Birth Certificate Clerk - Part Time (Evenings)

OU Health•Oklahoma City, OK

2d•Hybrid

About The Position

The Birth Certificate Clerk is responsible for the accurate, timely, and compliant collection, verification, and submission of birth registration data in accordance with Oklahoma state law. This role works directly with parents, families, clinical staff, and state auditors to ensure legal birth documentation is completed correctly, sensitively, and within required timeframes, while consistently delivering excellent customer service. The position requires working closely with obstetrical nursing staff, potentially on the floor and away from the HIM department, and involves completing all required state-mandated training and continuing education. The clerk will collect, review, and document birth data elements by interacting directly with parents or legal guardians, review patient medical records to validate birth data, and verify the completeness and accuracy of all birth registration documents and associated state forms. Data entry into state-approved electronic systems and timely transmission of records are key, with a productivity standard of processing an average of two birth registrations per hour. Support for state and regulatory audits, maintaining strict confidentiality in compliance with HIPAA, and demonstrating a Patients First value are also essential. The role involves relationship-building, high reliability behaviors, empathetic and professional communication during sensitive interactions, providing clear and unbiased information, and encouraging questions to help families feel informed and in control. Maintaining courteous and responsive interactions, applying consistent standard work practices to prevent errors, protect PHI, and support audit-ready compliance are crucial. The clerk will cross-check medical record documentation as needed, identify opportunities to reduce defects, and escalate discrepancies or missing information to appropriate leadership. Other duties as assigned.

Requirements

High School Diploma or GED required.
No experience required.
Knowledge of birth registration requirements, legal documentation standards, and applicable Oklahoma state laws and submission timelines.
Understanding of HIPAA and privacy principles, including proper handling of protected health information (PHI) in clinical and non-clinical environments.
Understanding of medical record documentation and how clinical information supports legal birth registration.
Familiarity with customer service principles in a healthcare setting, particularly during emotionally sensitive interactions.
Skilled with data accuracy and verification skills, with the ability to collect, review, and validate demographic and clinical information across multiple sources.
Clear, compassionate verbal communication skills, including the ability to explain legal and regulatory information using plain language.
Electronic documentation skills including accurate data entry into electronic health record systems and the Oklahoma state approved birth registration system (ROVER).
Time management and productivity skills to meet statutory deadlines and maintain expected processing volumes (average of 2 birth registrations per hour).
Professional collaboration skills to work effectively with obstetrical nursing staff, interpreters and HIM colleagues in fast-paced clinical environments.
Ability to maintain focus and accuracy while managing interruptions and working in patient care areas outside the HIM department.
Ability to recognize discrepancies, missing information or unusual circumstances and escalate concerns appropriately to prevent documentation errors.
Ability to demonstrate empathy and professionalism when interacting with parents and families during emotionally significant life events.
Ability to adhere consistently to standard work practices to support High Reliability, audit readiness and zero harm outcomes.
Ability to safeguard confidentiality and comply with HIPAA requirements in all work settings, including mobile or unit-based work.

Responsibilities

Works closely with obstetrical nursing staff to perform duties and may work on the floor and away from the HIM department.
Completes all required state-mandated training and continuing education to maintain eligibility to perform birth certificate duties.
Collect, reviews, and documents all required birth data elements by working directly with parents or legal guardians.
Delivers excellent customer service to all individuals encountered, including patients, families, clinical staff, interpreters and external partners
Reviews patient medical records and clinical documentation to validate and supplement birth data when necessary.
Verifies completeness, accuracy, and required signatures on all birth registration documents and associated state forms (e.g., Medicaid, Social Security, Healthy Start).
Enters birth registration data into state-approved electronic systems and transmits records within statutory deadlines.
Maintains productivity standards of processing an average of two (2) birth registrations per hour.
Support state and regulatory audits by responding to email or other inquiries, preparing reports, and demonstrating compliance.
Collaborate closely with obstetrical nursing staff and perform duties on mother/baby units as required.
Maintain strict confidentiality and compliance with HIPAA and all applicable privacy regulations.
Demonstrates Patients First value in parent and family interactions.
Demonstrates relationship-building and high reliability behaviors impacting positive patient experience.
Treat each family member as unique; communicates with empathy and professionalism during emotionally sensitive interactions.
Provides complete and unbiased information about birth registration requirements and timelines; uses plain language and adapts to the family’s preferred communication method when requested.
Encourages questions, asks for preferences when appropriate and offers choices to help families feel informed and in control whenever possible.
Maintains courteous, responsive interactions with patients/families, clinical staff, interpreters, and external partners to support timely completion of legal documentation.
Applies consistent, standard work practices to prevent errors in legal documentation, protect PHI and support audit-ready compliance – recognizing that accuracy, timeliness and privacy directly affect patients and families.
Collects and validates required birth data elements; cross-checks medical record documentation as needed; ensures completeness and required signatures prior to submission.
Uses standard, evidence-based work practices and identifies opportunities to reduce defects, rework, or delay in the birth registration process.
Recognizes and escalates discrepancies, missing information, or unusual circumstances to appropriate clinical/HIM leadership to prevent documentation errors.
Performs other duties as assigned