Supervisor,Specialty Registrar

University of Rochester-posted 2 days ago
Full-time • Mid Level
City of Rochester, NY
51-100 employees
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As a vital leader within the Department of Obstetrics and Gynecology, the Supervisor, Birth Certificate Technician/Registrar, oversees the critical operations of our birth certificate program at Strong Memorial Hospital. This role ensures the meticulous, compliant, and timely processing of essential legal documents for every new life welcomed into our community, upholding the highest standards set by the NYS DOH and federal guidelines. Beyond compliance, this leader fosters a professional, supportive, and inclusive team culture, driving continuous improvement and leveraging technology to deliver exceptional service to new parents, while also contributing meaningfully to public health.

  • Program Oversight & Quality Assurance Oversee daily operations of the birth certificate program, ensuring all processes meet regulatory standards.
  • Implement and monitor quality control measures, conducting regular audits for accuracy and integrity.
  • Ensure compliance with regulatory and accreditation standards.
  • Prepare for and participate in accreditation reviews.
  • Develop and implement policies and procedures to enhance program efficiency.
  • Prepare and analyze program reports, identifying trends and improvement opportunities.
  • Other duties as assigned Interdepartmental Collaboration & Communication Serve as a liaison between registrars, clinical staff, hospital administration, and external agencies.
  • Facilitate effective communication and collaboration among all stakeholders to ensure seamless operations and compliance with HIPAA.
  • Maintain strong, collaborative working relationships with external partners, including Monroe County Vital Records and the NYS DOH.
  • Ensure clear, consistent, and professional communication within the team and with hospital management regarding program status, challenges, and successes.
  • Technology Integration & Process Improvement Lead adoption of new technologies, system enhancements, and best practices.
  • Identify opportunities for process improvement through workflow optimization and strategic technology use.
  • Stay informed of NYS DOH regulation changes and communicate updates to the team.
  • Manage departmental resources, including budget input, supplies, and equipment.
  • Team Leadership & Performance Management Supervise, mentor, and evaluate Birth Certificate Technicians/Registrars, providing regular feedback and performance reviews.
  • Cultivate a positive, inclusive work environment promoting teamwork and open communication.
  • Address staff concerns, mediate conflicts, and implement corrective actions.
  • Monitor workload distribution and manage staff scheduling.
  • Develop and deliver training programs for new hires and ongoing professional development.
  • Foster a continuous improvement culture.
  • Direct Birth Certificate Registrar Duties Accurately prepare, process, and submit birth certificates and related legal documents for individuals born at Strong Memorial Hospital.
  • Ensure full compliance with NYS DOH regulations and federal guidelines for vital records.
  • Conduct thorough chart abstraction and data entry into the State Perinatal Data System (SPDS) and electronic medical records.
  • Interview birthing parents to obtain necessary information, guiding them through paperwork with empathy and cultural sensitivity.
  • Maintain accurate logbooks, assemble birth certificate packets, and manage follow-up data collection.
  • Bachelor's degree in Health Information Management, Healthcare Administration, or a related field
  • 5 years of experience in a health information management role, or equivalent combination of education and experience
  • Ability to work well as part of a team.
  • Ability to complete project tasks independently as requested, using professional judgment, providing clear and concise feedback.
  • Proficiency with a variety of databases, including Excel
  • Detail-oriented.
  • Ability to interact in a professional and constructive manner in both verbal and written communications.
  • Demonstrated commitment to fostering a positive and inclusive team culture.
  • Certification in an approved Registered Health Information Technician upon hire preferred.
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