Electronic Birth Registration For Hospitals, Birthing Centers, and Midwives.

1. Electronic Birth RegistrationFor Hospitals, Birthing Centers, and Midwives. Presented By: Victor Farinelli Texas Vital Statistics – Field Services Program 512-458-7111 Ext 3651 Victor.farinelli@dshs.state.tx.us www.texasvsu.org

2. Who should be involved? • Hospital • Birth Registration Clerks • Certifiers of birth • Certified AOP staff • Computer support staff • Local Registrar • Local Registrar • Local Registrar staff • Computer support staff

3. Hot Keys Example: If you wish to open the menu item Birth from the main menu, Press Alt + P to open the Processing menu, then press 1 to open the menu item Birth. The Death menu item may or may not be there depending on your facility set up.

4. Tool Tips • Identify what icons represent • Display brief definition of the function by hovering the mouse over the icon

5. To be consistent, the system uses standard icons. These icons can be found throughout the system and are always used for the same procedure. Exit the Application Move to the First Record Find Records Move to the Previous Record Create a New Record Move to the Next Record Move to the Last Record Save the Current Record Cancel Move to the Previous Screen Delete Record Move to the Next Screen Print Menu Topic Help Refresh Record Queue Search Online Help Toolbar Icons

6. Tab: Move from one control to another Shift + Tab: Reverses the order and moves focus back to the previous control Space Bar: Toggle on Check boxes Using Your Keyboard

7. ‘All board’ method of keyboard navigation Reduces the need to switch between the keyboard and the mouse during the data entry process Includes: Ctrl + S (save) & Ctrl + N (new), etc. Type ahead logic Used with combo boxes for pick lists Example: By typing RI in the State combo box the drop down menu automatically advances to Rhode Island. Pressing the Tab key will then select Rhode Island. Using the Key Board

8. Includes (cont.): Drop down menus using up/down arrows Once focus (the cursor) is on a menu the up/down arrows or Page Up/Page Down keys may be used to move within the pick list Upon finding the correct choice pressing the Tab key will accept the selection Add on the fly (AOF) short cuts For fields that accept Add New options, pressing the Shift + 9 key will access the ‘add on the fly’ process for that field. Example: When pressing Shift+ 9 in the Attendant field the AOF screen to add an attendant will appear. Using the Keyboard

9. Visual Cueing • Visual Cueing is the process of changing the background and text colors to let the user know where there is a problem (any fields that are bright yellow remain unresolved) • TER default consists of a yellow background color with black text • “The objective is to “to eliminate the yellow” Disabled Field Field that has Focus Unresolved Field Resolved Field

10. Status Bar • The Status Bar is used to help identify fields and issues with the current record on the registration screen. The Status Bar is broken down into four main frames and is located at the bottom of the Registration screen 2

11. Unresolved Field List How to check the ‘Record Status’ • The records status of all fields may be checked by clicking on the fourth frame from left to right on the status bar. • -Click on “Adding a New Record”

12. Unresolved Field List How to check the ‘Record Status’ • The records status of all fields may be checked by clicking on the fourth frame from left to right on the status bar. • -Click on “Update Record”

13. Unresolved Field List You may view a list of the birth fields that are unresolved for a particular birth record and jump to any unresolved field that is listed.

14. Edits and Cross Checks • Range edits examine an entry made for a given field and compare it to two different thresholds. • Range edits include Hard Edits and Soft Edits • Hard Edit The information is not accepted and the user must change it before the field will be resolved • Example: The date of birth of a newborn is more than a 600 days prior to the current system date. The user would receive the following hard edit check:

15. Edits and Cross Checks • Range Edits (cont.) • Soft Edit The information is questioned. This would be similar to asking “are you sure?”. The user must verify that the information is indeed correct before the system will proceed. • Example: The date of birth of a newborn is more than four days prior to the current system date. The user would receive the following soft edit check:

16. Edits and Cross Checks • Cross Checks are more sophisticated because they compare two or more fields and determine consistency among them. • Cross Checks also have Hard and Soft Edits • Cross Check Hard Edit Example: • If the child’s date of birth and the mother’s date of birth are entered as the same date, the user would receive this cross check. • If the information remains unchanged and the user clicks OK, this message will appear: This Hard Edit will not resolve until one of the fields are changed with a correct date.

17. Edits and Cross Checks • Cross Checks also have Hard and Soft Edits (cont.) • Cross Check Soft Edit Example: • The estimated gestation period is inconsistent with the birth weight criteria, the user will receive this message. • This soft edit cross check will allow the user to say ok without editing either field. It is simply verifying that this information is correct.

18. Mandatory to Save Fields • These fields must be completed before the record can be saved for the first time • These fields include the following: • Mother’s Medical Record Number • Child’s Date of Birth • Child’s Plurality • Child’s Birth Order • If any of these fields are left blank and a Save is attempted, the following message will display:

19. Mandatory “To be Resolved” Fields • These fields may be left blank and unresolved at any point in time but the record will never be considered resolved as long as they remain blank • The record can be saved and the unresolved fields can be completed at any time • The following notice will appear if a mandatory field is left blank: • If Yes is selected, this notice will only appear once, regardless of how many mandatory fields are left blank.

20. Mandatory vs. Non-mandatory Fields • Non-mandatory Fields • These are fields which may be blank because they cannot be answered. • For example, the middle name field is non-mandatory, because some people do not have middle names. Therefore, there may not be an answer to this field so it must remain blank. • If the child's middle name field was left blank, the following message would display: Pressing No will leave this field blank and resolved.

21. The operator will be alerted of a duplicate record when these fields match an existing record. At this point the record will not be permitted to be saved “as is” Medical Record Number Childs Date of Birth Birth Order Duplicate Record Check • At this point the operator could do one of the following: • Abort the current entry • Retrieve the existing record • Correct the present record • Example: When entering data for twins, if the operator mistakenly enters the wrong birth order, this message will appear. In this case, correcting the birth order field will make the record unique.

22. Accessing Electronic Registrar Requires User Name and Password If Assigned Multiple Locations, select Location

23. Main Menu

24. Birth Menu

25. Printer Setup (New setup only) • Assign Report (AOP, Social Security) • Assign Printer

26. Before a report can be run, the report must be configured in the Printer Setup Utility under the Utility menu Utilities – Printer Setup Printer Setup Feature Divided into 3 sections: Available Reports Current Printer Current Tray

27. Utilities - Printer Setup If the report has not been assigned to a printer, the user will select the report from the list of Available Reports. On the right side of the screen under Current Printer, select the printer that the report should be directed to. Finally the user must click on Save Report Configuration to save the report configuration The user must then specify the desired printer settings under Current Tray.

28. If a printer is changed on the system, any reports that had been configured for the previous printer must be reconfigured for the new printer. Utilities – Printer Setup Trouble Shooting • The Printer Setup process must be repeated for each report • Reports are setup by workstation • If a report is configured at one workstation, the user cannot assume the same configuration if he/she logs into the system from a different workstation. • If a report has not been configured in the Printer setup and the user attempts to run a report, an error will result stating that the report has not been configured for a specific printer.

29. Security (New setup only) • Assign user ID & Password • Assign user Processes • Assign user Location

30. Usernames and Passwords • From the Main menu, choose SECURITY • Choose USER MAINTENANCE

31. New User Setup, Cont. To add a new user, click “New” icon for blank screen

32. New User Setup, Cont. For new user “Ann Example”, choose user name ‘AEXAMPLE” Choose a password that is at least 8 characters long, including alpha and numeric – “AN01EXAM” and re-type to verify

33. New User Setup, Cont. Basic information – follow this general format Choose “Not an Administrator”

34. New User Setup - Locations Assign a location by clicking on the Location icon

35. New User Setup - Locations Choose and highlight a facility from the list of locations on the left Click the right arrow to move selection to User Location, and then click save.

36. New User Setup – Security Processes Choose the “Processes” icon from this screen OR the previous information screen

37. New User Setup – Security Processes Using the same steps as Location, choose security processes appropriate for your staff. This example shows both hospital AND local registrar

38. Library Maintenance Tables • Enter Attendants & AOF • Enter Certifiers & AOF • Assign PIN numbers

39. Provide the capability for users to maintain library tables used during data entry. Provide a ‘pick list’ of choices for related items and to validate data entries. Reduce data entry time by automatically filling in associated information. A facility’s location, for instance, will automatically be entered on a birth record when a specific facility is selected from the Facility library table Library Maintenance Tables

40. AOF Entries(Add On the Fly) • AOF deals with the possibility that the option needed is not found in the available “pick list” • Examples where AOF’s can occur include: • Attendant/Certifier • Facilities • Towns • State/Foreign Country • Zip Codes • The user will begin an AOF by either choosing (Add New) from the drop down list or by typing Shift + 9

41. AOF Entries(Add On the Fly) This is an example of an AOF screen for Certifier • Once the AOF screen has appeared, the operator is able to create a new option for the item in question. • Not all pick list fields support the AOF process. • For example, the COUNTY fields including County of residence and County of birth will not allow the use of an AOF.

42. The names of individuals who either deliver babies or certify the birth record can be added either directly through Library Maintenance or through the AOF process Attendant/Certifier Maintenance can be accessed from the Birth menu under Library Maintenance Attendant/Certifier Maintenance Contents of this table are specific to the facility where entered A Certifier who was entered through the AOF process will have to have the PIN entered through this process • NOTE: It is not possible to certify a record without a PIN

43. When entering an individual into Attendant/Certifier Maintenance a role must be chosen: Attendant Certifier Infant Attendant Attendant/ Certifier/Infant Attendant or Facility Admin. Designee Attendant/Certifier Maintenance • The Attendant/Certifier Maintenance window is shown below: • “Display in Lists” is an option which when checked allows the name to be displayed in drop down lists

44. Attendant/Certifier Maintenance Pin Number Assignment Assign a four digit pin number to the certifier under Library Maintenance / Attendant/Certifier