RECORDS SPECIALIST - 64027142

State of Florida • Fort Lauderdale, FL

1d • Onsite

About The Position

This is a highly complex, technical, and responsible position in a very busy and fast-paced environment with a high volume of public contact. The primary functions of this position are to process electronic birth/death certificate requests received daily from all funeral homes, crematories, the general public, and via the online ordering system, VitalChek. In addition, the incumbent will be responsible for registering manual death, fetal death, indigent cases, and birth records to ensure completeness, accuracy, and timely submission of all vital records. The incumbent in this position must be able to apply and devote a high tolerance of concentration towards examining these documents to ensure accuracy in all areas. Incumbent is required to have direct contact with the public, local funeral homes, crematories, hospitals, and other entities. This position serves as Deputy Registrar. Incumbent is expected to communicate by phone, electronically and in person in a courteous and professional manner always. Incumbent must be fully knowledgeable of Chapter 382 of the Florida Statute and can correctly interpret these statutes to accurately and effectively perform the required duties as Deputy Registrar. Incumbent will keep up to date with all Vital Statistics rules and regulations. This position is responsible for collection of payment, cash, checks, and/or credit card transactions. This position is designated as a sensitive position and the position is required to maintain confidential information in accordance with Department of Health of Broward County information security, policy, protocols, and procedures. This position has access to HMS for entering EARS and E-Vitals for reviewing birth, death, and fetal death records, the issuance of certificates, and the collection of payments.

Requirements

• Excellent customer service skills
• Ability to handle cash, credit card and/or checks.
• Knowledge of working with confidential records.
• Knowledge of correct grammar usage and basic arithmetic.
• Ability to utilize computers and general office equipment.
• Knowledge of MS Word/Excel/Outlook
• Ability to communicate effectively verbally and in writing.
• Ability to work independently with minimal or no supervision.
• Ability to establish and maintain effective working relationship with others.
• Strong organizational skills.
• Ability to work with difficult clients.
• Ability to make judgment calls.
• Ability to multitask and work with time-sensitive tasks.
• Current employee of Florida Department of Health employees, (includes OPS, Career Service, SES or SMS employees)
• Valid driver's license, free of major infractions and access to an automobile to be utilized for work purposes.
• Experience interacting with customers and providing enhanced customer service over the phone or in person.
• Experience handling cash, credit cards and checks transactions in a vital records office.
• Experience working with E-Vitals, VitalCheck and Point of Sale.
• Experience working with birth and/or death certificates.
• Ability to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• Experience working with NX systems and related processes
• Experience monitoring and follow up on late, incomplete, or outstanding records reports to ensure timely resolution.
• Experience providing technical assistance to our hospital and birth centers on the new "NON-VIABLE" birth certificates.
• Experience working with Doctor’s office, Funeral Homes, Hospitals, and Medical Examiner’s office.
• Bilingual, fluent in English/Haitian Creole or fluent in English/Spanish.

Responsibilities

• Monitoring and tracking of death records 12+ days late.
• Contacting funeral home directors, medical examiner, and physicians to ensure that all records are registered complete in the EDRS (Electronic Death Registration System).
• Documenting in the CDR note section all efforts made to get the records registered complete.
• Serving as liaison to the Broward County Medical Examiner’s Office for all late records and indigent cases.
• Reviewing death records for accuracy, completeness, and suspicious causes of death involving suspected trauma, overdoses, and accidents.
• Reviewing all records in pending status and documenting all communication with the funeral home, medical examiner, and certifiers (physicians).
• Meeting with supervisor and/or CDR weekly to discuss all difficult death records that would require additional assistance.
• Daily accounting and tracking of safety paper and ensuring that voided safety paper is documented accurately.
• Reviewing and analyzing all original death and fetal death records (manual and electronic) for accuracy, completeness, neatness, and acceptability in accordance with Florida Statutes, Chapter 382.
• Ensuring documents are error-free in accordance with established local and state policies and procedures.
• Examining and determining which manual death and fetal death records contain inadequate or missing information.
• Maintaining rejected non-registered records utilizing the burial permit for tracking purposes and preparing necessary correspondence to return records for correction to funeral homes.
• Reporting lateness and errors regarding all death and fetal death records to the Supervisor and/or Chief Deputy Registrar.
• Reporting any other discrepancies with State statutes, hospital administrators, funeral homes, medical examiner, and the State Office.
• Performing opening and closing procedures/functions of the Vital Statistics Satellite Offices (and/or the Main Office, if necessary), which includes securing the office and accountability for all monies received and maintained in the office daily.
• Monthly safety paper inventory and the receiving of safety paper.
• Interpreting and administering the provisions of vital statistics laws relating to the official recording of births, deaths, stillbirths, and adoptions in the State of Florida, while working under little to no supervision.
• Meeting regularly with the Chief Deputy Registrar (CDR) and/or the Record Specialist Supervisor to determine the needs of the Vital Statistics Offices.
• Reviewing and processing Applications For Service requests from 78 funeral homes in Broward County and other neighboring counties, general public, by fax, US mail, and via the online ordering system, VitalChek, received on a daily basis.
• Searching, reviewing, establishing eligibility, and issuing computerized birth and/or death certifications from 1930 to present.
• Notifying all ineligible applicants and assisting applicants with additional information as needed to obtain certificates.
• Providing information on amendments and paternity affidavits.
• Ensuring that the Daily Teller Report agrees with monies collected.
• Processing AFS requests from the State Attorney’s Office, Department of Children and Families, local police departments, other official agencies.
• Providing technical assistance and training on the registration of death and fetal records to 78+ funeral homes in Broward County and other neighboring counties.
• Training new career service and OPS within Vital Statistics procedures and tools necessary to completion of death and fetal death records.
• Working closely with the CDR to assess needs, produce reports on pending death and fetal death records.
• Providing technical assistance to our hospital and birth centers on the registration of birth records.
• Training the hospital birth registration staff and/or nurses on the new “NON-VIABLE birth certificate” base on the New Florida Status 382.0085.
• Training new career service and OPS within Vital Statistics procedures and tools necessary to completion of birth records.
• Reviewing, monitoring, and tracking of death logs from more than 12 hospitals in Broward County.
• Contacting hospitals to ensure that death bodies that are still in the morgues are assigned to funeral homes or crematories to ensure that all deaths that happen in Broward County are registered with Vitals Statistics according to Florida Statutes, Chapter 382.
• Serving customers and funeral home directors by greeting them at the Information Window, and directing them appropriately; answering phones by providing general information as it pertains to vital records.
• Performing other related duties as required.

Benefits

• Annual and Sick Leave benefits
• Nine paid holidays and one Personal Holiday each year
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
• Retirement plan options, including employer contributions
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed