Current Changes in Birth Registration

1. Current Changes in Birth Registration Nothing endures but change. --Heraclitus

2. Change The only way to make sense out of change is to plunge into it, move with it, and join the dance. --Alan Watts Improvements Changes Tips for better birth registration A glimpse into the future

3. In 2012 we… The only sense that is common in the long run, is the sense of change—and we all instinctively avoid it. --E.B. White Sent 4,963 birth records back to hospitals for validation and verification Corrected the dropped data problem Deployed 5 new builds in MR&C

4. Incomplete data isn’t a disease If we don’t change, we don’t grow. If we don’t grow, we aren’t really living. --Gail Sheehy It’s a symptom Do you have the access you need? Do you have the support/resources you need? How can you raise awareness at your facility? How can MDH help?

5. Inaccurate data is useless Always remember the future comes one day at a time. --Dean Acheson • Don’t guess • Record what you know • Ask for help • Use “unknown” when you don’t have the information* • Use the NOTES field at the end of the birth record to indicate unexpected or unavailable data items.

6. Resources Any change, even a change for the better, is always accompanied by drawbacks and discomforts. --Arnold Bennett Birth registration manual Birth & Fetal Death Registrar’s website http://www.health.state.mn.us/divs/chs/osr/birthreg MR&C support line 651-201-5993 Birth & Death Registration support 651-201-5961

7. More resources – New field reps! A year from now you will wish you had started today. --Karen Lamb The three of us will be cross-trained to work with Birth Registration, Death Registration and Issuance Kirsti Taipale 651-201-4832 Krista Bauer 651-201-5937 Sally Almond 651-201-5973

8. Recent changes to MR&C To improve is to change; to be perfect is to change often. --Winston Churchill • Parent verification – added address & SSN verification • Commemoration of birth • Reports • 72-hr Report • birth transcripts • ROP “completed at” • Miscellaneous data entry helps • Location of birth prepopulates “birth recorded by” data field • Parents’ place of birth defaults • “Cancel” button renamed to “Return” • Partial address corrections don’t erase other data • Previous pregnancy data / Mom’s date of birth message

9. Some things never seem to change… The more things change, the more they remain…insane. --Michael Fry “Mom is married but not to the dad” “Dad wasn’t on the parent notice and I can’t find the birth record any more” “Fetus was stillborn at 19 weeks and mom is naming it. Should I enter the record?” “I entered the date of birth incorrectly and now I can’t fix it” “We have unwanted, incomplete records in our work queue” “Parent’s place of birth city misspelling/other” Address verification failed Reason for correcting a birth record

10. Some things never seem to change… Change is inevitable – except from vending machines. – Robert C. Gallagher • “Mom is married…” • Use a ROP & HNPS • “I can’t find the birth record any more” • The record is replaced • “Stillborn at 19 wks with a name.” • Enter a fetal death report • “Goofed the date of birth” • Go to MMII (last page) near time of birth • “Incomplete records in work queue” • health.dataquality@state.mn.us • “Parent’s place of birth” • Use Google for alternate name • “Address verification failed” • Please ignore this message • Reason for correcting a birth record • Hospitals use “Data entry error correction”

11. Legislative changes You must be the change you wish to see in the world. --Mahatma Gandhi Effective 7/1/13 Birth records will be correctable for 1 year or until issuance After issuance – amendments cost $40 After 1 year – amendments cost $40 We’re changing our name: Office of the State Registrar becomes Office of Vital Records

12. New Criteria for Excellence Awards If there is no struggle, there is no progress. --Frederick Douglass Birth records • 98% timeliness (within 5 days) • Data must match MDH partner usage reports • Coordinate with your facility’s statistician • Use MR&C Maternity & Newborn Activity report • Corrections (after 1 month) less than 10% of total records

13. “Change is good” If you don’t like something, change it. IF you can’t change it, change your attitude. --Maya Angelou In the last 5 years, Minnesota birth records have improved dramatically. 65% filed on time in 2007 85% filed on time in 2012 19 data items out of compliance with NCHS standards in 2007 0 out of compliance in 2012! Thank you!

14. The future Never believe that a few caring people can’t change the world. For, indeed, that’s all who ever have. --Margaret Mead e-Vital Records Initiative - Secure electronic transfer of data from the Electronic Health Record to the vital record • Standards • Incentives • Human engagement • Phase one – evaluate the current state • Hospital • State • Phase two – prepare for change • Phase three – Pilot test

15. This never changes…. You’re braver than you believe, and stronger than you seem, and smarter than you think. --A.A. Milne • Our appreciation for you and the work you do • For the families • For your facility - compliance • For your community • For public health

16. Change If nothing ever changed, there’d be no butterflies. --Unknown