Everything You Ever Wanted to Know but Were Afraid to Hear! The Ohio Public Health Association The World of Vital Statistics: Data Collection and Application

 All Computers/Monitors and Printers should be delivered ◦ We need for the new equipment to be used by Vital Statistics personnel and not given to other programs ◦ Your new printers have locking drawers for secure storage of your security paper  Keys, please don’t leave the keys in the trays  Separate the keys so you have two sets and keep them in different secure locations ◦ Computers come with a 4 year warranty ◦ Printers and Monitors come with a 3 year warranty

 Older equipment supplied by V. S. to local offices can still be used  What do you do if you don’t want, need or use the old equipment anymore? Contact your Field Service Rep. for instructions and forms.

 CERTIFICATION MACHINES - Every office which is participating in Statewide Access now has at least one new Certification machine  Those offices who are to receive additional Certification machines (if you are here, you can take it with you) will receive them from your Field Service Rep. during their site visit  ODH is working to secure an extended warranty for these machines for at least one year

 V. S. Field Service Staff are currently conducting site visits to local offices – Why do we Conduct our visits? ◦ More Personal Service to You Our Customer ◦ Insure that offices are following Policies and Procedures ◦ It Helps us to See Really Good Processes which we can pass on to other offices ◦ It also Helps us to See Where Additional Training is Needed

During our visits we look at a number of areas to see that each office is following the law as well as newer processes such as: ◦ Statewide Access to Birth Records ◦ New Birth Affidavit Process ◦ Report of Fetal Death

 V. S. will be starting a 3 year long project to assess the quality of birth data  V. S. staff will visit ALL birthing hospitals in the state to view their data collection practices and to offer quality improvement guidance

 Training and Information- View the recorded training on the IPHIS/EDRS Support Site as well as all of the informational documents  Take the TEST! – Each person who completes affidavits in your office should take and pass the test to assure consistency in the completion and acceptance

 Amended Records – Always check to see if there was a legal action completed on the record before completing an affidavit  No more than one affidavit per field – You can only correct an item once with an affidavit  Use the Birth Affidavit Acceptance Chart as a guide to what can and cannot be done with an affidavit

Ohio Department of Health, Office of Vital Statistics Birth Affidavit Process Birth Affidavit Acceptance Chart Items Listed on a Birth Abstract that can or cannot be corrected, changed or added with a Birth Affidavit Can you: Correct Spelling if IncorrectChangeAdd Child First NameYesNo - Will have to go to court to have changed The child's first name can be added if one is not previously recorded on bc. Middle NameYesNo - Will have to go to court to have changed The child's middle name can be added if one is not previously recorded on bc. Last NameYesNo - Will have to go to court to have changed The child's last name can be added if one is not previously recorded on bc. SuffixSee pg. 8 Month of Birth Yes - If it doesn't conflict with the date the Attendant & Registrar signed Day of Birth Yes - If it doesn't conflict with the date the Attendant & Registrar signed Year of Birth No - Will have to go to court to have changed Sex No - Will have to go to court to have changed Birthplace No - Will have to go to court to have changed

 We will be offering additional Microsoft Live Meetings later this year. If you have any suggestions as to topics, please let me know  We will have two Online trainings available later this year ◦ Death Certificate Completion – Demographic Portion ◦ Death Certificate Completion – Cause of Death portion

 I know that none of you have heard from your funeral directors the above question. Here’s the answer!  We can’t put the doctors on the system at this time so we are working with other alternatives ◦ PDF the Death Certificate to the Physician ◦ Something on the Horizon!

 Call the Helpdesk with questions/problems processing birth and death certificates in the IPHIS/EDRS application (614)  Call your Field Service Representative with questions/problems of a more technical or procedural nature on their direct dial number or if you need immediate assistance and they don’t answer call (614)