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TEMP Health Information Analyst: BIRTH CERTIFICATE AND VITAL STATISTICS (VITAL RECORDS) SPECIALIST

University of Michigan

Job Description

Summary

BASIC FUNCTION AND RESPONSIBILITY

Has daily interaction with patients and families for completion of the birth certificate worksheet and notarization of the Affidavit of Parentage form when necessary.  Prepares and locates state/county required information from various computer applications/systems and the Parent Information Worksheet for input into the State of Michigan Vital Events Registration Application (VERA).  Fosters and maintains a good working relationship with Washtenaw County and the State of Michigan Departments of Community Health and stays updated on any new State system releases.  Prepares and submits data to County in required reporting format daily.  Updates management on any County/State releases and provides weekly/monthly statistical reports.

 

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

OPERATIONS

  • Interact directly with parents/guardians of newborns delivered at Michigan Medicine, Von Voigtlander Women’s Hospital, collecting county/state required medical and statistical information.
  • Queries all systems to locate required information for submission and reporting to State/County
  • Works under fast-paced circumstances to meet deadlines
  • Reports unit-specific statistics as defined by management
  • Accurately enters data into all relevant fields of State of Michigan electronic birth certificate application
  • Accurately documents status of birth certificate process to electronic health record system
  • Immediately reports any potential chart documentation errors and assists directly with correction
  • Assures compliance with safety programs
  • Maintains currency with work processes, tools, and clinical and administrative applications necessary to perform job functions
  • Participates in and demonstrates an understanding of the Michigan Quality System/Continuous Quality Improvement and applies Lean Thinking concepts in daily work
  • Meets or exceeds the departmental/unity quality and productivity standards for work performance
  • Demonstrates initiative by continuous expansion of knowledge and skills
  • Identifies issues and makes recommendations for resolution and improvement
  • Participates in department/unit activities including, but not limited to, staff meetings and in-services
  • Comply with regulatory, legal, and accreditation requirements and seek clarification if needed
  • Demonstrates an understanding of University, departmental, and unit policies and procedures and seeks clarification as needed
  • Escalate issues to management for prompt review and resolution
  • Performs other duties as assigned to maintain the efficiency of the department    

 

CUSTOMER SERVICE

  • Demonstrates excellent customer service skills in working with patients, patient families, Clinicians and staff and functions as a liaison for Revenue Cycle – Mid Service.
  • Effectively communicate with physicians, clinicians, unit staff and other customers on record completion policies and procedures impacting operations and required mandatory reporting to State of Michigan

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally.  Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Skills You Have

SKILL SET

  • Data Management:  Acquires, validates and processes data so its accessibility, reliability, and timeliness are ensured to satisfy the needs of end-users
  • Attention to Detail:  Achieves thoroughness and accuracy when accomplishing a task
  • Analysis: Analytical skills with the ability to visualize, articulate, and solve complex problems and concepts and make decisions based on available information.  Ability to analyze detailed information to determine appropriate compliance with privacy and security rules
  • Critical Thinking: Gathers and integrates critical information to arrive at effective solutions
  • Decision Making: Makes timely, informed decisions that consider the facts, goals, constraints, and risks

Required Qualifications*

  • Certification as a Registered Health Information Technician (RHIT) through the American Health Information Management Association (AHIMA), or an equivalent combination of education and experience is required
  • Knowledge of standard medical terminology is required
  • Demonstrated ability to accurately collect and analyze medical information is required
  • Proficiency using Microsoft Office for work related task is required
  • Knowledge of legal requirements for reporting births is required
  • Ability to multi-task in a fast paced environment to meet deadlines is required
  • Ability to walk long distances and stand for a long period of time is required
  • Ability to work independently or in a team with minimal supervision is required
  • Demonstrates strong verbal and written communication skills for interactions with patients, patient families, clinicians, and staff is required
  • Registration with the State of Michigan as a Notary Public is desired; registration as a Notary Public is required within six months of the date of hire

Desired Qualifications*

  • Experience using UMHHC information systems/applications is desired

Additional Information

SUPERVISION RECEIVED

General supervision is received from the Supervisor, Revenue Cycle – Mid Service Department

 

AHIMA CORE MODEL COMPETENCIES MET

Functional Component of the HIM Professional Core Model

Roles

Functions (relative to role)

Value

Data/Information Analysis, Transformation, and Decision Support

This component requires the development and implementation of standard practices, policies, and procedures that enable reliable and effective analysis, transformation and reporting of data and information. Transforming data and information into knowledge is critical for patient care, improving healthcare quality, advancing research, and supporting operations.

Birth Registrar

Evaluate the integrity and comparability of data and identify gaps in data sources

 

Migrate and integrate data from diverse internal and external sources for analysis, interpretation, and to create new knowledge

Compliance with mandated reporting requirements

 

Data Capture, Validations, and Maintenance

Data capture, validation, and maintenance require the development and implementation of standard practices, policies, and procedures that support effective and efficient capture of data that are valid and reliable.  This involves clear understanding and direction with regard to the design and implementation of data quality and integrity strategies, management of data structures and terminology assets, and support for optimum information flow.

Birth Registrar

Capture and maintain health data

Improved research outcomes through optimized data capture and abstraction

 

Health Information Management Analyst level I – birth certificate specialist/ Percentage of duties

40%

 

20%

 

10%

 

5%

 

5%

5%

 

5%

 

5%

 

5%

Assists patients and families in accurate and timely completion of all

forms required to apply for the birth certificate

 

Prepares and completes timely and accurate data input into the web based State of Michigan birth certificate system to meet State established deadlines

Prepares and submits all unit/State/County reports, accurately and within all required timeframes

Identify issues and makes recommendations for resolution and improvement

Communicate with unit leadership regarding process and procedures

Assist with development revision and maintenance of unit training materials and policies and procedures

Demonstrate and understanding of University, departmental, and unit policies and procedures and seeks clarification if needed

Comply with regulatory, legal, and accreditation requirements and seeks clarifications if needed

Track, compile and distribute meaningful stats related to volume, frequency and quality of birth certificates issued

 

 

University of Michigan Health System is a service organization committed to values.  We put our values into action each day with smiles, energy, enthusiasm and a commitment to always doing our best.  We understand that in every interaction, we represent our entire organization in the care we give, the attention we pay and the courtesies we extend to both internal and external customers.  We value respect, compassion, trust, integrity, efficiency and leadership and will expect nothing less.

      Our values are demonstrated daily through our commitment to:

Patients and Families First

Accountability for Outcomes

Respect for Individuals

Teamwork

Never-ending Improvement

Empowerment

Responsibility for Cost Effectiveness

Service to the Community

 

Patient Population Specific—ADULT

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings.  Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days.  The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.


U-M COVID-19 Vaccination Policy

COVID-19 vaccinations, including one booster when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine.  This includes those working remotely and temporary workers.   More information on this new policy is available on the U-M Health Response website or the UM-Dearborn and UM-Flint websites.

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