Spokane Regional Health District
SPOKANE REGIONAL HEALTH DISTRICT
Purpose: The primary purpose of this position is to process birth and death certificates and perform cashiering duties. Duties include assisting the public with requirements on processing corrections to birth and death certificates, completion of acknowledge of parentage and burial transit permit requirements. A variety of specialized tasks are also performed within well-defined procedures and are reviewed regularly for accuracy, adherence to established policies and procedures, quality and thoroughness. Customers are engaged with staff in-person, by telephone, via the mail, as well as through web-based resources. The duties include responding to customer complaints appropriately and determining the course of action to resolve the complaint. Assistance is readily available from the supervisor.
- Reviews Vital Record documents to ensure accuracy and completeness prior to processing requested service, (i.e. burial-transit permits, disinterment’s, birth and death certificate corrections/changes, acknowledgement of parentage, home births, delayed birth registrations etc.) via walk-ins, email and/or mail.
- Registers, amends, processes, issues and certifies birth and death certificates in Spokane County pursuant to WAC’s and RCW’s, local laws and instruction of the State Registrar.
- Documents and processes routine and complex requests received in person, over the phone, fax, internet and by mail for confidential and/or public information (i.e. vital record certificates, burial permits, record searches)
- Issues certified records utilizing the Washington Health and Life Events System (WHALES).
- Performs weekly audits to account for all security paper issued by DOH within the WHALES system.
- Compiles reports and submits to the appropriate agencies on a weekly and monthly basis (i.e. CDC, Medical Examiner, County, and Department of Health).
- Balances daily web orders to deposit.
- Processes phone, internet and mail-in requests for death certificates.
- Utilizes the Electronic Death Registration System (EDRS) to file/approve Spokane County death certificates and hard paper copy death certificates in certain circumstances.
- Communicates/coordinates as needed with Funeral Directors, physicians and Medical Examiner for a true and accurate completion of death certificate pursuant to the Center for Disease Control guidelines.
- Educates physicians as needed on how to properly complete the cause of death section electronically on a death certificate.
- Refers appropriate cases to the Medical Examiner to prevent final disposition without proper investigation.
- When certification is needed, obtains the medical history and pertinent death information from the Medical Examiner. Forwards this information to the Health Officer as the certifying physician on the death certificate.
- Screens death and fetal death certificates to assure they are complete/accurate, and an acceptable cause of death is documented per the Center for Disease Control guidelines.
- Processes corrections to death certificates, faxes to DOH, monitors WHALES to ensure correction is made appropriately, reissues and submits corrected death certificates to the medical examiner and appropriate parties.
- Processes payments received in person, over the phone, over the internet and/or through the mail for all programs within the agency utilizing NetSmart (myEvolv), Great Plains, VitalChek and GoDaddy.
- Collects and balances daily funds in the form of cash, credit cards, cashier checks and money orders for Birth and Death Certificates and Burial-Transit permits, Environmental Public Health, Opiate Treatment Services and other agency receivables.
- Processes vouchers/invoices for EPH food worker cards on a weekly basis.
- Creates invoices and post batches into the SRHD accounting system for multiple agency programs.
- Verifies and calculates amounts due, verifying proper identification and/or completion of forms, watching for counterfeit money and unacceptable checks, making change, and issuing proper receipts for all agency programs.
- Balances cash register and prepares summary report daily.
- Compiles check and batch totals; prepares machine tapes for payments that require special handling.
- Prepares daily bank deposit slip and ensures the deposit balances with payments. Submits to Program Manager for approval.
- Delivers deposit daily to the agency’s bank.
- Prepares refund requisitions and other cashier report forms, statements and schedules to internal staff and clients.
- Performs general/routine billing for multiple programs in the agency utilizing ProviderOne, OneHealthPort, and NetSmart (myEvolv).
- Query for client eligibility through Provider One and One Health Port to determine client’s financial status for Opiate Treatment Services.
- Maintains spreadsheets to assist in completion of required paperwork to meet grant eligibility requirements for clients for the Opiate Treatment Services Program.
- Answers multi-line agency main phone line.
- Sorts, processes and handles agency incoming mail; processes program outgoing mail
- Scans records into Docuware.
- Provides guidance and technical information to staff, the public and other agencies, enabling the client to comply with regulations.
- Responds to and/or routes inquiries to all agency programs. Refers clients to the appropriate health district staff or outside agency.
- Responds to customer complaints. Exercises de-escalation techniques with confrontational clients. Determines appropriate course of action to address the complaint. Consults with Program Manager as needed.
- Shows appropriate cultural awareness and sensitivity.
- Seeks to improve internal processes and the quality of services and products.
- Participates in emergency events as assigned through the incident command structure.
Required Minimum Qualifications:
- High school graduation/GED or equivalent. An Associate Degree in business, office management or related field preferred.
- Two years of progressively responsible administrative experience, including one year of experience providing customer service and cash receipting requiring the application and interpretation of governmental procedures, codes and laws. Three to five years of experience is preferred.
- An equivalent combination of education and experience may be considered provided the individual’s background demonstrates the knowledge, skills and abilities required for the position.
- Valid motor vehicle license and current auto insurance.
- MMR (Measles, Mumps, Rubella)
- Tdap (Tetanus, Diphtheria, Pertussis)
- Varicella (Chicken Pox)
Knowledge, Skills and Abilities:
- Ability to perform duties with a high degree of accuracy and proofread documents in critical detail.
- Ability to maintain good working relationships with clients, co-workers and community partners. Ability to identify and meet the needs of the customer.
- Ability to maintain knowledge of various programs required by different agencies.
- Ability to properly inform clients on correcting information on either a birth or death certificate.
- Ability to maintain compliance with HIPAA requirements to safeguard medical information and privacy.
- Knowledge of burial transit permits, disinterment’s, birth/death certificate corrections/changes, paternity affidavits, home births, delayed birth registrations, obtaining birth or death certificates from other states/countries, adoptions (foreign and domestic) and genealogy research.
- Maintain current knowledge of programs in the agency and health related community services to facilitate proper referral of clients and callers.
- Knowledge of Microsoft Office or similar programs.
- Ability to learn, understand and use Spokane Regional Health District computer programs.
- Accurate keyboarding and ten key skills.
- Skills in organizing, prioritizing and handling multiple tasks simultaneously.
- Ability to work regularly with diverse clientele including those who may have limited English proficiency, be distraught, angry and/or grieving.
- Ability to work under pressure while maintaining professional customer service to all clients including ability to deescalate high stress situations.
- Ability to organize and present information and ideas clearly both orally and in writing.
- Ability to work as a team in a stressful, fast paced environment with frequent interruptions, without the loss of efficiency and accuracy.
- Ability to prioritize and keep track of multiple, sometimes concurrent tasks.
- Ability to utilize and maintain computer spreadsheets and databases.
- Indoors, sedentary with 4-8 hrs./day sitting or standing
- 6-7 hrs./day typing/keyboarding
- Communication skills to interact effectively with people
- Comprehend and process verbal communication
- Visual acuity to read small print
- Must be able to bend, twist and stoop, and lift/carry up to 25 lbs. on an occasional basis
- Ability to type, file and complete forms with or without accommodation
- Ability to operate a vehicle or otherwise access multiple sites in a timely manner