Everything You Ever Wanted to Know but Were Afraid to Hear!

The Ohio Public Health AssociationThe 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

INFORMATION AS IT APPEARS ON ORIGINAL RECORD – PLEASE PRINT LEGIBLY

(5) Name as recorded ____Mari Anne Smith Miller________________________________________ (6) Date of birth __June 1, 2010___________ (7) Place of birth __Columbus Franklin____ City,Village,Township County (8) Father’s name__James Miller____________ (9) Mother’s maiden name __Jane Smith___

ITEMS TO BE CORRECTED OR ADDED

(10) Item __Child’s Last Name______________ Should Read __Smith-Miller_________________ (11) Item __ ____________ Should Read __ _______________________ (12) Item _______________________________ Should Read _____________________________ (13) Item _______________________________ Should Read _____________________________ (14) Item _______________________________ Should Read _____________________________

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) 466-2531

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) 644-0156