Administrative Coordinator (Birth Clerk) - Mother/Baby Unit

Position Summary / Career Interest:

The Birth Clerk plays a vital administrative and legal role in ensuring the timely and accurate completion of all birth documentation for infants born at The University of Kansas Health System. This position serves as the liaison between the parents of newborns and the Kansas Office of Vital Statistics. The Birth Clerk educates parents about their responsibilities in completing birth certificate forms, assists with legal documentation including paternity acknowledgments, verifies information for accuracy, and submits all data in accordance with Kansas laws and regulations. This position is Monday through Friday during the day.

Responsibilities and Essential Job Functions

Birth Certificate Documentation & Processing

• Interview parents or guardians to complete the Kansas Certificate of Live Birth ensuring accuracy and completeness of all required data, including demographic, clinical, and legal information.
• Verify proper spelling of names, Social Security Numbers, dates, and other personal identifiers.
• Enter birth information into the Kansas Electronic Birth Certificate (EBC) system (Vital Statistics Integrated Information System - VISTA).
• Ensure birth certificate records are electronically submitted to the Kansas Department of Health and Environment (KDHE) within the regulatory deadline of 5 calendar days after the birth.
• Maintain accurate and confidential medical and legal records according to HIPAA and state data protection standards.
• Clearly explain to parents their rights and responsibilities regarding the completion of birth documentation, including:
  • How to obtain the official certified copy of the birth certificate.
  • Procedures for making corrections or changes in the future (e.g., name changes, paternity amendments).
• In the event of a neonatal or fetal death, gather all required demographic, medical, and clinical information to initiate and complete the Kansas Certificate of Death in accordance with KDHE regulations.
• Provide written and verbal instructions about follow-up steps, including mailing timelines, contact information for the Kansas Office of Vital Statistics, and ordering certified copies.
• Offer guidance and assistance in navigating language barriers or literacy challenges by coordinating with interpreter services when needed.
• Collaborate with Labor & Delivery, NICU, and Postpartum staff to ensure timely notification of all live births and fetal deaths.
• Attend regular department and interdisciplinary meetings.
• Maintain organized and up-to-date tracking logs and reports for all births processed.

Required Education and Experience

• High School Graduate or GED.
• 3 or more years of broad administrative/secretarial experience

Preferred Education and Experience

• Bachelors Degree in a related field from an accredited college or university.
• Technical/Professional training/degree in Business School Training

Knowledge Requirements

• Excellent telephone skills, verbal and written communication skills
• Proficiency in Microsoft Word, Excel, PowerPoint and Access
• Ability to be flexible and adapt to change while maintaining a high level of professionalism, with an emphasis on positive customer relations

We are an equal employment opportunity employer without regard to a person’s race, color, religion, sex (including pregnancy, gender identity and sexual orientation), national origin, ancestry, age (40 or older), disability, veteran status or genetic information.