UMass Memorial Health Care, Inc.

HealthAlliance-Clinton Hospital

POSITION DESCRIPTION

Job Title: Birth Registrar Title #: 70270

Department: Maternity Center

FLSA: Nonexempt Job Function: Administrative

Position Reports to Title: Department Manager/Supervisor

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  Position Summary:

Performs a variety of duties involving the gathering, processing, and legal registration of information on infants born at the community hospital and their mothers, for birth certificates and other birth related requirements. In addition, performs a variety of computer, clerical, and supply functions that support patient flow and the operation of the patient care unit.

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  Major Responsibilities:

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  Interviews patients and gathers information as required by the Commonwealth of Massachusetts for the completion of paternity papers, denials, birth statements and certificate, and Social Security forms.
• Assists patients in handling of paternity papers, denials, and information changes.
• Completes Fetal Death reports as needed.
• Performs quality checks on completed birth certificates to ensure accuracy and completeness and that all aspects are in accordance with state laws.
• Reviews prenatal statistic information for each birth for completeness and accuracy and forwards it to the Registry of Vital Statistics and respective city departments.
• Provides birth certificate registration, and other birth related information, in person or over the phone, to parents, families, adoption agencies, the Registry of Vital Statistics, and representatives of other appropriate agencies.
• Works closely with clinical teams to obtain accurate and timely data.
• Greets and directs patients, families, visitors, and hospital personnel. Provides basic information on policies and procedures or direct requests to appropriate persons. Coordinates the flow of information to and from all areas within the department.
• Answers internal and external phone calls promptly and prioritizes urgent patient information. Contacts physicians or unit staff members as appropriate.
• Assists in maintaining the order, organization and currency of logs and records and patient charts. Helps ensure an efficient sharing of information within the unit.
• Processes information needed for a variety of patient services and treatment areas such as, but not limited to, radiology, the laboratory, dietary, housekeeping.
• Arranges various tests and procedures.
• Assists in maintaining proper inventory of standard supplies and materials. Prepares requisitions to maintain established levels. Maintains all billing receipts.
• Prepares for new admissions and discharges.
• Performs a variety of routine clerical and computerized duties, such as sorting and faxing information and forms, maintaining or creating files, records and logs, taking and relaying phone messages and routine information.
• Arranges for patient transport as ordered by the clinical team.
• Keeps waiting areas, conference room and sitting areas organized and stocked with information.
• Participates in training and performance improvement activities as directed.

Standard Staffing Level Responsibilities:

• Meets established productivity standards.
• Facilitates and promotes the sharing of knowledge and content throughout departments.
• Takes responsibility for ensuring that all work outcomes satisfy the UMass Memorial Health System True North.
• The individual must support the mission, vision, and goals of HealthAlliance-Clinton Hospital and serve as a role model for CARES values.
• Adheres to change control processes.
• Participates in cross training to optimize department resources.
• Demonstrates excellent attendance and actively participates in a variety of meetings and training sessions as required.
• Demonstrates a friendly, responsive, service-minded attitude to all internal and external customers.
• Communicates ideas effectively. Shares information and keeps others properly informed. Gives, and is open to useful feedback.
• Adheres to the HealthAlliance-Clinton Hospital Code of Conduct and Behavior Standards and dress code.
• Complies with established environment of care/safety policies and procedures and all health and safety requirements.
• Maintains and fosters an organized, clean and safe work environment.
• Contributes to the development and application of process improvements.
• Maintains a collaborative, team relationship with peers and colleagues in order to effectively contribute to the group’s achievement of goals and to help foster a positive work environment.
• Attends staff meetings and in-service programs as required or directed. Keeps current with hospital and unit changes by reading communication boards and/or books, bulletin boards, posted notices and reads and responds to e mails on a regular basis.
• Practices cost containment and fiscal responsibility through the efficient use of supplies, equipment, time, etc.

• Complies with established departmental policies, procedures and objectives.
• Attends variety of meetings, conferences, seminars as required or directed.
• Demonstrates use of Quality Improvement in daily operations.
• Complies with all health and safety regulations and requirements.
• Respects diverse views and approaches, demonstrates Standard of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.

• Maintains, regular, reliable, and predictable attendance.

• Performs other similar and related duties as required or directed.

All responsibilities are essential job functions.

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  Position Qualifications:

License/Certification/Education:

Required:

• High school diploma or equivalent
• Notary Public
• If Notary Public commission is not available upon hire/transfer, it must be obtained within 30 days from date of hire/transfer. If it is not obtained within 30 days of hire/transfer, the employee will be terminated, or employee may apply for another position for which the employee meets the minimum qualifications.
• Access to Registry of Vital Statistics.

Experience/Skills:

Required:

• Clerical skills and the ability to use computers to enter, retrieve, and process information
• Excellent interpersonal communication skills
• Ability to withstand significant level of on-going pressure, and ability to deal with individuals with tact, discretion, and diplomacy

Preferred:

• Minimum one (1) year of clerical or administrative experience
• Knowledge of medical terminology and state requirements for birth statements and related items

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

Department-specific competencies and their measurements will be developed and maintained in the individual departments. The competencies will be maintained and attached to the departmental job description. Responsible managers will review competencies with position incumbents.