AVSS LOCAL REGISTRAR'S MANUAL
LFN Assignment
AVSS Local File Number Assignment Log
Register A Birth
Edit a Birth Certificate
Amend A Birth Certificate
Amendment Display
Seal A Birth Certificate
Seal and Replace A Birth Certificate
Certified Abstract Print
Variable Display
Missing File Number Report
Missing File Number Editor
Scratch Certificate
List Duplicate Certificate Report
Duplicate Record Report Based on Name
Duplicate Record Report Based on Hospital/DOB/TOB
Find and Remove Duplicate Subforms
Generate County CBC File
Generate CBC File to Terminal
Generate CBC File Suboptions Table
Late Registration and Submission Reports
In this option the LFN can be assigned and printed on a birth certificate in the upper right hand corner. Also printed on the birth certificate at this time is a bar code in the lower right hand corner and the registration date (Field 17).
SYSTEM OPTION > [B] [Enter] IRTH CERTIFICATE
BIRTH CERTIFICATE OPTION > [LF] [Enter] N ASSIGNMENT
YEAR <2000> [Enter]
Note: Anything in < > is the default, if that is correct just enter, otherwise enter the correct information.
BEGINNING LFN <1200056000004> [Enter]
REGISTRATION DATE > [T] (01/24/2000)
Note: If Field 17 (Registration Date) already has the date stamped in it on the birth certificate, just enter. That field will not be filled in when the LFN number is printed. If a date is not already stamped on the certificate, a date such as [T] for today can be entered here or [T-1] for yesterday or [T+1] for tomorrow.
LOAD TEST CERTIFICATE AND HIT RETURN - > [Enter]
Note: Load a blank birth certificate form (not a photocopy) for an accurate test.
PRINTING...
PLEASE SCAN THE TEST BAR CODE IN THE LOWER RIGHT CORNER TO CONFIRM
- >1200056000004
BAR CODE SCAN PASSED.
Note: Check the alignment of the bar code, the date in Field 17, and the LFN number. If the alignment is off, call the AVSS project to have it corrected. If the bar code scan failed, try again.
PROCEED TO NUMBER REAL BIRTH CERTIFICATES <N> [Y] [Enter]
ENTER COUNT > [2] [Enter]
FINAL VERIFICATION: GENERATE 1200056000004 TO 1200056000005
OK <Y> [Enter]
LOAD REAL BIRTH CERTIFICATES AND HIT RETURN - > [Enter]
DONE.
NEXT BEGINNING LFN WILL BE SET TO <1200056000006> [Enter]
THE NEXT LFN FOR YEAR 2000 WILL BE 1200056000006. CONFIRM <Y> [Enter]
LOG LFN ASSIGNMENT AND HIT RETURN - > [Enter]
Note: file out the information listed on the AVSS Local File Number Assignment Log (see example on the next page.
BIRTH CERTIFICATE OPTION >
AVSS Local File Number Assignment Log
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Ending LFN |
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Register A Birth
This is the option where the baby is registered at the Local Registration District (LRD) and given a Local File Number (LFN). If the option LFN Number Assignment was used to print the LFN on the birth certificate, at HOSP. Hospital > use the bar code scanner on the hospital created bar code. That will enter the hospital number, and baby's name. At the LFN. Assigned Local File Number > scan the bar code that was just printed in the lower right hand corner. It is easier and less work using a bar code scanner. If you do not use a bar code scanner, enter the way you see it here.
Register An Incomplete Birth Certificate
This is to help with registering a birth certificate that AVSS indicates in incomplete
BIRTH CERTIFICATE OPTION > [R] [Enter] EGISTER CHILD
BIRTH CERTIFICATES MAY BE LINKED TO THE FOLLOWING FORMS:
HCA HOSPITAL BIRTH RECORD
AVSS WILL ATTEMPT TO RETRIEVE DATA FROM A LINKED FORM.
SEARCHING HOSPITAL BIRTH RECORD...
HOSP. HOSPITAL > [642] [Enter] = COMMUNITY MEM HOSP-SAN BUENAVENTURA (642)
PLEASE ENTER THE APPROPRIATE IDENTIFYING INFORMATION IF YOU WANT TO LINK,
OR '^' AT INDEX TO SEARCH TO REGISTER A NEW FORM.
FILE# OR INDEX TO SEARCH > [99321] [Enter]
# NAME DATE FILE# NEXT SKIPPED
-------------------------------------------------------------------------------
1) GRIFFIN, NANCY ELAINE . . . . . . 2/14/2000 99321 12A,12B,12C,13C,
IS THIS THE PERSON? <Y> [Enter]
WARNING: SOURCE FORM SELECTED HAS SKIPPED FIELDS, CONTINUE <Y> [Enter]
Note: You have the option of skipping the fields yourself (press F9 or [^S] [Enter]) and registering the record anyway, completing the skipped fields and registering the record, or sending the birth certificate back to the hospital for them to complete.
RETRIEVING DATA ............
RUNNING VALIDATION CHECKS...
GESTATIONAL AGE COMPUTED FROM LAST NORMAL MENSES: 41.2 WEEKS.
FIRST WE WILL REPROMPT ALL THE QUESTIONS PREVIOUSLY SKIPPED
'^Q' AND '^FILE' HAVE BEEN DISABLED, BUT IF YOU STILL WISH
TO DELAY ANSWERING YOU MAY '^SKIP' AGAIN.
12A. PARENT OR OTHER INFORMANT - SIGNATURE (SURNAME ONLY) > [GRIFFIN] [Enter]
12B. INFORMANT'S RELATIONSHIP TO CHILD > [FA] [Enter] THER
12C. DATE INFORMANT SIGNED <02/15/2000> [T-1] [Enter]
2/14/2000 <-- ASSUMED DATE
CONVERTED TO 02/14/2000
13C. DATE ATTENDANT OR CERTIFIER SIGNED > [T-1] [Enter]
2/14/2000 <-- ASSUMED DATE
CONVERTED TO 02/14/2000
12A. PARENT OR OTHER INFORMANT - SIGNATURE (SURNAME ONLY) <GRIFFIN> [Enter]
12B. INFORMANT'S RELATIONSHIP TO CHILD <FATHER> [Enter]
12C. DATE INFORMANT SIGNED <02/14/2000> [Enter]
13C. DATE ATTENDANT OR CERTIFIER SIGNED <02/14/2000> [Enter]
ALL THE PREVIOUSLY SKIPPED PROMPTS HAVE BEEN REPROMPTED
LFN. ASSIGNED LOCAL FILE NUMBER >
Edit A Birth Certificate
The only fields that can be edited at the LRD are 15A (Date of Death), Census Tract, and Comment (a field that is only available as an edit). To edit other fileds, you must contact the state. A password is needed to edit. To get the password, check with your system manager.
SYSTEM OPTION > [B] [Enter] IRTH CERTIFICATE
BIRTH CERTIFICATE OPTION > [E] [Enter] DIT CERTIFICATE
PASSWORD >
FILE# OR INDEX TO SEARCH > [29] [Enter]
# NAME DATE FILE# NEXT SKIPPED
-------------------------------------------------------------------------------
1) WINSTON, GRACE ROSE . . . 1/4/1996 1199656000029
2) JONES, ROBERT EDWARD . . . . . . 10/13/1999 1199956000029
PERSON # > [2] [Enter]
RETRIEVING DATA .............
YOU ARE USING 'EDIT' INSTEAD OF 'AMEND' FOR A COUNTY BIRTH CERTIFICATE
ARE YOU SURE? <N> [Y] [Enter]
FIELD(S) TO MODIFY > [LFN] [Enter]
FIELD "LFN" IS AN INVALID FIELD TO MODIFY
FIELD(S) TO MODIFY > [15A] [Enter]
15A. DATE OF DEATH > [12/13/1999] [Enter]
FIELD(S) TO MODIFY > [Enter]
GESTATIONAL AGE COMPUTED FROM LAST NORMAL MENSES: 37.5 WEEKS.
(F)ILE, (E)DIT, (V)ALIDATE, (D)ISPLAY, OR (P)RINT > [F] [Enter]
FILING BIRTH CERTIFICATE .............
EDIT ANOTHER <Y>[N] [Enter]
Amend A Birth Certificate
BIRTH CERTIFICATE OPTION > [AM] [Enter]
1 AMEND CERTIFICATE
2 AMENDMENT DISPLAY
SELECTION # > [1] [Enter] AMEND CERTIFICATE
FILE# OR INDEX TO SEARCH > [29] [Enter]
# NAME DATE FILE# NEXT SKIPPED
-------------------------------------------------------------------------------
1) WINSTON, GRACE ROSE . . . 1/4/1996 1199656000029
2) JONES, ROBERT EDWARD . . . . . . 10/13/1999 1199956000029
PERSON # > [2] [Enter]
BIRTH CERTIFICATE
1A.ROBERT 1B.EDWARD 1C.JONES
2.MALE 3A.SINGLE 3B.- 4A.10/13/1999 4B.0102
5A.COMMUNITY MEM HOSP-SAN BUENAVENTURA 5B.147 N. BRENT ST.
5C.VENTURA 5D.VENTURA 5E.HOSPITAL
6A.WAYNE 6B.JOHN 6C.JONES 7.WA 8.01/19/1960
9A.TESA 9B.LOUISE 9C.EDWARDS 10.CA 11.01/14/1965
12A.JONES 12B.FATHER 12C.10/13/1999
13B.643 13C.10/13/1999
13D.ANNE CHEZAR,MD,2629 LOMA VISTA,VENTURA,CA 14.
15A. 15B. 16.GEORGE FLORES, MD 17.01/25/2000
18.BLACK 19.MEX-AMERICAN 20A.MUSICIAN 20B.MUSIC 20C.16
21.MEXICAN 22.MEX-AMERICAN 23A.GARDNER 23B.LANDSCAPE 23C.15
I18A. I18B. I18C. I19.2 I21.11 I21A. I21B. I21C. I22.2 DATEAB.
24A.1212 MAIN ST 24B.VENTURA
24C.VENTURA 24D.CA 24E.93002
25A.01/22/1999 25B.2ND 25C.11
25D.08 26.2530 28A.03 27A.0 27B.0 27D.0 27E.0
28B.07 29.00 27C.- 27F.-
30.20,11 31.29,28,27 SENT. SENTHCA. SENTLCA.
A.0642 B.056 D.1 E.1 F.YN CT. 32.443-02-1111 33.432-01-9922
LFN.1199956000029 FAGE.39 COM. MAGE.34 GAGE.264 GAWK.37.5 TYPE.M.D. AMNDAT.
ENTERED: CAYTON,GAIL 10/13/1999 LAST UPDATED: CAYTON,GAIL 1/26/2000
HIT RETURN TO CONTINUE > [Enter]
THIS PERSON HAS NO AMENDMENTS FILED.
AMENDMENT DATE > [T] [Enter]
FIELD(S) TO MODIFY > [1C] [Enter]
1C. LAST (FAMILY) NAME OF CHILD (SURNAME) <JONES>
> [EDWARDS-JONES] [Enter]
FIELD(S) TO MODIFY > [Enter]
GESTATIONAL AGE COMPUTED FROM LAST NORMAL MENSES: 37.5 WEEKS.
(F)ILE, (A)MEND, (V)ALIDATE, OR (D)ISPLAY > [F] [Enter]
Amendment Display
This option shows what amendments have been done on a specific birth certificate, who entered them and when.
BIRTH CERTIFICATE OPTION > [A] [Enter]
1 ALPHA LIST OF CERTIFICATES
2 AMEND CERTIFICATE
3 AMENDMENT DISPLAY
SELECTION # > [3] [Enter] AMENDMENT DISPLAY
FILE# OR INDEX TO SEARCH > [29] [Enter]
# NAME DATE FILE# NEXT SKIPPED
-------------------------------------------------------------------------------
1) WINSTON, GRACE ROSE . . . 1/4/1996 1199656000029
2) EDWARDS-JONES, ROBERT EDWARD . . 10/13/1999 1199956000029
PERSON # > [2] [Enter]
CAYTON,GAIL ON 1/26/2000 AT 09:42 AM AMENDED FIELD 1C
FROM 'JONES' TO 'EDWARDS-JONES'.
DATE OF LAST AMENDMENT: 1/26/2000
BIRTH CERTIFICATE OPTION >
Seal A Birth Certificate
When a court order comes from the state to seal a birth certificate and nothing is to be changed on the birth certificate, this is the option to be used.
BIRTH CERTIFICATE OPTION > [S] [Enter]
1 SCRATCH CERTIFICATE
2 SEAL CERTIFICATE
3 SEAL AND REPLACE CERTIFICATE
SELECTION # > [2] [Enter] SEAL CERTIFICATE
PASSWORD >
FILE# OR INDEX TO SEARCH > [30] [Enter]
# NAME DATE FILE# NEXT SKIPPED
------------------------------------------------------------------------------------------
1) FRANCO, EDUARDO RAMON . . . . 1/6/1995 19556000030
8) DRAGON, ALEXANDER RAYMOND. . 1/2/1996 1199656000030
3) WONG, GRACE ELAINE . . . . . . . 1/26/2000 1200056000030
PERSON # >[3] [Enter]
WARNING: THIS CERTIFICATE DOES NOT HAVE A CENSUS TRACT.
OK TO PROCEED? <N> [Y] [Enter]
RETRIEVING DATA .............
SEALING THIS CERTIFICATE, ARE YOU SURE <N> [Y] [Enter]
FILING BIRTH CERTIFICATE .............
BIRTH CERTIFICATE OPTION >
Seal And Replace A Birth Certificate
If a court order is received from the state to replace a field in the certificate with new information and the certificate is to be sealed, this is the option to be used.
BIRTH CERTIFICATE OPTION > [S] [Enter]
1 SCRATCH CERTIFICATE
2 SEAL CERTIFICATE
3 SEAL AND REPLACE CERTIFICATE
SELECTION # > [3] [Enter] SEAL AND REPLACE CERTIFICATE
PASSWORD >
FILE# OR INDEX TO SEARCH > [41] [Enter]
# NAME DATE FILE# NEXT SKIPPED
-------------------------------------------------------------------------------
1) GRAY, JESSICA - . . . . . . 1/11/1994 19420000041
2) ELLIS, LEON PERRY . . 1/4/1995 19520000041
3) CARRERO, MICHELLE - . . . 1/24/1996 1199620000041
4) MIRANDA, BLANCA GUADALUPE . . 1/6/1997 1199720000041
5) TRUMAN, RAYMOND ALAN. . . 1/14/1998 1199820000041
6) RICH, JEREMIAH EDWIN . . . 1/10/1999 1199920000041
PERSON # >[6] [Enter]
WARNING: THIS CERTIFICATE DOES NOT HAVE A CENSUS TRACT.
OK TO PROCEED? <N> [Y] [Enter]
RETRIEVING DATA .............
CAUTION!
THIS SUB-OPTION WILL PERMANENTLY CHANGE THIS PERSON'S AVSS RECORD
AND WILL NOT ALLOW FUTURE EDITS.
MANY OF THE CONVENIENCE FEATURES FOR NORMAL REGISTRATION WILL NOT BE AVAILABLE
AND THERE WILL BE NO CBC VALIDATION CHECKING PERFORMED.
SEALING THIS CERTIFICATE, ARE YOU SURE <N> [Y] [Enter]
1A. FIRST (GIVEN) NAME OF CHILD >[JEREMIAH] [Enter]
1B. MIDDLE NAME OF CHILD > [EDWIN] [Enter]
1C. LAST (FAMILY) NAME OF CHILD (SURNAME) > [RICH] [Enter]
5A. PLACE OF BIRTH <MADERA COMMUNITY HOSPITAL> [Enter]
5B. STREET ADDRESS OR LOCATION <1250 E. ALMOND AVE.> [Enter]
5C. CITY OR TOWN OF BIRTH <MADERA> [Enter]
6A. FIRST (GIVEN) NAME OF FATHER > [EDWIN] [Enter]
6B. MIDDLE NAME OF FATHER > [LOUIS] [Enter]
6C. LAST (FAMILY) NAME OF FATHER (SURNAME) > [RICH] [Enter]
7. FATHER'S STATE OF BIRTH > [CA] [Enter]
8. FATHER'S DATE OF BIRTH > [091567] [Enter]
9A. FIRST (GIVEN) NAME OF MOTHER > [LOUISE] [Enter]
9B. MIDDLE NAME OF MOTHER > [JEAN] [Enter]
9C. BIRTH LAST (FAMILY) NAME OF MOTHER (MAIDEN SURNAME) > [SIMPSON] [Enter]
10. MOTHER'S STATE OF BIRTH > [CA] ]Enter]
11. MOTHER'S DATE OF BIRTH > [063069] [Enter]
12A. PARENT OR OTHER INFORMANT - SIGNATURE (SURNAME ONLY) > [RICH] [Enter]
12B. INFORMANT'S RELATIONSHIP TO CHILD > [FATHER] [Enter]
12C. DATE INFORMANT SIGNED > [T] [Enter]
13B. ATTENDANT LICENSE NUMBER <A38034> [Enter]
13D. NAME, TITLE AND MAILING ADDRESS OF ATTENDANT <SHIU-CHI TSAI,MD,900 E OLIVE #3D,MADERA> [Enter]
1A.JEREMIAH 1B.EDWIN 1C.RICH
5A.MADERA COMMUNITY HOSPITAL 5B.1250 E. ALMOND AVE. 5C.MADERA
6A.EDWIN 6B.LOUIS 6C.RICH 7.CA 8.9/15/1967
9A.LOUISE 9B.JEAN 9C.SIMPSON 10.CA 11.6/30/1969
12A.RICH 12B.FA 12C.1/26/2000
13B.A38034 13D.SHIU-CHI TSAI,MD,900 E OLIVE #3D,MADERA
FINAL VERIFICATION. ARE YOU SURE <N> [Y] [Enter]
FILING BIRTH CERTIFICATE .............
BIRTH CERTIFICATE OPTION >
Certified Abstract Print
BIRTH CERTIFICATE OPTION > [CE] [Enter] RTIFIED ABSTRACT PRINT
PASSWORD >
FILE# OR INDEX TO SEARCH > [56] [Enter]
# NAME DATE FILE# NEXT SKIPPED
-------------------------------------------------------------------------------
1) MCALISTER, KELLY PATRICIA. . . 1/9/1994 19420000056
2) SANCHEZ, EDUARDO JOSE . 1/11/1995 19520000056
3) RAMIREZ, JESUS BERNARDO 1/4/1996 1199620000056
4) CHAVEZ, JORGE - . . . 1/9/1997 1199720000056
5) LUONG, GRACE BRENDA . . . . 1/1/1998 1199820000056
6) ZATATE-GOMEZ, YASMINE MARIA . . . 1/11/1999 1199920000056
PERSON # > [6] [Enter]
BIRTH CERTIFICATE
1A.YASMINE 1B.MARIA 1C.ZATATE-GOMEZ
2.FEMALE 3A.SINGLE 3B.- 4A.01/11/1999 4B.0603
5A.MADERA COMMUNITY HOSPITAL 5B.1250 E. ALMOND AVE.
5C.MADERA 5D.MADERA 5E.HOSPITAL
6A.RAMON 6B.ZATATE 6C.MORALES 7.MEXICO 8.08/10/1976
9A.ROSA 9B.GOMEZ 9C.SANCHEZ 10.MEXICO 11.07/01/1975
12AGOMEZ 12B.MOTHER 12C.01/12/1999
13B.G22222 13C.01/12/1999
13D.VIVIAN THOMPSON,MD,508 E OLIVE,MADERA 14.
15A. 15B. 16.RICHARD B ARNOLD,MD 17.01/15/1999
ENTERED: CORTEZ,DORA 1/12/1999 LAST UPDATED: GOODWIN,ELLEN RO 1/20/1999
HIT RETURN TO CONTINUE > [Enter]
DO YOU WISH TO PRINT CERTIFIED ABSTRACT FOR THIS PERSON? <N> [Y] [Enter]
HOW MANY COPIES <1> [Enter]
PRINT ANOTHER CERTIFIED ABSTRACT? <N> [Enter]
BIRTH CERTIFICATE OPTION >
Sometimes the history of what has happened with the certificate needs to be checked. This is the option that would be used.
BIRTH CERTIFICATE OPTION > [VAR] [Enter] IABLE DISPLAY
FILE# OR INDEX TO SEARCH > [56] [Enter]
# NAME DATE FILE# NEXT SKIPPED
-------------------------------------------------------------------------------
1) MCALISTER, KELLY PATRICIA. . . 1/9/1994 19420000056
2) SANCHEZ, EDUARDO JOSE . 1/11/1995 19520000056
3) RAMIREZ, JESUS BERNARDO 1/4/1996 1199620000056
4) CHAVEZ, JORGE - . . . 1/9/1997 1199720000056
5) LUONG, GRACE BRENDA . . . . 1/1/1998 1199820000056
6) ZATATE-GOMEZ, YASMINE MARIA . . . 1/11/1999 1199920000056
PERSON # > [6] [Enter]
VARIABLE(S) > [%USAGE] [Enter]
%USAGE. (NOT ON FORM) <38@57720,42560,42207;38@57720,48521,48441;18@57728,62426,62412;>
%USAGE,0 <5>
%USAGE,1 <38@57720,42549,**PRINT**>
%USAGE,2 <38@57720,48457,1C^SATATE-GOMEZ^ZATATE-GOMEZ>
%USAGE,3 <38@57720,48467,6B^SATATE^ZATATE>
%USAGE,4 <38@57720,48473,**PRINT**>
%USAGE,5 <18@57728,62412,**LINK**,321,HCA,200027>
Note: %USAGE is the history of the birth certificate. '38' is the ID number of the person who did whatever the line says happens, such as in %USAGE,1, ID 38 printed the record. (If you want to know who ID 38 is, go to SYSTEM MAINTENANCE and ID FILE FUNCTION and LIST USERS. The first number on the left in the list is the ID number.) The numbers 57720,42549 is the date and time the certificate was printed. The date and time are in "MUMPS" the programming language AVSS was written in. They need to be converted to get the date and time you recognize. Call the AVSS Project for help. In %USAGE,2,3,4, ID 38 edited the record and corrected the last names in 1c and 6c and then printed the certificate again. %USAGE,5, documents when the LRD registers the record and gives it a LFN. In that line "321,HCA,200027", '321' is the hospital code, 'HCA' means Hospital California, '200027' is the hospital record number.
VARIABLE(S) > [TYPE] [Enter]
TYPE. ATTENDANT CODE <M.D.>
VARIABLE(S) > [F] [Enter]
F. SSA <YN>
VARIABLE(S) > [Enter]
BIRTH CERTIFICATE OPTION >
Missing File Number Report
This report can be run for any range of file numbers and any date period to check for file numbers which have been skipped or scratched.
BIRTH CERTIFICATE OPTION > [M] [Enter]
1 MODIFY USER LISTS
2 MISSING FILE NUMBER REPORT
3 MISSING FILE NUMBER EDITOR
SELECTION # > [2] [Enter] MISSING FILE NUMBER REPORT
ALL SITES <N> [Enter]
BEGINNING FILE# <0> [Enter]
ENTER YEAR <2000> [1995] [Enter]
ENDING FILE# <999999999999> [Enter]
RUN THIS REPORT IN THE BACKGROUND <N> [Enter]
SAVE THE OUTPUT FROM THIS REPORT <N> [Enter]
OUTPUT DEVICE <T> [Enter]
---------------------------------------------------------------------------
MISSING FILE NUMBER REPORT FOR VENTURA
RANGE: 19556000000 TO 19556999999
19556000000 19556000552 19556000655
19556000783 19556000995 19556001497
19556001603
LAST USED CERTIFICATE NUMBER IN RANGE 19556000000-19556999999
IS 19556010974
BIRTH CERTIFICATE OPTION >
Missing File Number Editor
If the reason, for a missing file number is known, then the Missing File Number Report can be edited by using the Missing File Number Editor. By adding a number, you are removing it from the Missing File Number Report. If the reason a file number has been removed from the Missing File Number Report has changed, Edit the file number and change the reason. You can also List the file numbers that have been added or edited. By Deleting you are putting it back on the Missing File Number Report.
BIRTH CERTIFICATE OPTION > [M] [Enter]
1 MODIFY USER LISTS
2 MISSING FILE NUMBER REPORT
3 MISSING FILE NUMBER EDITOR
SELECTION # >[3] [Enter] MISSING FILE NUMBER EDITOR
A)DD, E)DIT, L)IST, D)ELETE > [A] [Enter]
ENTER CERTIFICATE NUMBER TO ADD > [98] [Enter]
ENTER YEAR <2000> [Enter]
ENTER REASON FOR MISSING CERTIFICATE > [TEST] [Enter]
BIRTH CERTIFICATE OPTION > [M] [Enter]
1 MODIFY USER LISTS
2 MISSING FILE NUMBER REPORT
3 MISSING FILE NUMBER EDITOR
SELECTION # > [3] [Enter] MISSING FILE NUMBER EDITOR
CNTY. COUNTY <56> [Enter] = VENTURA
A)DD, E)DIT, L)IST, D)ELETE > [L] [Enter]
ENTER BEGINNING CERTIFICATE NUMBER > [0] [Enter]
OUTPUT DEVICE <T> [Enter]
MISSING CERTIFICATE NUMBER LIST 1/26/2000
CERTIFICATE# REASON
----------------------------------------------------------------------
1200056000098 TEST
A)DD, E)DIT, L)IST, D)ELETE > [E] [Enter]
ENTER CERTIFICATE NUMBER TO EDIT > [1200056000098] [Enter]
INDX=1200056000098
LFN =TEST
LFN =[RSCRATCHED] [Enter]
LFN =SCRATCHED
LFN =
A)DD, E)DIT, L)IST, D)ELETE >[L] [Enter]
ENTER BEGINNING CERTIFICATE NUMBER > [0] [Enter]
OUTPUT DEVICE <T> [Enter]
MISSING CERTIFICATE NUMBER LIST 1/26/2000
CERTIFICATE# REASON
----------------------------------------------------------------------
1200056000098 SCRATCHED
ENTER CERTIFICATE NUMBER TO DELETE > 1200020000002
ENTER YEAR <2000>
A)DD, E)DIT, L)IST, D)ELETE >
This is not allowed anymore. If a record needs to be scratched, you must contact the state. If the record is a duplicate, run
Find and Remove Duplicate Subforms . Return to topList Duplicate Certificate Report
This option checks for hospital records that are duplicates of birth certificates already registered by the LRD.
BIRTH CERTIFICATE OPTION >[L] [Enter]
1 LIST DUPLICATE CERTIFICATE REPORT
2 LFN ASSIGNMENT
SELECTION # > [1] [Enter] LIST DUPLICATE CERTIFICATE REPORT
THIS REPORT SEARCHES THROUGH SPECIFIED HOSPITALS LOOKING
FOR POSSIBLE REGISTRAR DUPLICATES. COMPARISONS ARE MADE USING
THE FIRST NAME, THE LAST NAME AND DATE OF BIRTH
ENTER HOSPITAL <ALL> [Enter]
RUN THIS REPORT IN THE BACKGROUND <N> [Enter]
SAVE THE OUTPUT FROM THIS REPORT <N> [Enter]
OUTPUT DEVICE <T> [Enter]
HOSPITAL:645 FILE#:[575890 DOB:1/29/1996 NAME:GOMEZ, BLANCA MARIA
# LAST, FIRST MIDDLE BIRTHDATE DONE LOCAL FILE# AMENDED
------------------------------------------------------------------------------
1 GOMEZ, BLANCA MARIA 1/29/1996 YES 1199656000280 NO
HOSPITAL:645 FILE#:576409 DOB:2/8/1996 NAME:HERNANDEZ, ISABELA MARIA
# LAST, FIRST MIDDLE BIRTHDATE DONE LOCAL FILE# AMENDED
------------------------------------------------------------------------------
1 HERNANDEZ, ISABELA MARIA 2/8/1996 YES 1199656001091 NO
BIRTH CERTIFICATE OPTION >
Duplicate Record Report Based On Name
This option checks for duplicate birth certificates that have both been registered by the LRD.
BIRTH CERTIFICATE OPTION > [DU] [Enter]
1 DUPLICATE RECORD REPORT BASED ON NAME
2 DUPLICATE RECORD REPORT BASED ON HOSPITAL/DOB/TOB
SELECTION # > [1] [Enter] DUPLICATE RECORD REPORT BASED ON NAME
FROM <%> [Enter] THRU <z> [Enter]
Note: The '%' means a baby without a last name.
FROM EVENT-DATE <1/1/2000> [1/1/1996] [Enter] THRU EVENT-DATE <TODAY> [06/30/1996] Enter]
RUN THIS REPORT IN THE BACKGROUND <N> [Enter]
SAVE THE OUTPUT FROM THIS REPORT <N> [Enter]
OUTPUT DEVICE <T> [Enter]
SITE: VENTURA
BIRTH CERTIFICATE DUPLICATE RECORD REPORT FROM '%' THRU 'z',
FOR EVENT DATES 1/1/1996 THRU 6/30/1996
LAST, FIRST MIDDLE DATE FILE# ORDER/MULT
RAMIREZ, RENEE - 1/3/1996 1199656000054 1/2
RAMIREZ, RENE - 1/3/1996 1199656000055 2/2
WANG, QUINTIN WALTER 3/25/1996 1199656002560 1/2
WANG, GEORGE EDWARD 3/25/1996 1199656002561 2/2
BLACK, LOUISE ELAINE 4/2/1996 1199656002754 ?/1
BLACK, LOUIS EDWARD 4/2/1996 1199656002755 ?/1
BIRTH CERTIFICATE OPTION >
Duplicate Record Report Based On Hospital/DOB/TOB
This option checks for duplicate birth certificates that have both been registered by the LRD. AVSS uses the hospital of birth, time of birth, and date of birth as the basis of the check.
BIRTH CERTIFICATE OPTION > [DU] [Enter]
1 DUPLICATE RECORD REPORT BASED ON NAME
2 DUPLICATE RECORD REPORT BASED ON HOSPITAL/DOB/TOB
SELECTION # > [2] [Enter] DUPLICATE RECORD REPORT BASED ON HOSPITAL/DOB/TOB
FROM HOSPITAL CODE <0> [Enter] THRU HOSPITAL CODE <999> [Enter]
Note: One hospital, several hospitals or all the hospitals as in this case can be requested. If you do not know the hospital codes, press F3 or ^L for a list of the codes.
FROM EVENT-DATE <1/1/2000> [01/01/1996] [Enter] THRU EVENT-DATE <TODAY> [12/31/1996] [Enter]
RUN THIS REPORT IN THE BACKGROUND <N> [Enter]
SAVE THE OUTPUT FROM THIS REPORT <N> [Enter]
OUTPUT DEVICE <T> [Enter]
SITE: VENTURA
BIRTH CERTIFICATE DUPLICATE RECORD REPORT FROM '0' THRU '999',
FOR EVENT DATES 1/1/1996 THRU 12/31/1996
LAST, FIRST MIDDLE FILE# WEIGHT ZIP ORDER/MULT
MOTHER'S NAME MOM-DOB FATHER'S NAME DAD-DOB
-----------------------------------------------------------------------------------------------------------
HOSPITAL CODE: 642 BIRTHDATE: 1/12/1996 BIRTHTIME: 1705
CASE, BRUCE DAMON 1199656000153 3742 93023 ?/1
FITZGERALD,EDWINA 09/26/77 CASE,BRIAN 07/27/75
EDWARDS, JAMES MICHAEL 1199656000291 4167 93003 ?/1
WAYNE,VIVIAN 04/05/69 EDWARDS,NATHAN 06/18/56
HOSPITAL CODE: 642 BIRTHDATE: 8/6/1996 BIRTHTIME: 0100
NAME, FIRST MIDDLE 1199656083838 4200 93003 ?/1
MAIDEN,FIRST 01/01/62 NAME,FIRST 01/01/61
NAME, FIRST MIDDLE 1199656083839 4200 93003 ?/1
MAIDEN,FIRST 01/01/69 NAME,FIRST 01/01/77
HOSPITAL CODE: 645 BIRTHDATE: 3/26/1996 BIRTHTIME: 0059
ACOSTA, MARIA YASMINE 1199656002318 3218 93030 ?/1
CHAVEZ,BLANCA 05/31/79 ACOSTA,JOSE 07/17/75
NELSON, WILLIAM DAVID 1199656002412 3289 93065 ?/1
BARNES,GRACE 10/06/64 NELSON,WALTER 04/10/64
Find And Remove Duplicate Subforms
This option finds hospital records that are duplicates of birth certificates that have already been registered by the LRD and deletes them.
BIRTH CERTIFICATE OPTION > [F] [Enter]
1 FILING VARIABLE LIST
2 FIND AND REMOVE DUPLICATE SUBFORMS
SELECTION # > [2] [Enter] FIND AND REMOVE DUPLICATE SUBFORMS
THIS REPORT SEARCHES THROUGH ALL SUB-FORMS OF BIRTH CERTIFICATE
SITES LOOKING FOR EXACT MATCHES BASED ON THE NAME INDEX AND
ITEMS: I4A,4B. WHEN A DUPLICATE IS FOUND IT IS (OPTIONALLY) BACKED UP AND DELETED.
DO YOU WISH TO BACKUP DUPLICATE RECORDS? <Y> [Enter]
ENTER OUTPUT FILE NAME <BU013100.956> [YEAR1996.DAT] [Enter]
DO YOU WISH TO DELETE DUPLICATE RECORDS? <Y> [Enter]
SOC. SAVE OUTPUT CODE <DUPDEL01> [Enter]
WHEN FINISHED, YOUR OUTPUT CAN BE VIEWED BY USING 'OUTPUT SAVED REPORT'
UNDER THE REPORT GENERATOR OPTION.
Exit
SYSTEM OPTION > [R] [Enter] EPORT GENERATOR OPTION
REPORT GENERATOR OPTION > [O] [Enter] UTPUT SAVED REPORT
ID. ID CODE# <47> [Enter] CAYTON,GAIL
OUT. OUTPUT REPORT CODE > [DUPDEL01] [Enter] = DUPLICATE RECORD BACKUP/DELETE LOG FOR BIRTH CERTIFICATE [1/31/2000 09:56 AM]
DUPDEL01 =DUPLICATE RECORD BACKUP/DELETE LOG FOR BIRTH CERTIFICATE [1/31/2000 09:56 AM]
DUPDEL01 =
OUTPUT DEVICE <T> [Enter]
DUPLICATE RECORD BACKUP/DELETE LOG FOR BIRTH CERTIFICATE [1/31/2000 09:56 AM]
USER: CAYTON,GAIL
BACKUP FILE NAME: YEAR1996.DAT
DUPLICATE REPORT FINISHED. 1/31/2000 09:57 AM
*** 1/31/2000 09:57 AM ***, FORM=HCA
END ARCHIVE (SPACE=94, TOTAL=0, VOL=1)
Note: This last line shows that no records were deleted (TOTAL=0).
Generate County CBC File
There are now nine suboptions for AVSS file generation in ASCII format as described in the table on Page 28. The example below shows how to generate the county CBC file in the background. By running it this way you free up the terminal to be used while the CBC file generation is running.
BIRTH CERTIFICATE OPTION > [G] [Enter]
1 GENERATE OLD CBC FILE (1400)
2 GENERATE COUNTY CBC FILE
3 GENERATE CBC (1400) RESEARCH FILE
4 GENERATE Y2K COUNTY CBC FILE
5 GENERATE NEW CBC FILE (1400)
6 GENERATE NEW RECORDER CBC FILE TO TERMINAL (1400)
7 GENERATE RECORDER FILE
8 GENERATE NEW RECORDER FILE (1400)
9 GENERATE COUNTY CBC FILE TO TERMINAL
SELECTION # > [2] [Enter]
INITIALIZING...........
XINDS. SITE CODES > [56] [Enter]
XINDS. SITE CODES > [Enter]
THE FOLLOWING SITES / FORMS WILL BE OUTPUT :
LCA,
INDEX TO SEARCH > [^L] [Enter]
# NUMBER FILED BY
%FI REGISTRATION FILE DATE
%UP LAST UPDATE
DR HOSPITAL NUMBER DIRECTORY
DT DATE OF BIRTH
FN FATHER'S NAME
ID INFANT DEATH INDEX
MN MOTHER'S BIRTH NAME
NM CHILD'S NAME
INDEX TO SEARCH > [DT] [Enter] (DT) DATE OF BIRTH
INCLUSIONS:
ENTER BEGINNING VALUE FOR DATE OF BIRTH <1/1/2000> [Enter] (1/1/2000)
ENTER ENDING VALUE FOR DATE OF BIRTH <T> [Enter] (1/31/2000)
INCLUSIONS:
ENTER BEGINNING VALUE FOR DATE OF BIRTH > [Enter]
EXCLUSIONS:
ENTER BEGINNING VALUE FOR DATE OF BIRTH > [Enter]
OUTPUT FILE VARIABLES WRITTEN <N> [Enter]
RUN IN THE BACKGROUND <Y> [Enter]
SOC. SAVE OUTPUT CODE <TAPE01>
WHEN FINISHED, YOUR OUTPUT CAN BE VIEWED BY USING 'OUTPUT SAVED REPORT'
UNDER THE REPORT GENERATOR OPTION.
INSERT PC-DOS FILE AND HIT RETURN >
ENTER OUTPUT FILE NAME > [JAN2000.CBC] [Enter]
TAPE GENERATION RUNNING IN THE BACKGROUND.
EXIT
Here is an example of generating the CBC tape in the foreground.
BIRTH CERTIFICATE OPTION > [G] [Enter]
1 GENERATE OLD CBC FILE (1400)
2 GENERATE COUNTY CBC FILE
GENERATE CBC (1400) RESEARCH FILE
GENERATE Y2K COUNTY CBC FILE
5 GENERATE NEW CBC FILE (1400)
GENERATE NEW RECORDER CBC FILE TO TERMINAL (1400)
GENERATE RECORDER FILE
8 GENERATE NEW RECORDER FILE (1400)
9 GENERATE COUNTY CBC FILE TO TERMINAL
SELECTION # > [2] [Enter]
INITIALIZING...........
XINDS. SITE CODES > [56] [Enter]
XINDS. SITE CODES > [Enter]
THE FOLLOWING SITES / FORMS WILL BE OUTPUT :
LCA,
INDEX TO SEARCH > [^L] [Enter]
# NUMBER FILED BY
%FI REGISTRATION FILE DATE
%UP LAST UPDATE
DR HOSPITAL NUMBER DIRECTORY
DT DATE OF BIRTH
FN FATHER'S NAME
ID INFANT DEATH INDEX
MN MOTHER'S BIRTH NAME
NM CHILD'S NAME
INDEX TO SEARCH > [DT] [Enter] (DT) DATE OF BIRTH
INCLUSIONS:
ENTER BEGINNING VALUE FOR DATE OF BIRTH <1/1/2000> [010196] (1/1/1996)
ENTER ENDING VALUE FOR DATE OF BIRTH <T> [013196] (1/31/1996)
INCLUSIONS:
ENTER BEGINNING VALUE FOR DATE OF BIRTH > [Enter]
EXCLUSIONS:
ENTER BEGINNING VALUE FOR DATE OF BIRTH > [Enter]
OUTPUT FILE VARIABLES WRITTEN <N> [Enter]
RUN IN THE BACKGROUND <Y> [N] [Enter]
INSERT PC-DOS FILE AND HIT RETURN > [Enter]
ENTER OUTPUT FILE NAME > [JAN96.CBC] [Enter]
REWINDING…
WRITING DATA... 1199656000270
WRITING DATA... 1199656000271
WRITING DATA... 1199656000272
WRITING DATA... 1199656000273
WRITING DATA... 1199656001341
WRITING DATA... 1199656001351
WRITING DATA... 1199656001376
WRITING DATA... 1199656001384
WRITING DATA... 1199656001418
WRITING DATA... 1199656001472
WRITING DATA... 1199656001570
WRITING DATA... 1199656001814
WRITING DATA... 1199656001855
WRITING DATA... 1199656001878
WRITING DATA... 1199656001896
WRITING DATA... 1199656002313
WRITING DATA... 1199656002915
*** 1/31/2000 12:32 PM ***, XIND=56, FORM=LCA, #RECORDS: 917
*** 1/31/2000 12:32 PM ***
TAPE OUTPUT DONE: SPACE=568540, #RECORDS=917, VOL=1
ELAPSED TIME: 33 SECONDS
AVERAGE SECONDS PER RECORD=0.04
TAPE DEVICE: 51, TAPE PARAMETERS:
TAPE CLOSED.
BIRTH CERTIFICATE OPTION >
Generate CBC File To Terminal
Here is an example of generating the CBC file to the Terminal. It does not offer to print out the results or to automatically pause after a screen has been displayed. To pause the data on the screen press CTRL and S at the same time. To restart after a pause press CTRL and Q at the same time.
BIRTH CERTIFICATE OPTION > [G] [Enter]
1 GENERATE OLD CBC FILE (1400)
2 GENERATE COUNTY CBC FILE
3 GENERATE CBC (1400) RESEARCH FILE
4 GENERATE Y2K COUNTY CBC FILE
5 GENERATE NEW CBC FILE (1400)
6 GENERATE NEW RECORDER CBC FILE TO TERMINAL (1400)
7 GENERATE RECORDER FILE
8 GENERATE NEW RECORDER FILE (1400)
9 GENERATE COUNTY CBC FILE TO TERMINAL
SELECTION # > [6] [Enter] GENERATE NEW RECORDER CBC FILE TO TERMINAL (1400)
XINDS. SITE CODES > [56] [Enter]
.
XINDS. SITE CODES > [Enter]
THE FOLLOWING SITES / FORMS WILL BE OUTPUT :
56 LCA,
INDEX TO SEARCH > [DT] [Enter] (DT) DATE OF BIRTH
INCLUSIONS:
ENTER BEGINNING VALUE FOR DATE OF BIRTH <1/1/2000> [Enter] (1/1/2000)
ENTER ENDING VALUE FOR DATE OF BIRTH <T> [Enter] (1/31/2000)
INCLUSIONS:
ENTER BEGINNING VALUE FOR DATE OF BIRTH > [Enter]
EXCLUSIONS:
ENTER BEGINNING VALUE FOR DATE OF BIRTH > [Enter]
OUTPUT FILE VARIABLES WRITTEN <N> [Enter]
SOC. SAVE OUTPUT CODE <TRMTAP01> [Enter]
*** 1/31/2000 12:35 PM ***, XIND=56, FORM=LCA
USER: CAYTON,GAIL
WHEN FINISHED, YOUR OUTPUT LOG MAY BE VIEWED BY USING 'OUTPUT SAVED REPORT' UNDER THE REPORT GENERATOR OPTION.
BEGIN DOWNLOAD AND HIT RETURN TO BEGIN, 'Q' OR '^Q' TO QUIT >
120000566420000003
0 1200056000030MARY ELAINE BERNARD
FEMALE2SINGLE 112000-01-260100COMMUNITY MEM HOSP-SAN
BUENAVENTURA 147 N. BRENT ST. VENTURA
VENTURA 056HOSPITAL RALPH
EDWARD BERNARD CA
1051970-01-1930RACHEL LYNN JONES
CA 1051970-01-1530
BERNARD MOTHER 12000-01-26
A-41000 2000-01-26OSCAR RINEHOLM,MD,845 N 10TH ST,SANTA PAULA,CA ---------- 0GEORG E CHAVEZ, MD 2000-01-26
06429056105-11YN000000
121
This is an example of the report that is created when Generate CBC File is created. The actual records are not here just when the file was created, what dates were in the file and how many records were found for those dates.
BIRTH CERTIFICATE OPTION > [Enter]
SYSTEM OPTION > [R] [Enter] EPORT GENERATOR OPTION
REPORT GENERATOR OPTION > [O] [Enter] UTPUT SAVED REPORT
ID. ID CODE# <47> [Enter] CAYTON,GAIL
OUT. OUTPUT REPORT CODE > [^L] [Enter]
TRMTAP01=FSTAPET OUTPUT, ROU=FSCBC94R, RUN ON 1/31/2000 12:35 PM
OUT. OUTPUT REPORT CODE > TRMTAP01 = FSTAPET OUTPUT, ROU=FSCBC94R, RUN ON 1/31/2000 12:35 PM
TRMTAP01 =FSTAPET OUTPUT, ROU=FSCBC94R, RUN ON 1/31/2000 12:35 PM
TRMTAP01 =
OUTPUT DEVICE <T> [T] [Enter]
FSTAPET OUTPUT, ROU=FSCBC94R, RUN ON 1/31/2000 12:35 PM
TAPE GENERATION TO TERMINAL OUTPUT LOG FOR 1/31/2000
USER: CAYTON,GAIL
SITE/FORMS: 56(LCA) , VOL=1
SEARCH METHOD: DATE OF BIRTH
INCLUSIONS:
BEGINNING RANGE FOR DATE OF BIRTH > 1/1/2000
ENDING RANGE DATE OF BIRTH > 1/31/2000
EXCLUSIONS:
*** 1/31/2000 12:36 PM ***
TAPE OUTPUT DONE: SPACE=1401, #RECORDS=1, VOL=1
ELAPSED TIME: 00 SECONDS
AVERAGE SECONDS PER RECORD=0.00
Generate CBC File Suboptions Table
|
Generate CBC File Suboption |
Type of File Generated |
|
1 GENERATE OLD CBC FILE (1400) |
CBC 1400 byte record, pre-Y2K |
|
2 GENERATE COUNTY CBC FILE |
County CBC 618 byte record, pre-Y2K |
|
3 GENERATE CBC (1400) RESEARCH FILE |
CBC 1400 byte record without personal identifiers, pre-Y2K |
|
4 GENERATE Y2K COUNTY CBC FILE |
County CBC 672 byte record, post-Y2K |
|
5 GENERATE NEW CBC FILE (1400) |
CBC 1400 byte record, post-Y2K |
|
6 GENERATE NEW RECORDER CBC FILE TO TERMINAL (1400) |
CBC 1400 byte record with personal identifiers but without other data, pre-Y2K, to terminal not to file |
|
7 GENERATE RECORDER FILE |
CBC 618 byte record with personal identifiers but without other data, pre-Y2K |
|
8 GENERATE NEW RECORDER FILE (1400) |
CBC 1400 byte record with personal identifiers but without other data, pre-Y2K |
|
9 GENERATE COUNTY CBC FILE TO TERMINAL |
County CBC 618 byte record, pre-Y2K, to terminal not to file |
Late Registration And Submission Reports
The reports Late Registration Report (#FLATR1T) and Late Submission Report (#FLATR1T) can be used to check the efficiency and speed of the process of getting the birth certificate to the state. The Late Registration Report (#FLATR1T) shows how many certificates and how long it took for them to go from the hospital on the day of birth through the LRD registration of the birth certificate. The Late Submission Report (#FLATR2T) shows how many certificates and how long it took for them to go from the hospital on the day of birth to the LRD.
SYSTEM OPTION > [R] [Enter] EPORT GENERATOR OPTION
REPORT GENERATOR OPTION > [G] [Enter] ENERATE REPORT
REP. REPORT > [#FLA] [Enter]
1 #FLATR1T=LATE REGISTRATION REPORT BY FACILITY NUMBER
2 #FLATR2T=LATE SUBMISSION REPORT BY FACILITY NUMBER
SELECTION # > 1 #FLATR1T = LATE REGISTRATION REPORT BY FACILITY NUMBER
ENTER BEGINNING VALUE FOR DATE OF BIRTH < 1/1/2000 > 010199 (1/1/1999)
ENTER ENDING VALUE FOR DATE OF BIRTH < T > 013199 (1/31/1999)
RUN THIS REPORT IN THE BACKGROUND <N> [Enter]
SAVE THE OUTPUT FROM THIS REPORT <N> [Enter]
OUTPUT DEVICE <T> [Enter]
PREPARING REPORT.......................
EXECUTING REPORT...
DELAY TIME (DAYS) BETWEEN DATE OF BIRTH AND DATE OF REGISTRATION
DATE RANGE: 1/1/1999 TO 1/31/1999 TODAY: 2/17/2000
Start: 2/17/2000 02:12 PM END: 2/17/2000 2:12PM
Updated July 24, 2001 by RL Williams
