Vital Records Technician - Union County, NC : Job Details

Salary : $40,062.88 - $60,094.32 Annually Location : Monroe, NC Job Type: Full-Time Regular Job Number: 531218 Department: Human Services Business Operations Opening Date: 10/18/2024 Closing Date: 10/24/2024 11:00 PM Eastern General Statement The Vital Records Technician, under general supervision, performs a wide variety of general clerical and specialized tasks in the registration and processing of vital record legal documents as mandated by law; examines and categorizes information from vital records and enters appropriate types of information into a computer system. Employee is responsible for the initiation and maintenance of patient medical records and release of information processes according to organizational, State and HIPAA guidelines. Employee must exercise tact, courtesy, and good judgment in contact with county employees, outside organizations and government officials at a variety of levels, and the general public. Employee must also establish and maintain effective relationships as necessitated by work assignments. As part of the recruitment process for this position, an online skills assessment is required to test the abilities needed to fulfill the essential functions of this job. After completing the application, please copy and paste the following link to complete the assessment: Please note: Any candidates (internal or external) not taking all the required tests as part of the application process will not be considered. Essential Functions Performs a wide variety of general clerical and specialized tasks in the registration and processing of 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 Automated 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. Issues disinterment/re-interment permits, burial transit permits, and processes Green Burial certificates. Maintains a list of County resident births and deaths that have occurred within and outside the County. Processes Declaration of Paternity (Affidavit of Parentage) for any child born out of wedlock in North Carolina and registers home births for a child born in Union County. Complies with State and County regulations concerning birth and death issues; prepares appropriate forms and explanation letters in reply to inquiries regarding certificates, and maintains, indexes, and organizes patient medical records. Ensures that all charts are available and renames accordingly for daily clinical appointments. Updates Maternity records on patients for labor and delivery and faxes records to hospital. Creates and processes Proof of Care Letters as needed. Processes incoming and outgoing release of information in a timely and efficient manner, per confidentiality and HIPAA policies and guidelines. Scans charts and documents onto Laserfiche, Purges, boxes, and logs medical records to be imaged. Reviews imaged and microfilmed medical records upon request. Assists in the process of Subpoenas or Court Orders for medical records. Maintains and creates adoption medical records. Orders and stocks necessary forms; supplies forms to funeral homes, hospitals, hospice, and other agencies upon request. Provides front desk coverage on a rotating basis, answers the switchboard, and assists with other business services duties as assigned. Checks incoming faxes on a daily basis and assigns them to the appropriate clinics. Performs other related duties as assigned. QualificationsMINIMUM QUALIFICATIONSEducation and Experience: High School Diploma or an acceptable equivalency diploma (GED), and two (2) years of clerical experience in a health care setting; or an equivalent combination of education and experience. Licenses or Certifications: Must be a certified North Carolina Notary or become certified within 90 days of employment. PREFERRED QUALIFICATIONSEducation and Experience: Associate's degree, and five (5) years ofclerical experience processing birth and death certificates in NCDAVE and using an electronic medical records system. Licenses or Certifications: Must be a certified North Carolina Notary or become certified within 90 days of employment. Special Requirements: Bilingual (Russian and/or Spanish) Supplemental InformationPHYSICAL DEMANDS 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 ENVIRONMENT Work is performed in a relatively safe, secure, and stable work environment. INSURANCE PROGRAMS HEALTH INSURANCE 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. Health Reimbursement Account Preventative Care Coverage Prescription Coverage Vision Coverage DENTAL INSURANCE 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. LIFE INSURANCE 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 is available for purchase through payroll deduction for the employee and eligible dependents. FINANCIAL PROGRAMS RETIREMENT 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. NC401(k) 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. 457 DEFERRED COMPENSATION 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. FLEXIBLE SPENDING ACCOUNTS 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 AccountSection 125 of the IRS Code allows yearly voluntary enrollment to set aside pre-tax dollars for eligible health care expenses. Dependent Care Spending AccountSection 125 of the IRS Code allows yearly voluntary enrollment to set aside pre-tax dollars for eligible dependent care expenses. DIRECT DEPOSIT Deposit of your paycheck will be made to checking or savings accounts in a bank of your choice. CREDIT UNION Local Government Federal Credit Union membership is available to all employees. Once you join, you can remain a member for as long as you choose. Immediate family members such as: spouse, children, stepchildren, brothers, sisters and parents can all become members. TRUIST No Overdraft Fees $100 Negative Balance Buffer Online and Mobile Banking with Bill Pay LEAVE PROGRAMS VACATION LEAVE Vacation leave is accrued based on creditable years of service in the Local Government Employees Retirement System. SICK LEAVE 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. SICK LEAVE TRANSFER FROM OTHER AGENCIES 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. HOLIDAYS There are 12 County recognized holidays per year with 1 floating holiday available. MILITARY LEAVE Annual Training - 10 paid workdays granted. Active Duty - 20 paid workdays granted. CIVIL LEAVE 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. FAMILY & MEDICAL LEAVE ACT 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. PAID PARENTAL LEAVE 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. ADMINISTRATIVE LEAVE 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 Volunteer Time Off will provide employes with 16 hours of paid time per calender year to volunteer at approved Union County community partner agencies. OTHER PROGRAMS EMPLOYEE ASSISTANCE PROGRAM 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. AQUATIC AND FITNESS CENTER 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. NATIONAL COLLEGE SAVINGS PROGRAM 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. 01 Rate these aspects of a unit in order of importance from 1 to 4 with 1 being the most important: A. Teamwork B. Timeliness C. Quantity D. Quality 02 The person who is hired into this position will have the responsibility of multitasking at all times and must complete all aspects of the job fully and timely. What would your strategy be for doing this? 03 Have you completed the skills assessment? The link was provided in the job description. The link is also below for quick reference. If the assessment is not complete, then the application will not be considered for review. You will not receive the link at a later date. Please copy and paste, in order to complete after the application is submitted.

• Yes, I understand the testing will need to be completed. If not completed, then my application will not be considered for the position. I plan to complete the testing.
• I do not plan to complete the assessment.

04 Describe your knowledge and experience in HIPAA privacy laws, access and release of information. How have you used this experience in an organization? 05 This position is public facing. Describe your customer service experience? 06 Describe your experience with electronic medical records system and in what capacity did you use the electronic medical records system. 07 How many years of experience do you have in Vital Records. Describe your experience with processing birth and death certificates including registering homebirths and Affidavits of parentage. Required Question