AVSS
Automated Vital Statistics System
Quick Reference Manual
AVSS PROJECT
INSTITUTE FOR SOCIAL, BEHAVIORAL,
AND ECONOMIC RESEARCH
January 2007
ACKNOWLEDGEMENTS
This manual was updated in 2006 by Glen
Nishida as originally written by Ellen Needham and Sharon Sasaki.
This document may be copied and
distributed without restriction.
Please address all questions
regarding AVSS to:
AVSS Project
Institute
for Social, Behavioral, and Economic Research
805-893-3214
TRADEMARKS
Automated Vital Statistics System
and AVSS are trademarks of the
Regents of the
TABLE OF CONTENTS
HOSPITAL BIRTH RECORD............................................................................................................................................................ 5
REGISTER BIRTH RECORD............................................................................................................................................. 5
DISPLAY RECORD........................................................................................................................................................... 10
EDIT RECORD................................................................................................................................................................... 13
ALPHA LIST OF RECORDS............................................................................................................................................. 15
COMPLETE INCOMPLETE RECORD........................................................................................................................... 16
INCOMPLETE RECORD.............................................................................................................................................. 16
SKIPPED FIELD(S)....................................................................................................................................................... 16
INCOMPLETE RECORD REPORT................................................................................................................................ 17
FILING VARIABLE LIST..................................................................................................................................................... 18
VARIABLE DISPLAY.......................................................................................................................................................... 19
INDEX LIST DISPLAY........................................................................................................................................................ 21
NON-CONFIDENTIAL DISPLAY...................................................................................................................................... 22
VALIDATION DISPLAY...................................................................................................................................................... 23
INDIVIDUAL INQUIRY....................................................................................................................................................... 24
USER REPORT................................................................................................................................................................. 25
USER REPORT BY ACTIVITY INDEX............................................................................................................................. 26
USER SUMMARY............................................................................................................................................................... 27
PRINT RECORD................................................................................................................................................................ 28
SCRATCH RECORD........................................................................................................................................................ 29
MODIFY USER LISTS....................................................................................................................................................... 30
ADDING A NEW CERTIFIER/ATTENDANT NAME................................................................................................... 30
EDITING A CERTIFIER’S/ATTENDANT'S
INFORMATION...................................................................................... 31
LIST
CERTIFIERS/ATTENDANTS.............................................................................................................................. 32
DELETING A CERTIFIER/ATTENDANT..................................................................................................................... 33
ATTENDANT LIST.............................................................................................................................................................. 34
ADDING A NEW ATTENDANT..................................................................................................................................... 34
LIST ATTENDANTS....................................................................................................................................................... 34
EDIT AN ATTENDANT................................................................................................................................................... 35
DELETING AN ATTENDANT........................................................................................................................................ 35
PROCESS REGISTRAR REFUSED RECORDS......................................................................................................... 36
VERIFICATION LETTER................................................................................................................................................... 37
DUPLICATE RECORD REPORT BASED ON NAME.................................................................................................. 39
LIST TO BE SENT TO HEALTH
SELECTING RECORDS FOR LIST............................................................................................................................ 40
DISPLAYING RECORDS ON LIST............................................................................................................................. 40
REMOVING RECORDS FROM LIST.......................................................................................................................... 41
PRINTING RECORDS ON LIST.................................................................................................................................. 41
GENERATE HOSPITAL CBC FILE................................................................................................................................. 42
HOSPITAL UNSENT LIST OF INCOMPLETES............................................................................................................ 43
NEWSPAPER ANNOUNCEMENT REPORT................................................................................................................ 44
HP LASERJET FORM ALIGNMENT................................................................................................................................ 45
TABLE OF CONTENTS
(continued)
MAILBOX......................................................................................................................................................................................... 46
SEND MAIL......................................................................................................................................................................... 47
PRINT MAIL......................................................................................................................................................................... 48
MESSAGES, MANAGER'S............................................................................................................................................ 47
MESSAGES, USER'S.................................................................................................................................................... 47
DELETE MAIL..................................................................................................................................................................... 49
MESSAGES, MANAGER'S............................................................................................................................................ 49
MESSAGES, USER'S.................................................................................................................................................... 50
REPORT STATUS OF SENT MAIL.................................................................................................................................. 51
YOUR PASSWORD........................................................................................................................................................................ 52
CHANGE YOUR PASSWORD......................................................................................................................................... 52
REPORT GENERATOR.................................................................................................................................................................. 53
QUERY DATABASE........................................................................................................................................................... 53
GENERATE REPORT - RUNNING A REPORT IN
THE FOREGROUND................................................................ 58
GENERATE REPORT - RUNNING A REPORT IN
THE BACKGROUND................................................................ 59
OUTPUT SAVED REPORT.............................................................................................................................................. 60
LIST SAVED REPORTS.................................................................................................................................................... 63
DELETE SAVED REPORT............................................................................................................................................... 64
SYSTEM MAINTENANCE.............................................................................................................................................................. 65
ID FILE................................................................................................................................................................................. 65
ADD A USER.................................................................................................................................................................. 65
EDIT A USER.................................................................................................................................................................. 66
DEACTIVATE A USER................................................................................................................................................... 67
REACTIVATE A USER................................................................................................................................................... 67
LIST USERS................................................................................................................................................................... 68
LIST USERS' LAST LOGIN.......................................................................................................................................... 68
CLASSIFICATION/SECURITY OPTION TABLES........................................................................................................................ 69
GLOSSARY OF TERMS................................................................................................................................................................. 71
ERRORS/WARNINGS.................................................................................................................................................................... 73
CROSS-REFERENCES, VALIDATIONS, AND
WARNINGS....................................................................................................... 74
VS-10A MEDICAL DATA SUPPLEMENTAL
WORKSHEET..................................................................................................... 76
VS-10B RACE IDENTIFICATION WORKSHEET......................................................................................................................... 78
INDEX............................................................................................................................................................................................... 79
BIRTH REGISTRATION COMMANDS.......................................................................................................................................... 81
EDIT COMMANDS.................................................................................................................................................................. 81
AVSS Quick Reference Manual
Hospital Birth Record, Register Birth Record
REGISTER BIRTH RECORD
The process in AVSS of entering and storing data needed to
complete a certificate of live birth. Data
entry is accomplished using a simple item-by-item prompting sequence. All information is entered in the same order
that it will be later be displayed on a CERTIFICATE OF LIVE BIRTH. After entering the data, you will be allowed
to print and then file the data as a permanent record in AVSS. If you do not know what to enter or how to
spell the word press F1 (or Type
‘?’) for help or F3 (‘^L’) for a
list. You can also type the first one to
three letters then enter to get a shorter list.
Note: If you are entering a birth
that occurred outside of your hospital, be sure you signed onto AVSS using the HOME password.
SYSTEM OPTION > [H]
[Enter] OSPITAL BIRTH RECORD
HOSPITAL BIRTH RECORD OPTION > [R] [Enter] EGISTER BIRTH
RECORD
BPF. BABY'S PATIENT FILE NUMBER > [696] [Enter]
1A. FIRST (GIVEN) NAME OF CHILD > [JOHN] [Enter]
1B. MIDDLE NAME OF CHILD > [PAUL] [Enter]
1C. LAST (FAMILY) NAME OF CHILD (SURNAME) > [JONES]
[Enter]
CHECKING FOR POSSIBLE DUPLICATES USING: JON, JO
(USE CTRL-C TO TERMINATE SEARCH)
2. SEX OF CHILD > [M] [Enter] ALE
3A. THIS BIRTH SINGLE, TWIN, ETC. <SINGLE> [Enter]
4A. DATE OF BIRTH > [010107] [Enter] CONVERTED TO
01/01/2007
CHECKING FOR POSSIBLE DUPLICATES USING: JON, JO 1/1/2007
(USE CTRL-C
TO TERMINATE SEARCH)
4B. HOUR OF BIRTH (24 HOUR CLOCK) > [10:53 P] [Enter] CONVERTED TO: 2253
MAR. MOTHER MARRIED (AT ANY TIME DURING THE PREGNANCY) >
[NO] [Enter]
Note: If you enter Y, you will go to field 6A-FIRST (GIVEN) NAME OF FATHER.
ACCORDING
TO STATE LAW, IN ORDER FOR THE FATHER'S NAME TO BE PRINTED IN FIELDS
6A-6C, THE PARENTS MUST BE MARRIED TO
EACH OTHER OR THE MOTHER AND THE FATHER
MUST SIGN A VOLUNTARY DECLARATION OF
PATERNITY AT THE HOSPITAL BEFORE THE
BIRTH CERTIFICATE IS PREPARED.
DECP. DO
YOU HAVE A DECLARATION OF PATERNITY SIGNED BY THE FATHER & MOTHER
> [Y][Enter]ES
Note: If you enter N, you will go to field 7-FATHER’S STATE OF
Father’s name will contain dashes and
you will not be able to enter or edit that data.
6A. FIRST (GIVEN) NAME OF FATHER > [ROBERT] [Enter]
6B. MIDDLE NAME OF FATHER > [DAVID] [Enter]
6C. LAST (FAMILY) NAME OF FATHER (SURNAME) > [JONES]
[Enter]
7. FATHER'S STATE OF
8. FATHER'S DATE OF BIRTH > [050539] [Enter]
AVSS Quick Reference Manual
Hospital Birth Record,
Register Birth Record (continued)
05/05/1939 <-- ASSUMED DATE
FATHER'S AGE
AT CHILD'S BIRTH COMPUTED: 67
CONVERTED TO
05/05/1939
FATHER'S AGE
(COMPUTED FROM FIELD 8) IS OUTSIDE
THE RANGE 15
THRU 64, INCLUSIVE.
VALIDATION:
FAGE
THE STATE
REGISTRAR REQUIRES THAT THE FOLLOWING
COMBINATION
OF FIELD(S)/VALUE(S) BE VALIDATED:
FIELD: 8 =
'05/05/1939'
FIELD: FAGE
= '67'
YOU WILL LATER
BE ASKED TO VALIDATE THIS VALUE,
IF YOU ARE
UNSURE OF ITS VALIDITY, BACKUP WITH AN '^' AND USE '^S' TO SKIP.
Note: The following line illustrates
the CONCATENATE command.
9A. FIRST
(GIVEN) NAME OF MOTHER > [MARIA;ELENA;SANCHEZ] [Enter]
9B. MIDDLE NAME OF MOTHER > ELENA
9C. BIRTH LAST (FAMILY) NAME OF MOTHER (MAIDEN SURNAME) >
SANCHEZ
MLN. MOTHER'S CURRENT LAST NAME > [JONES] [Enter]
10. MOTHER'S STATE OF
11. MOTHER'S DATE OF BIRTH > [060680]
[Enter]
06/06/1980 <-- ASSUMED DATE
MOTHER'S AGE AT CHILD'S BIRTH
COMPUTED: 26
CONVERTED TO 06/06/1980
12A. PARENT OR OTHER INFORMANT - SIGNATURE (SURNAME ONLY)
> [JONES]
[Enter]
12B. INFORMANT'S RELATIONSHIP TO CHILD > [MO] [Enter]THER
12C. DATE INFORMANT SIGNED > [010107] [Enter]
CONVERTED TO 01/01/2007
13D. NAME, TITLE AND MAILING ADDRESS OF ATTENDANT
> [BO] [Enter] WLES,
TYPE. ATTENDANT
CODE <C.N.M.> [Enter] C.N.M. (CERTIFIED NURSE MIDWIFE OR
CNM) (3) (ITYPE=3)
13C. DATE ATTENDANT OR CERTIFIER SIGNED > [Type ^S or
Press F3 Key] [Enter]
14. NAME AND TITLE OF
CERTIFIER IF NOT ATTENDANT > [Enter]
15A. DATE OF DEATH
> [Enter]
Note: Starting Jan. 1, 2000, up to three
multiple races are allowed per person for the father’s and mother’s race
(Fields 18 and 21). Withheld and unknown
are allowed for Father’s and Mother’s race #1 only. If you do not know how to spell the race
enter the first one to three letters and choose from a list. You must choose from the AVSS List. If it is absolutely necessary to enter a race
not contained on the AVSS List, please contact your local registrar of births.
19. FATHER HISPANIC > [NO] [Enter]
18A. FATHER'S RACE #1 > [IRI] [Enter] SH
AVSS Quick Reference Manual
Hospital Birth Record, Register Birth Record (continued)
18B.
FATHER'S RACE #2 > [JA] [Enter]
1 JACK WHITE
2 JACKSON WITE
3
JAMAICAN
4 JAPANESE
5 JAVA
SELECTION # > [4] [Enter] JAPANESE
18C.
FATHER'S RACE #3 > [CHUM] [Enter]
ASH
20. FATHER -
DATE LAST WORKED (MONTH/YEAR) > [12/06] [Enter]
20A.
FATHER'S USUAL OCCUPATION > [PROGRAMMER] [Enter]
20B.
FATHER'S USUAL KIND OF BUSINESS OR INDUSTRY
> [BANKING]
[Enter]
20C. HIGHEST
DEGREE OR LEVEL OF SCHOOL COMPLETED BY THE FATHER
> [12] = 12TH GRADE,
BUT NO
DIPLOMA
DO NOT ENTER
12 IF THE FATHER EARNED A HIGH SCHOOL DIPLOMA, GED OR HIGHER
DEGREE. 12
SHOULD ONLY BE ENTERED IF THE FATHER COMPLETED THE 12TH GRADE BUT
DID NOT EARN
A DIPLOMA. ARE YOU SURE? <N> [Y] [Enter]
22. MOTHER
HISPANIC > [MEXI] [Enter] CAN
21A. MOTHER'S
RACE #1 > [HISP] [Enter]
1 HISPANIC
2 HISPANO
SELECTION #
> [1] [Enter] HISPANIC
21B.
MOTHER'S RACE #2 > [SAM] [Enter] OAN
21C.
MOTHER'S RACE #3 > [Enter]
23. MOTHER -
DATE LAST WORKED (MONTH/YEAR) > [11/06] [Enter]
23A. MOTHER'S
USUAL OCCUPATION > [VICE-PRESIDENT] [Enter]
23B.
MOTHER'S USUAL KIND OF BUSINESS OR INDUSTRY
> [BANKING]
[Enter]
23C. HIGHEST
DEGREE OR LEVEL OF SCHOOL COMPLETED BY THE MOTHER
> [BACH]
ELOR'S DEGREE
(E.G. BA, AB, BS)
24A.
MOTHER'S RESIDENCE (STREET, NUMBER OR LOCATION)
> [