Vital Records Technician (Records)
Union County, NC
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Benefits offered by this job
Job summary
Union County, NC seeks a Records Clerk within Human Services – Business Operations: Records to manage medical records, scanning, and indexing in the Document Imaging System. You will coordinate with hospitals and the State Vital Records office to ensure complete birth/death certificates and accurate data input into NCIR/NCDAVE.
The role requires a High School Diploma or GED with clerical health-care experience; a NC Notary certification within 90 days is required.
Qualifications
- High School Diploma or GED plus two years of clerical experience in a health care setting or equivalent.
- Preferred: Associate’s degree with five years of clerical experience processing birth/death certificates in NCDAVE and EMR systems.
- Must be a certified North Carolina Notary or obtain certification within 90 days of employment.
Responsibilities
- Perform records management for medical records: scanning, purging, indexing, and filing in the Document Imaging System.
- Back-up to Vital Records Technicians handling vital records and releases of information.
- Review birth, death, and fetal death certificates for completeness and accuracy per state mandates.
- Input birth/death data into NCIR and coordinate with hospitals and State Vital Records (NCDAVE).
- Provide customer service via phone, mail, and in person.
- Review and process immunization data and transfer microfilmed records to electronic format.
Skills
Education
Tools
Job description
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
Health & Wellness Center available exclusively to Union County employees, spouses and dependents covered under the health plan.
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.
Basic Term life Insurance in the amount of one times the annual salary is provided for all full-time and benefitted part-time employees. Additional coverage for Life Insurance (Accident, Cancer, Long Term and Short Term) is available for purchase through payroll deduction for the employee and eligible dependents.
Membership in the North Carolina Local Government Employees Retirement System is a requirement for all full-time and benefitted part-time employees. Employees contribute six percent (6%) of their annual compensation before it is taxed. If you leave County service before retirement, you may withdraw your retirement contributions or elect to freeze your contributions in anticipation of future local government employment. If you have five (5) years of service, you are 100% vested in the NCLGERS.
The NC401(k) supplemental retirement program is available to full-time and benefitted part-time employees. The County establishes this 401(k) account for each eligible employee and makes a five percent (5%) contribution based on biweekly earnings. Employees may elect to make voluntary contributions through payroll deduction.
The 457 Deferred Compensation program is available to all employees through payroll deduction. Deferred compensation is a voluntary investment plan to supplement retirement income and to defer taxable income.
Options are available to regular full-time and benefitted part-time employees who wish to use pre-tax dollars for eligible medical, pharmacy, dental, vision, and daycare expenses. The Flex Debit Card program gives you instant access to your account funds.
Health Care Spending Account -- Section 125 of the IRS Code allows yearly voluntary enrollment to set aside pre-tax dollars for eligible health care expenses.
Dependent Care Spending Account -- Section 125 of the IRS Code allows yearly voluntary enrollment to set aside pre-tax dollars for eligible dependent care expenses.
Deposit of your paycheck will be made to checking or savings accounts in a bank of your choice.
No Overdraft Fees
$100 Negative Balance Buffer
Online and Mobile Banking with Bill Pay
Vacation leave is accrued based on creditable years of service in the Local Government Employees Retirement System.
For full-time County employees, sick leave accrues at eight (8.0) hours per month. Benefitted part-time employees accrue prorated sick leave based on a percentage of the full-time rate. Your unused sick leave balance can be applied as creditable service toward a service retirement under the guidelines of the NCLGERS.
Unused sick leave earned from another North Carolina Governmental Agency and/or entity, will be accepted and transferred to the County as follows: twelve (12) sick leave days will be transferred and added to the employees active sick leave balance after completion of six (6) months of employment. The remaining balance of sick leave documented for transfer at the time of employment will be recorded in the employees permanent personnel file. On the fifth anniversary of employment with the County, the remaining balance of transferred sick leave will be added to the employees active sick leave balance.
There are 13 County recognized holidays (includes 3 days for Christmas) per year with 1 floating holiday available.
Eligible employees - 30 paid workdays granted.
Paid leave is provided to full-time or regular part-time County employees called for jury duty or as a witness of the court for the federal or state government, or a subdivision thereof.
Federal law provides job protection and continuation of existing paid health insurance during 12 weeks of leave, paid or unpaid, to an eligible employee for qualifying events. These events can include birth or adoption, and serious illness of an immediate family member, or of the employee.
Parental Leave provides the employee paid leave for the first eight weeks of approved FML for the birth of a son or daughter, or placement with the employee of a son or daughter for adoption or foster care.
Educational Leave is available to regular full-time and benefitted part-time employees when participating in a job-related, short course, such as an update, not to exceed ten (10) consecutive working days.
Volunteer Time Off will provide employees with 16 hours of paid time per calendar year to volunteer at approved Union County community partner agencies.
The Employee Assistance Program is open to all employees and their dependents. It is a confidential service provided at no cost to the employees of the County. EAP provides certified counselors who administer assessment and brief therapy to employees who want help with a variety of personal and work-related issues such as stress, parenting concerns, grief, alcohol/drug use, family problems, financial concerns, and work-related problems.
We believe that staying healthy is more than just exercising regularly and eating well. Individual and family discount membership and monthly dues are available to full-time and benefitted part-time employees through payroll deduction.
The National College Savings Program is open to all employees. The Program is designed to provide certain tax advantages, encourage and facilitate saving to pay the costs of attending eligible institutions.
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