Review and proof reads daily prior to being sent out to state
  • Inputs birth certificate information in correct format into state EBRS system and review all information entered for
  • Certifies and electronically signs off birth certificates for
  • Initiates phone calls to the State Vital Records Office for all information and issues regarding birth certificates, as
  • Completes affidavits and amendments to correct errors on previous birth certificates.
  • Quality assurance of discharged charts providing Medical Records with legal name changes.
• Routine Tasks
  • Initiates daily census and logs of all deliveries.
  • Compiles newborn information sheets with mother's and infant's information from hospital information
  • Obtains detailed background of medical history from mother’s and infant's charts.
  • Review medical and procedural terminology from mother’s and infant’s charts and translate into state code for birth certificate.
  • Compares new admits to patients established in logbook and update new deliveries on daily
  • Completes interview process in timely and efficient manner with correct information in its entirety.
  • Compiles all completed birth certificate forms and informational packets for parents to review and sign upon completion of interview
  • Visually verify that birth certificate is completed for other medical staff members via multi-patient task list in hospital ADT computer system and task board in patient rooms.
  • Initiate social security process for newborn.

Non-Essential Duties:

• Accepts and carries out all other miscellaneous clerical and/or administrative duties and responsibilities as required for maintaining all services provided by Antelope Valley Hospital
• Other duties as assigned, within skill sets and abilities

Knowledge, Skills and Abilities:

Knowledge

• Knowledge of office skills as related to medical office or hospital business setting
• Knowledge and competency in medical and procedural terminology
• Knowledge of diagnosis codes (ICD9 and CPT) related to medical records coding and the billing process
• Knowledge of State and Federal laws regarding parentage and its processes
• Knowledge of State and Federal laws regarding Surrogate and Adoption Policy and Regulations
• Knowledge of Microsoft Office applications

Skills

• Skilled in basic personal computer
• Skilled in the use of a calculator
• Proficient in the operation of scanners, copiers, and fax machines
• Skilled in proper phone etiquette
• Skilled in clearly communicating processes of legal paperwork

Abilities

• Ability to handle stress
• Ability to manage a heavy caseload in an organized and efficient manner
• Ability to maintain a working relationship with other departments within the organization
• Ability to maintain accurate birth certificate records
• Ability to file birth certificate within the State of California regulations and requirements
• Ability to read handwritten and transcribed documents in the medical record, interpret information, and ability to enter complete and accurate data into a computer
• Ability to demonstrate the process of Surrogate and Adoption Policy and Regulations as related to the State of California
• Ability to adapt to the current process as related to Fetal Demise >20 Weeks
• Ability to demonstrate and follow the State of California birth certificate regulations
• Ability to demonstrate and follow the State of California birth certificate addendum requirements and regulations
• Must demonstrate the ability to type 50 WPM accurately
• Ability to work with minimal supervision and is self-motivated
• Ability to resolve conflicts

AVH Values: All AVH employees will effectively demonstrate these values:

• Patients Come First – We listen actively and communicate with our patients and families, placing safety as a top priority.
• Accountability & Ownership – We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us.
• Teamwork – We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team.
• Integrity & Honesty – We tell the truth at all times, speak up when something is wrong, and do the right thing when no one is looking.
• Excellence – We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality.
• Initiative & Innovation – Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient’s experience, solve our own problems, make timely decisions, and look for opportunities to add value.
• Tenderness & Compassion – We have genuine empathy, show kindness, and encourage and advocate for each other.

Education and Experience:

Education

• High School graduate or equivalent.

Experience

• Minimum 2-year’ recent experience in Medical Records, Admitting Department, or Business Office position in an acute care setting

Required Licensure and/or Certifications:

• EBRS Certificate (completed upon hire within 2 months).
• Declaration of Parentage Certificate (completed upon hire at next available state workshop).

AVH Conduct/Compliance Expectations:

• Ability to adhere with AVH Attendance and Punctuality Policy
• Ability to adhere with AVH Leaves of Absence Policy
• Ability to adhere with AVH Paid Time Off (PTO) Policy
• Ability to adhere to the department dress code
• Ability to organize work and establish priorities
• Ability to expand on own initiative in performance of duties
• Skill and ability to follow the telephone etiquette/standards
• Ability to function effectively under pressure and meet time parameters
• Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff
• Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVH
• Ability to maintain the confidentiality of patient, hospital and department information
• Ability to adhere to safety rules and regulations
• Safely and effectively uses all equipment necessary to carry out duties
• Ability to interpret and function under hospital and department policies and procedures
• Conforms with required and appropriate Joint Commission requirements
• Conforms with and supports hospital quality assurance and improvement guidelines
• Ability to participate effectively in department and hospital staff education
• Display a willingness to work as a team player
• Ability to give and support the highest level of patient/customer satisfaction at all times
• Supports and adheres to the values and mission statement established by the AVH Board of Directors
• Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies.
• Ability to follow the Code of Conduct

Physical Requirements and Working Conditions:

• Work is usually performed in a normal office or hospital environment and may require long periods in sedentary position performing one function.
• Trips within the facility and to onsite storage areas will be required to retrieve or deliver records.
• Frequent walking
• Proper bedside manner and comfortable with post-partum state
• Frequent use of scanner, keyboard and video display terminal.
• Lift/Carry up to 10-25 pounds less than 1 hour per shift
• Push/Pull 21-35 pounds up to two-thirds of shift

A detailed description of the physical requirements of this job is maintained in the Employee Health Department.

NOTE: THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK PERFORMED BY PEOPLE ASSIGNED TO THIS JOB. THIS DOCUMENT IS NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, SKILLS, AND WORKING CONDITIONS FOR THE PERSONNEL SO CLASSIFIED.

Education and Experience:

Education

• High School graduate or equivalent.

Experience

• Minimum 2-year’ recent experience in Medical Records, Admitting Department, or Business Office position in an acute care setting

Required Licensure and/or Certifications:

• EBRS Certificate (completed upon hire within 2 months).
• Declaration of Parentage Certificate (completed upon hire at next available state workshop).