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The Extra Degree Delayed Registration Process

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. Video. 212 The Extra Degree. Findings – Delay Records Filed.

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The Extra Degree Delayed Registration Process

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  1. The Extra DegreeDelayed Registration Process Sylvia Luna-Lopez Vital Records System Coordinator Monica Davis Vital Statistics Specialist District of Columbia Department of Health Vital Records Division

  2. Video 212 The Extra Degree

  3. Findings – Delay Records Filed Source: Vital Records Division, Center for Policy Planning and Epidemiology, DC Dept. of Health

  4. Internal Delay Audit Delayed Registration of Birth by Gender: District of Columbia 2005-2008 Source: Vital Records Division, Center for Policy Planning and Epidemiology, DC Dept. of Health

  5. Delays Filed by Age of Applicant (2004-2008) Source: Vital Records Division, Center for Policy Planning and Epidemiology, DC Dept. of Health

  6. Internal Audit Findings • Same day filing • Lack of verifications • Incomplete notarized document • Mislabeling

  7. Leading Supporting Document Used (2005-2008) Total Type of Document Source: Vital Records Division, Center for Policy Planning and Epidemiology, DC Dept. of Health

  8. Questionable Documents Hospital Birth Log

  9. Going The Extra Degree Policy & Procedures Training QA Accountability

  10. 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

  11. Training • Periodical staff training on Vital Records Act and Regulations • Fraud Detection Training (AAMVA) • Training on Delayed Security Guide document

  12. 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

  13. Accountability • Make staff more accountable for documents accepted • One point person assigned to process delays • Consequences

  14. Extra Precautions • Contacted Special Agent at Passport Agency • Periodic Internal Audit of delays • Contact surrounding states for possible duplicate records

  15. What Is Your Extra Level of Degree to Prevent Fraud?

  16. Thank You Sylvia Luna-Lopez Sylvia.luna@dc.gov 202-442-9298 www.doh.dc.gov

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