Statewide Access Update August 18, 2010 Ohio Department of Health Office of Vital Statistics

Goal for Dec 2010: Statewide Access WHAT IT IS:  Local Registrars currently have access to view records in IPHIS, but now they will have access to print all birth records from IPHIS (abstracts and images).  With the ability to print certification of birth abstracts, regardless of birth jurisdiction.  With the ability to view special birth records not currently available to local offices (legal name changes, probate court, out of country births and some amended records from adoptions in 1950’s-70’s).

Statewide Access WHAT IT IS NOT:  Does not change filing or registration procedures for birth and death records.  Does not include access to all registered death records.  Does not standardize issuance fees or ‘split fees’.  Does not allow access to confidential medical information in IPHIS for records filed outside of a local office’s jurisdiction.  Does not audit or compile issuance statistics.  Does not act as an accounting or ordering system.  Does not include any additional reporting capabilities.

Roll-out timeline Upgrading IPHIS for better performance – by June 30, Training offered at VS for members of the local district advisory committee begins July 7, Collecting data on errors or inconsistencies found (beta testers). Continuous updating and cleansing of the central database.  Estimate demand for “change/correction” services for the state office to perform.  Workflow analysis for corrections and service level agreement for locals by August 30, There will be “moments of truth” with locals and customers!

What are we doing now? Develop office operating standards based upon feedback from the local district advisory committee and volunteers for the training committee by August 30, Record webinars for training and refresh training and “taking the test”. Ordering new certifiers for all local offices (free to them). Ordering ‘abstract’ security paper for locals (free to them).  Ordering new CPUs, ordering scanners, VOIPS and camera for locals (free to locals).

What locals need to do  Training completion will be voluntary – you don’t have to issue from the statewide database. But each user must pass the test to do so.  Offices that fail to complete the training and pass will have access to only their own birth records in IPHIS. That is still a benefit.  Training competencies will need to be ‘recertified’ each year, for every user.  All offices will have the ability to complete training and have statewide access by December,  Need to update account “administrator” and assign individual passwords.

Although Voluntary, Locals Must Meet the Threshold to Print  During the beta test time (fall 2010) local registrar offices will have the ability to print abstracts from their jurisdiction.  Local offices who successfully complete a competency/training module will increase their access all state registered birth records. Must have your own password and pass training.  Local access to the database will be ‘read only access’, no modifications to the records will be allowed by the local offices.  Although locals can still opt to use their own images and data to issue, local offices will be encouraged to use IPHIS to search and print a birth abstract for all certificate requests and to follow new procedures for modifying any of the information in the database. This is best for the customer in the long run.

Outcomes of the Training Committee  The training committee will develop and implement competencies to verify that local offices meet minimum standards developed by the standards committee and that each user will have adequate knowledge and training of the system prior to achieving statewide access.  Will use new training/certification software.  All users will have change to train and pass by end of Dec 2010.

IPHIS Orientation sessions at VS – highly recommended! Next scheduled sessions:

Next steps for the standards and training committee Standards approved: Training and testing deployed on web: Site visits: distribution of certifiers and annual visit by field rep.