Vital Records Technician; Records

General Statement

Performs records management support of medical records by scanning, purging, indexing, and filing records within the Document Imaging System, handling various formats of records including paper, electronic, and microfilm.

Performs other related duties as assigned.

Serves as a back-up to the Vital Records Technicians processing vital records and patient medical records and releases of information.

Reviews all birth, death, and fetal death certificates for completeness and accuracy pursuant to local, state, and federal mandates, codes, and medical certification requirements.

Reviews, processes, and records birth certificates and fetal death events; forwards original certificates to State Vital Records via the Vital Records Automate system (NCDAVE).

Coordinates the accurate input of birth, death, and fetal death certificates with hospitals, physicians, funeral directors, midwives, and State Vital Records (NCDAVE) according to State guidelines.

Provides customer service over the phone, by mail, and in person.

Reviews paper and electronic medical records for completeness, scanning paper records and entering immunization data into NCIR database when needed.

Reviews microfilmed records for completeness and transfer to electronic format.

Applies record retention to electronic documents in compliance with NC Department of Archives Record Retention Schedules.

High School Diploma or an acceptable equivalency diploma (GED), and two (2) years of clerical experience in a health care setting; or equivalent combination of education and experience.

Human Services-Business Operations:
Vital Records:
Must be a certified North Carolina Notary or become certified within 90 days of employment.

In order to perform work in this role you must provide immunization records, provide proof of immunity, or receive/start the required vaccination series, as applicable, along with complying with any necessary screenings, as required by the Union County Human Services Agency’s Public Health Department and its Public Health Personnel Immunization and Tuberculosis Screening Policy
* for employees serving in public health related functions. All documentation must be provided to the Public Health Department Employee Health Nurse prior to the first day of employment to allow time to review for compliance.

• All employee health and immunization records are securely maintained in strict compliance with HIPAA regulations.

Associate’s degree, and five (5) years of clerical experience processing birth and death certificates in NCDAVE and using an electronic medical records system.

Must be a certified North Carolina Notary or become certified within 90 days of employment.

Bilingual (Russian and/or Spanish)

Must be physically able to operate a variety of machinery and equipment including computers, copiers, facsimile machines, calculators, printers, etc. Must be physically able to lift at least 30 pounds, carry, push, pull, or otherwise move objects. Sedentary work involves sitting, but may involve walking or standing for periods of time.

Work is performed in a relatively safe, secure, and stable work environment.

All full-time employees and their eligible dependents can participate on the first day of the first full month of employment. You must sign up for coverage within your first 30 days of employment or wait until the annual enrollment period. Preventative Care Coverage Prescription Coverage
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