New York

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New York State Perinatal Data System
SPDS
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New York State Perinatal Data SystemSPDS Core
Module Training

• Provided by the
• New York State
• Department of Health

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MODERATOR

• Margaret Mollnow
• Bureau of Womens Health, NYS DOH

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PRESENTERS

• Terry Sowinski
• Bureau of Health Statistics, NYS DOH
• Paul Gillette
• Upstate Medical University

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SUBMIT QUESTIONS BY FAX[phone]
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SPDS OBJECTIVES

• Vital Records Registration
• Perinatal Regionalization
• Public Health Surveillance Reporting
• Hospital Quality Improvement (QI)
• Medicaid Infant Enrollment
• Immunization Registry

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SPDS SCOPE

• Phase I Core Module
• Statewide Roll-out January 1st 2004
• All Birthing Hospitals in NYS
• Exclusive of NYC

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SPDS SCOPE

• SPDS Enables
• Entry of Birth Data
• Entry of Additional Quality Improvement (QI)
  Data
• Medicaid Enumeration

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WHY MUST WE SWITCH TO A NEW SYSTEM?
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CURRENT SYSTEM IS OUTDATED

• Current System Does Not
• Meet New Federal Standards
• Data is Not Timely
• Technology is Not Current
• Difficult to Change/Update
• Birth Certificates Print on Pin-fed Forms using
  Dot-matrix Printers

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BIRTH CERTIFICATE REVISIONS

• The National Center for Health Statistics (NCHS)
  Sets the Standards For the Certificate of Live
  Birth
• Revisions Occur Approximately Every 10 Years
• Some Changes Aimed at Consistency With Census
  Data
• SPDS Will Incorporate Mandated Updates

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BIRTH CERTIFICATE REVISIONS

• Revision Highlights
• Race
• Ethnicity
• Education
• Tobacco, Alcohol and Drug Use
• Date of Last Prenatal Visit

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• Race of Mother and Father
• Former System Allows Only One Race Affiliation
• SPDS Allows Respondents to Report More Than One
  Race Affiliation
• All-inclusive Approach
• Captures the Maximum Number of People Who
  Identify With a Certain Race Alone or In
  Combination

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REVISION EXAMPLES
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REVISION EXAMPLES - ETHNICITY

• Eliminates National Ethnicity
• Only Asks For Hispanic Ethnicity
• Can Choose Multiple Hispanic Ethnicities

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REVISION EXAMPLES - EDUCATION

• Change From Number of Years of Education to
  Specific Levels and Degrees
• Changes are Driven by
• Decreased Importance of Exact Measure of
  Elementary Years
• Increased Importance of Post-Secondary Education

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• Selections Available In Drop-down List
• 8th Grade or Less
• 9-12th Grade No Diploma
• High School Grad or GED
• Some College Credit, But No Degree
• Associate Degree
• Bachelors Degree
• Masters Degree
• Doctorate Degree
• Unknown

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REVISION EXAMPLES- OTHER
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WORK BOOKLETS
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• Completely Revised
• Includes NCHS Changes
• Includes QI Questions
• Matches Screen Flow
• CIN is Not In Work Booklet
• Get From Medical Record
• Collect Information From Best Source
• Available In English and Spanish

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WORK BOOKLETS

• Hospitals Should Not Modify
• Modifications Lead to Data Quality Issues
• Hospitals Should Use the Workbooks Provided to
  Ensure the Data Collection Process is Accurate
  and Consistent Statewide

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WORK BOOKLETS

• Available Online Within SPDS Help in PDF Format
• PDF Format Ensures That the Work Booklet Prints
  Accurately
• Most Up-To-Date Version Will Always be Available
  For Printing
• Available From Local Registrar
• May be Ordered

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SPDS DESIGN

• Web Browser Application
• Software Resides on DOH Web Server
• Allows Timely One-shot Updates to the SPDS
  Application

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SPDS DESIGN

• Data Stored and Maintained on DOH Web Server
• Ensures Data Security and Integrity
• Access Through Restricted Secure Internet Web
  Sites

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SPDS SECURITY

• Encryption of Data
• User IDs and Passwords
• Time Out

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SPDS SECURITY

• Maintaining a Secure Environment for SPDS Access
• Keep Userids and Passwords Confidential
• Do Not Leave System Unattended
• Exit the SPDS and Network When Finished With Work

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SPDS SECURITY

• Authority and Control Over Sections of the Birth
  Record
• Authority and Control Over Who Can Use the SPDS
  Data

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REQUIREMENTS

• Hardware Requirements
• Minimum Configuration
• Software Requirements

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USER ACCESS TO SPDS

• Former EBC Submitters
• Medical Records Staff
• Labor and Delivery Staff
• Admissions Staff
• Physicians
• Quality Improvement Staff

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APPLYING FOR ACCESS TO SPDS

• Need Active HPN /HIN Account
• Sharing of HPN Accounts is Strictly Forbidden
• Access to the SPDS Will Be Granted Online
• Current EBC Submitters Will Be Grandfathered In

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NEW HPN USERS

• For New Users
• Get Current Applications From HPN Coordinators
• Complete, Notarize, and Submit to DOH

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INACTIVE HPN ACCOUNT

• Call HPN Hotline [phone]
• Requires
• HPN PIN , or
• NYS Drivers License Number

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LOGGING IN TO THE HPN
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CONNECTING TO THE SPDS

• https//commerce.health.state.ny.us
• Enter Userid and Password

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HPN PAGE
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• Resize the Browser Window So That Horizontal
  Scrollbar Does Not Show
• Scroll Vertically to Bottom or
• Tab to Next Field
• Forcing Form to Display More Information
• Set Screen Resolution
• 1024 x 768 for maximized viewing

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BROWSER SCREEN CONTROL
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SCREEN NAVIGATION

• Tabbing
• Moves From Field to Field
• Clicking
• Use Mouse
• Select an Item or Text Field
• Do Not Use Back and Forward
• Use Navigation Features in SPDS

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MAIN MENU

• Your Hospital Name Will Appear
• Choose an Action
• Begin a New Case Birth
• Begin a New Case Prenatal
• Search For a Birth
• Requests for Unlock Authorization

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SUBMITTING A SCREEN

• Each Screen Is Submitted Independently
• Submitting Initiates Processes
• Edits Between Fields
• Edits Between Screens

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SUBMITTING A SCREEN

• To Record Data
• Click CONTINUE
• No Incompatibilities
• Next Screen Is Displayed
• Screen Retrieval Time
• Complexity of Screen Form
• Speed of Computer and Modem

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ON-SCREEN HELP
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ON-SCREEN HELP
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SCREEN DATA ENTRY

• Four Types
• Text Items in Open Boxes
• Radio Buttons
• Check Boxes
• Drop Down Lists
• All Screens Have CONTINUE Buttons

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Text Box
Date Box
Drop Down Box
Radio Button
Check Box
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DROP-DOWN SELECTION LISTS

• Only One Entry May be Selected
• Use Mouse to Open Select
• Tab Type First Character of the Entry
• More Than One Entry
• Keep Pressing the Key
• Until Entry Appears

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DATES

• Must Be Valid
• Will Not Accept 02/30/2003
• Requires Correct Number and Position of
  Characters
• Must Be Logical
• Date of Birth Cannot Be Later Than Current Date

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TYPES OF POP-UPS

• Pop-Up Messages
• Alerts or Confirmations
• Pop-Up Selections
• OK Means Yes, Cancel Means No
• Pop-Up Entry Items
• Prompt to Enter More Text

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ALERT CONFIRMATION
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SELECTION EXAMPLES
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POP-UP ENTRY ITEMS
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SPDS MAIN MENU

• User Identity is Known to the System After
  Logging into the HPN/HIN
• Main Menu Provides Access to All SPDS Functions
  for Which the User is Authorized
• For Example, Hospital vs. County Users

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DATA ENTRY SCREENSMAIN MENU
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NEW BIRTH REGISTRATION SCREEN
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INSTITUTIONSCREEN
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ENTERINGATTENDANTINFORMATION
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INFANT SCREEN
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CONGENITAL ANOMALIES SCREEN
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• Select Anomaly, if Appropriate
• If Anomaly is Selected
• Answer Was diagnosed prenatally?
• If Diagnosed Prenatally is Selected
• Answer Method(s) Used?
• Click Finish to Set All Unanswered Anomalies
  to No
• Click Continue

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FINISHINGCONGENITAL ANOMALIES
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LABOR AND DELIVERYSCREEN
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MOTHER SCREEN
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FATHER SCREEN
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PRENATAL HISTORYSCREEN
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PRENATAL CARESCREEN
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INTERVIEW / CHARTSCREEN
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ADDITIONAL QI QUESTIONS

• Additional QI Questions Have Been Incorporated
  Into the SPDS
• Fields Not Part of Birth Certificate are
• Displayed in Blue On-screen
• Labeled as QI in the Workbook and Guidelines

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FINAL REVIEWSCREEN
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FINAL REVIEW SCREEN

• Verify Data
• See if Data Is Complete
• See if Data Passed Edits
• See Required Data Alerts
• See Warnings

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MULTIPLE BIRTHS

• Twins, Triplets etc. Born Within 4 Hours of Each
  Other
• Can Use Link To Pull In Demographic Information
• Many Items Will Be Pre-filled

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TWIN LINK

• Link Is Displayed At Bottom of the Final Review
  Screen

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PRINT SCREEN
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PRINT SCREEN PATERNITY ACKNOWLEDGEMENT WORKBOOK
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• Generates a PDF File
• Allows User To View On-Screen
• Print By Using Web Browser
• Uses Laser Printer
• Parents and Hospital Staff Should Examine Before
  Executing

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• Paternity Acknowledgement Workbook
• Prefilled From SPDS
• Ensures Accurate Name and Address Information
• Printed Form May Be
• Executed
• Signed and Witnessed
• Submitted to Local Registrar

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PRINTDRAFT BIRTH CERTIFICATE
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PRINTING A DRAFT CERTIFICATE

• Assures Printer Is Working
• Allows for Final Checking
• May Print As Many As Needed

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PRINT LEGAL COPY OF BIRTH CERTIFICATE
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DRAFT VS. FINALCERTIFICATE

• Notice Draft Certificate Has
• DRAFT In Top Right Hand Corner
• DRAFT Watermark Imbedded
• Notice Final Certificate Has
• State File Number and Bar Code

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HOW TO PRINT A FINAL CERTIFICATE

• Necessary To Enter a Unique Computer Generated
  Password For Each Certificate
• Protects Integrity
• Ensures Security

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PRINTING A BIRTH CERTIFICATE
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PRINTING PASSWORD

• Is Located on Print Screen Window
• Click on Print Screen Window
• Cut and Paste Password
• Click Onto Password Pop-Up
• Position Cursor and Paste

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PRINTING PASSWORD

• Password Will Appear As
• Click OK
• Certificate Will Appear
• Print Using Browser Button

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PRINTING A LEGAL BIRTH CERTIFICATE
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PRINTED BIRTH CERTIFICATE

• Will Be On 8 ½ x11 Plain Paper
• Send Only One Copy to Registrar
• Local Registrar Responsible For Making a Copy to
  Keep On File
• Both Hospital And Local Registrar Should Check
  for Clarity Accuracy
• Certificate is Scanned at DOH

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PRINT BIRTH CASE REVIEW (FULL RECORD)

• Birth Case Review Replaces Abstract
• On-Screen Representation of Data Entered Into the
  SPDS
• Can Be Filed With Medical Record
• Can Be Used To Verify

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DOH RECOMMENDS

• Filing Birth Case Review With Medical Record
• Filing the Release Page of Workbook With
  Medical Record
• Contains SSA and Immunization Registry Releases

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OOPS! A MISTAKEON A BIRTH CERTIFICATE!
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WHAT SHOULD I DO?
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IT DEPENDS WHERE THE CERTIFICATE IS

• Certificate Has Not Left the Hospital
• Hospital Has Sent It to Local Registrar
• Parent Has Received Their Copy from Local
  Registrar

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IT DEPENDS WHERE THE CERTIFICATE IS

• If Local Registrar Has Accepted It?
• Accepted Means
• Signed, Dated and Register Number Assigned
• If Problem Registrar, Does Not Accept

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WHO IS RESPONSIBLE FOR WHAT?
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• Hospitals are Responsible for Unlock Requests
• Once Local Registrar Has Accepted the Record
• Responsible For Initiating the Legal
  Correction Process
• Registrar May Request Supporting Documentation
  From Hospital.

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UNLOCKING A RECORD

• Return To the Main Menu
• Choose From One of the Following
• Unlock Birth Certificate - Print Only
• Unlock Birth Certificate Change Print
• Unlock Birth Certificate Status Reprint

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SEARCH FOR THE RECORD TO BE UNLOCKED

• By Medical Record Number
• By State File Number
• Last Name of Child
• May use complete name
• May Use the First Couple of Letters

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SEARCH RESULTS

• List of Infants That Match Your Search Will Be
  Displayed
• Click on the Hyperlink Provided on the Medical
  Record Number
• Infants Record Will Be Displayed

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CERTIFICATE DATA TO BE UNLOCKED
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WHEN THE RECORD IS DISPLAYED

• Verify That the Intended Baby is Selected
• Scroll Down to Reveal Legal Items That May Be
  Changed
• Click on Associated Check Box

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WHEN THE RECORD IS DISPLAYED

• Enter New / Updated Information
• Repeat This Action, As Needed
• Click on Continue
• Screen Will Appear With All Legal Items On It,
• Review Verify

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ACKNOWLEDGEMENT STATEMENT
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• User Must Enter Their Name, Swearing, Under
  Penalty of Perjury, That the Birth Certificate
  Items Selected On This Page For the Above Named
  Child, Were Incorrectly Entered On the Childs
  Birth Certificate By the Hospital and Should Be
  Corrected As Noted.

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DOH REVIEWS REQUESTS FOR UNLOCKS

• Approve Unlock Request
• OR
• Reject Unlock Request

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CHECKING THE STATUS OF RECORDS, WHERE THERE HAS
BEEN AN UNLOCK REQUEST

• Return To Main Menu
• Select Radio Button Unlock Birth Certificate
  Data Statuses
• Click Continue

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LISTING OF UNLOCK REQUESTS
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LISTING OF REQUESTS

• Last Column Labeled STATUS
• APP -- DOH Has Approved
• REJ -- DOH Has Rejected the Request
• Note of Explanation is Attached
• REQ -- DOH Has Yet To Review

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DIFFERENT FROM CURRENT SYSTEM

• No More Faxes or Phone Calls!
• Speedier!
• Once Approved
• Change Is Made Automatically
• User Will Not Have to Make the Change

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REQUEST HAS BEEN APPROVED

• User May Click On the APP
• Final Review Screen Appears
• User Should Review Warnings
• Complete Information
• Especially Important When Fathers Information
  Was Added

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REQUEST HAS BEEN APPROVED

• Print Paternity Acknowledgement, If Necessary and
  Birth Certificate
• Note Original Information is Printed On the
  Bottom Of the Certificate
• Present To Certifier For Signature
• Destroy Original (Incorrect) Record

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DELETE A RECORD

• Should Be Very Few
• System Checks For Duplicates
• Incomplete Records Purged From System
  Automatically
• Finalized Record Needs to Be Deleted
• Contact DOH

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DOCUMENTATION

• FAQs (Frequently Asked Questions)
• Guidelines
• Workbooks
• Glossary
• Instruction Manual
• Contact Listing
• This Presentation

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FUTURE ITERATIONS OF SPDS

• Already In the Planning and Development Stages
• Next Major Release Scheduled For Spring/Summer of
  2004
• Hospital and RPC Reports
• Extract Files For QI/QA Analyses

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WHAT CAN I DO NOW TO GET READY FOR JANUARY 1st?

• Be Up to Date with 2003 Births
• All 2003 Births should be entered into Genesis
  EBC As Soon As Possible.
• Genesis System Will Be Obsolete
• 2004 Birth Records Will Not Be Accepted Using
  Genesis System

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WHAT CAN I DO NOW TO GET READY FOR JANUARY 1st?

• Ensure Hardware Is In Place
• Ensure Each Individual That Will Enter Birth Data
  Has Their Own HPN Account

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WHAT CAN I DO NOW TO GET READY FOR JANUARY 1st?

• Review New Workbooks and Guidelines
• Make Arrangements So That New Items Will Be
  Available To You

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I NEED HELP!
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WHERE CAN I GET HELP?

• Refer To Documentation You Have Been Given and
  Online Help
• Your RPC Coordinator Will Be Your Primary Support
  Person
• They are Familiar With the SPDS.
• If They Are Unable To Resolve Your Issue They
  Will Escalate For You

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LIST OF RPC CONTACTS

• The Last Page of the SPDS Instruction Manual
• On-line Help Tab

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QUESTIONS

• ? ? ?

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PANELISTS

• Mary Applegate, MD, NYSDOH
• Peter Carucci, NYS DOH
• Paul Gillette, Upstate Medical Univ
• George Hobbs, Partners In Health Systems
• Eileen Shields, NYS DOH
• Terry Sowinski, NYS DOH
• Karen Starke, NYS DOH

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QUESTIONS

• ? ? ?