The Extra Degree Delayed Registration Process

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
(No Transcript)
4
Findings Delay Records Filed
Source Vital Records Division, Center for Policy
Planning and Epidemiology, DC Dept. of Health
5
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
6
Delays Filed by Age of Applicant (2004-2008)
Source Vital Records Division, Center for Policy
Planning and Epidemiology, DC Dept. of Health
7
Internal Audit Findings

• Same day filing

• Lack of verifications

• Incomplete notarized document

• Mislabeling

8
Leading Supporting Document Used (2005-2008)
Total
Type of Document
Source Vital Records Division, Center for Policy
Planning and Epidemiology, DC Dept. of Health
9
Questionable Documents
Hospital Birth Log
10
(No Transcript)
11
Going The Extra Degree
Policy Procedures
Training
QA
Accountability
12
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

13
Training

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

14
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

15
Accountability

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

16
Extra Precautions

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

17
What Is Your Extra Level of Degree to Prevent
Fraud?
18

• Thank You
• Sylvia Luna-Lopez
• Sylvia.luna_at_dc.gov
• 202-442-9298
• www.doh.dc.gov