The Vital Records Technician, under general supervision, performs a wide variety of general clerical and specialized tasks in the registration and processing of vital record legal documents as mandated by law; examines and categorizes information from vital records and enters appropriate types of information into a computer system. Employee is responsible for the initiation and maintenance of patient medical records and release of information processes according to organizational, State and HIPAA guidelines. Employee must exercise tact, courtesy, and good judgment in contact with county employees, outside organizations and government officials at a variety of levels, and the general public. Employee must also establish and maintain effective relationships as necessitated by work assignments.
Performs records management support of medical records by scanning, purging, indexing, and filing records within the Document Imaging System, handling various formats of records including paper, electronic, and microfilm.
Performs other related duties as assigned.
Human Services – Business Operations: RecordsServes as a back-up to the Vital Records Technicians processing vital records and patient medical records and releases of information.
Reviews all birth, death, and fetal death certificates for completeness and accuracy pursuant to local, state, and federal mandates, codes, and medical certification requirements.
Reviews, processes, and records birth certificates and fetal death events; forwards original certificates to State Vital Records via the Vital Records Automate system (NCDAVE).
Coordinates the accurate input of birth, death, and fetal death certificates with hospitals, physicians, funeral directors, midwives, and State Vital Records (NCDAVE) according to State guidelines.
Provides customer service over the phone, by mail, and in person.
Reviews paper and electronic medical records for completeness, scanning paper records and entering immunization data into NCIR database when needed.
Reviews microfilmed records for completeness and transfer to electronic format.
Applies record retention to electronic documents in compliance with NC Department of Archives Record Retention Schedules.
MINIMUM QUALIFICATIONS
Education and Experience:
High School Diploma or an acceptable equivalency diploma (GED), and two (2) years of clerical experience in a health care setting; or equivalent combination of education and experience.
Licenses or Certifications: Human Services-Business Operations: Vital Records: Must be a certified North Carolina Notary or become certified within 90 days of employment.
Special Requirements:
In order to perform work in this role you must provide immunization records, provide proof of immunity, or receive/start the required vaccination series, as applicable, along with complying with any necessary screenings, as required by the Union County Human Services Agency’s Public Health Department and its Public HealthPersonnel Immunization and Tuberculosis Screening Policy* for employees serving in public health related functions. All documentation must be provided to the Public Health Department Employee Health Nurse prior to the first day of employment to allow time to review for compliance.
*All employee health and immunization records are securely maintained in strict compliance with HIPAA regulations.
PREFERRED QUALIFICATIONS
Education and Experience:
Associate’s degree, and five (5) years of clerical experience processing birth and death certificates in NCDAVE and using an electronic medical records system.
Licenses or Certifications: Must be a certified North Carolina Notary or become certified within 90 days of employment.
Special Requirements:
Bilingual (Russian and/or Spanish)
PHYSICAL DEMANDSMust be physically able to operate a variety of machinery and equipment including computers, copiers, facsimile machines, calculators, printers, etc. Must be physically able to lift at least 30 pounds, carry, push, pull, or otherwise move objects. Sedentary work involves sitting, but may involve walking or standing for periods of time.
WORK ENVIRONMENTWork is performed in a relatively safe, secure, and stable work environment.
