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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50544450 |
Description Activated On: 12/22/2025 9:31:05 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. This position, in the Bureau of Health Statistics and Registries, Division of Statistical Registries, supports the bureau’s mission of managing statewide registries through its responsibility for compliance and quality assurance activities, including, but not limited to stakeholder support and concurrent and retrospective analysis, consolidation, validation, and editing of reported case information for the birth, death, fetal death, and/or induced termination of pregnancy registries. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Maintains a working knowledge of applicable statutes such as the Pennsylvania Vital Statistics Law of 1953, and other applicable laws, regulations and policies that relate to the vital statistics registries. Assists in the development of training materials for internal and external stakeholders for the various modules of electronic registry/amendment applications. Assists in the development of training materials for internal and external stakeholders for the paper process relating to registration and amending of vital events. Develops and maintains a complete and thorough knowledge of the myriad of registration and correction procedures permitted by applicable statutes, regulations, and policies to register and correct cases reported to the registries. Applies complex registry-specific rules to quality control audits and case corrections. Provides feedback to internal chain of command with the intent of improving overall registry integrity and data quality. Communicates with the National Center for Health Statistics (NCHS) on outlier cases to ensure accuracy of reporting. Investigates data quality issues, discrepancies, and outliers using source information and either reconciles errors or notifies NCHS of case findings when appropriate. Analyzes and determines best values among disparate reported information. Reviews, reconciles, and validates the format and content of data submitted (paper and electronic) from various reporting entities for cases to ensure accurate data is incorporated into the registry. Uses reports relating to these activities to identify patterns of poor quality, noncompliance, and inefficiencies to make recommendations and assists in the implementation of these recommendations when approved by supervisor. Queries authorized reporting entities regarding data items on cases that appear to be duplicates, incomplete, or otherwise questionable. Collaborates with authorized reporting entities to make corrections to cases and prevent future errors. Develops and maintains tracking for cases exceeding reasonable pending periods. Follows up with authorized reporting entities to finalize pending information. Participates in quality assurance activities by analyzing data for consistency and validity using knowledge of medical terminology and coding, established state and national program standards, and applicable laws, regulations, and policies. Assists with conducting compliance reviews to evaluate completeness and data quality by review of case information at licensed health care facilities, coroner/medical examiner offices, funeral homes or other stakeholders. Maintains the confidentiality, control, access and integrity of registry data. Participates in special data quality studies to assess accuracy of registry data. Establishes and maintains positive working relationships with staff at reporting facilities. Assists supervisor in providing training to new Medical Records Assistants, including providing cross-training to co-workers. Performs other duties as assigned. This position may be given an assignment to support the public health emergency response mission of the Department of Health. Emergency assignments could at times be received with little or no advance notice and may continue for any period of time – ranging from a few hours to several weeks, depending upon the nature of the circumstance. The emergency assignments may at times be performed under adverse conditions and may require travel to another site other than the employee’s assigned headquarters for periods of time. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Assignments are received from the Registry Specialist. Work is performed independently and evaluated on the basis of program goals and objectives. Work is reviewed through conferences, written reports and periodic sampling of linkage and consolidation decisions. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Experience with vital event registries preferred. Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. N/A 5. N/A 6. N/A |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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