Medical Records Technician II

University of Rochester • City of Rochester, NY

7d • $17 - $24

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. The Birth Certificate Technician/Registrar at Strong Memorial Hospital is primarily responsible for accurately and timely preparing, processing, and submitting birth certificates and related legal documents for all births occurring within the facility. This critical role ensures strict adherence to New York State Department of Health (NYS DOH) regulations and federal guidelines, safeguarding the integrity of vital records. By meticulously managing these essential documents, the technician provides crucial, respectful, and culturally sensitive services to new parents, contributing significantly to public health data and legal documentation for the community.

Requirements

• Associate's degree and 1 year of related work experience required
• or equivalent combination of education and experience required
• Must be sensitive to difficult situations and work cooperatively with others in the office and hospital staff, fostering a positive and inclusive environment.
• Exceptional attention to detail for accurate data entry, chart abstraction, and form preparation
• Proficiency with Microsoft Excel and other spreadsheet or database tools
• Clear, empathetic communication—both written and verbal—to guide parents through paperwork and answer questions
• Ability to navigate web‐based portals (e.g., NYS DOH site) quickly and accurately
• Strong organizational and time-management skills to juggle interview scheduling, logbook updates, and packet assembly
• Handle sensitive or emotionally charged situations with composure, kindness, and cultural sensitivity
• Collaborate effectively with clinical staff, financial counselors, social workers, and county vital records offices (Monroe County Vital Records)
• Adapt to evolving regulations or procedural changes and incorporate updates into daily workflows
• Work occasional weekends or holidays (rotating schedule) while maintaining the same level of professionalism
• Prioritize multiple tasks under tight deadlines, ensuring timely submission of birth certificates

Nice To Haves

• Prior experience (e.g., 1-2 years) in vital records, medical records, or a similar healthcare administrative role is highly beneficial; preferred.
• Accreditation as Medical Record Technician preferred

Responsibilities

• Preparing Interview Forms Print and review the Labor & Delivery (L&D) Chalkboard for the previous day’s deliveries. Pull prefilled birth certificate packets, if available, and prepare additional packets as needed for new parents. Update multiple Excel spreadsheets with relevant patient and birth information. Accurately record entries in the departmental logbook.
• Interviews Visit each birthing parent's room to verify packet information and address any questions or concerns they may have, ensuring a supportive and understanding approach. For single birthing parents, clearly and respectfully explain the Acknowledgment of Paternity paperwork and process. Explain various forms and obtain all required signatures from parents/legal guardians. Provide Proof of Birth letters to parents, and to Financial Counseling contacts and Social Work as requested. Demonstrate a commitment to treating all patients, families, and colleagues with kindness, respect, and cultural sensitivity, regardless of their background, identity, or circumstances.
• Database Entry Accurately enter birth certificate data from worksheets into the New York State Department of Health (NYS DOH) website (State Perinatal Data System).
• Chart Abstraction Gather all required medical information, as set by the New York State Department of Health (NYS DOH), from each birthing parent's and newborn’s medical record.
• Miscellaneous Provide holiday and weekend coverage (4 hours on both Saturday and Sunday), rotating among staff members. Perform routine filing and copying of forms, letters, and other documents. Answer numerous phone calls from new parents regarding birth certificates and Social Security numbers, providing clear and helpful information.
• Additional Tasks Check Financial Counseling emails to obtain insurance coverage information for newborns. Verify newborn’s names and send information for updating the medical record with the newborn’s legal name for billing and other administrative purposes. Proofread and print ‘final’ birth certificates, attaching any required supporting documents. Verify logbook entries and ‘log out’ to Monroe County Vital Records; send via courier. Respond to Monroe County Vital Records’ emails regarding any correction requests, Late Acknowledgment of Parentage forms, and other inquiries.
• Other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree