Health Information Technician - Birth Clerk

About the role

The Birth Clerk / Birth Registrar is responsible for collecting, verifying, and submitting accurate birth certificate information for over 4,000 patients annually in Mercy’s Love’s Family Women’s Center. This role ensures compliance with Oklahoma State Vital Records requirements, hospital policies, and Mercy Service Standards. The Birth Clerk provides compassionate support to families, maintains confidentiality of sensitive records, and supports departmental operations. All duties are performed in alignment with Mercy’s mission, vision, and values.

Responsibilities

• Communication & Customer Service
  • Demonstrates effective verbal and written communication with physicians, patients, families, and staff
  • Prioritizes and responds to calls within five (5) minutes, relaying accurate information to appropriate personnel
  • Greets and directs medical personnel, patients, and visitors in a professional and caring manner
  • Takes accurate written and verbal messages and communicates them promptly
  • Maintains strict patient confidentiality in accordance with hospital policy and HIPAA regulations
• Birth Registration & Vital Records
  • Initiates and accurately completes vital record documentation, including:
    • Birth certificates
    • Acknowledgment and denial of paternity affidavits
    • Stillbirth certificates
  • Ensures all records are completed and submitted within state-mandated timeframes
  • Collects, verifies, and enters birth data into the Oklahoma State Department of Health (OSDH) electronic birth registration system – ROVER
  • Reviews parent-provided information for completeness and accuracy
  • Faxes corrections and amendments to State Vital Statistics as needed
  • Maintains communication with the State Vital Statistics office regarding updates, changes, and corrections
  • Coordinates physician signatures for stillbirth certificates in a timely manner
  • Corresponds with funeral homes regarding stillbirth certificates
  • Maintains an accurate birth certificate status log
• Parent & Family Support
  • Provides education to parents regarding:
    • Birth certificates
    • Social Security Administration (SSA) documentation
    • Paternity and legal requirements
  • Answers all parent questions in a compassionate and professional manner
  • Contacts parents who were discharged before completing paperwork and arranges return visits when necessary
• Office Systems & Technical Duties
  • Operates office and communication equipment, including:
    • Computer systems
    • Printers
    • Telephones
    • Fax machines
    • Copy machines
  • Retrieves electronic information immediately upon request by authorized staff
  • Uses Outlook for departmental and interdepartmental communication
  • Generates departmental correspondence accurately and within requested timeframes
• Collaboration & Department Support
  • Attends at least 50% of unit staff meetings
  • Flexes work hours to meet departmental needs
  • Remains available by phone on weekends to support weekend birth clerks
  • Performs other duties as assigned by the supervisor

Requirements

• High School Diploma or GED
• Strong attention to detail and accuracy
• Basic computer skills
• Excellent communication and customer service skills
• Ability to handle confidential and sensitive information professionally

Preferred

• Experience in Health Information Management, hospital registration, or medical records
• Experience in Labor & Delivery, Women’s Services, or hospital settings
• Knowledge of Oklahoma Vital Records processes
• Familiarity with medical terminology

Skills & Competencies

• Accuracy and attention to detail
• Compassion and professionalism
• Organization and time management
• Ability to work independently and meet deadlines
• Emotional intelligence and cultural sensitivity

Work Environment

• Hospital or birthing facility
• Frequent interaction with patients, families, and multidisciplinary teams
• May require weekends, holidays, flexible hours, or on-call availability

Physical Requirements

• Ability to sit, stand, and use a computer for extended periods
• Occasional lifting of files or records
• Visual acuity for data entry and document review