VITAL RECORDS COORDINATOR - Medical Examiners Office

Tarrant County•Tarrant County, TX

3d•Onsite

About The Position

The Vital Records Coordinator will be responsible for assisting with the daily functions of the Medical Examiner’s Office including handling all aspects of death records. This role involves training secretarial staff, assisting physicians with the Texas Electronic Registry (TER) system, preparing and issuing various official letters and reports related to death records and cremations, performing quality control on records, scanning documents, managing communication channels, appearing in court when subpoenaed, processing payments, and ensuring compliance with state policies and auditor requirements. The position also includes assisting with educational programs, attending training, responding to information requests, typing confidential documents, and potentially notarizing documents.

Requirements

High school diploma or GED.
Four (4) years of experience in vital records.
Excellent customer service and communication skills, both verbal and written.
Ability to work in a fast-paced environment.
Must be able to stay organized and know how to prioritize the workload.
Ability to work independently and as part of a team.
Competency with computers and Microsoft Office 365 Suite.
Advanced analytical skills.
Familiarity with medical and legal definitions and language.
Must be able to speak and correspond confidently and assist with decision making and problem solving.

Nice To Haves

Associate’s degree preferred.
Experience in dealing with local court system preferred.

Responsibilities

Trains secretarial staff on state-issued policies and TER system.
Provides outside physician assistance with the Texas Electronic Registry (TER) system, including certifying and amending death records.
Prepares and issues letters of non-contagious disease to consulates and emperors for the transport of deceased out of state and overseas.
Prepares and issues Authorization Denial Letters for cremation requests that do not meet state-issued policy.
Processes and issues Reports of Death for the relief of practitioner duties of law officials and processing of Social Security benefits for families before a death record has been filed.
Performs daily quality control for delayed death records that have not been filed with the local or state Bureau of Vital Statistics.
Performs quality control and tracking of cremation permits via Service Request to ensure compliance with auditors.
Scans documents.
Maintains funeral home e-mail account.
Appears in court when subpoenaed to produce requested records.
Enters money received for cremation permits to clear account holds on funeral homes.
Contacts outside physicians to explain how the etiology of a cause of death should be listed on the death record before issuing a cremation permit on a previous denied cremation request.
Assists with annual conference and educational programs for funeral homes.
Attends required training pertaining to death records.
Responds to routine request for information and answers routine correspondence.
Types forms, memos, and letters of a technical and highly confidential nature.
May be required to notarize documents for TCME staff.
Performs all other duties as required.