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Position Summary
Under the direction of the State Registrar of Vital Records, the Vital Records Specialist assists the public and data providers in registering confidential events, amending the facts of those events, and obtaining copies of official state birth and death certificates and other associated records.
Level I – This is the basic level of this job family where employees learn the intricacies of the laws and policies governing the registration, issuance, security, confidentiality of birth and death records, in order to gain an understanding on the efficient use of the complex data systems used to search, issue, amend, replace, and track records, build skills in providing services and assistance to a diverse set of clients and customers. In this role, they will review and evaluate complex legal documents. Assigned tasks involve responding to routine services including requests for records and information submitted by mail, walk-in, internet and telephone customers.
Position Responsibilities /Essential Functions
The functions within this job family will vary by level, but may include the following:
· Utilizes critical thinking to independently perform diverse and complex administrative tasks to research, assess, create, maintain and process vital records.
· Register birth and death certificates in accordance to standards established by extensive state law and policy for filing within the official state registry and federal contract for inclusion in national files.
· Assess and verify complex legal documents, e.g., court orders, affidavits, foreign and domestic identity documents, benefit statements, and lease agreements to determine the validity of submitted evidence to establish the identity and/or legal eligibility of applicants to amend and/or receive copies of records.
· Prepare and provide written individualized written and/or oral instructions to birth and death data providers including hospital/clinic staff, physicians, medical examiners, funeral homes, attorneys, and parents related to the filing, amendment, replacement of birth or death records, to include determinations of parentage, legitimation, adoption, delayed filings and providing for the registration of disinterment.
· Review and analyze records request applications for applicant eligibility, accuracy, consistency, and completeness of submitted information in accordance to established guidelines for identification, legal documents, and payment to prevent fraud, identity theft and the inappropriate release of confidential information. Actively monitor law, rule, policy, and procedure changes governing application process requirements.
· Responsible for the validation of identification for possible fraudulent submission.
· Analyze information, respond to questions, and resolve problems presented by customers or providers to determine the nature of the request and provide a reasonable solution.
· Advice leadership on laws, policies, and procedures related to the operations and provide other assistance as needed to promote strategic changes to these.
· Open, sort, prioritize, process, scan, and index mail according to department procedure.
· Manage and maintain legible permanent accessible electronic copies; amend and replace records within the system while maintaining all required documentation and administrative flags; and assure complete, accurate indexes of all vital records using various software applications and databases.
· Coordinate with internal divisions and state/federal agencies to acquire necessary legal documentation to register, amend or release records.
· Provide written and oral responses to inquiries concerning legal requirements for document submission, documentation, and filing deadlines.
· Provide instruction on the use of proprietary software to those given access to enter and certify legally required information for the purpose of officially registering a birth or death record.
· Serve as liaison to other public health, social service, and identity programs.
· Conduct User Acceptance testing of new software; prepare and write technical documents, e.g., user guides, system guide and policy manuals.
· Conduct medical record/chart audits for quality assurance of initial data submissions and as documentary evidence for the purpose of record modification.
· Serve as technical liaison on design, implementation and trouble-shooting of various electronic systems.
· Assist in the development and deployment of online-training, webinars and distance learning.
· Develop and implement trainings to enhance critical thinking, promote task completion, and correct poor performance of staff.
· Supervise and lead to establish a work environment that fosters fair, consistent, and impartial application of law and policy to all customers.
· Maintain organized case files for audits and special reports.
· Other duties as assigned.
Other Duties
Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.
Works effectively in team environment, participating and assisting their peers.
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Education and Experience
Level I – Requirements at this level consist of an associate’s degree and one year as a customer service representative or maintaining confidential records in an office environment; or an equivalent combination of education and experience, substituting one year of the qualifying experience for each 30 semester hours of the required education.
NOTE: No substitution for the required experience.
Valued Knowledge, skills and abilities
Level I – Required at this level include knowledge of office practices; of record management; of business arithmetic; and business communication. Ability is required to establish and maintain effective working relationships; to read and comprehend various laws, rules, policies and procedures; and to communicate effectively, both orally and in writing.
Vital Records Specialists Oklahoma City, OK
For over 16 years, Medasource has established and maintained relationships that are designed to meet your IT staffing needs. Whether it’s contract, contract-to-hire, or permanent placement work, we customise our search based upon your company’s unique initiatives, culture and technologies. With our national team of recruiters placed at 21 major hubs around the nation Medasource finds the people best-suited for your business. When you work with us, we work with you. That’s the Medasource promise.
Medasource is an equal opportunity employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, lactation and related medical conditions), gender identity or gender expression, sexual orientation, marital status, military service and veteran status, physical or mental disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances.
Benefits & Perks:
Medasource offers competitive medical, dental, vision, Health Savings Account, Dependent Care FSA, and supplemental coverage with plans that can fit each employee’s needs. We offer a 401k plan that includes a company match and is fully vested after you become eligible, paid time off, sick time, and paid company holidays. We also offer an Employee Assistance Program (EAP) that provides services like virtual counseling, financial services, legal services, life coaching, etc.
Pay Disclaimer:
The pay range for this job level is a general guideline only and not a guarantee of compensation or salary. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job, education, experience, knowledge, skills, and abilities, as well as internal equity, alignment with market data, applicable bargaining agreement (if any), or other law.
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