Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009 The Extra Degree Delayed Registration Process Sylvia Luna-Lopez Vital Records System Coordinator Monica Davis Vital Statistics Specialist District of Columbia Department of Health Vital Records Division

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009 Video 212 The Extra Degree

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009 Findings – Delay Records Filed Source: Vital Records Division, Center for Policy Planning and Epidemiology, DC Dept. of Health

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009 Internal Delay Audit Females22 Males24 Average Age of Applicant39 years Total Filed46 Delayed Registration of Birth by Gender: District of Columbia Source: Vital Records Division, Center for Policy Planning and Epidemiology, DC Dept. of Health

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009 Delays Filed by Age of Applicant ( ) Source: Vital Records Division, Center for Policy Planning and Epidemiology, DC Dept. of Health

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009 Internal Audit Findings  Same day filing  Lack of verifications  Incomplete notarized document  Mislabeling

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009 Leading Supporting Document Used ( ) Type of Document Total Source: Vital Records Division, Center for Policy Planning and Epidemiology, DC Dept. of Health

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009 Questionable Documents Hospital Birth Log

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009 Training Policy & Procedures Accountability QA Going The Extra Degree

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009 Policies and Procedures Update current Policy Procedures Update Delayed Package given to client: -Instructions on completing form -Revised list of accepted documents -Updated Personal Affidavit form Non-same day filing of delayed record Mail-in delay applications no longer accepted

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009 Training Periodical staff training on Vital Records Act and Regulations Fraud Detection Training (AAMVA) Training on Delayed Security Guide document

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009 Quality Assurance Verification with surrounding jurisdictions Verification of all supporting documentation– Verification Log All delays must be reviewed / processed by Legal Unit Team Leader Final approval of Registrar

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009 Accountability Make staff more accountable for documents accepted One point person assigned to process delays Consequences

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009 Extra Precautions Contacted Special Agent at Passport Agency Periodic Internal Audit of delays Contact surrounding states for possible duplicate records

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009 What Is Your Extra Level of Degree to Prevent Fraud?

Meeting the Demands for Vital Statistics: The Challenges of Collecting, Preparing, and Promoting Baltimore, MD May 31 st – June 4 th, 2009 Thank You Sylvia Luna-Lopez www.doh.dc.gov