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
GENERAL COMMANDS................................................................................................................................................................. 81
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)
> [
24E.
MOTHER'S RESIDENCE ZIP CODE > [90011] [Enter] = LOS ANGELES
24D. MOTHER'S
STATE OF
24B.
MOTHER'S
24C.
MOTHER'S
> [Enter]
DO NOT
ANSWER 'YES' TO THE NEXT PROMPT UNLESS YOU HAVE RECEIVED INSTRUCTIONS ON
USING THE
ENUMERATION AT BIRTH CONSENT FORM.
AVSS Quick Reference Manual
Hospital Birth Record, Register Birth Record (continued)
SSA1. ISSUE
SOCIAL SECURITY NUMBER? <NO> [Y] [Enter] ES
SSA2. SHARE
SSA NUMBER WITH HEALTH DEPARTMENT? <NO> [Y] [Enter] ES
MSTREET.
MAILING ADDRESS (STREET NUMBER & NAME OR P.O. BOX) > [
MZIP.
MAILING ADDRESS ZIP CODE > [90011] [Enter] = LOS ANGELES
MSTATE.
MCOUNTY.
MCITY.
1 LOS ANGELES
2 LOS FELIZ
3 LOS NIETOS
SELECTION #
> [1] [Enter] LOS
ANGELES
(Hit ENTER
If mother’s residence is the same as mailing address)
WIC. DID
MOTHER GET WIC FOOD FOR HERSELF DURING THIS PREGNANCY > [N] [Enter]O
CIGPN.
AVERAGE NUMBER OF CIGARETTES/PACKS PER DAY FOR THREE MONTHS PRIOR TO
PREGNANCY
> [0] [Enter]
CIGFN.
AVERAGE NUMBER OF CIGARETTES/PACKS PER DAY FIRST THREE MONTHS OF
PREGNANCY
> [0] [Enter]
CIGSN.
AVERAGE NUMBER OF CIGARETTES/PACKS PER DAY SECOND THREE MONTHS OF
PREGNANCY
> [0] [Enter]
CIGTN.
AVERAGE NUMBER OF CIGARETTES/PACKS PER DAY THIRD TRIMESTER > [0] [Enter]
MWT1.
MOTHER'S PREPREGNANCY WEIGHT IN POUNDS > [140] [Enter]
MWT2.
MOTHER'S DELIVERY WEIGHT IN POUNDS > [160] [Enter]
MHT.
MOTHER'S HEIGHT IN FEET/INCHES > [5/7] [Enter] (CONVERTED TO
5'7'')
APGAR1.
APGAR SCORE AT 1 MINUTE > [8] [Enter] = 08
APGAR5.
APGAR SCORE AT 5 MINUTES > [9] [Enter] = 09
APGAR10.
APGAR SCORE AT 10 MINUTES > [UNK] [Enter] = UNKNOWN OR NOT
TAKEN
25A. DATE
LAST
THE VALUE YOU
ENTERED: '4 06' CAN BE INTERPRETED IN
1.
04/--/2006
2.
04/06/2006
PLEASE
CHOOSE 1 OR 2 > [1] [Enter]
CONVERTED TO
04/--/2006
ESTIMATED
GESTATIONAL AGE (COMPUTED): 37.2E WEEKS.
25AA. DATE
FIRST PRENATAL CARE VISIT > [090306] [Enter]
09/03/2006
<-- ASSUMED DATE
25B. MONTH
OF PREGNANCY PRENATAL CARE BEGAN > [3] [Enter]RD
25BA. DATE
LAST PRENATAL CARE VISIT > [9] [Enter]
09/09/2006
<-- ASSUMED DATE
25C. NUMBER
OF PRENATAL VISITS > [12] [Enter]
AVSS Quick Reference Manual Hospital Birth
Record, Register Birth Record (continued)
25D.
PRINCIPAL SOURCE OF PAYMENT FOR PRENATAL CARE > [07] [Enter] =
PRIVATE INSURANCE
Note: You may enter birthweight in pounds
and ounces or grams.
26.
BIRTHWEIGHT > [7 5.5] [Enter]
WEIGHT OF 7
POUNDS AND 5.5 OUNCES CONVERTED TO GRAMS: 3331
26A.
OBSTETRIC ESTIMATION OF GESTATION AT DELIVERY - COMPLETED WEEKS > [35]
[Enter]
26B. HEARING
SCREENING > [N] [Enter]OT MED INDICATED
27A. NUMBER OF LIVE
BIRTHS NOW LIVING (EXCLUDING THIS CHILD) <0> [1] [Enter]
27B. NUMBER OF LIVE
BIRTHS NOW DEAD <0> [Enter]
27C. DATE OF LAST
LIVE BIRTH > [020302] [Enter]
02/03/2002
<-- ASSUMED DATE
CONVERTED TO
02/03/2002
27D. NUMBER OF
MISCARRIAGES BEFORE 20 WEEKS <0> [1]
[Enter]
27E. NUMBER OF
MISCARRIAGES AFTER 20 WEEKS <0> [Enter]
27F. MONTH AND YEAR
OF LAST TERMINATION > [8 98] [Enter]
8/1998
<-- ASSUMED DATE
28AA. METHOD OF DELIVERY:
28AC. METHOD
OF DELIVERY: FETAL PRESENTATION AT BIRTH > [20] [Enter] =
CEPHALIC FETAL PRESENTATION AT DELIVERY
28AD. METHOD
OF DELIVERY: WAS VAGINAL DELIVERY WITH FORCEPS ATTEMPTED, BUT
UNSUCCESSFUL?
> [N] [Enter] 58 = NO
28AE. METHOD
OF DELIVERY: WAS VAGINAL DELIVERY WITH VACUUM ATTEMPTED, BUT
UNSUCCESSFUL?
> [N] [Enter] 68 = NO
28B. PRINCIPAL SOURCE OF PAYMENT FOR DELIVERY > [07]
Enter] = PRIVATE INSURANCE
29.
COMPLICATION OF PREGNANCY AND CONCURRENT ILLNESSES
>
[51,52,53,54,55,56] [Enter]
51=
CHLAMYDIA PRENATAL SCREENING DONE
52=
GONORRHEA PRENATAL SCREENING DONE
53=
GROUP B STREPTOCOCCAL INFECTION PRENATAL SCREENING DONE
54=
HEPATITIS B PRENATAL SCREENING DONE
55=
HUMAN IMMUNODEFICIENCY VIRUS PRENATAL SCREENING OFFERED
56=
SYPHILIS PRENATAL SCREENING DONE
29. ANOTHER
COMPLICATION OF PREGNANCY AND CONCURRENT ILLNESSES > [Enter]
30. COMPLICATIONS OF LABOR AND DELIVERY > [08,11]
[Enter]
08=
PROLONGED LABOR ( >=20 HOURS)
11=
INDUCTION OF LABOR
30. ANOTHER COMPLICATIONS OF LABOR AND DELIVERY > [Enter]
31. ABNORMAL
CONDITIONS AND CLINICAL PROCEDURES RELATING TO THE NEWBORN
> [NONE] [Enter]
32. FATHER'S
SOCIAL SECURITY NUMBER > [123456789] [Enter]
33. MOTHER'S
SOCIAL SECURITY NUMBER > [987654321] [Enter]
NEWS.
INCLUDE THIS BIRTH IN NEWSPAPER REPORT? <N> [Enter]
AVSS Quick Reference Manual
Hospital Birth Record, Register Birth Record (continued)
|
HOSPITAL BIRTH
RECORD 1A.JOHN 1B.PAUL 1C.JONES 2.MALE 3A.SINGLE 3B.- 4A.01/01/2007 4B.2253 6A.ROBERT 6B.DAVID 6C.JONES 7.AK 8.05/05/1939 9A.MARIA 9B.ELENA 9C.SANCHEZ 10.MEXICO 11.06/06/1980 MLN.JONES 12A.JONES 12B.MOTHER 12C.01/01/2007 14.
13B.C-38381
13C. 13D.AAA
AAA,MD, 15A. 19.NO
18.IRISH/JAPANESE/CHUMASH 20C.12 ND 20.9/2006 20A.PROGRAMMER 20B.BANKING 22.MEXICAN
21.HISPANIC/SAMOAN 23C.BACHELOR'S 23.9/2006 23A.VICE-PRESIDENT 23B.BANKING 24A.4321 24C.LOS ANGELES 24D.CA 24E.90011 25A.04/--/2006
25AA.09/03/2006 25B.3RD
25BA.09/09/2006 25C.12
25D.07 26.3331 26A.35 GAWK.37.2E 27A.1
27B.0 27D.1 27E.0 26B.NOT
MED INDICATED 27C.02/03/2002 27F.08/1998 28A.03,0,20,58,68 28B.07 29.51,52,53,54,55,56 HIT RETURN
TO CONTINUE, Q OR ^Q TO QUIT > [Enter] 30.08,11 31.00 A.00 B.
D.1 MWT1.140 MWT2.160 MHT.5'7'' MAR.NO DECP.YES MSTREET.PO
CIGPN.0 CIGFN.0 CIGSN.0 MAGE.26 APGAR1.08 APGAR5.09 APGAR10.UNKNOWN BPF.696 SENTHCA. NEWS.NO COM. RSN. |
HIT RETURN
TO CONTINUE >
ATTEMPTING
TO CENSUS TRACT
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'
HAVE YOU
REFERRED TO THE ORIGINAL SOURCES AND ARE YOU SURE? <N> [Y]
[Enter]
(F)ILE,
(E)DIT, (V)ALIDATE, (D)ISPLAY, OR (P)RINT > [F] [Enter]
REGISTER
ANOTHER <Y> [N] [Enter]
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference
Manual Hospital Birth Record, Display Record
DISPLAY RECORD
You may
display all the data on a previously filed record. AVSS will ask you to identify the person
whose information you wish to display by the process known as "person
selector". This process allows you
to select a record by the file number or name. You may also display a record at
any time while registering, editing, or completing a certificate using the '^D'
command or F4 function key.
FOR
RECORDS THAT HAVE NOT BEEN REGISTERED BY THE COUNTY:
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL
BIRTH RECORD OPTION > [D] [Enter] ISPLAY RECORD
FILE# OR
INDEX TO SEARCH > [Enter]
Note: Enter a "?" or use the F1 function key
to display a list of the ways available to search for this person, such as by the
date filed, or by the father's name. To
select a search method, enter the first few characters of the displayed search
methods.
lC. CHILD'S
LAST NAME > [JONES] [Enter]
lB. CHILD'S
MIDDLE NAME > [Enter]
4A. DATE OF
BIRTH > [Enter]
BEGINNING
SEARCH...
(USE CTRL‑C
TO TERMINATE SEARCH)
# INDEX
VALUES DATE FILE# NEXT SKIPPED
------------------------------------------------------------------------------------
1) JONES,
JOHN PAUL 01/01/2007
696
IS THIS THE
PERSON? <Y> [Enter]
RETRIEVING
DATA .........
OUTPUT DEVICE <T> [Enter]
Note: Enter a 'P' as the output device if you would like your
listing to print on your printer.
FOR RECORDS THAT HAVE BEEN REGISTERED BY THE COUNTY:
SYSTEM OPTION > [B] [Enter] IRTH
CERTIFICATE
BIRTH CERTIFICATE OPTION > [D] [Enter]
ISPLAY CERTIFICATE
FILE# OR INDEX TO SEARCH > [DR] [Enter]
(DR) HOSPITAL NUMBER DIRECTORY
I5A. HOSPITAL CODE > [000][Enter] Enter your three
digit hospital code
If you don’t know your code, use the last three digits in
Box A of a certificate.
4A. DATE OF BIRTH > [010107] [Enter]
# INDEX VALUES DATE FILE# NEXT
SKIPPED
-------------------------------------------------------------------------------
1) 000, 1/1/2007
. . . . . . . . . . .
1200700000001
WILSON, CINDY ANN
2) 000, 1/1/2007
. . . . . . . . . . .
1200700000002
SMITH, JOHN JOE
PERSON #
>
AVSS Quick Reference Manual
Hospital Birth Record, Display Record (continued)
|
HOSPITAL BIRTH
RECORD 1A.JOHN 1B.PAUL 1C.JONES 2.MALE 3A.SINGLE 3B.- 4A.01/01/2007 4B.2253 6A.ROBERT 6B.DAVID 6C.JONES 7.AK 8.05/05/1939 9A.MARIA 9B.ELENA 9C.SANCHEZ 10.MEXICO 11.06/06/1980 MLN.JONES 12A.JONES 12B.MOTHER 12C.01/01/2007 14.
13B.C-38381
13C.01/01/2007 13D.AAA AAA,MD, 15A. 19.NO
18.IRISH/JAPANESE/CHUMASH 20C.12 ND 20.9/2006 20A.PROGRAMMER 20B.BANKING 22.MEXICAN
21.HISPANIC/SAMOAN 23C.BACHELOR'S 23.9/2006 23A.VICE-PRESIDENT 23B.BANKING 24A.4321 24C.LOS ANGELES
24D.CA 24E.90011 25A.04/--/2006
25AA.09/03/2006 25B.3RD
25BA.09/09/2006 25C.12
25D.07 26.3331 26A.35 GAWK.37.2E 27A.1
27B.0 27D.1 27E.0 26B.NOT
MED INDICATED 27C.02/03/2002 27F.08/1998 28A.03,0,20,58,68 28B.07 29.51,52,53,54,55,56 HIT RETURN
TO CONTINUE, Q OR ^Q TO QUIT > [Enter] 30.08,11 31.00 A.0000 B.
D.1 MWT1.140 MWT2.160 MHT.5'7'' MAR.NO DECP.YES MSTREET.
MCITY. MSTATE. MZIP. MCOUNTY. CIGPN.0 CIGFN.0 CIGSN.0 MAGE.26 APGAR1.08 APGAR5.09 APGAR10.10 BPF.696 SENTHCA. NEWS.NO COM. RSN. |
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference Manual Hospital Birth Record. Edit Record
EDIT RECORD
To change, edit, or correct information originally entered
on a Certificate of Live Birth. AVSS
will allow you to edit only those fields you need to change, one by one. After changing the data, you will be allowed
to print and then re-file the data as a permanent record. If the fields do not have any data yet,
because the record was filed before completion or the fields were skipped, use
the option COMPLETE INCOMPLETE RECORD. If the paper certificate has already
been sent to the health department, call them and have it sent back before
editing the record. When editing a
record a comment field can be entered.
At the FIELD TO MODIFY > [COMM]
[Enter]
CHANGING BABY'S FILE
NUMBER
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL
BIRTH RECORD OPTION > [E] [Enter] DIT RECORD
Note: Type the current file number of the baby.
FILE# OR
INDEX TO SEARCH > [696] [Enter]
# NAME DATE FILE# NEXT SKIPPED
------------------------------------------------------------------------------------
1)JONES, JOHN PAUL
01/01/2007 696
IS THIS THE PERSON? <Y> [Enter]
Note: If you receive the warning ACCESS TO THIS CERTIFICATE IS RESTRICTED,
please call your local county health department or the AVSS Help Desk at
916-449-5174 to release the record back to you.
FIELD(S) TO MODIFY > [BPF] [Enter]
Note: Type the correct file number
for the baby.
BPF. BABY'S PATIENT FILE NUMBER <696> [6960] [Enter]
FIELD(S) TO MODIFY > [Enter]
F(ILE), E(DIT), V(ALIDATE), D(ISPLAY), OR P(RINT) > [F] [Enter]
EDIT ANOTHER
<Y> [N] [Enter]
HOSPITAL
BIRTH RECORD OPTION >
MODIFY FIELD(S)
HOSPITAL
BIRTH RECORD OPTION > [E] [Enter] DIT RECORD
FILE# OR
INDEX TO SEARCH > [6960] [Enter]
# NAME
DATE FILE# NEXT
SKIPPED
------------------------------------------------------------------------------------
1)JONES, JOHN PAUL 01/01/2007 6960
IS THIS THE
PERSON? <Y> [Enter]
Note: If you receive the warning ACCESS
TO THIS CERTIFICATE IS RESTRICTED, please call your local county Health
Department or the AVSS Help Desk at 916-449-5174 to release the record back to
you.
AVSS Quick Reference Manual
Hospital Birth Record, Edit Record (continued)
Note: The following line illustrates
the CONCATENATE command.
FIELD(S) TO
MODIFY > [20A;25A] [Enter]
20A. FATHER'S USUAL
OCCUPATION > <PROGRAMMER> [SYSTEM
MANAGER] [Enter]
25A. DATE LAST
04/12/2006 <-- ASSUMED DATE
CONVERTED TO 04/12/2006
GESTATIONAL AGE COMPUTED FROM LAST
FIELD(S) TO MODIFY > [9B] [Enter]
9B. MIDDLE NAME OF MOTHER >
<ELENA> [ALENA] [Enter]
FIELD(S) TO MODIFY > [Enter]
ATTEMPTING TO CENSUS TRACT
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’
F(ILE), E(DIT), V(ALIDATE), D(ISPLAY), OR P(RINT) > [F] [Enter]
EDIT ANOTHER
<Y> [N] [Enter]
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference
Manual Hospital Birth Record, Alpha List of Records
ALPHA LIST OF RECORDS
To see
those records registered into AVSS in alphabetical order by last name of
child. AVSS allows you to list names
within a specified alphabetic range. You
will also choose a specific date range from beginning date of birth to ending
date of birth.
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL
BIRTH RECORD OPTION > [A] [Enter] LPHA LIST OF RECORDS
FROM
<%> [ENTER] THRU <z> [Enter]
FROM EVENT
DATE <1/1/06> [Enter] THRU EVENT DATE <TODAY> [ENTER]
RUN THIS
REPORT IN THE BACKGROUND <N> [Enter]
SAVE THE
OUTPUT FROM THIS REPORT <N> [Enter]
OUTPUT DEVICE <T> [Enter]
Note: Enter a 'P' as the output device if you would like your listing to print on your
printer.
|
SITE: HOSPITAL
BIRTH RECORD ALPHA LIST FROM '%' THRU 'z', FOR EVENT
DATES 1/1/2006 THRU 9/29/2006 NAME EVENT-DATE
FILE# NEXT SKIPPED DATE-SENT ------------------------------------------------------------------------------- LEHMAN,
KAITLYN -
4/01/2006 123 27C 13D LEHMAN,
KAZU -
6/05/2006 456 23A 28AA, MCCARROLL,
ABBIE - 3/02/2006 789
MAR 28AA, NISHIDA,
ANDY -
4/02/2006 987 5E
28AA, NISHIDA,
MEEAH -
4/02/2006 654 6A
28AA 4/26/2006 TAYLOR,
POOKIE -
9/17/2006 135 18B 28AA,13D,13B,TYPE MANN, MOE
JOE
2/1/2006 246 14, 4/26/2006 |
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick
Reference
COMPLETE INCOMPLETE RECORD
This option is used for completing a birth certificate which
has been filed before all of the required fields have been entered. This
certificate could have been 'filed' as an INCOMPLETE FORM SAVED FOR LATER
COMPLETION (using the key F6) at any time during data entry or it may contain
fields which were 'skipped' (using the key F9) because the information was not
available at the time of data entry.
Data entry using this option will begin prompting you at the point which
you 'filed' the record or will prompt you only for the fields which were
'skipped'. There is no need for you to remember where you 'filed' this record
or which fields you previously 'skipped'.
INCOMPLETE
RECORD
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL
BIRTH RECORD OPTION > [C] [Enter] OMPLETE INCOMPLETE RECORD
FILE# OR
INDEX TO SEARCH > [789] [Enter]
# NAME DATE FILE# NEXT SKIPPED
------------------------------------------------------------
1)MCCARROLL, ABBY
3/2/06 789 MLN
IS THIS THE PERSON? <Y> [Enter]
RETRIEVING
DATA .........
Note: AVSS will
immediately begin at the field where you filed this record as an INCOMPLETE FORM SAVED FOR LATER COMPLETION. You can complete this record as usual.
SKIPPED
FIELD(S)
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL
BIRTH RECORD OPTION > [C] [Enter] OMPLETE INCOMPLETE RECORD
FILE# OR
INDEX TO SEARCH > [4237] [Enter]
# NAME DATE FILE# NEXT
SKIPPED
------------------------------------------------------------
1)MANN, MOE JOE
2/1/06 246 1B,
IS THIS THE PERSON? <Y> [Enter]
RETRIEVING
DATA .........
FIRST WE
WILL REPROMPT ALL THE QUESTIONS PREVIOUSLY SKIPPED
"^FILE"
HAS BEEN DISABLED, BUT IF YOU STILL WISH
TO DELAY
ANSWERING YOU MAY "^SKIP" AGAIN.
Note: AVSS
will immediately begin at the first skipped field.
1B.MIDDLE
NAME OF CHILD > [IVAN] [Enter]
ALL THE
PREVIOUSLY SKIPPED PROMPTS HAVE BEEN REPROMPTED
"^FILE"
HAS BEEN ENABLED.
Note: AVSS
will display this record. You can
complete this record as usual.
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference
Manual Hospital Birth Record, Incomplete Record Report
INCOMPLETE RECORD REPORT
This report will list all the records which were 'filed'
during data entry as an INCOMPLETE FORM SAVED FOR LATER COMPLETION (using the
key F6).
SYSTEM OPTION
> [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL
BIRTH RECORD OPTION > [INC] [Enter] OMPLETE RECORD REPORT
BEGINNING
DATE <1/1/06> [Enter]
(01/01/2006)
ENDING DATE
<T> [Enter] (09/29/2006)
RUN THIS
REPORT IN THE BACKGROUND <N> [Enter]
SAVE THE OUTPUT
FROM THIS REPORT <N> [Enter]
OUTPUT DEVICE <T> [Enter]
Note: Enter a 'P' as the output device if you would like your listing to print on your
printer.
|
INCOMPLETE
CERTIFICATES FOR FORM: HOSPITAL BIRTH
RECORD SITE CODE: 123 INDEX FILE# SKIPPED 4237 13C, 5720 12C 6960 12C,12C 6961 MLN SUMMARY
REPORT OF INCOMPLETE CERTIFICATES SITE CODE:
123 FORM: HOSPITAL BIRTH RECORD TOTAL
NUMBER OF CERTIFICATES: 10 NUMBER OF
INCOMPLETE CERTIFICATES: 4 |
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference
Manual
Hospital Birth Record, Filing Variable List
FILING VARIABLE LIST
This list will show all the records entered in AVSS for a
date range specified by you. It will be
sorted by the 'filing variable' or the baby's patient file number (BPF). This is the number assigned by you to
identify this baby's record (e.g. the Medical Record Number). Record numbers which contain only numbers
will be in a numerical order. Record
numbers which contain non-numeric characters (letters and dashes) may be sorted
differently and in a more alphabetical way.
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL
BIRTH RECORD OPTION > [F] [Enter] ILING VARIABLE LIST
FROM FILE#
<BEGIN> [Enter] TO FILE#
<END> [Enter]
RUN THIS
LISTING IN THE BACKGROUND <N> [Enter]
SAVE THE
OUTPUT FROM THIS PROGRAM <N> [Enter]
OUTPUT DEVICE <T> [Enter]
Note: Enter
a 'P' as the output device if you would like your listing to print on your
printer.
|
SITE: 123 HOSPITAL
BIRTH RECORD INDEX LIST FROM '0' THRU '<END>' NAME EVENT-DATE FILE# NEXT
SKIPPED AMENDED ------------------------------------------------------------------------------- BEHR, TEDI
A
1/2/2007 444 JONES,
HENRY ALAN 4/17/2001
654 19 PINCH, INA
BEA
5/25/1993 999 SSA1 RUTH,
BABE
12/1/1988 1111 GRANT, TEST, TEST
TEST 12/20/1999
1234 20C TEST, TEST
TEST
12/9/1994 4321 27C,27F, CAINE,
TEST MARK
10/17/1995 5555 27A,27B,27C, JONES,
JOHN PAUL
1/1/2007 6960 HIT RETURN
TO CONTINUE, 'Q' OR '^Q' TO QUIT > [Enter] JONES,
DEAN RONALD
10/20/1999 7687 20A POKIPSKY,
YANCY LYNN 5/29/1989 12345
27C,27F, MANN, MOE
JOE
1/1/2007 13579 KIKO, ANDY
CASEY
3/4/2007 15937 NARY, MARY
TERRY 10/15/1996
23499 |
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference
Manual Hospital Birth Record, Variable Display
VARIABLE DISPLAY
This display provides a list of field numbers and an
expanded description of each field name.
The field names are listed according to the sorting order of the data
field number. It is possible to select
only one data field or a group of data fields.
This display is useful in analyzing record data in depth and also allows
you to view the values of "internal variables" which are created
during data entry for certain fields to be used in reports, computer tapes, or
for mathematical computations.
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL
BIRTH RECORD OPTION > [VAR] [Enter] IABLE DISPLAY
FILE# OR
INDEX TO SEARCH > [6960] [Enter]
# NAME DATE FILE# NEXT
SKIPPED
-------------------------------------------------------
1)JONES, JOHN PAUL 01/01/2007 6960 12B,13D,TYPE,23A,23B
IS THIS THE PERSON? <Y> [Enter]
EXAMPLE
#1: To see all variables available on this form.
VARIABLE(S)
> [*] [Enter]
|
2. SEX OF CHILD <MALE> 7. FATHER'S STATE OF 8. FATHER'S DATE OF BIRTH <05/05/25> 10. MOTHER'S STATE OF 10,RECHECK<> 11. MOTHER'S DATE OF BIRTH <06/06/66> 14. NAME AND TITLE OF CERTIFIER IF NOT
ATTENDANT <> 18. FATHER'S RACE <ENGLISH/IRISH> 19. FATHER HISPANIC <NO> 21. MOTHER'S RACE <WHITE> 22. MOTHER HISPANIC <GUATEMALAN> 22,RECHECK
<> 26. BIRTHWEIGHT <3331> 29. COMPLICATION OF PREGNANCY AND CONCURRENT
ILLNESSES <00> NONE 30. COMPLICATIONS OF LABOR AND DELIVERY
<00> NONE 31. ABNORMAL CONDITIONS AND CLINICAL PROCEDURES
RELATING TO THE NEWBORN <00> NONE HIT RETURN
TO CONTINUE, 'Q' OR '^Q' TO QUIT > [Q]
[Enter] |
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference Manual
Hospital Birth Record, Variable Display
(continued)
EXAMPLE
#2: To see a list of the variables available.
VARIABLE(S)
> [^L] [Enter]or [Press the F3 Key]
|
THE
FOLLOWING VARAIBLES ARE AVAILABLE: 2 7 8
10 11 14
18 19 20
21 22 23
26 29 30
31 32 33
%FILE %UPDT %USAGE %VALD
%VER 12A 12B
12C 13B 13C
13D 15A 18A
18B 18C 19L 1A
1B 1C 20A
20B 20C 21A
21B 21C 22L
23A 23B 23C 24A 24B 24C
24D 24E 25A
25AA 25B 25BA
25C 25D 26A
26B 27A 27B 27C 27D
27E 27F 28A
28AA 28AB 28AC
28AD 28AE 28B
3A 3B 4A 4B 5A
5B 5C 5D
6A 6B 6C
9A 9B 9C A APGAR1
APGAR10 APGAR5 B BPF CIGFN
CIGPN CIGSN CIGTN
CNTY D DECP
F FAGE GAGE
GAWK I10 I11 I12B
I12C I13C I18
I18A I18B I18C
I19 I21 I21A
I21B I21C I22 I24B
I24C I24D I25A
I25AA I25BA I27C
I27F I3A I4A I5A I5C I5D
I7 I8 ICIGFN
ICIGPN ICIGSN ICIGTN
IMCITY IMCOUNTY IMSTATE ISENT ITYPE
MAGE MAR MCITY
MCOUNTY MHT MLN
MSTATE MSTRT MWT1 MWT2 MZIP
NCHSRES NEWS SENT
SSA1 SSA2 TYPE
WIC |
EXAMPLE
#3: To see the usage of a record
VARIABLE(S) > [%USAGE] [Enter]
|
%USAGE. (NOT ON FORM)
<6@60352,60436,60139;6@60352,64822,64115;6@60352,66878,668 40;2@60457,34591,34562;> %USAGE,0 <2> %USAGE,1 <6@60352,66856,23C^GED^SOME COLLEGE> %USAGE,2 <2@60457,34591,**SENT**> |
VARIABLE(S)
> [Enter]
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference
Manual Hospital Birth Record, Index List Display
INDEX LIST DISPLAY
Provides a display of birth record information in a
"list" format. The information
is displayed in the same order that it was entered into the birth record. All of the codes or abbreviations used for
fields such as in 28A-METHOD OF DELIVERY or 30-COMPLICATIONS AND PROCEDURES OF
LABOR AND DELIVERY are translated so that these values may be viewed in their
expanded form rather than as a code.
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL
BIRTH RECORD OPTION > [INDE] [Enter] X LIST DISPLAY
FILE# OR
INDEX TO SEARCH > [6960] [Enter]
# NAME
DATE FILE# NEXT
SKIPPED
-----------------------------------------------------------------------------
1)JONES, JOHN PAUL
01/01/2007 6960 12B,13D,TYPE,23A,23B
IS THIS THE PERSON? <Y> [Enter]
RETRIEVING DATA ..........
|
HOSPITAL BIRTH
RECORD BPF BABY'S
PATIENT FILE NUMBER <6960> 1A FIRST (GIVEN)
NAME OF CHILD <JOHN> 1B MIDDLE NAME
OF CHILD <PAUL> 1C LAST
(FAMILY) NAME OF CHILD (SURNAME) <JONES> 2 SEX OF CHILD
<MALE> 3A THIS BIRTH
SINGLE, TWIN, ETC. <SINGLE> 4A DATE OF
BIRTH <01/01/2007> 4B HOUR OF
BIRTH (24 HOUR CLOCK) <2253> MAR MOTHER
MARRIED (AT ANY TIME DURING THE PREGNANCY) <NO> DECP DO YOU HAVE
A DECLARATION OF PATERNITY SIGNED BY THE FATHER & MOTHER <YE S> 6A FIRST
(GIVEN) NAME OF FATHER <ROBERT> 6B MIDDLE NAME
OF FATHER <DAVID> 6C LAST
(FAMILY) NAME OF FATHER (SURNAME) <JONES> 7 FATHER'S
STATE OF 8 FATHER'S
DATE OF BIRTH <05/05/1939> 9A FIRST
(GIVEN) NAME OF MOTHER <MARIA> 9B MIDDLE NAME
OF MOTHER <ALENA> 9C BIRTH LAST (FAMILY) NAME OF MOTHER (MAIDEN
SURNAME) <SANCHEZ> MLN MOTHER'S
CURRENT LAST NAME <JONES> 10 MOTHER'S
STATE OF HIT RETURN TO CONTINUE, Q OR ^Q TO QUIT >[Enter] |
HOSPITAL BIRTH RECORD OPTION >
AVSS Quick Reference
Manual
Hospital Birth Record, Non-Confidential Display
NON-CONFIDENTIAL DISPLAY
The display of birth record information that is part of the
public record of this birth. On a
Certificate of Live Birth, the information displayed on the top part of the
document (above the print CONFIDENTIAL INFORMATION FOR PUBLIC HEALTH USE ONLY)
is considered non-confidential.
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL BIRTH
RECORD OPTION > [NO] [Enter] N-CONFIDENTIAL DISPLAY
FILE# OR
INDEX TO SEARCH > [6960] [Enter]
# NAME DATE FILE# NEXT SKIPPED
------------------------------------------------------------------------------
1)JONES, JOHN PAUL
03/04/1993 6960
12B,13D,TYPE,23A,23B
IS THIS THE PERSON? <Y> [Enter]
RETRIEVING
DATA .........
OUTPUT DEVICE <T> [Enter]
Note: Enter
a 'P' as the output device if you would like your listing to print on your
printer.
|
HOSPITAL BIRTH
RECORD 1A.JOHN 1B.PAUL 1C.JONES 2.MALE 3A.SINGLE 3B.- 4A.01/01/2007 4B.2253 6A.ROBERT 6B.DAVID 6C.JONES 7.AK 8.05/05/1939 9A.MARIA 9B.ALENA 9C.SANCHEZ 10.MEXICO 11.06/06/1980 MLN.JONES 12A.JONES 12B.MOTHER 12C.01/01/2007 14.
13B.C-38381
13C.01/01/2007 13D.AAA
AAA,MD, 15A. 19.NO |
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference
Manual
Hospital Birth Record, Validation Display
VALIDATION DISPLAY
The list of validation and warning messages which would have
appeared just before filing a birth record.
A "validation" will require you to confirm the accuracy of the
information that was entered. A
"warning" will alert you to data that may be considered unlikely but
a confirmation is not required.
SYSTEM OPTION > [H]
[Enter] OSPITAL BIRTH RECORD
HOSPITAL BIRTH RECORD OPTION > [VAL] [Enter] IDATION
DISPLAY
FILE# OR INDEX TO SEARCH
> [6960] [Enter]
# NAME DATE FILE# NEXT
SKIPPED
-------------------------------------------------------------------------------
1) JONES, JOHN PAUL . . . . . . . . 1/1/2007
6960
IS THIS THE
PERSON? <Y>
RETRIEVING
DATA ................
OUTPUT DEVICE <T> [Enter]
Note: Enter a 'P' as the output
device if you would like your listing to print on your printer.
|
VALIDATION
MESSAGES: ATTEMPTING
TO CENSUS TRACT 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' |
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference
Manual
Hospital Birth Record, Individual Inquiry
INDIVIDUAL INQUIRY
A display of the "audit trail" for a particular
birth record. This audit trail includes
the name and date of the person who entered the original birth record and the
names and dates of any other users who updated any data and refiled this
record.
SYSTEM OPTION > [H]
[Enter] OSPITAL BIRTH RECORD
HOSPITAL BIRTH RECORD OPTION > [INDI] [Enter] VIDUAL
DISPLAY
FILE# OR INDEX TO SEARCH
> [6960] [Enter]
# NAME DATE FILE# NEXT
SKIPPED
-------------------------------------------------------------------------------
1) JONES, JOHN PAUL . . . . . . . . 1/1/2007
6960
IS THIS THE PERSON? <Y> [Enter]
|
ENTERED: NISHIDA,GLEN ON 1/01/2007 UPDATED: NISHIDA,GLEN ON 1/01/2007 |
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference Manual Hospital
Birth Record, User Report
USER REPORT
The information provided on this report is to help keep
statistics on the activities of all users and the types of activities for each
birth record. Activities include
entering, updating, and printing certificates and the time it takes to do
each. A report can be printed in a
summary format or all activities of each record can be displayed. The statistics for this report were gathered
on the basis of the date of birth.
SYSTEM OPTION > [H]
[Enter] OSPITAL BIRTH RECORD
HOSPITAL BIRTH RECORD OPTION > [US] [Enter]
1 USER REPORT
2 USER
REPORT BY ACTIVITY INDEX
3 USER
SUMMARY
SELECTION #
> [1] [Enter]
SEARCH DATA
BY
BEGINNING
DATE <1/1/2006> (1/1/2006)
ENDING DATE <TODAY> (10/3/2006)
SUMMARY
STATISTICS ONLY? <Y> [Enter]
RUN THIS
REPORT IN THE BACKGROUND <N> [Enter]
SAVE THE
OUTPUT FROM THIS REPORT <N> [Enter]
OUTPUT DEVICE <T> [Enter]*
Note: Enter a 'P' as the output
device if you would like your listing to print on your printer.
LEHMAN,EMILY
ENTERED
1 (AVG. ELAPSED TIME OF 16.40 N=1)
LINKED 0
UPDATED
1 (AVG. ELAPSED TIME OF 8.43 N=1)
PRINTED 0
MCCARROLL,JESSICA
ENTERED
7 (AVG. ELAPSED TIME OF 8.48 N=7)
LINKED 0
UPDATED
12 (AVG. ELAPSED TIME OF 1.40 N=11)
PRINTED 0
NISHIDA,GLEN
ENTERED 0
LINKED 0
UPDATED
6 (AVG. ELAPSED TIME OF 1.58 N=6)
PRINTED
1 (AVG. ELAPSED TIME OF 0.12 N=1)
*********************************************************************
TOTALS:
HIT RETURN
TO CONTINUE, 'Q' OR '^Q' TO QUIT >
ENTERED
8 (AVG. ELAPSED TIME OF 9.47 N=8)
LINKED 0
UPDATED
19 (AVG. ELAPSED TIME OF 1.85 N=18)
PRINTED
1 (AVG. ELAPSED TIME OF 0.12 N=1)
THE TOTAL
NUMBER OF ENTRIES WITH NO USAGE STATISTICS IS 0
THE TOTAL
NUMBER OF ENTRIES WITH USAGE RECORDED IS 8
AVSS Quick Reference Manual
Hospital Birth Record, User Report By Activity Index
USER REPORT BY ACTIVITY INDEX
The information provided on this report is to help keep
statistics on the activities of all users and the types of activities for each
birth record. Activities include
entering, updating, and printing certificates and the time it takes to do
each. A report can be printed in a
summary format or all activities of each record can be displayed. The statistics for this report were gathered
based on the above mentioned activities occurring within the user-specified
date range.
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL
BIRTH RECORD OPTION > [US] [Enter]
1 USER
REPORT
2 USER
REPORT BY ACTIVITY INDEX
3 USER
SUMMARY
SELECTION # > [2] [Enter] USER REPORT BY ACTIVITY INDEX
BEGINNING DATE <1/1/2006> [040106] [Enter] (4/1/2006)
ENDING DATE
<TODAY> [043006] [Enter]
(4/30/2006)
SUMMARY REPORT ONLY <Y> [N] [Enter]
FULL AUDIT TRAIL? <Y> [Enter]
SAVE THE OUTPUT FROM THIS REPORT <N> [Enter]
OUTPUT DEVICE <T> [Enter]
Note: Enter a 'P' as the output device
if you would like your listing to print on your printer.
SEARCHING DATABASE
USER REPORT FROM ACTIVITY INDEXING TODAY: 10/3/2006
FORM: HOSPITAL BIRTH RECORD
4/3/2006 0 NEW CERTIFICATES WERE ENTERED
MCCARROLL,JESSICA UPDATED FILE # 999999 FROM 04:03 PM TO
04:04 PM TIME=0.77 MINU
TES
AT 04:04 PM FIELD
14 CHANGED FROM '*UNDEF*' TO ''
MCCARROLL,JESSICA UPDATED FILE # 376 FROM 04:04 PM TO 04:04
PM TIME=0.40 MINUTES
4/13/2006 0 NEW CERTIFICATES WERE ENTERED
LEHMAN,EMILY UPDATED FILE # 999999 FROM 01:17 PM TO 01:17 PM
TIME=0.52 MINUTES
4/20/2006 0 NEW CERTIFICATES WERE ENTERED
MCCARROLL,JESSICA UPDATED FILE # 481 FROM 01:49 PM TO 01:50
PM TIME=1.02 MINUTES
AT 01:50 PM *PUT ON LIST TO BE SENT*
MCCARROLL,JESSICA UPDATED FILE # 481 FROM 01:51 PM TO 01:51
PM TIME=0.85 MINUTES
AT 01:51 PM
*PROCESS REGISTRAR REFUSED*4/26/2006 0 NEW CERTIFICATES WERE ENTERED
MCCARROLL,JESSICA UPDATED FILE # 492 FROM 03:57 PM TO 03:58
PM TIME=0.38 MINUTES
MCCARROLL,JESSICA UPDATED FILE # 481 FROM 04:04 PM TO 04:05
PM TIME=0.28 MINUTES
AT 04:05 PM *PUT
ON LIST TO BE SENT*
NISHIDA,GLEN UPDATED FILE # 376 FROM 04:04 PM TO 04:05 PM
TIME=0.47 MINUTES
AT 04:05 PM FIELD
COM CHANGED FROM '*UNDEF*' TO 'SENT BACK 4/26/06'
AVSS Quick Reference Manual Hospital Birth Record, User Summary
USER SUMMARY
This summary report contains a count of records by the date
they were originally filed into AVSS (Record Count By Date of Registration) and
also a count of the records that were most recently updated (Record Count By
Last File Date) based on a user specified date range.
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH
RECORD
HOSPITAL
BIRTH RECORD OPTION > [US] [Enter]
1 USER
REPORT
2 USER
REPORT BY ACTIVITY INDEX
3 USER
SUMMARY
SELECTION #
> [3] [Enter]
BEGINNING
DATE <1/1/2006> [040106] [Enter] (4/1/2006)
ENDING DATE <TODAY> [043006] [Enter]
(4/30/2006)
RUN THIS
REPORT IN THE BACKGROUND <N> [Enter]
SAVE THE
OUTPUT FROM THIS REPORT <N> [Enter]
OUTPUT DEVICE <T> [Enter]
Note: Enter
a 'P' as the output device if you would like your listing to print on your
printer.
RECORD COUNT
BY DATE OF REGISTRATION
04/27/2006 1
--------------------------------------------------
TOTAL 1
USER COUNT
BY DATE OF REGISTRATION
MCCARROLL,JESSICA,SYSTEM 1
--------------------------------------------------
TOTAL 1
RECORD COUNT
BY LAST FILE DATE
04/26/2006 3
04/27/2006 1
--------------------------------------------------
TOTAL 4
USER COUNT
BY LAST FILE DATE
MCCARROLL,JESSICA,SYSTEM 3
NISHIDA,GLEN,AVSS
PROJECT 1
--------------------------------------------------
TOTAL 4
AVSS Quick Reference Manual
Hospital Birth Record, Print Record
PRINT RECORD
To print a baby's record.
SYSTEM OPTION > [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL BIRTH RECORD OPTION > [PRI] [Enter] NT RECORD
FILE# OR INDEX TO SEARCH > [6960] [Enter]
# NAME DATE FILE# NEXT
SKIPPED
-------------------------------------------------------------------------------
1) JONES, JOHN
PAUL . . . . . . . . 1/1/2007
6960
IS THIS THE PERSON? <Y> [Enter]
OUTPUT DEVICE
<P> [Enter]
HOSPITAL BIRTH RECORD OPTION >
AVSS Quick Reference Manual
Hospital Birth Record, Scratch Record
SCRATCH RECORD
To remove a
baby’s record, whether it’s a duplicate or mistake, please contact your local
Health Department or the AVSS Help Desk at 916-449-5174.
AVSS Quick Reference
Manual Hospital Birth Record, Modify User Lists
MODIFY USER LISTS
Please see HOSPITAL BIRTH RECORD OPTION, ATTENDANT LIST for
additions, changes, and deletions to an attendant. This suboption may be used to add, change,
delete or list user-defined attendants, or certifiers, etc. Keeping this list current reduces the amount
of time you may spend typing in this repetitive data.
ADDING A NEW CERTIFIER/ATTENDANT NAME
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL
BIRTH RECORD OPTION > [M] [Enter] ODIFY USER LISTS
CALIST. LIST
TO EDIT > [^L] [Enter] or [Press the F3 key]
ATTENDANT LIST (MD)
CERTIFIER LIST
(ADMIN)
REPORTER
LIST
PEDIATRICIAN
LIST
PRENATAL
CARE PROVIDER LIST
DELIVERY
NURSE LIST
FUNERAL
DIRECTOR LIST
EMBALMER
LIST
DISPOSTION
LIST
CERTIFIER
LIST (DEATHS)
CORONER LIST
CALIST. LIST
TO EDIT > [CE] [Enter]
1. CERTIFIER LIST (ADMIN)
2. CERTIFIER LIST (DEATHS)
SELECTIONS # > [1]
[Enter]CERTIFIER LIST (ADMIN)
CACE.
ATTENDANT'S LAST NAME > [PATILLO]
[Enter]
CAFN. FIRST
NAME > [
CAMI. MIDDLE
INITIAL > [R] [Enter]
CATI. CERTIFIER
TITLE > [MED REC CLK] [Enter]
PATILLO,ELIZABETH R,MED REC CLK
1234567890123456789012345678901
Note: If you receive the following
message:
*** WARNING
*** THIS ENTRY IS TOO LONG (MAX=26).
PLEASE EDIT
THE ITEMS AND REMOVE 5 CHARACTERS.
Note: AVSS will re-prompt you for the
certifier's data, allowing you to make the necessary changes.
AVSS Quick Reference Manual
Hospital Birth Record, Modify User Lists (continued)
EDITING A CERTIFIER'S/ATTENDANT'S
INFORMATION
Please see HOSPITAL BIRTH RECORD OPTION, ATTENDANT LIST for
changes to an attendant. If you need to
make minor changes in a certifier's information, such as replacing, inserting
or deleting a few characters, follow the instructions below. However, if there are major changes,
it is usually easier to completely delete the old information (see HOSPITAL BIRTH RECORD OPTION, MODIFY
USER LISTS, DELETING A CERTIFIER/ATTENDANT) and then completely re-enter the
new information (see HOSPITAL BIRTH RECORD OPTION, MODIFY USER LISTS, ADDING A
NEW CERTIFIER/ATTENDANT NAME).
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL
BIRTH RECORD OPTION > [M] [Enter] ODIFY USER LISTS
CALIST. LIST
TO EDIT > [CE] [Enter]
1. CERTIFIER
LIST (ADMIN)
2. CERTIFIER LIST (DEATHS)
SELECTIONS # >
[1] [Enter] CERTIFIER LIST (ADMIN)
CACE.
CERTIFIER'S LAST NAME > [PA] [Enter]
Note: You may type the first two or
three letters of the certifier's last name.
IS THIS THE
PERSON <Y> [Enter]
PA1 =PATILLO,ELIZABETH R,MR CLK
PA1 =
Note: First
use the space bar to move the cursor so it is directly underneath the
character(s) you want to replace or delete, or just in front of where you want
to insert new characters. Type one of
the following codes::
I (Insert)
R (Replace)
D (Delete)
Refer to the following examples:
EXAMPLE
#1, Inserting
Characters
PA1 =PATILLO,ELIZABETH,MR CLK
PA1 = IED [Enter]
PA1 =PATILLO,ELIZABETH,MEDR CLK
PA1 = [Enter]
EXAMPLE #2, Replacing Characters:
PA1 =PATILLO,ELIZABETH,MEDR CLK
PA1 = RS [Enter]
PA1 =PATILLO,ELISABETH T,MEDR CLK
PA1 =
[Enter]
EXAMPLE #3, Deleting Characters:
PA1 =PATILLO,ELISABETH,MEDR CLK
PA1 = D D D D [Enter]
PA1 =PATILLO,BETH,MEDR CLK
PA1 =
[Enter]
AVSS Quick Reference Manual Hospital Birth Record, Modify User Lists
(continued)
LIST
CERTIFIERS/ATTENDANTS
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL
BIRTH RECORD OPTION > [M] [Enter] ODIFY USER LISTS
CALIST. LIST
TO EDIT > [CE] [Enter]
1. CERTIFIER
LIST (ADMIN)
2. CERTIFIER LIST (DEATHS)
SELECTIONS # > [1]
[Enter] CERTIFIER LIST (ADMIN)
CACE. CERTIFIER'S
LAST NAME > [^L] [Enter] or [Press the F3 Key]
OUTPUT
DEVICE <T>
Note: Enter a 'P' as the output device if you would like your listing to print on your
printer.
|
JO0 =
JONES,SANDRA,BIRTH CLERK PA0 =
PATILLO,BETH,MEDR CLK SM0 = SMITH,JANE
T,MR DIRECTOR TW0 =
TWOMNE,OLGA,MR DIRECTOR |
CACE. CERTIFIER'S LAST NAME > [Enter]
CALIST. LIST TO EDIT
> [Enter]
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference Manual
Hospital Birth Record, Modify User Lists (continued)
DELETING A
CERTIFIER/ATTENDANT
SYSTEM
OPTION > [H] [Enter]
OSPITAL BIRTH RECORD
HOSPITAL
BIRTH RECORD OPTION > [M] [Enter] ODIFY USER LISTS
CALIST. LIST
TO EDIT > [CE] [Enter]
1. CERTIFIER LIST (ADMIN)
2. CERTIFIER
LIST (DEATHS)
SELECTIONS # > [1]
[Enter] CERTIFIER LIST (ADMIN)
CACE.
CERTIFIER'S LAST NAME > [TW] [Enter]
OMNE,OLGA,MR DIRECTOR
IS THIS THE PERSON <Y>
[Enter]
TW0 =TWOMNE,OLGA,MR
DIRECTOR
TW0 =[K] [Enter] OK TO
DELETE? [Y] [Enter]
CACE. CERTIFIER'S LAST NAME > [Enter]
CALIST. LIST TO EDIT > [Enter]
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference Manual
Hospital Birth Record, Attendant List
ATTENDANT LIST
To add, change, delete or list the Attendants (field 13D)
that are specific to your facility.
Maintaining a current list of your attendants reduces the amount of time
you may spend typing in this repetitive data.
ADDING A NEW ATTENDANT
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL
BIRTH RECORD OPTION > [AT] [Enter] TTENDANT LIST
ATTENDANT
LIST FUNCTION > [^L] [Enter]
ENTER 'A' TO
ADD A NEW ATTENDANT,
'L' TO
LIST THE ATTENDANTS,
'E' TO
EDIT AN ATTENDANT,
'D' TO
DELETE AN ENTRY.
ATTENDANT
LIST FUNCTION > [A] [Enter]
LAST NAME
> [
FIRST NAME
> [PAUL] [Enter]
TITLE > [MD] [Enter] (1) M.D. (MEDICAL DOCTOR OR MD) (1)
ADDRESS >
[
CITY > [
LICENSE
NUMBER > [A12345] [Enter]
ADDED:
Note: If you receive the following
message, AVSS will re-prompt you for the Attendant's data, allowing you to make
the necessary changes:
NAME/ADDRESS
INFORMATION TOO LONG BY X CHARACTERS.
ABBREVIATE
AS NECESSARY.
LIST ATTENDANTS
ATTENDANT
LIST FUNCTION > [L] [Enter] IST
OUTPUT DEVICE <T> [Enter]
|
BARBOSA, BOWLES,NANCY
C,CNM, CALLAHAN, HARVEY,PAUL,MD, JURATSCH, JUSTIN, MCGHEE, OKERBLUM, SPENCER, SPUDS,IDA,14200
WYATT, |
AVSS Quick Reference Manual
Hospital Birth Record, Attendant List (continued)
EDIT AN ATTENDANT
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH RECORD
HOSPITAL BIRTH
RECORD OPTION > [AT] [Enter] TTENDANT LIST
ATTENDANT LIST FUNCTION > [E] [Enter] DIT
ATTENDANT'S
LAST,FIRST NAME > [HAR] [Enter]
SEARCHING
ATTENDANT LIST...
1 HARVEY,PAUL,MD,
IS THIS THE
ATTENDANT <Y> [Enter]
Note: Make changes to any fields, as
necessary:
LAST NAME
<
FIRST NAME
<PAUL> [Enter]
TITLE
<MD> [FIR] [Enter] (6) FIREMAN (C.P.T. CERTIFIED)
(6)
ADDRESS<
CITY <
LICENSE
NUMBER <A12345> [FM843] [Enter]
REMOVED:
ADDED:
ATTENDANT LIST FUNCTION >
DELETING AN ATTENDANT
ATTENDANT
LIST FUNCTION > [D] [Enter] ELETE
ATTENDANT'S
LAST,FIRST NAME > [HAR] [Enter]
1 HARVEY,PAUL,MD,
IS THIS THE
ATTENDANT <Y> [Enter]
DELETE
HARVEY,PAUL,FIREMAN
ARE YOU SURE
<N> [Y] [Enter]
DELETED.
ATTENDANT
LIST FUNCTION >
AVSS Quick Reference
Manual
Hospital Birth Record, Process Registrar Refused Records
PROCESS REGISTRAR
REFUSED RECORDS
To allow access to a record that has been previously
restricted. A record that has been
selected for the LIST TO BE SENT TO HEALTH DEPARTMENT is flagged as 'SENT' and access
to this record becomes restricted. The
message ACCESS TO THIS CERTIFICATE IS RESTRICTED is displayed when you try to
edit or print a record that has been selected for the LIST TO BE SENT TO HEALTH
DEPARTMENT. Make sure you have the paper
birth certificate back from the health department and ask them to release the
record or call the AVSS Help Desk at 916-449-5174..
AVSS Quick Reference
Manual
Hospital Birth Record, VerificationLetter
VERIFICATION LETTER
A complimentary letter provided to parents by the
hospital. This is not a legal
document. The letter contains
non-confidential birth information. The
standard AVSS Verification Letter may be printed on plain white paper, or a
customized Verification Letter can be printed using hospital letterhead or any
other stationery of your choice.
FOR RECORDS THAT HAVE NOT BEEN REGISTERED BY THE COUNTY:
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH
RECORD
HOSPITAL
BIRTH RECORD OPTION > [VE] [Enter] RIFICATION LETTER
FILE# OR
INDEX TO SEARCH > [5542] [Enter]
# NAME DATE FILE#
NEXT SKIPPED
------------------------------------------------------------
1)BACON, EMILY JOY
02/28/2006 5542
IS THIS THE PERSON? <Y> [Enter]
OUTPUT DEVICE
<P> [Enter]
HOSPITAL
BIRTH RECORD OPTION >
FOR RECORDS THAT HAVE BEEN REGISTERED BY THE COUNTY:
SYSTEM OPTION > [B] [Enter] IRTH
CERTIFICATE
BIRTH CERTIFICATE OPTION > [H] [Enter]
OSPITAL VERIFICATION LETTER
FILE# OR INDEX TO SEARCH > [DR] [Enter]
(DR) HOSPITAL NUMBER DIRECTORY
I5A. HOSPITAL CODE > [000][Enter] Enter
your three digit hospital code
If you don’t know your code, look in Box A of a certificate.
4A. DATE OF BIRTH > [010107] [Enter]
OUTPUT DEVICE <P> [Enter]
BIRTH CERTIFICATE OPTION >
AVSS Quick Reference Manual
Hospital Birth Record, Verification Letter (continued)
Note: Sample
of letter with your hospital letterhead.
|
|
_____________________________________________________________ OUR
MEDICAL RECORDS INDICATE THAT THE FOLLOWING CHILD: EMILY JOY
BACON WAS BORN
IN THIS FACILITY ON
FEBRUARY 28, 2006 AT 0837 HOURS MOTHER'S
MAIDEN NAME: GINA MARIE
CALLAHAN MOTHER'S
BIRTH PLACE: CALIFORINIA DOB:
12/23/80 FATHER'S
NAME: WILLIAM
ARTHUR BACON FATHER'S
BIRTH PLACE: SEX OF
CHILD: FEMALE BIRTH
ATTENDANT: NANCY C BOWLES,
CNM
__________________________
HOSPITAL REPRESENTATIVE |
NameAVSS Quick Reference Manual Hospital Birth Record, Duplicate Record
Report Based On
DUPLICATE RECORD REPORT
BASED ON NAME
This report
will list babies who might possibly have been entered more than once. The report looks at the babies’ name and the date
of birth to make this determination.
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH
RECORD
HOSPITAL
BIRTH RECORD OPTION > [DUP] [Enter] LICATE RECORD REPORT BASED ON NAME
FROM
<%> [ENTER] THRU <z> [Enter]
FROM EVENT
DATE <1/1/06> [Enter] THRU EVENT
DATE <TODAY> [ENTER]
RUN THIS
REPORT IN THE BACKGROUND <N> [Enter]
SAVE THE
OUTPUT FROM THIS REPORT <N> [Enter]
OUTPUT DEVICE <T> [Enter]
Note: Enter a 'P' as the output device if you would like your listing to print on your
printer.
|
LAST, FIRST
MIDDLE DATE FILE # ORDER/MULT |
|
----------------------------------------------------------------------------------- |
|
CHICKEN,
MARK LOUIS 3/20/06 8383 ?/1 |
|
CHICKEN,
MARK LOUIS 3/20/06 8384 ?/1 |
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference
Manual
Hospital Birth Record, List To Be Sent To Health Dept
LIST TO BE SENT TO HEALTH DEPARTMENT
The completed Hospital Birth Records are sent to the Local
Registration District. A listing of the
completed records can be created to send with the certificates. This listing is created from the records that
have not yet been batched and are still flagged as "UNSENT". This list provides you with an audit trail of
the records you have sent to your Local Registration District and the date that
they were completed and sent. A record
that has been selected for this list is flagged as 'SENT' and access to this
record becomes restricted. The message
ACCESS TO THIS CERTIFICATE IS RESTRICTED is displayed when you try to edit or
print a record that has been previously put on a list. (See PROCESS REGISTRAR REFUSED RECORDS)
Note: After the record has been registered
by the local Health Department, it’s removed permanently from the list and you
will not be able to reprint a list from the past.
SELECTING RECORDS FOR
LIST
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH
RECORD
HOSPITAL
BIRTH RECORD OPTION > [L] [Enter] IST TO BE SENT TO HEALTH DEPARTMENT
THIS OPTION
CAN CREATE A NEW LIST TO BE SENT TO THE HEALTH DEPARTMENT OR
RE-PRINT A
REPORT FROM THE PAST.
CREATE NEW
LIST <Y> [Enter]
ENTER S)ELECT, D)ISPLAY, P)RINT, OR Q)UIT > [Enter]
S: SELECT RECORDS TO
BE INCLUDED/EXCLUDED IN THE LIST
D: DISPLAY RECORDS
CURRENTLY IN THE LIST
P: PRINT THE LIST
NOTE: RECORDS WILL BE MARKED AS 'SENT' ONLY AFTER
BEING PRINTED.
Q: QUIT THIS FUNCTION
AND RETURN TO THE SUB-OPTION MENU.
ENTER S)ELECT, D)ISPLAY, P)RINT, OR Q)UIT > [S] [Enter]
# SEX LAST, FIRST
MIDDLE EVENT-DATE FILE#
SKIPPED
--------------------------------------------------------------------------------
1 F
VASQUEZ,MARRINA JASMINE 3/1/06 5720
INCLUDE (Y/N/Q)
<N> [Y] [Enter] RECORD INCLUDED
2 F VINING,SHANTELL TRANICE 3/2/06 6500
INCLUDE (Y/N/Q)
<N> [Y] [Enter] RECORD INCLUDED
3 M JONES,JOHN PAUL 3/4/06 6960
12B,13D,TYPE,23A,23B
INCLUDE (Y/N/Q)
<N> [Y] [Enter]
RECORD INCLUDED
4 F ALEXANDER,JANE MARIE 3/7/06 6961
INCLUDE (Y/N/Q)
<N> [Enter]
NO MORE UNSENT RECORDS.
DISPLAYING RECORDS ON
LIST
Note: Display the records you have selected before printing the final list.
After selecting the records as explained above, continue with the
display option as follows:.
ENTER S)ELECT, D)ISPLAY, P)RINT, OR Q)UIT > [D] [Enter]
AVSS Quick Reference Manual Hospital Birth
Record, List To Be Sent To Health Dept. (continued)
|
ALPHABETIC LIST FOR AVSS TEST HOSPITAL DATE: 3/8/06 # SEX LAST,
FIRST MIDDLE
EVENT-DATE FILE#
SKIPPED ------------------------------------------------------------------------------------ 1 F
VASQUEZ,MARRINA JASMINE
3/1/06 5720 2 F VINING,SHANTELL TRANICE 3/2/06 6500 3 M JONES,JOHN PAUL 3/4/06 6960
12B,13D,TYPE,23A,23B |
REMOVING RECORDS FROM
LIST
Note: If after the records have been displayed, there is a record you wish
to remove, continue as follows. All unsent
records will be listed again and you will choose the records that should be
included in the list.
ENTER S)ELECT, D)ISPLAY, P)RINT, OR Q)UIT > [S] [Enter]
# SEX LAST, FIRST
MIDDLE
EVENT-DATE FILE# SKIPPED
---------------------------------------------------------------------------
1 F
VASQUEZ,MARRINA JASMINE 3/1/06 5720
INCLUDE (Y/N/Q)
<N> [Y] [Enter] RECORD INCLUDED
2 F VINING,SHANTELL TRANICE 3/2/06 6500
INCLUDE (Y/N/Q)
<N> [Y] [Enter] RECORD INCLUDED
3 M JONES,JOHN PAUL 3/4/06 6960
12B,13D,TYPE,23A,23B
INCLUDE (Y/N/Q)
<N> [Enter]
4 F ALEXANDER,JANE MARIE 3/7/06 6961
INCLUDE (Y/N/Q)
<N> [Enter]
NO MORE UNSENT RECORDS.
Note: Display the selected records
again, then continue with printing the final list. Once this list has been printed, records will be marked as
'sent' and cannot be removed from the list.
PRINTING RECORDS ON
LIST
ENTER S)ELECT, D)ISPLAY, P)RINT, OR Q)UIT > [P] [Enter]
OUTPUT
DEVICE <P> [Enter]
|
ALPHABETIC LIST FOR AVSS TEST HOSPITAL DATE: 3/8/06 # SEX LAST,
FIRST MIDDLE
EVENT-DATE FILE#
SKIPPED ------------------------------------------------------------------------------------ 1 F
VASQUEZ,MARRINA JASMINE
3/1/06 5720 2 F VINING,SHANTELL TRANICE 3/2/06 6500 |
ENTER S)ELECT, D)ISPLAY, P)RINT, OR Q)UIT > [Q] [Enter]
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference Manual Hospital Birth Record, Generate Hospital CBC
File
GENERATE HOSPITAL CBC FILE
This
option will allow you to create an ASCII file of your hospital records. You may ask your local Health Department or
the AVSS Help Desk to create the file for you, since the file will be saved on
the AVSS Server and downloaded via AVSS FX application.
AVSS Quick Reference Manual Hospital Birth Record,
Hospital Unsent List Of Incompletes
HOSPITAL UNSENT LIST OF INCOMPLETES
A report listing records which are not complete and ready to
be added to the LIST TO BE SENT TO THE HEALTH DEPT.
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH
RECORD
HOSPITAL
BIRTH RECORD OPTION > [HO] [Enter] SPITAL UNSENT LIST OF INCOMPLETES
ENTER
BEGINNING VALUE FOR DATE OF BIRTH <1/1/06> [Enter](1/1/06)
ENTER ENDING VALUE FOR DATE OF BIRTH <T>
[Enter](4/1/06)
RUN THIS
REPORT IN THE BACKGROUND <N> [Enter]
SAVE THE
OUTPUT FROM THIS REPORT <N> [Enter]
OUTPUT DEVICE <T> [Enter]
Note: Enter a 'P' as the output device if you would like your listing to print on your
printer.
|
INCOMPLETE
RECORDS NOT SENT TO HEALTH DEPARTMENT RAN ON: 4/1/06
BY: JONES,SANDRA,BIRTH CLERK FOR DATES OF BIRTH: 1/1/06 THRU 4/1/06 BIRTH
DATE CHILD'S LAST MOTHER'S BIRTH MOTHER'S LAST ATTENDANT ---------------------------------------------------------------------------- 2/20/06
PENALOZA SKIPPED
(^S) ITEMS: 1B, 3/1/06 VASQUEZ HERNANDEZ HERNANDEZ MARSHALL,PEGGY FILED (^F)
AT: 6A, 3/4/06
JONES SANCHEZ JONES SPENCER,TRUDY SKIPPED
(^S) ITEMS: 12B,13D,TYPE,23A,23B, 3/7/06 ALEXANDER AARON ALEXANDER JURATSCH, FILED (^F)
AT: MLN |
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference
Manual Hospital Birth Record, Newspaper
Announcement Report
NEWSPAPER ANNOUNCEMENT REPORT
A report containing non-confidential information. This information is usually provided as a
courtesy to newspapers by the hospital for birth announcements.
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH
RECORD
HOSPITAL
BIRTH RECORD OPTION > [NE] [Enter] WSPAPER ANNOUNCEMENT REPORT
DISPLAY
MOTHER'S MAIDEN NAME <Y> [Enter]
ENTER
BEGINNING VALUE FOR DATE OF BIRTH <
1/1/93 > [3/1/06] [Enter]
ENTER ENDING VALUE FOR DATE OF BIRTH < T > [3/7/06] [Enter]
|
BIRTHDATE PARENT'S NAME
SEX ----------------------------------------------------------------------------------- 3/1/93 DONATO VASQUEZ & LORRI
CASTLE GIRL 3/2/93 MICHAEL VINING & MARSHA
(WILLIAMS) VINING GIRL 3/4/93
ROBERT JONES & MARIA (SANCHEZ) JONES BOY 3/7/93 COREY ALEXANDER & BEATRICE
AARON GIRL |
HOSPITAL
BIRTH RECORD OPTION >
AVSS Quick Reference
Manual
Hospital Birth Record, HP Laserjet Form Alignment
HP LASERJET FORM ALIGNMENT
This option allows the user to make adjustments to the print
positions on the birth certificate. If
the print on the certificate needs to be moved left or right, up or down, or
both, the user can do this. Adjustments
made UP or DOWN can be done in increments .1 .2 .3 ... UP TO 1 then 2 3 4. Adjustments made LEFT or RIGHT can be in
increments of whole spaces only (1 or 2).
These adjustments are not for specific fields but for the entire birth
certificate.
SYSTEM
OPTION > [H] [Enter] OSPITAL BIRTH
RECORD
HOSPITAL
BIRTH RECORD OPTION > [HP] [Enter] LASER JET FORM ALIGNMENT
ENTER DEVICE <1> [Enter]
Note: If you see the message LASER JET PRINTER NOT SPECIFIED, your printer setup is not defined for a laser printer. See your System Manager or call the AVSS Help
Desk.
ADJUST PRINT
(U)P OR (D)OWN > [U] [Enter]
HOW MANY
LINES (.1 .2 .3 ... UP TO 1 2 3 4) > [.7]
[Enter]
ADJUST PRINT
(L)EFT OR (R)RIGHT > [R] [Enter]
HOW MANY
SPACES (1 2) [1] [Enter]
ADJUSTMENT
SUCCESSFUL.
Note: If you see the message VERTICAL ADJUSTMENT OUT OF RANGE. or HORIZONTAL ADJUSTMENT OUT OF RANGE., you have requested an adjustment which is not possible. See your System Manager or call the AVSS Help
Desk.
AVSS Quick Reference Manual Mailbox, Send Mail
MAILBOX
This
option provides a way of communicating messages between AVSS users of the same
computer system. If another user has
sent you mail, AVSS will notify you when you sign-on. Your system manager can leave a message to all
users on your system. This message will
appear on every user's screen as soon as they sign-on. Messages may be printed to your screen or
sent to a printer. The messages in your
mailbox will remain on your system until you delete them. You will also be able to check a message that
you have sent to another user to see if that user has read the message yet.
SEND MAIL
SYSTEM
OPTION > [M] [Enter] AILBOX OPTION
MAILBOX
OPTION > [S] [Enter] END
MAIL
ADDRESSEE
NAME (LAST,FIRST) > [JONES] [Enter]
ID# A/D LAST,FIRST,TITLE ACKNOWLEDGE CLASSIFICATION SITE
-------------------------------------------------------------------------------------------
8 A JONES,SANDRA,BIRTH CLERK SANDRA HOSPITAL DATA ENTRY CNTY-19|HOSP-123
IS THIS THE PERSON <Y> [Enter]
ENTER MESSAGE:
EXAMPLE:
1 = DEPARTMENT MEETING AT 4:00PM TODAY. [Enter]
2 = PLEASE BRING YOUR NOTES ON THE TURNAROUND TIME PROJECT.
[Enter]
3 = THANKS! [Enter]
|
MAIL FOR JONES,SANDRA,BIRTH CLERK 1> DEPARTMENT
MEETING AT 4:00PM TODAY. 2> PLEASE BRING
YOUR NOTES ON THE TURNAROUND TIME PROJECT. 3> THANKS! |
OK? <Y> [Enter]
DESCRIPTION = [DEPT
MEETING] [Enter]
SEND SAME MESSAGE TO ANOTHER USER <N> [Y] [Enter]
NEXT ADDRESSEE
NAME (LAST,FIRST) > [FIN,ROB]
[Enter]
ID# A/D LAST,FIRST,TITLE ACKNOWLEDGE CLASSIFICATION SITE
-------------------------------------------------------------------------------------------
8 A FINCH,ROBIN,BIRTH CLERK ROBIN HOSPITAL DATA ENTRY CNTY-19|HOSP-123
IS THIS THE PERSON <Y> [Enter]
|
MAIL FOR FINCH,ROBIN,BIRTH CLERK 1> DEPARTMENT
MEETING AT 4:00PM TODAY. 2> PLEASE BRING
YOUR NOTES ON THE TURNAROUND TIME PROJECT. 3> THANKS! |
OK? <Y> [Enter]
DESCRIPTION = [DEPT
MEETING] [Enter]
SEND SAME MESSAGE TO ANOTHER USER <N> [Enter]
SEND A DIFFERENT MESSAGE
ADDRESSEE
NAME (LAST,FIRST) > [Enter]
MAILBOX
OPTION >
AVSS Quick Reference Manual Mailbox, Print Mail
PRINT MAIL
MESSAGES, MANAGER'S
Note: When
you sign-on, MANAGER'S
MESSAGES appear immediately.
|
GOOD MORNING ROBIN TODAY
IS THURSDAY 4/1/06 AT 9:22 AM *** MANAGER'S MESSAGES: WILSON,DENNIS,SITE SYSTEM MANAGER 3/30/06 10:18
AM DESCRIPTION: BACKUP SCHEDULE THE NEW BACKUP SCHEDULE FOR AVSS IS FRIDAYS AT
5:00PM. PLEASE COMPLETE YOUR AVSS WORK BY THEN. THANK YOU. |
SYSTEM OPTION > [M]
[Enter] AILBOX OPTION
MAILBOX OPTION > [P]
[Enter] RINT MAIL
PRINT MANAGER'S MESSAGES <N> [Y] [Enter]
PRINT MESSAGES > [^L]
1 WILSON,DENNIS,SITE
SYSTEM MANAGER 3/30/06 10:18 AM
DESCRIPTION: BACKUP SCHEDULE
PRINT MESSAGES > [1]
OUTPUT
DEVICE <T> [Enter]
Note: Enter a 'P' as the output device if you would like your mail to print on your
printer.
|
1 WILSON,DENNIS,SITE SYSTEM
MANAGER 3/30/06 10:18 AM DESCRIPTION: BACKUP SCHEDULE THE NEW BACKUP SCHEDULE FOR AVSS IS FRIDAYS AT
5:00PM. PLEASE COMPLETE YOUR AVSS WORK BY THEN. THANK YOU. |
MESSAGES, USER'S
Note: When
you log-on to AVSS, you will be notified if you have NEW or OLD mail.
|
GOOD MORNING ROBIN, YOU HAVE NEW
MAIL TODAY
IS THURSDAY 4/1/06 AT 9:22 AM |
AVSS Quick Reference Manual
Mailbox,
Print Mail (continued)
SYSTEM OPTION >
[M] [Enter] AILBOX OPTION
MAILBOX OPTION > [P]
[Enter] RINT MAIL
PRINT MESSAGES
> [^L] [Enter]
1 SANDIEGO,CARMEN,HOSPITAL SYSTEM MANAGER 4/1/06
10:22AM
DESCRIPTION: DEPT
MEETING
2 JONES,SANDRA,BIRTH CLERK
4/1/06 10:30AM
DESCRIPTION: HAPPY BIRTHDAY
PRINT MESSAGES > [1]
[Enter]
OUTPUT DEVICE
<T> [Enter]
Note: Enter a 'P' as the output device if you would like your
mail to print on your printer.
|
1 SANDIEGO,CARMEN,HOSPITAL SYSTEM MANAGER 4/1/06
10:22AM ***UNREAD*** DESCRIPTION: DEPT MEETING DEPARTMENT MEETING AT 4:00PM TODAY. PLEASE BRING YOUR NOTES ON THE TURNAROUND TIME PROJECT. THANKS! |
PRINT MESSAGES >
AVSS Quick Reference
Manual Mailbox, Delete Mail
DELETE MAIL
MESSAGES, MANAGER'S
GOOD MORNING ROBIN
TODAY IS THURSDAY 4/1/93 AT 9:22 AM
|
*** MANAGER'S MESSAGES: 1 WILSON,DENNIS,SITE SYSTEM MANAGER 3/30/06 10:18 AM DESCRIPTION: BACKUP
SCHEDULE THE NEW BACKUP SCHEDULE FOR AVSS IS FRIDAYS AT
5:00PM. PLEASE COMPLETE YOUR AVSS WORK BY THEN. THANK YOU. |
SYSTEM
OPTION > [M] [Enter] AILBOX OPTION
MAILBOX
OPTION > [D] [Enter] ELETE MAIL
DELETE MANAGER'S MESSAGES MESSAGES <N> [Y] [Enter]
DELETE MESSAGES >[^L] [Enter]
1 WILSON,DENNIS,SITE
SYSTEM MANAGER 3/30/93 10:18 AM
DESCRIPTION: BACKUP
SCHEDULE
DELETE MESSAGES >[1]
[Enter]
1 WILSON,DENNIS,SITE
SYSTEM MANAGER 3/30/93 10:18 AM
DESCRIPTION: BACKUP
SCHEDULE
OK TO DELETE <N> [Y]
[Enter]
1 DELETED
DELETE MESSAGES > [Enter]
MAILBOX
OPTION >
AVSS Quick Reference Manual
Mailbox, Delete Mail (continued)
MESSAGES, USER'S
SYSTEM
OPTION > [M] [Enter] AILBOX OPTION
MAILBOX
OPTION > [D] [Enter] ELETE MAIL
DELETE MESSAGES >[^L]
[Enter]
1 SANDIEGO,CARMEN,HOSPITAL
SYSTEM MANAGER 4/1/06 10:22AM
DESCRIPTION: DEPT
MEETING
2 JONES,SANDRA,BIRTH
CLERK 4/1/06 10:30AM
DESCRIPTION: HAPPY BIRTHDAY
DELETE MESSAGES > [2]
[Enter]
2 JONES,SANDRA,BIRTH
CLERK 4/1/06 10:30AM
DESCRIPTION: HAPPY BIRTHDAY
OK TO DELETE <N> [Y]
[Enter]
2 DELETED
DELETE MESSAGES > [1]
[Enter]
1 SANDIEGO,CARMEN,HOSPITAL
SYSTEM MANAGER 4/1/06 10:22AM
DESCRIPTION: DEPT
MEETING
OK TO DELETE <N> [Y]
[Enter]
1 DELETED
ALL MESSAGES DELETED
MAILBOX
OPTION >
AVSS Quick Reference
Manual Mailbox, Report Status of Sent Mail
REPORT STATUS OF SENT
MAIL
SYSTEM
OPTION > [M] [Enter] AILBOX OPTION
MAILBOX
OPTION > [R] [Enter] EPORT STATUS OF SENT MAIL