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Responsible for the accurate collection, verification, and submission of birth registration data in compliance with Oklahoma state law. The role involves working directly with families and clinical staff to ensure legal documentation is completed timely and sensitively.
Requires a High School Diploma or GED with no prior experience necessary. Candidates must possess strong data accuracy skills and the ability to communicate compassionately in a healthcare environment.
The Birth Certificate Clerk is responsible for the accurate, timely, and compliant collection, verification, and submission of birth registration data in accordance with Oklahoma state law. This role works directly with parents, families, clinical staff, and state auditors to ensure legal birth documentation is completed correctly, sensitively, and within required timeframes, while consistently delivering excellent customer service.
Responsibilities listed in this section are core to the position. Inability to perform these responsibilities, with or without an accommodation, may result in disqualification from the position.
Works closely with Obstetrical nursing staff to perform duties and may work on the floor and away from the HIM department.
Completes all required state-mandated training and continuing education to maintain eligibility to perform birth certificate duties.
Collect, reviews, and documents all required birth data elements by working directly with parents or legal guardians.
Delivers excellent customer service to all individuals encountered, including patients, families, clinical staff, interpreters and external partners
Reviews patient medical records and clinical documentation to validate and supplement birth data when necessary.
Verifies completeness, accuracy, and required signatures on all birth registration documents and associated state forms (e.g., Medicaid, Social Security, Healthy Start).
Enters birth registration data into state-approved electronic systems and transmits records within statutory deadlines.
Maintains productivity standards of processing an average of two (2) birth registrations per hour.
Support state and regulatory audits by responding to email or other inquiries, preparing reports, and demonstrating compliance.
Collaborate closely with obstetrical nursing staff and perform duties on mother/baby units as required.
Maintain strict confidentiality and compliance with HIPAA and all applicable privacy regulations.
Demonstrates Patients First value in parent and family interactions.
Demonstrates relationship-building and high reliability behaviors impacting positive patient experience.
Treat each family member as unique; communicates with empathy and professionalism during emotionally sensitive interactions.
Provides complete and unbiased information about birth registration requirements and timelines; uses plain language and adapts to the family’s preferred communication method when requested.
Encourages questions, asks for preferences when appropriate and offers choices to help families feel informed and in control whenever possible.
Maintains courteous, responsive interactions with patients/families, clinical staff, interpreters, and external partners to support timely completion of legal documentation.
Applies consistent, standard work practices to prevent errors in legal documentation, protect PHI and support audit-ready compliance – recognizing that accuracy, timeliness and privacy directly affect patients and families.
Collects and validates required birth data elements; cross-checks medical record documentation as needed; ensures completeness and required signatures prior to submission.
Uses standard, evidence-based work practices and identifies opportunities to reduce defects, rework, or delay in the birth registration process.
Recognizes and escalates discrepancies, missing information, or unusual circumstances to appropriate clinical/HIM leadership to prevent documentation errors.
Performs other duties as assigned
Education: High School Diploma or GED required.
Experience: No experience required.
Certification/License/Registration: None required.
Knowledge of birth registration requirements, legal documentation standards, and applicable Oklahoma state laws and submission timelines.
Understanding of HIPAA and privacy principles, including proper handling of protected health information (PHI) in clinical and non-clinical environments.
Understanding of medical record documentation and how clinical information supports legal birth registration.
Familiarity with customer service principles in a healthcare setting, particularly during emotionally sensitive interactions.
Skilled with data accuracy and verification skills, with the ability to collect, review, and validate demographic and clinical information across multiple sources.
Clear, compassionate verbal communication skills, including the ability to explain legal and regulatory information using plain language.
Electronic documentation skills including accurate data entry into electronic health record systems and the Oklahoma state approved birth registration system (ROVER).
Time management and productivity skills to meet statutory deadlines and maintain expected processing volumes (average of 2 birth registrations per hour).
Professional collaboration skills to work effectively with obstetrical nursing staff, interpreters and HIM colleagues in fast-paced clinical environments.
Ability to maintain focus and accuracy while managing interruptions and working in patient care areas outside the HIM department.
Ability to recognize discrepancies, missing information or unusual circumstances and escalate concerns appropriately to prevent documentation errors.
Ability to demonstrate empathy and professionalism when interacting with parents and families during emotionally significant life events.
Ability to adhere consistently to standard work practices to support High Reliability, audit readiness and zero harm outcomes.
Ability to safeguard confidentiality and comply with HIPAA requirements in all work settings, including mobile or unit-based work.
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OU Health is Oklahoma’s only comprehensive academic health system and the destination of choice for complex care.
At OU Health, we take pride in serving Oklahoma as a destination of choice for treating severe and life-threatening conditions. We are uniquely positioned as Oklahoma's flagship academic health system in partnership with the University of Oklahoma. Join us in inspiring hope and making a meaningful impact. You can be part of something greater than yourself, whether you’re a nurse, physician, student, or in another support role. Why OU Health? - Inclusive Culture: A workplace where everyone belongs. - Career Development: Opportunities for growth and advancement. - Innovation and Excellence: Encouraging innovative thinking and continuous improvement. We are proud to serve Oklahoma with advanced technology and expert care, leading with compassion, civility, and inclusion. Our values push us forward in our journey to become Oklahoma’s Employer of Choice. Be part of a community that values your unique skills and perspectives. Together, we can make OU Health the destination of choice for the healthcare needs of all Oklahoman’s.
Offices: 700 NE 13th St, Oklahoma City, Oklahoma 73104, US · 1200 Childrens Ave, Oklahoma City, Oklahoma 73104, US · 1 S Bryant Ave, Edmond, Oklahoma 73034, US
