"Alerted.org

What We Offer

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 & Responsibilities

+ 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.

Qualifications 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 & Abilities

+ 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.

Working Conditions

+ 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.

Job Opening ID

124583