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Vital Records Interface

Vital Records Interface. Contact: E-mail Sriram.Venkataraman@dhhs.nc.gov 919-707-5581. What’s it about! . New Born client data automatically added – Greatly minimizes data entry Hep B birth dose Deceased clients flagged automatically to avoid sending rem/recall.

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Vital Records Interface

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  1. Vital Records Interface Contact: E-mail Sriram.Venkataraman@dhhs.nc.gov 919-707-5581

  2. What’s it about! • New Born client data automatically added – Greatly minimizes data entry • Hep B birth dose • Deceased clients flagged automatically to avoid sending rem/recall. • Adoption records de-identified • When – Occurs weekly

  3. Give me the details! • Client details – FN, MN, LN, sex and DOB • Mother’s details – LN, FN, MN, Maiden Name and address • County of residence and occurrence • Death ind, death date and adoption ind • Birth dose if administered and recorded • Hospital name and location (city) of birth • Birth order and count – Helps with twins

  4. Some key fields locked and not editable by providers. Selected roles have edit access – Revisit if necessary. Vital Records user, System Manager and Developer Locked fields are FN, MN, LN, Suffix and Birth date Mother’s FN and Maiden LN Sex code, multiple birth count and order Vital knows best!

  5. Switching gears UAT Demo

  6. Deceased clients • Deceased records updated automatically. • If in NCIR set as deceased, incoming Vital Record will not override death ind. • Client death ind set to ‘Y’ and status set to ‘Permanently deceased – Inactive’ in all organization with relationship to client. • Providers to continue to update status for existing clients.

  7. Adopted clients • NCIR record for the client wiped out including chart # with some exception. • All historical doses deleted • Inventory doses kept for integrity of other parts of the system. No identifying information in the immunization. • All responsible person and client comments deleted. • Access restricted message for providers.

  8. Miscellaneous • Other interfaces will not update locked Vital fields. • Merge of two Vital clients not allowed. • Merge with a Vital client allowed. The locked fields are pre-selected and cannot be overridden. • Need to handle changes to locked fields if they are to occur prior to Vital sending update.

  9. UAT Demo

  10. Rollout Schedule • Pilot June 1 – Harnett and Cumberland • July 1 st – Guilford • August 1st - roll out to Catawba, Durham, Forsyth, Mecklenburg and Wake counties. • This schedule can change before we complete the presentation!

  11. Questions • Try it out in UAT! • Questions/issues – Send e-mail/call Sriram.Venkataraman@dhhs.nc.gov 919-707-5581

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