Birth Registrar

Department/Unit:

Health Information Services

Work Shift:

Per Diem (United States of America)

Salary Range:

$46,947.00 - $65,726.00

The Birth Registrar is responsible for the accurate collection, documentation, and submission of birth-related data for all newborns delivered at the hospital. This includes reviewing medical records of mothers and babies to abstract required data elements for the Certificate of Live Birth and the Perinatal Database. The role involves interacting with new mothers to verify worksheet information and assist with accurate completion of paternity acknowledgements. The registrar ensures compliance with New York State Department of Health regulations, manages data within Epic and the Birth Registry database, facilitates physician signatures on birth certificates, and generates reports from EBC and PDS to support Women & Children's programs, quality improvement, research, and administrative initiatives.

Essential Duties And Responsibilities

• Assures documents are processed according to policy and available for viewing in the EHR for patient care purposes as well as for Revenue Cycle workflows and initiatives.
• Attends all mandatory prep refresh sessions and in-service education.
• Reviews obstetrical cases and abstracts required data for the electronic birth certificate (EBC) and internal quality management.
• Accurately enters data into the New York State Vitals Information Partnership (VIP) system and Epic with a minimum of 98% accuracy.
• Reports data to the New York State Department of Health and other agencies as required.
• Provides requested reports and assists in data analysis for quality management, education, and research.
• Displays and modifies Registry data as needed, ensuring high data integrity in collaboration with medical and nursing staff.
• Works closely with Registration to verify patient demographics and reduce data redundancy.
• Supports all registries and assists in cross-training staff on Birth Registry operations.
• Interviews parents at bedside to gather birth information, ensuring accuracy and completeness.
• Interacts with obstetricians, nurses, and ancillary staff to gather complete data.
• Educates parents on legal aspects related to birth certification, paternity acknowledgment, and social security processes.
• Notarizes legal documents and ensures timely and accurate submission.
• Controls data quality in the Birth Registry with assistance from obstetrical staff.
• Promotes continuous improvement in data quality across obstetrical medical records and related systems.
• Assists in educational activities and initiatives that use registry data.
• Maintains patient confidentiality and handles data release appropriately per HIPAA and institutional policy.
• Maintains effective interpersonal relationships and professional communication with all hospital departments.
• Provides reports to medical, nursing, and administrative leadership as requested.
• Performs additional duties as assigned by the HIM Manager or Birth Registry Coordinator.
• All other duties assigned by HIM leadership.
  
  

Qualifications

• High School Diploma/G.E.D. - required
• Associate's Degree in HIM or related field - preferred
• 1 or more years of experience in Health Information Management (HIM), registration, scheduling, or related work environment - required
• Experience with Electronic Health Record (EHR) systems (e.g., Epic) - preferred - preferred
• Familiarity with birth certificate filing procedures and vital statistics reporting - preferred
• Strong aptitude for computer applications, basic knowledge of Word, Excel, and PowerPoint. Strong keyboard and typing skills.
• Ability to concentrate and show attention to detail, strong interpersonal skills, and the ability to work independently.
• Knowledge and experience with medical terminology.
• Excellent organizational skills and the ability to prioritize tasks .
• Excellent verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups.
• RHIA, RHIT, CHAA - preferred
• Notary License - preferred
  
  

Equivalent combination of relevant education and experience may be substituted as appropriate.

Physical Demands

• Standing - Constantly
• Walking - Constantly
• Sitting - Rarely
• Lifting - Frequently
• Carrying - Frequently
• Pushing - Occasionally
• Pulling - Occasionally
• Climbing - Occasionally
• Balancing - Occasionally
• Stooping - Frequently
• Kneeling - Frequently
• Crouching - Frequently
• Crawling - Occasionally
• Reaching - Frequently
• Handling - Frequently
• Grasping - Frequently
• Feeling - Constantly
• Talking - Constantly
• Hearing - Constantly
• Repetitive Motions - Constantly
• Eye/Hand/Foot Coordination - Constantly
  
  

Working Conditions

• Extreme cold - Rarely
• Extreme heat - Rarely
• Humidity - Rarely
• Wet - Rarely
• Noise - Constantly
• Hazards - Frequently
• Temperature Change - Rarely
• Atmospheric Conditions - Rarely
• Vibration - Rarely
  
  

Thank you for your interest in Albany Medical Center!

Albany Medical Center is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Medical Center, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Medical Center policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.

Thank you for your interest in Albany Med Health System!

Albany Med Health System is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.