PRN Birth Certificate Secretary

Job Summary

The Birth Certificate Secretary prepares accurate legal birth documentation in accordance with state laws and facility policies. Collaborates with patients, legal representatives, and state agencies to ensure timely and compliant processing of birth records. Provides general clerical and administrative support to the department to ensure smooth operational workflow and effective communication.

• Prepares and submits legal birth record documentation in accordance with state law requirements and facility standards if assigned to OB specific unit, area, or hospital.
• Collaborates with patients and state legal representatives to ensure birth records are accurate and in full compliance.
• Collects and reconciles patient discharge records from assigned departments.
• Performs general clerical duties such as filing, answering phones, responding to emails, and managing office supplies.
• Acts as a central communication point for routing information and locating documentation, both electronic and physical.
• Requisition s supplies and coordinates maintenance or repair services.
• Attends department or unit meetings and maintains awareness of procedural changes.
• Maintains immunization forms and related documentation.
• Identifies and resolves inconsistencies or discrepancies in medical records and initiates corrections through proper channels.
• Assists with insurance verification and pre-certification through coordination with Case Management and other departments as needed.
• Ensures timely documentation and reporting of unexpected incidents or adverse events in accordance with policy.
• Performs other duties as assigned.
• Maintains regular and reliable attendance.
• Complies with all policies and standards.

• 1-2 years of progressive administrative assistant experience within a healthcare setting preferred

• Excellent organizational skills with attention to detail.
• Strong customer service skills and the ability to communicate effectively with diverse populations.
• Ability to handle multiple tasks simultaneously and prioritize effectively.
• Familiarity with electronic health records (EHR) and vital records software preferred.
• Knowledge of HIPAA and privacy regulations.
• Proficiency in Microsoft Office Suite and basic office equipment.