HIM Associate II - Vital Records

Job Purpose:

This position is responsible for the accurate and timely registration of birth, fetal death, and inpatient death certificates in accordance with applicable federal, state, and local regulations. This position plays a key role in ensuring a positive patient experience and compliance with both internal and external reporting requirements.

Key Responsibilities:

1.Register all live births within five (5) days of delivery.

2.Register fetal deaths within seventy-two (72) hours of delivery.

3.Register inpatient deaths within one (1) business day of death notification.

4.Interview patients and collaborate with state officials to complete fetal death certificates accurately.

5.Serve as a liaison between the hospital and funeral homes, ensuring timely processing and providing feedback as needed.

6.Monitor Epic work queues for name changes and pending death certificates.

7.Respond to parental inquiries within one (1) business day.

8.Facilitate paternity acknowledgments in compliance with state regulations, verifying proper identification from both parents.

9.Send birth confirmation emails securely to both parents on the date of registration.

10.Submit original paternity acknowledgment forms to the Georgia State Office of Vital Records via FedEx or certified mail at least biweekly.

11.Maintain and securely store original birth worksheets and paternity acknowledgments for a minimum of two (2) years.

12.Communicate professionally with internal and external stakeholders.

13.Participate in webinars and training provided by the Georgia Department of Public Health’s Vital Records Division.

14.Promote a positive patient experience through respectful and responsive service.

15.Comply with all Piedmont Healthcare organizational policies, procedures, and standards.

16.Complete all mandatory training and educational sessions in a timely manner.

17.Perform other duties as assigned.

Minimum Education Required:

High School Diploma or GED

Minimum Experience Required:

Two (2) years of experience in Health Information Management (HIM) within an acute care setting

OR

Graduate of a Health Information Management program

Licensure/Certification:

None

Additional Qualifications:

Prior experience with Epic Electronic Health Record (EHR) system preferred

Prior experience with infant, fetal and death certificate registration preferred

Proficiency in medical terminology

Strong written and verbal communication skills

High attention to detail and organizational skills