Health Information Technician - Birth Clerk

MHM Support Services; United States; On-site; USD 32,000 - 52,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

Tuition assistance

Retirement plans

Job summary

Mercy is seeking a Birth Clerk/Birth Registrar to oversee birth documentation for thousands of patients annually in a hospital setting. You will collect, verify, and submit birth certificate information with strict adherence to state requirements and Mercy policies, while treating families with compassion.

The role requires excellent communication, confidentiality, and accuracy, with flexibility to support departmental operations and weekend needs as needed.

Qualifications

• High School Diploma or GED required.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication, with privacy awareness.

Responsibilities

• Collects, verifies, and enters birth data into state systems.
• Maintains patient confidentiality per HIPAA.
• Communicates with families, clinicians, and departments.
• Coordinates with funeral homes for stillbirth documentation.
• Keeps accurate birth certificate status logs and responds to corrections.

Skills

Attention to detail

Written & verbal communication

Confidentiality

Customer service

Education

High School Diploma or GED

Tools

Outlook

Job description

Find your calling at Mercy! The Advanced Health Information Management Technician is responsible for overseeing the organization, maintenance, and security of patient health Position Overview 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’s 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.

Position Details

Essential Duties and 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
• Ensure 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
• Contact parents who were discharged before completing paperwork and arrange 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

Qualifications

• 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

• 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

Why Mercy?

From day one, Mercy offers outstanding benefits - including medical, dental, and vision coverage, paid time off, tuition support, and matched retirement plans for team members working 32+ hours per pay period. Join a caring, collaborative team where your voice matters. At Mercy, you'll help shape the future of healthcare through innovation, technology, and compassion. As we grow, you'll grow with us.

Transforming the Health of Our Communities

Our Mercy health system was founded by the Sisters of Mercy in 1986. But our heritage goes back more than 195 years. It began with an Irish woman named Catherine McAuley, who was determined to help women and children in Dublin experiencing poverty. Though Catherine had a modest upbringing, she received an unexpected inheritance that allowed her to fulfill that dream. In 1827, she opened the first House of Mercy in Dublin, intending to teach skills to women and educate children. Many volunteers came to help. A few years later, Catherine founded the Sisters of Mercy, one of the first religious orders whose Sisters were free to walk among the poor and visit them in their homes. In 1843, the Sisters of Mercy came to the United States. In 1856, they traveled to St. Louis. In the years to come, they would establish hospitals throughout the Midwest. Many of these would join together in 1986 as Mercy.

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