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Vital Statistics Performance Measures--2010

Vital Statistics Performance Measures--2010. By Garland Land NAPHSIS Executive Director. Performance Measures Committee. Dorothy Harshbarger , Alabama Barry Nangle, Utah Trish Potrzebowski, Pennsylvania Julia Holmes, NCHS. Performance Measures Purpose.

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Vital Statistics Performance Measures--2010

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  1. Vital Statistics Performance Measures--2010 By Garland Land NAPHSIS Executive Director

  2. Performance Measures Committee Dorothy Harshbarger, Alabama Barry Nangle, Utah Trish Potrzebowski, Pennsylvania Julia Holmes, NCHS

  3. Performance Measures Purpose The collection and release of data on vital statistics performance measures is intended to assist vital records jurisdictions in voluntary self-assessment and to encourage improvement of data timeliness, quality and usefulness. If jurisdictional performance increases as a result of these efforts, then the national vital statistics system will also be enhanced.

  4. 2010 NAPHSIS Performance Measures Timeliness of 2008 birth records submitted to NCHS Timeliness of 2008 demographic death records submitted to NCHS 2007 recorded birth records under 500 grams linked to a death record 2008 deaths with underlying cause of death codes that are not ill-defined codes

  5. Performance Measures cont • Availability of Web-based Data Query System (WDQS) • Timeliness of issuing certified birth copies • Restricted access to birth records • Electronic birth records go back to 1935 for EVVE • Electronic death records go back to 2000 for EVVE

  6. Timeliness of Birth Data Definition: Percent of 2008 birth records submitted to the NCHS by May 1, 2009 Goal:99+% Range:0-100% Median:99.97% Met Goal: 50 jurisdictions

  7. Timeliness of Death Data Definition: Percent of 2008 demographic death records submitted to the NCHS by May 1, 2009 Goal:99+% Range:0-100% Median: 99.8% Met Goal:36 jurisdictions

  8. Completeness of Infant Deaths Recorded Definition: Percent of 2007 recorded birth records under 500 grams linked to a death record Goal: 80+% Range: 46-100% Median: 89% Met Goal: 39 jurisdictions

  9. Acceptable Causes of Death Definition: Percent of 2008 deaths with underlying cause of death codes that are not ill-defined codes (R00-R99)-R95+I469 Goal: 98+% Range: 93.0%-99.8% Median: 98.1% Met Goal: 26 jurisdictions

  10. Web Query System Definition: Has an interactive system, whereby a user can query through a web browser to obtain vital statistics tabulations and statistical computations Distribution: Yes: 28 No: 29

  11. Timeliness of Issuing Certified Birth Certificates Definition: Average number of work days to issue certified copies of birth records for mail requests received in January 2010 Distribution: 0-3 days: 24-- Goal 4-10 days: 22 11+ days: 8 Unknown: 3

  12. Birth Records Restricted Definition: Certified and non-certified copies of birth records less than 100 years old can only be issued or inspected at the jurisdiction and local levels to restricted persons, for research or governmental administrative use. Distribution: Restricted and may be open after 100 years: 40 Goal Restricted and may be open before 100 years: 3 Restricted but provide information copies: 7 Restricted by knowledge of information but not by relationship: 1 Open: 4 Open locally and restricted at state: 2

  13. EVVE Birth Database Definition: Has electronic birth database with EVVE verification data items back to 1935 Distribution: 1935: 40 1936-1944: 4 1945-1954: 4 1955-1974: 2 1975-2009: 7

  14. EVVE Death Database Definition: Has electronic death database with EVVE data items back to 2000 Distribution: Yes: 55 No: 2

  15. Number of Measures Met Number of Number of Measures Met Jurisdictions 0 0 1 0 2 0 3 5 4 6 5 8 6 16 7 11 8 9 9 2

  16. Number of Jurisdictions Met Goal Measure Number Met Goal Timeliness of Births 50 Timeliness of Deaths 36 Completeness of infant deaths 39 Acceptable causes of death 26 WDQS 28 Timely issuance of birth certificates 24 Restricted issuance of birth records 40 EVVE data for births 40 EVVE data for deaths 55

  17. Outstanding States StateMeasures Met (9 possible) Kansas 9 Missouri9 Alabama 8 Colorado8 Florida 8 Maryland8 Mississippi 8 New Hampshire8 New York City8 North Dakota 8 Vermont 8

  18. Suggested Ways to Improve Timeliness • Eliminate paper based state or local registration where possible • Allow local registrar access to central vital record database for online local registration • Accept electronic record for the jurisdiction before the paper record is received from the local registrar or hospital • Do not delay registration to conduct QA; perform QA after records have been submitted to NCHS; provide corrected records subsequently if needed

  19. Suggested Ways to Improve Timeliness • Develop reports that show the number of events by hospital, funeral home, local registrar by month for the previous year and monitor the events submitted, particularly for November and December events. • Develop a report that tracks the timeliness of submission of records by local registrars if applicable. • Contact hospitals and funeral homes in March to determine if all records have been filed • Follow up with hospitals/funeral directors in February and March on any unfiled infant death certificates

  20. Suggested Ways to Improve Timeliness Do not delay birth registration when paternity documents are not received within two weeks Submit birth records to NCHS even if the paternity affidavits have not been returned by the parents or hospital Notify the NCHS by the end of April of the final certificate numbers, voided numbers and that the files are closed even if there are a few records that are awaiting corrections. Submit all available records by May 1

  21. Suggested Ways to Improve Causes of Death Identify the physicians, coroners and MEs that use ill-defined causes more frequently than 2% and provide statistical reports to them on the frequency of ill-defined causes in relation to other providers Identify the physicians, coroners and MEs that use ill-defined causes most frequently and provide training to them Allow for pending causes of death

  22. Suggested Ways to Improve Causes of Death Query death records with ill-defined causes Ask state ME (if state ME exists) to follow-up with physicians and coroners that frequently use ill- defined causes. Train hospital personnel where ill-defined causes are most frequently used. Recommend physicians use an EDRS with front end cause of death edits

  23. Recommendations Share the report with your staff Share the report with your supervisor Contact NAPHSIS if assistance is needed to improve your performance

  24. Past and the Future Performance measures (2009, 2010) NAPHSIS Standards (2011) Accreditation

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