Earlier Pending Plus 1998 AVSS Modification Requests

AMR No.Site And
Requester 		Problem, Suggestion, Evaluation, TAG Recommendation, Programmer, and Priority/Final Outcome.
94-107CT-Connecticut
Karen Frost
203-566-7256 		Problem/Suggestion: Each year, approximately 1,000 New York residents deliver in CT. All of these certificates become entries on the LIST OVERRIDE LOG both at the hospitals and here at DPHAS. This log uses up the database space and is time-consuming to delete entries from. Also, the state, town and county are not automatically supplied as a result of not finding the zip code on the list and, therefore, data entry is more time-consuming. In view of the issues listed above, we would like to have a New York state zip code reference file added to our system here at the state and also at each of the hospitals.
Evaluation: Need NY zip codes.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome/Version: High.
94-112CT-Connecticut
Karen Frost
203-566-7256 		Problem/Suggestion: The CT hospital birth registrars find modifying the physician lists confusing and/or difficult. We would like to have the option renamed to MODIFY ATTENDANT LIST. In addition to the option name change, we would like to make this option more user friendly at the hospitals. Is it possible to change the programming to work similar to the ID option as shown below? Also, how do we delete erroneous entries such as 'D=K' where the labels are not recognized? (See original AMR for sample of proposed prompts).
Evaluation: Needs to be re-designed to make more user-friendly.
TAG Recommendation: 3/1/95: Yes, for California sites, also.
AVSS Programmer: JAM
Priority/Final Outcome/Version: Done.
94-113CT-Connecticut
Karen Frost
203-566-7256 		Problem/Suggestion: Despite training to the contrary, several hospitals are ignoring management of the database space. We would like to have the following warning message appear on the screen at log-on when the free space is between 501 and 1000: THE FREE DATABASE SPACE IS AT OR BELOW 1000. EXPAND DATABASE OR ARCHIVE/PURGE DATA. CONTACT SYSTEM MANAGER FOR ASSISTANCE. When the free space is at or below 500, we would like to have entry of new certificates blocked and a message on log-on to read: DATABASE SPACE IS CLOSE TO CRITICAL LOW. ENTRY OF NEW CERTIFICATES DISALLOWED. CONTACT SYSTEM MANAGER.
Evaluation: O.K. 3/30/95: No additional check when space is at or below 500. Disregard second paragraph from above.
TAG Recommendation: 3/1/95: Yes, for California sites, also.
AVSS Programmer: JAM
Priority/Final Outcome/Version: Done/4.6.
94-115CT-Connecticut
Karen Frost
203-566-7256 		Problem/Suggestion: We would like the following choices added to the list available for item 30B (relationship to child?) on the birth certificate form:
GRANDPARENT
INFORMATION FROM MEDICAL RECORDS
AUNT
PARENT
Evaluation: O.K.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome/Version: Withdrawn.
94-118CT-Connecticut
Karen Frost
203-566-7256 		Problem/Suggestion: Please add the following to the CT zip code reference file both at DPHAS and at the hospitals:
06831 GREENWICH
06432 FAIRFIELD
06901 STAMFORD
06127 WEST HARTFORD
06451 MERIDEN, WEST MERIDEN
06043 BOLTON
06512 EAST HAVEN, NEW HAVEN (adding choice of NEW HAVEN)
On the New York town/county list, the county DUTCHESS is misspelled DUTHESS for
the town of POUGHQUAG.
Please add the town of MOUNT PLEASANT to the New York town/county list as shown
below:
MOUNT PLEASANT;;;WESTCHESTER;056;;756
MT PLEASANT;;;WESTCHESTER;056;;756
Is it possible for someone here at DPHAS to make these types of changes?
Evaluation: O.K. Needs info from Joseph Lichaa.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome/Version: Withdrawn.
94-119CT-Connecticut
Karen Frost
203-566-7256 		Problem/Suggestion: There is a program glitch that occurs when entering a Rhode Island occurrence. Selection of the WOMEN & INFANTS HOSPITAL OF RI or KENT COUNTY MEMORIAL HOSPITAL as the hospital of occurrence results in a prompt to key in specific text. Please see example below. This glitch needs to be corrected to DPHAS only.
9. HOSPITAL NAME > WOMEN
1 WOMEN AND INFANTS HOSPITAL OF RI
2 WOMEN'S MEDICAL CENTER
SELECTION # > 1 WOMEN AND INFANTS HOSPITAL OF RI
SPECIFY TYPE FOR HOSPITAL NAME >
PLEASE ENTER ACTUAL STREET ADDRESS WHEN ASKED TO SPECIFY TYPE
9. HOSPITAL NAME > KENT COUNTY MEMORIAL HOSPITAL
SPECIFY TYPE FOR HOSPITAL NAME >
PLEASE ENTER ACTUAL STREET ADDRESS WHEN ASKED TO SPECIFY TYPE
Evaluation: Investigating. This stems with an incompatibility between CT and RI for hospital codes. No simple fix and not really a major problem.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome/Version: Withdrawn.
95-083C36-San Bernardino
Eugene Jenkins
909-387-6769 		Problem/Suggestion: At our AVSS meeting in March, Kirt Emery, John Hastings, and myself were asked to recommend a new download file layout for CMR data. The request was a result of an AMR submitted by Dr. Hildy Meyers from Orange County. Basically, the AMR requested a download file of all variables so the user could choose the variables most useful to them. In our discussions two issues came up that steered us to recommend more than one new file layout. First, we realized that users of the data varied widely in terms of computer skills. While some users could import the data into another database or use Epi-Info to link files together, many users don't have the necessary skills. Second, hardware configurations (i.e. capacities/limitations) vary widely from one county to another. One county, for example, may have a pentium with a gigabyte of disk space and another county may be extremely limited in terms of available storage. For the latter, an inefficient file, such as the one recommended by Dr. Meyers, would not be an option.
For these and other reasons, we recommend the following download file options:
1) Modify the existing CMRGEN file to include the Reporter Specification (RPTRSPEC) field. Apparently, several users have already requested that this field be added to the CMRGEN file (References to CMRGEN below refer to #CMRGEN including the RPTRSPEC field).
2) A file containing every variable including system variables (e.g. race code, county code, etc.) and special fields for particular diseases such as Hepatitis, Tuberculosis, GC and so on.
3) A file made up of the new CMRGEN file plus the GCCOMP fields for Chlamydia and Gonococcal Infection records only. In other words, when a user selects this option a download file consisting of the new CMRGEN file plus the GCCOMP field would be generated. And, the file would only contain Chlamydia and GC records.
4) The new CMRGEN file plus the NOC, OUTDIS, OUTNUM, SPECIES, and SEROTYPE fields for Diarrhea of Newborn, Food Poisoning, Outbreak, Rabies (Animal), and Salmonella records only.
5) The new CMRGEN file plus the Hepatitis fields (i.e. HAVIGM, HBSAG, HBCIGM, HBC, HBS, HCV, DELTA, and EXPOSURE) for Hepatitis records only.
6) The new CMRGEN file plus the Tuberculosis fields (i.e. TBSTAT, TBSITE, XRAY, DATBACTR, SMEAR, CULTURE, SKINTEST, TBSIZE, and COUGH) for Tuberculosis records only. Having these six options--all of which are primarily an extension of the existing CMRGEN file, should satisfy most users. Those who were satisfied with the existing CMRGEN file will still have that file with one additional, useful field. Users who are not constrained by disk space and/or don't have the skills necessary to link files together and are interested in all variables and all records can generate a single file. Finally, users interested in records of diseases that utilize additional fields beyond those generated by CMRGEN and/or have disk space limitations, have options to select only those records.
Evaluation: A significant programming effort.
TAG Recommendation:
12/8/95: 1. John H. will possibly be able to work on layouts and Epi-CMR formats after 1/1/96.
2. Add CMRGENR with RPTRSPEC immediately as needed until next AVSS release.
AVSS Programmer: JAM
Priority/Final Outcome/Version: Pending.
95-155CT-Connecticut
Debra Morin
860-566-1018 		Problem/Suggestion:
We are requesting that the legitimization process be updated to include the following enhancements:
1. The SFN that is currently printed on the top of the certificate be in the following format:
CT. state code (106) hyphen YY hyphen SFN (i.e. 106-95-999999)
This data does not need to be stored in the file this way, only represented in this format
when printed on the top of the certificate, and should be positioned accordingly to the
right so as not to interfere with the printed certificate in any way.
2. The following fields should be added to the prompting portion of the code.
a. Signed (attendant) - field number 32.
b. Date Received by Local Registrar - field number 36
c. Signed (Registrar of Vital Statistics) - field number 37
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome/Version: #1: Withdrawn. #2: Done.
96-074DHS-Alan Oppenheim
916-324-1110 		Problem/Suggestion: Add another report that would allow selection of an individual LRD in order to determine its participation in NANA. The report would resemble the existing SSA1 report.
Received: 5/29/96
Evaluation: Custom OVR report.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome/Version: Withdrawn.
97-045DHS-Les Fujitani
916-445-6337 		Problem/Suggestion: DATA FIELDS - COUNTY (OF RESIDENCE OF MOTHER), STATE (OF RESIDENCE OF MOTHER), and COUNTY (OF BIRTH OCCURRENCE)
A cross reference between county (of residence of mother), state (of residence of mother), and county (of birth occurrence) should be added to the CBC Specifications. Therefore, the following cross reference needs to be added to AVSS:
If the county (of residence of mother) is code "999" (unknown nativity), and the state (of residence of mother) is code "105" (California), then recode the county (of residence of mother) to the county (of birth occurrence) code.
Received: 3/31/97
Evaluation: RLW/JAM: OK, but will need to receive an updated CBC page. See AMR 97-129.
10/9/97: Per Alan Oppenheim, change to CBC specs as Special Consideration under 24B:
24B-COUNTY (OF RESIDENCE OF MOTHER)
If the County (of Residence of the Mother) is unknown, and the State (of Residence of Mother) is California, then code County (of Residence of Mother) to County of Occurrence.
TAG Recommendation: 6/3/97: On hold; postponed. March, 1998: revised (3/98) CBC specs received to include this check. Also se 98-059.
AVSS Programmer: JAM
Priority/Final Outcome: Pending.
97-064Stanley R. Bissell
DHS-DCDC
916-323-9808 		Problem/Suggestion: Replace or expand use of field currently used in the CMR form for Salmonella serotypes for other disease subgroups.
Received: 5/10/97
Evaluation: Add serotypes is already AMR 95-039 as follows: Problem/Suggestion: Disease list needs review and/or editing since AVSS won't allow certain entries (e.g. Salmonella, Q Fever, serotype St. Paul for Salmonella, etc., are all disallowed). Can we allow entry of synonyms and/or correct the list?
TAG Recommendation: 3/1/95: AMR should be submitted for synonyms. Committee to decide on synonyms will include Mark Starr, Kirt Emery (C15), John Hastings and John Williamson.
12/8/95: John Hastings will contact Mark Starr for further explanation. Note: At the AVSS-TAG meeting of June 18, 1996, LRDs were to contact John Williamson regarding interest in a sub-field for diseases to enter a serotype for any disease. This suggestion also relates to a previous AMR (93-086) submitted by Larry Portigal from Los Angeles County.
TAG Recommendation: 6/3/97: Still waiting for specifications and list. Advised to use the list that was submitted previously. Will need to know serotypes per diseases.
AVSS Programmer: JAM
Priority/Final Outcome: Pending.
97-077C01-Alameda
Deborah Martin
510-628-7640 		Problem/Suggestion: Develop a Draft Death Certificate (DDC) form data entry module that will allow hospitals and funeral directors to interactively register Certificates of Death (VS-11).
Received: 5/22/97
Evaluation: A very significant programming effort.
TAG Recommendation: 6/3/97: O.K.
AVSS Programmer: PMC - 10/1/97.
Priority/Final Outcome: Done.
97-078C01-Alameda
Deborah Martin
510-628-7640 		Problem/Suggestion: Program official edits as specified in DHS California 1996 Death Certificate (CDC) Electronic Submission Specifications for the DDC form.
Received: 5/22/97
Evaluation: A very significant programming effort.
TAG Recommendation: 6/3/97: O.K.
AVSS Programmer: PMC - 10/1/97.
Priority/Final Outcome: Done.
97-079C01-Alameda
Deborah Martin
510-628-7640 		Problem/Suggestion: Program all standard AVSS form management sub options (such as Display Certificate, Edit Certificate, Complete Incomplete Certificate, Print Certificate, etc) for the DDC form.
Received: 5/22/97
Evaluation: A very significant programming effort.
TAG Recommendation: 6/3/97: O.K.
AVSS Programmer: PMC 10/1/97.
Priority/Final Outcome: Done.
97-080C01-Alameda
Deborah Martin
510-628-7640 		Problem/Suggestion: Develop a Disposition Permit (CDP) form data entry module.
Received: 5/22/97
Evaluation: A very significant programming effort.
TAG Recommendation: 6/3/97: O.K.
AVSS Programmer: PMC
Priority/Final Outcome: Done.
97-081C01-Alameda
Deborah Martin
510-628-7640 		Problem/Suggestion: Link CDP form to DDC so it can utilize data fields from the DDC form.
Received: 5/22/97
Evaluation: A significant programming effort.
TAG Recommendation: 6/3/97: O.K.
AVSS Programmer: PMC
Priority/Final Outcome: Done.
97-082C01-Alameda
Deborah Martin
510-628-7640 		Problem/Suggestion: Program all standard AVSS form management sub options (such as Display Permit, Edit Permit, Complete Incomplete Permit, Print Permit, etc) for the CBP form.
Received: 5/22/97
Evaluation: A very significant programming effort.
TAG Recommendation: 6/3/97: O.K.
AVSS Programmer: PMC
Priority/Final Outcome: Done.
97-083C01-Alameda
Deborah Martin
510-628-7640 		Problem/Suggestion: Develop modules to print VS-11 and VS-9 forms on plain paper.
Received: 5/22/97
Evaluation: A very significant programming effort.
TAG Recommendation: 6/3/97: O.K.
AVSS Programmer: PMC - 10/1/97.
Priority/Final Outcome: Done.
97-084C01-Alameda
Deborah Martin
510-628-7640 		Problem/Suggestion: Program approve/disapprove functions for DDC and CBP to allow LRD to control the printing of paper certificates based on satisfying CDC specifications.
Received: 5/22/97
Evaluation: A very significant programming effort.
TAG Recommendation: 6/3/97: O.K.
AVSS Programmer: PMC - 10/1/97.
Priority/Final Outcome: Done.
97-085C01-Alameda
Deborah Martin
510-628-7640 		Problem/Suggestion: Link DDC form to current Death Record (CDC) and consider the possiblity of renaming it to Death Certificate.
Received: 5/22/97
Evaluation: Renamed to Death Certificate (EDR).
TAG Recommendation: 6/3/97: O.K.
AVSS Programmer: PMC
Priority/Final Outcome: Done.
97-086C01-Alameda
Deborah Martin
510-628-7640 		Problem/Suggestion: Create additional DDC, CBP, CDC standard reports.
Received: 5/22/97
Evaluation: A significant programming effort.
TAG Recommendation: 6/3/97: O.K.
AVSS Programmer: PMC
Priority/Final Outcome:
97-087C01-Alameda
Deborah Martin
510-628-7640 		Problem/Suggestion: Program CDC ASCII file according to DHS-CDC specifications.
Received: 5/22/97
Evaluation: A very significant programming effort.
TAG Recommendation: 6/3/97: O.K.
AVSS Programmer: PMC
Priority/Final Outcome:
97-088C01-Alameda
Deborah Martin
510-628-7640 		Problem/Suggestion: Develop a means for importing data into a FDC (Foreign Import) form and linking the FDC to the CDC.
Received: 5/22/97
Evaluation: A very significant programming effort.
TAG Recommendation: 6/3/97: O.K.
AVSS Programmer: PMC
Priority/Final Outcome:
97-095CT-Connecticut
Susan A. Klick
860-509-7966
David Dzilenski
860-509-7145 		Problem/Suggestion: Add two prompts to the hospital and statistical portion of the birth record:
56. MARITAL STATUS: Mother married? (At birth, conception, or anytime between)
Yes/No/No response (Required)
57. ACKNOWLEDGMENT OF PATERNITY: Was form VS-56 "Acknowledgment of Paternity" completed?
Yes/No/No Response (Required)

CONDITIONAL PRINTING/DELETING OF FATHER'S BIRTH CERTIFICATE DATA
If 56=Yes or 57=Yes, print Father's Information on the certificate; for all other combinations, remove Father's Information from the certificate, as shown below.
The values for Fields 56 and 57 will be printed in the appropriate spatial locations on the revised Connecticut Certificate of Live Birth.
If the father's information has been entered and needs to be removed due to the response, the following message should be displayed: "Paternity has not been acknowledged, Father's information will be removed. Are you sure <N>? ".
When appropriate, remove data from the following fields:
22a-Father's First Name, 22b-Father's Middle Name, 22c-Father's Surname, 23-Father's Date of Birth, 24-Father's Age, 25-Father's Social Security Number, 26-Birthplace of Father, 27a-Occupation, 27b-Business/Industry, 28-Of Hispanic Origin, 29-Father's Race I29, NCHS Father's Race Code, and 38B, Father's Education.

THE LGT FIELD:
We will need the LGT field in AVSS to reflect the value from the new Field 56 question. This will be accomplished by setting LGT equal to the value of Field 56 on the statistical form as follows: Yes=1, No=2, No Response=9. This corresponds to LGT value for NCHS Code: 1-Married, 2-Unmarried, 9-Not Classifiable. If the value for Field 56 is undefined, it will be prompted at the statistical level.
Received: 6/13/97; 8/19/97, 12/26/97, 4/21/98
Evaluation: A significant programming effort with the need for a high degree of coordination including beta testing..
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Done.
97-112C19-Los Angeles
Larry Portigal
213-240-7785 		Problem/Suggestion: Problem: There is no standard report for the generation of the POP invoice form. Solution: In order to facilitate the creation of this report for the hospitals, place the current POP Invoice Report (currently in the Hospital Birth Record Option) into the list of standard reports, and make its operation consistent with other list generating reports.
(EMN-a test POP Invoice form was created based on OLD LIST TO BE SENT TO THE HEALTH DEPT and placed in Hospital Birth Record option at Cedars-Sinai Medical Center and Daniel Freeman Memorial Hospital for their use and evaluation).
Received: 7/3/97
Evaluation: Hospital specific fields should be stored in ^FSU (fields to be stored will be decided). Needs TAG discussion regarding the use of SSN before it becomes standard report.
TAG Recommendation: No support at this time.
AVSS Programmer: EMN
Priority/Final Outcome: Remove from active list unless Larry wishes to reactivate.
97-120Rhode Island
Geri Palazzo
401-277-2812 		Problem/Suggestion: Please add the following to the birthplace list (9C and 13C): SAINT THOMAS, SAINT CROIX, and SAINT JOHN.
Received: 7/8/97
Evaluation: Use Virgin Islands from AVSS-LOC or type in these values and override the list.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Withdrawn.
97-134RI-Rhode Island
Robert Chevoya
401-277-2812 		Problem/Suggestion: Program MCH-related standard reports similar to those used in Connecticut.
Received: 7/22/97
Evaluation: A significant programming effort.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Work in progress.
97-147RI-Rhode Island
Geri Palazzo
401-277-2812 		Problem/Suggestion: When records are being transferred from the Hospital File to the Statistical File, and the option of searching for the record by the form no. is chosen, we would like to be able to only type the numbers contained in the form no. As it is now, we have to type the year, leading zeros, and the form no., example: 199700345.
Received: 9/3/97
Evaluation: Would require a "hook" to be built into the person selector to do special processing to the user input similar to what we do for primary filing variables. Requires major development effort; not recommended.
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome: Withdrawn.
97-155DHS Liz Touhey
916-322-5179 		Problem/Suggestion: Currently, when a birth record is sealed and replaced in AVSS, the replacement record cannot be viewed or modified in any way. Please modify AVSS to allow the replaced record only (not the sealed record) to be viewed/edited/modified in the same manner as any other birth record.
Received: 10/9/97
Evaluation: Can be viewed using NONCONFIDENTIAL DISPLAY, so it is more a training issue.
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome: Withdrawn by Liz Touhey in May 1998.
97-158AVSS Project (PMC)
805-893-7344 		Problem/Suggestion: Hospital clerks are not aware that certificates will be rejected by use of the SKIP command.
Solution: Add a warning message, display the question mark help, and add an ARE YOU SURE prompt whenever a user SKIPs a field.
Warning message: CAUTION! Using the SKIP command will result in a blank for this field and an incomplete certificate. It will be rejected by the local registrar if not completed at a later time. Use COMPLETE INCOMPLETE CERTIFICATE to do this.
Received: 10/9/97
Evaluation: Needs TAG discussion.
TAG Recommendation: 11/24/97: LRDs should return and ask their hospitals how they feel about warning message when skipping fields. Needs further discussion.
AVSS Programmer:
Priority/Final Outcome: Withdrawn.
97-162C19-Los Angeles
Larry Portigal
213-240-7785 		Problem/Suggestion: Problem: Using the existing DMR form in the district, there is no easy way to determine whether or not an individual case has been followed up and completed by nursing. Assuming the implementation of the List to be Sent to Health Department Option for the DMR form, a report utilizing the {SENT} date to describe outstanding cases would be useful.
Proposed solution(s): Develop a simple line listing report which looks for missing dates in the {SENT} field. This report could be entitled "District Outstanding Case Report" or "CD Overdue List for District _________". The report should include the District ID, Name of Case, Disease, Onset and Dx Dates, Age, Sex, Census Tract, and the number of days overdue (Report Date (Today)-Date Received). See attached sample.
It would be helpful to group outstanding cases by census tract, since cases are assigned to Nurses on the basis of census tract. Allow the user to select the age of the cases . That is, ask how old the cases should be in order to get on the overdue list (>30 days, >45 days, <30 days, etc).
Suggest format changes are noted on the attached output sample.
Received: 10/16/97
Evaluation: TAG discussion to gather the suggestions of other CMR/DMR users might be helpful.
TAG Recommendation: Not very relevant at this time.
AVSS Programmer: EMN
Priority/Final Outcome: Remove from active list unless Larry wishes to reactivate.
97-174RI-Rhode Island
Geri Palazzo
401-277-2812 		Problem/Suggestion:
1. If parents are married or there is an affadavit of paternity, and an error was made in the father's social security no., FSSN, that field cannot be edited. An error message occurs, disabling the hospital clerk to fix it. Please allow this field to be edited in these cases.
2. Enclosed is the format for the 1998 Birth File. The only change I made was to add two characters to every date field so that the century is included as well as the year.
Please review the format to be sure you agree with it. If you find a problem with it, call me. If not, we are asking that you write another Output Tape1 Program to be used on births occurring after 1997. The new program will include the century on all dates.
The old program will have to remain on AVSS until all of 1997 is complete.
As you suggested in our telephone conversation, a check using the infant's birth date will be added to both the old and the new Output Tape1 Programs to be sure the correct one is being used.
You also agreed that you can program this before January 1, 1998. Since I still have programming to do at my end, it would be good if you could finish your work by the beginning of December 1997 so I can complete my programming.
Received: 10/29/97
Evaluation: A significant programming effort.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Done.
97-178AVSS Project
(RLW)
805-893-3143 		Problem/Suggestion: Eliminate the scrolling/screen display problems in AVSS-CT.
Received: 11/3/97
Evaluation: Coordinate with D-M Info.
TAG Recommendation: 11/24/97: O.K.
AVSS Programmer: JAM
Priority/Final Outcome:
97-179AVSS Project
(RLW)
805-893-3143 		Problem/Suggestion: Improve the AVSS-CT user interface by incorporating such standard AVSS commands as ?, ^, ^L, ^Q, etc.
Received: 11/3/97
Evaluation: Coordinate with D-M Info.
TAG Recommendation: 11/24/97: O.K.
AVSS Programmer: JAM
Priority/Final Outcome:
97-180AVSS Project
(RLW)
805-893-3143 		Problem/Suggestion: Improve the match rate by refining the AVSS-CT matching algorithm(s).
Received: 11/3/97
Evaluation: Coordinate with D-M Info.
TAG Recommendation: 11/24/97: O.K.
AVSS Programmer: JAM
Priority/Final Outcome:
97-184DHS- Alan Oppenheim
916-324-1110 		Problem/Suggestion: Problem: OVR may wish to apply amendments at the state level to LCAs, then have the amended LCA sent automatically to DSB. At present, locally amended LCAs are not sent to DSB, and an LCA is sent only once.
Solution: Whenever an LCA is filed during AMEND CERTIFICATE at OVR, send it to DSB.
Received: 11/10/97
Evaluation: OK, but this is not the optimal solution since there is a small chance that the LCA could be edited or amended at the local level and negate the OVR amendment before it is sent to DSB. It is therefore recommended that OVR complete the AVSS hierarchical model and execute amendments and other state-specific functions on a SCA (State California) form that would be independent of the LCA.
TAG Recommendation: 11/24/97: Phase II issue per Alan Oppenheim. Not for version 4.7.
AVSS Programmer: JAM
Priority/Final Outcome:
97-187C34-Sacramento
John Moehring
916-875-6262 		Problem/Suggestion: I would like to have AVSS automatically fill any scratched record with a message that the record was scratched. This value would also be used during the missing file number report to indicate that a record is not really a missing record, allowing LRDs or others running this report a better view of the true status of any missing files. Using a marker for scratched records would prevent reuse of LFNs. This is important because of the various electronic transfers and interactions between local AVSS systems and other systems such as OVRS and SSN. In a conversation with State personnel, it was brought to my attention that a record we found to be a duplicate and subsequently scratched, then reused the LFN for another record to prevent a hole in our consecutive numbering, impacted some of these other systems that had already received the duplicate. We both thought this would be a solution to the problem of legitimate missing file numbers, and the impact on other systems who were already using any erroneous numbers that had been transferred under these circumstances.
Received: 11/24/97
Evaluation: There is an existing AVSS global (^FSMISS) and a routine (^FSYMISS) that can be used to accomplish this objective. AVSS could thus be programmed to ignore scratched records in the MISSING FILE NUMBER REPORT, and also prevent users from re-using an LFN that had been previously used, then subsequently the LCA record deleted.
TAG Recommendation: OK to ignore scratched records in MISSING FILE NUMBER REPORT, but suggest also creating a new SCRATCHED RECORDS REPORT.
AVSS Programmer: PMC
Priority/Final Outcome:
97-188RI-Rhode Island
Geri Palazzo
401-277-2812 		Problem/Suggestion: The Social Security Administration wants us to start sending them separate files for each year. In order for us to do this, please change the Social Security Program so that it prompts me for the year of birth. Then, fix the program so that it only selects those records occurring in that year.
I would then have to run the Social Security Program twice (giving them different file names) each time I do a transfer as long as there are two different years of records being sent to the Social Security Administration.
Received: 11/25/97
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Done.
97-191AVSS Project (PMC)
805-893-7344 		Problem/Suggestion: Examine system for '19' century default and correct for the 21st century.
Received: 12/8/97
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
97-192AVSS Project
(JAM)
916-632-1668 		Problem/Suggestion: Fix FSYDUPL at FLOOP and INDXLP+3 to handle quite conditions properly.
Received: 12/15/97
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome:
97-193HCA078-El Centro Reg MC
Kathy Zarate
760-339-7235 		Problem/Suggestion:
#1: Information on items #20C/23C. Education-yrs. Completed. Number of years of schooling are not accurate. Location of the Imperial Valley is close to the Mexican border. School years are not the same as in the U.S. therefore the Stats are not accurate.
#2: State of California will not accept P.O. Boxes on birth certificates. So Rural areas such as Seeley, Heber, Calipatria, Westmorland, Indio do not have physical addresses. Only P.O. Boxes are used. Therefore, patients are giving wrong addresses in order to have the Social Security Process started. Therefore stats are not accurate.
Received: 12/17/97
Evaluation: Needs TAG discussion.
TAG Recommendation: Recommend withdrawing.
AVSS Programmer:
Priority/Final Outcome: Withdrawn.
97-194AVSS Project
(RLW)
805-893-3143 		Problem/Suggestion: Problem: Test certificates are sometimes entered at LRDs using CNTY=0 (TEST COUNTY) and then transmitted to OVR. The electronic records will then be CBC formatted and automatically sent to DSB. This will create false events in the BIRTHNET data base.
Solution: Do not transmit LCAs from the OVR computer to DSB for which CNTY=0.
Received: 12/18/97
Evaluation: OK.
TAG Recommendation: N/A
AVSS Programmer: JAM
Priority/Final Outcome:
97-195C16-Kings Co.
Ella Heasley
209-584-1401 		Problem/Suggestion: The State of California issued a new directive and new CMR reporting form dated November 10, 1997. The directive states that the new PM110 is effective immediately. Fields requiring Pregnant, YNUNK, Estimated Delivery Date, Patient's Occupation/Setting, STD Treatment Information, TB Treatment Information is not in the AVSS format for Reporting Confidential Morbidity Report. AVSS needs to update computer program to match what is mandated by the State of California.
Received: 12/18/97
Evaluation: See 98-065.
TAG Recommendation: See 98-065.
AVSS Programmer: JAM
Priority/Final Outcome: Superseded by 98-065.
97-196DHS-Mich Tashiro
510-540-3107 		Problem/Suggestion: Change the following hospital names and addresses. See attached.
Received: 12/10/97
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
97-197C42-Santa Barbara
Lorna Backus
805-681-5151 		Problem/Suggestion: Add the following facilities to the death list:
420474-COUNTRY OAKS CARE CENTER, 830 E. CHAPEL ST, SANTA MARIA
424027-LEIGH BLOCK HOSPICE HOUSE, 900 CALLE DE LOS AMIGOS, SANTA BARBARA
420543-VISTA DEL MONTE, 3775 MODOC RD, SANTA BARBARA
Received: 12/30/97
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-001C30-Orange County
Renee Oberdorf
714-834-5395 		Problem/Suggestion: Correct facility information in AVSS for facility 301188:
WESTERN MEDICAL CTR-ANAHEIM;;301188;1025 S. ANAHEIM BLVD;ANAHEIM;10120;ORANGE;30;761
Received: 1/5/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-002HCA133-St. Mary Medical Center Problem/Suggestion: Correct HCA133 and facility 190053 to ST. MARY MEDICAL CENTER.
Received: 1/12/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-003C24-Merced County
Sue Ollis
209-385-7716 		Problem/Suggestion: Change name of facility 240942 from MERCED COMMUNITY MEDICAL CENTER to SUTTER MERCED MEDICAL CENTER.
Received: 1/15/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-004RI-Rhode Island
Geri Palazzo
401-222-2812 		Problem/Suggestion: Starting in February, the Social Security Administration wants to receive the Mother and Father's Social Security number. However, they have yet to devise a file structure format. When they provide us with it, I will send it to you so you can fix the Social Security Program on AVSS.
On January 13, 1998, I mailed you an AMR explaining to you that the Social Security Administration wanted to receive the Mother and Father's Social Security Number. At that time, however, they had not sent us the format, so I could not tell you where to add these two fields in the file created by the Social Security program.
They finally mailed the format to us. I am enclosing it in this letter. They want the Mother's Social Security Number and the Father's Social Security Number to be at the end of the file. The Mother's will be in psoitions 343-351, and the Father's will be in positions 352-360.
Roberta had to answer a survey for Social Security by March 13, 1998. She had to answer questions regarding when this cold be programmed and how much it would cost. Because you were on vacation this week, I called Ron Williams to ask him how much it would cost. He said that if it was as straight forward as I explained it to be, it would be covered under our contract. I didn't ask him how long it would take to program, however, because I'm sure you would be the only one who could answer that question. We would appreciate it if you could do this immediately because we are not sure when Social Security Administration is going to require it. Originally, they had wanted to begin receiving this information in February. Copy of layout attached with AMR.
Received: 1/20/98, 3/19/98
Evaluation: 3/16/98: Layout received.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Done.
98-005RI-Rhode Island
Geri Palazzo
401-222-2812 		Problem/Suggestion: For Item 21B, Insurance Coverage, please change under Private Blue Cross, Option A from Blue Cross/Healthmate to Blue Cross/Healthmate/State Blue.
Received: 1/20/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Done.
98-006C30-Orange County
Renee Oberdorf
714-834-5395 		Problem/Suggestion: Hospital HCA745-Friendly Hills Regional Medical Center will become inactive after 1/31/98.
Received: 1/21/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-007AVSS Project
(RLW)
805-893-3143 		Problem/Suggestion: Problem: LFN on the CBC file (positions 34-45) uses year from Field 4A (Date of Birth) from the LCA form. Under unusual conditions, possibly the result of LRD staff inappropriately editing LCAs, this can result in a difference between the actual LFN and that contained in the CBC file.
Solution: Write the LFN directly to positions 34-45 on the CBC file.
Received: 1/22/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome:
98-008HCA525-St. Luke's Hospital
415-641-6650 		Problem/Suggestion: Change HCA525 (facility 380964) hospital address from 3555 CESAR CHAVEZ BLVD to 3555 CESAR CHAVEZ ST.
Received: 1/20/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-009AVSS Project
(RLW)
805-893-3143 		Problem/Suggestion: Problem: 96-138 read in part "Therefore, only the father's name or dashes should be allowed for fields 6A-6C and the following text values are not to be allowed in Fields 6A, 6B, and 6C: NOT GIVEN, REFUSED, REFUSED TO STATE, REFUSES TO STATE, DECLINED TO STATE, DECLINES TO STATE, NOT STATED, NONE, UNKNOWN, WITHHELD, A.I." This was incompletely implemented in that the last three items were not included in the list of entries to be disallowed. Also, as was the case in Ver 4.5 and earlier, if UNKNOWN and WITHHELD are entered into 6A, then 6B and 6C are automatically filled with dashes.
Solution: Complete the programming of AMR 96-138 to disallow UNKNOWN, WITHHELD, A.I. in 6A-6C.
Received: 1/29/98
Evaluation: Correcting a programming omission in Ver 4.6.
TAG Recommendation: OK
AVSS Programmer: JAM
Priority/Final Outcome:
98-010AVSS Project
(RLW)
805-893-3143 		Problem/Suggestion: Problem: As reported by Hilde Lopez in San Diego, AVSS is printing FOREIGN when users select UNKNOWN - FOREIGN COUNTRY, but the Handbook of Birth and Death Registration specifies that FOREIGN-UNK should be printed.
Solution: As per Page 136 of the Handbook, change the following entries for Field 10 (State of Birth) in the DDC/CDC in ^FSL("STCN") from:
UNK1=UNKNOWN - FOREIGN COUNTRY;FOREIGN;XXF;;999
UNK2=UNKNOWN - UNITED STATES;UNK-US;XXU;;99
to:
UNK1=UNKNOWN - FOREIGN COUNTRY;FOREIGN-UNK;XXF;;99
UNK2=UNKNOWN - UNITED STATES;US-UNK;XXU;;99
Received: 1/30/98
Evaluation: A simple fix.
TAG Recommendation: N/A
AVSS Programmer: PMC
Priority/Final Outcome:
98-011AVSS Project
(PMC)
805-893-7344 		Problem/Suggestion: The improved keyword search input was not updated for the following fields on the death certificate (form=CDC): 101, 107A-D, 112, 112A-D, UCOD.
Received: 2/6/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-012AVSS Project
(JAM)
805-893-3214 		Problem/Suggestion: Correct address for HCA639. "Forest" is entered twice in address field.
Received: 2/10/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-013C24-Merced
Sue Ollis
209-385-7716 		Problem/Suggestion: Please change the name of LOS BANOS CONVALESCENT to WILSHIRE NURSING REHAB CENTER.
Received: 2/17/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-014C32-Plumas Co.
Linda Dent
530-283-6207 		Problem/Suggestion: Please change the following addresses:
HCA412-EASTERN PLUMAS DISTRICT HOSP from 300 FIRST AVENUE to 500 FIRST AVENUE (facility #320859).
HCA415-SENECA DISTRICT HOSPITAL from 130 BRENTWOOD DR. to 122 BRENTWOOD DRIVE (facility #321016).
Received: 3/2/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-015C15-Kern Co.
Vicki Whitmire
805-868-0335 		Problem/Suggestion: Create a suboption under the CONFIDENTIAL MORBIDITY REPORT option to add the BATCH CENSUS TRACTING BY DATE function.
Received: 3/5/98
Evaluation: A good idea.
TAG Recommendation: OK
AVSS Programmer: JAM
Priority/Final Outcome:
98-016RI-Rhode Island
Geri Palazzo
401-22-2812 		Problem/Suggestion: During the time you were upgrading the AVSS system, we decided that whenever Mother's Place of Birth (9C) or Father's Place of Birth (13C) was "Unknown", you would program the Output Tape1 Program to code it to "??". It is working for the Mother's Place of Birth (9C), but it is not working for the Father's Place of Birth (13C). Can you fix this immediately because whenever a mother is not married and there is no affidavit of paternity, the Father's Birthplace is blank.
Received: 3/5/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Done.
98-017C42-Santa Barbara
Elaine Scharf
805-681-5150 		Problem/Suggestion: Change facility names:
420488 from KIMBERLY CONVALESCENT HOSP to SANTA MARIA CARE CENTER
420901 from PATTERSON GARDENS CONV CTR to BUENA VISTA CARE CENTER
Received: 3/11/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-018AVSS Project (RLW)
805-893-3143 		Problem/Suggestion: Problem: Delayed (>1 year) Hospital Birth Record registration is allowed for hospitals in other states, but not for home births in other states or for foreign countries.
Solution: Change XIND'=899 to XIND'=898 and add XIND'=893 and XIND'=993 to ^FSF("HCA","5A","CHK",1)
Received: 3/11/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome:
98-019AVSS Project (RLW)
805-893-3143 		Problem/Suggestion: Problem: LRDs are inappropriately editing LCAs. For example, changing the place of birth to foreign countries, or changing the date of birth to circumvent the 1 year time limit on birth registration, or by editing LFN. Since LCAs are re-transmitted to the DHS/OVR whenever they are edited, this has created problems at the state level including duplicate electronic records for the same birth.
Solution: Change EDIT CERTIFICATE for LCA to allow only those fields that must be edited at the local level, in particular, field 15A (Date of Death), and create a new suboption called EDIT CERTIFICATE: ALL FIELDS that allows all fields to be edited but requires a special encrypted password that will be known only by DHS and the AVSS Project. If there are special need for editing LCAs, they would be coordinated with the LRD, DHS, and the AVSS Project.
Received: 3/11/98
Evaluation: Needs TAG discussion.
TAG Recommendation: Agree to disallow local edits of LCAs, except for 15A and CT and perhaps some other variables as experience grows. Consider allowing edits of any variables up to the time the record is transmitted to OVR.
AVSS Programmer: PMC
Priority/Final Outcome:
98-020HCA366-Queen of the Valley Hospital
Diana Johnson
707-257-4029 		Problem/Suggestion: When trying to link a DR record (with BPF skipped) to an HCA record, got an <UNDEF> error in ^FSF. When the DR record is edited first to add the BPF before trying to link DR to HCA, then the error doesn't occur.
Received: 3/12/98
Evaluation:
TAG Recommendation: OK.
AVSS Programmer: PMC
Priority/Final Outcome:
98-021HCA316-Whittier Hospital
562-907-1722 		Problem/Suggestion:
HCA316-Whittier Hosp change address from 15151 JANINE DR to 9089 COLIMA RD.
Received: 3/16/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-022HCA418-Desert Hospital
James Garner
760-323-6878 		Problem/Suggestion:
HCA418 (facility 331164)
Change hospital name from DESERT HOSPITAL to DESERT REGIONAL MEDICAL CENTER.
Received: 3/16/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-023C42-Santa Barbara
Lorna Backus
805-681-5151 		Problem/Suggestion: When Elaine (sub-registrar) was entering Death Certificate data on the computer, she said the list supplied for box 41, "Type of Dispostion(s)" was too long and hard to use.
Received: 3/12/98
Evaluation: The CDC disposition list was corrupted when the DDC was installed for beta testing. It has been corrected.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome: Done/4.8.
98-024HCA428-Riverside General Hospital
Susan Duerst
909-358-7275 		Problem/Suggestion:
HCA428 (facility 331313) as of 3/31/98:
Change hospital name from RIVERSIDE GENERAL HOSPITAL to RIVERSIDE CO. REGIONAL MED. CTR.
Received: 3/16/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-025C49-Sonoma Co.
Ana Castillo-Williams
707-565-4708 		Problem/Suggestion: On birth certificates, when using the bar code scanner, at the LFN assignment, when a certificate number is entered and it's already been used, there should be a warning issued so the number is not printed on a certificate thus creating a duplicate certificate number (just like the verification that is run when entering the LFN at Register Birth Certificate prompt).
Received: 3/19/98
Evaluation: AVSS stores only the last assigned LFN, not a list of all previously-used numbers. To create and search such a list would increase disk storage requirements and slow system response times. An alternative would be to add a verification message if the user requests an LFN assignment outside the default range. Additionally, the use of the recommended LFN Log should prevent the problem.
TAG Recommendation: LRD staff is advised to use the recommended LFN Log to eliminate this problem.
AVSS Programmer: PMC
Priority/Final Outcome:
98-026RI-Rhode Island
Geri Palazzo
401-222-2813 		Problem/Suggestion: We had a birth recently where the time was 12 noon. Roberta noticed that AVSS did not print out "noon" on the birth certificate. She then called the National Center for clarification on this field.
According to the National Center, 12 noon is 12:00 AM and 12 midnight is 12:00 PM. When I looked at the AVSS "help" instructions for entering the Time of Birth field, it listed 12 noon as 12:00 PM and 12 midnight as 12:00 AM. The instructions informed the hospital clerk to do the opposite of what the National Center requires. We have to follow the National Center's instructions.
Therefore, we are asking that you fix AVSS so that whenever the infant was born at 12:00 noon, AVSS prints on the birth certificate "12 noon". If the infant was born at 12:00 midnight, AVSS should print on the birth certificate "12:00 mid."
The Output Tape1 programs (for both 1997 and 1998) should code 12:00 noon to 12:00 NO. The Output Tape1 programs should code 12:00 midnight to 12:00 MI.
Also, please fix AVSS so that the "help" instructions for the Time of Birth field will inform the hospital clerk to type the word "noon" or "midnight" when the infant was born at 12:00. Explain how if the infant was born 12:00 AM it would mean noon, and 12:00 PM would mean "midnight".
I am faxing this letter to you as well as mailing you a copy so that you can fix our computer immediately. We have a birth certificate waiting to be printed.
Received: 3/19/98
Evaluation: We question the NCHS advice, but will program in RI at their request. This illustrates the advantage of using military time.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Done.
98-027C19-Los Angeles
Larry Portigal
213-240-7785 		Problem/Suggestion: Problem: Entering a semi-colon at the Editor command prompt in the Report Generator, Report Editor, generates a <SBSCR>+13^FSRE2 error.
Solution: Add code to the Report Editor to check for special characters in the Editor Command line and issue an error message to the user regarding the use of special characters or simply issue an invalid command message.
Received: 3/19/98
Evaluation: OK, not difficult.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-028C45-Shasta Co.
Linda Allen
530-225-5063 		Problem/Suggestion: A certificate with wrong values in 5A and 5B (a home birth printed as a hospital birth) was created at the hospital, registered at the county and registered at the state. After it reached the state, an amendment was applied to change the values of 5A and 5B. AVSS will currently not allow these fields to be amended on the certificate.
Received: 3/17/98
Evaluation: See 98-019 which, if executed, would prevent edits on 5A/B. Then it would be possible to remove this check and allow 5A/B to be changed using AMEND CERTIFICATE.
TAG Recommendation: OK
AVSS Programmer: JAM
Priority/Final Outcome:
98-029AVSS Project (RLW)
805-893-3143 		Problem/Suggestion: Problem: When a new hospital code is added, the Type of Place of Birth coding for the NCHS file (position 21) is coded as a 9 (Not Classificable) instead of a 1 (Hospital).
Solution: Update ^FSL("NCHS95","TYPE",xxx)=1, where xxx=New Hospital Code. This should be part of the Hospital Code update procedure.
Received: 3/19/98
Evaluation: Peter and Ellen should coordinate.
TAG Recommendation:
AVSS Programmer: PMC/EMN
Priority/Final Outcome:
98-030AVSS Project (RLW)
805-893-3143 		Problem/Suggestion: Problem: Foreign import records sometimes contain a "- -" for Field 20C. This results in a "- -" for positions 944-945 in the CBC record, which is not an acceptable CBC value for this field.
Solution: Recode "- -" in Field 20C to " ". Should also be added for Field 23C (Mother's Education).
Received: 3/19/98
Evaluation:
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-031C42-Santa Barbara
Lorna Backus
805-681-5151 		Problem/Suggestion: Within the Draft Death Certificate option, when entering box #27D information regarding a zip code for a resident outside of the U.S., the program prompts for the use of two dashes. When two dashes are entered, the entry is refused, and the message "-" NOT FOUND IN LIST FOR INFORMANT'S MAILING ZIP. ARE YOU SURE <N>? appears and if a "Y" is typed in, another message appears saying ZIP CODE MUST BE 5 DIGITS. Could the program be modified to accept the two dashes as an entry for a zip code address outside of the U.S.?
Received: 3/23/98
Evaluation: There is a difference in the Handbook between births and deaths for reporting zip codes for residents of foreign countries. The former (page 61) specifies five zeros (00000), while the latter (page 146) specifies a dash (-). The CDC specs state (page 37): "All zeros indicate residence is out of country." AVSS/EDR was programmed to be consistent with births and thus uses 00000 for foreign countries. This could be changed, but it will result in an inconsistency between births and deaths, or (preferably) the help for Field 27D of the DDC would be changed to instruct users to enter 00000.
TAG Recommendation: OVR is reviewing the situation.
AVSS Programmer: PMC
Priority/Final Outcome: Following brief discussion on 7/1/98 was deferred until next meeting..
98-032C42-Santa Barbara
Lorna Backus
805-681-5151 		Problem/Suggestion: Match AVSS software response to state Handbook response for box #45 on draft death certificate (Funeral Director License Number). Currently AVSS states "THIS FIELD IS OPTIONAL. ENTER THE LICENSE NUMBER ASSIGNED TO THE PERSON ACTING AS THE FUNERAL DIRECTOR USING FREE TEXT". The State Handbook response: "LICENSE NUMBER - ENTER THE CALIFORNIA FUNERAL DIRECTOR'S LICENSE NUMBER. THIS NUMBER SHOULD BE PRECEDED BY "FD". IF NO FUNERARY BUSINESS IS INVOLVED, ENTER "NONE".
Received: 3/26/98
Evaluation: The list of funeral directors has been modified to include 'FD' before their license numbers.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome: Done 3/27/98
98-033C19-Los Angeles
Larry Portigal
213-240-7785 		Problem/Suggestion: Problem: Values for Underlying Cause of Death: Key entry errors by staff are not caught by the system at the time of entry. Special characters and nonsense numbers are allowed entry into the UCOD field.
Solution: To alleviate some of the problem, add some pattern checks to the subchecks for data entry on this variable. AVSS could incorporate some pattern checks that look for the following legal entries for UCOD: NNN or NNN.n or NNN.nn or ENNN or ENNN.n or ENNN.nn
If the entry does not match one of these patterns then disallow the entry of the value. In addition, a range check may also be useful in order to eliminate out of range numbers. All values should be greater than zero and less than 999.99. Any other values are not valid.
Also, in the case where the current partial search of the ICDA table does not yield a match, then AVSS might temporarily add an "E" as a prefix and, if a match is found, suggest to the user that the current value should be changed to an ENNN type code.
Received: 3/26/98
Evaluation: (PMC) Pattern checks could be done. However, disallowing non-list items may be a better way to go. Do other TAG members think that non-list values should be disallowed? The cost in system performance of pre-pending 'E' and re-searching the list is unlikely to be worth the benefit.
TAG Recommendation: Little support for this suggestion.
AVSS Programmer: PMC
Priority/Final Outcome: Remove from active list unless Larry wishes to reactivate.
98-034C36-San Bernardino
Claire Paniagua
909-387-6233 		Problem/Suggestion: Change hospital name (HCA462 and facility # 361458): From NEEDLES-DESERT COMM. HOSPITAL to COLORADO RIVER MEDICAL CENTER.
Received: 3/27/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-035C32-Plumas
Linda Dent
530-283-6207 		Problem/Suggestion: 1) Computer still asking for an OK after entering a dash if decedent's mother doesn't have a middle name. Doesn't ask for OK if I enter a dash for father.
2) If residence is put in box 41 then the decedent's address comes up in box 40 preceded by UNK. I don't want UNK, so I have to type the address. Could both of these little time-consuming problems be taken care of, please.
Received: 3/30/98
Evaluation: On #1, agree it is a good idea. #2 has already been done for Ver 4.8. Request that users submit only one AMR per page or e-mail message so that they can each be assigned a unique number.
TAG Recommendation: OVR staff reports that mother's middle name could be a Common Core Data Element and thus AVSS should still verify a missing mother's middle name.
AVSS Programmer: PMC
Priority/Final Outcome:
98-036C49-Sonoma Co.
Linda Hickam
707-565-4708 		Problem/Suggestion: Change facility 491003 name from MANZANITA NURSING & REHAB CENTER to SUNRISE HEALTHCARE FOR CLOVERDALE.
Add facility 499015:
SUNRISE AT THE CHANATE;;499015;3250 CHANATE RD;SANTA ROSA;4010;SONOMA;49;;5
Received: 4/1/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-037C36-San Bernardino County
Claire Paniagna
909-387-6231 		Problem/Suggestion: Change hospital HCA450 (facility 361110) address from 41870 GARSTIR BLVD to 41870 GARSTIN BLVD.
Received: 4/7/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-038HCA646-Columbia Los Robles RMC
Diane Tunney
805-446-7690 		Problem/Suggestion: Change hospital HCA646 (facility 560492) name from COLUMBIA LOS ROBLES HOSPITAL/MED CTR to LOS ROBLES REGIONAL MEDICAL CENTER.
Received: 4/7/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-039AVSS Project (JAM)
805-893-3214 		Problem/Suggestion: Add display coordinates for the value of AMNDAT.
Received: 4/10/98
Evaluation: Easy to do and should be informative to users.
TAG Recommendation: OK.
AVSS Programmer: JAM
Priority/Final Outcome:
98-040HCA404-Columbia West Anaheim Med Ctr
Karin McClain 		Problem/Suggestion: Change hospital HCA404 (facility 301379) name from COLUMBIA WEST ANAHEIM MED CTR to WEST ANAHEIM MEDICAL CENTER.
Received: 4/2/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-041CT-Connecticut
David Dzilenski
860-509-7145 		Problem/Suggestion: Request to generate two (2) DOS output files and two (2) AVSS reports for VAPS (Voluntary Acknowledgement of Paternity System). (Full description is attached to AMR form).
Received: 4/23/98
Evaluation: Modest degree of programming.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Done
98-042CT-Connecticut
David Dzilenski
860-509-7145 		Problem/Suggestion: Request to generate a one-time DOS output file for VAPS (Voluntary Acknowledgement of Paternity System). (Full description is attached to AMR form).
Received: 4/23/98
Evaluation: Modest degree of programming.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Done
98-043C19-Los Angeles
Larry Portigal
213-240-7785 		Problem/Suggestion: Problem: The display of facilities for item 101 of the death certificate is very hard to read. After the keyword has been entered, the actual content of the global ^FSFAC is simply printed to the screen, semi-colons included.
Solution: Select the necessary pieces from each keyword selected entry (code-name-address) and format the results on the screen. For example:
1 198435 Hospital Name or Convalescent Hospital Name Address
2 192100 Hospital Name or Convalescent Hospital Name Address
Select #>
Received: 4/15/98
Evaluation: This problem has been detected and corrected. Ver 4.8 will list only the code followed by the facility name..
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome: Done.
98-044AVSS Project (EMN)
805-893-3214 		Problem/Suggestion: Add a warning to the HCA-LCA registration process which warns a registrar that they are about to register a certificate that has not been added to the LIST TO BE SENT TO THE HEALTH DEPT. This warning would alert the registrar that the certificate they are registering has not been electronically transferred to the health department because of modem communication problems after being placed on the LIST.
Received: 4/24/98
Evaluation: This AMR was created in response to a problem between Palomar Hospital and Pomerado Hospital sending in their hard copies to San Diego Health Dept. but the county had not received the last electronic transmission. Because of this, the HCAs were registered at the Health Dept. but they were not actually the last filed record. When the record is added to the LIST, it is transmitted to the Health Dept, and the date that it was added to the LIST is stored in the HCA record (SENT field). The idea of the warning is to alert the registrar that they are about to register a record that does not have a date in the SENT field and so therefore, is not complete.
TAG Recommendation: OK.
AVSS Programmer: PMC
Priority/Final Outcome:
98-045C42-Santa Barbara
Lorna Backus
805-681-5151 		Problem/Suggestion: Please add the names/addresses of 3 cemeteries to listing for box #40 on the draft death certificate option:
CA06 - CALVARY CEMETERY, 199 N. HOPE AVE., SANTA BARBARA, CA 93110,
805-687-8811
CA13 - CAPRINTERIA DISTRICT CEMETERY, 1501 CRAVENS LANE, CARPINTERIA, CA
93013, 805-684-2466
LO05- LOS ALAMOS CEMETERY DISTRICT, P.O. BOX 166, LOS ALAMOS, CA 93440,
805-344-2635
Received: 4/27/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome:
98-046AVSS Project (PMC)
805-893-7344 		Problem/Suggestion: In HCA, remove call of field 7 sub-field check from field 24D. The validation on father's name is inappropriate at this point (the LCA form calls the HCA code and will be correct when the HCA is fixed.)
Received: 5/11/98
Evaluation: In the case where Father's Name is unknown or withheld, Father's State and Date of Birth were cross-edited such that they too had to be dashed out as unknown or withheld. However, the input check for Residence State of Birth called the same code. This caused the unwanted side-effect of falsely displaying the above cross-edit at the Residence prompt.
TAG Recommendation: OK.
AVSS Programmer: PMC
Priority/Final Outcome:
98-047C42-Santa Barbara
Sue Ann Erwin (Dudley-Hoffman)
805-922-8463 		Problem/Suggestion: Remove Dr. Stanley R. Bourdo from Certifier List (Deaths). He is deceased. Add Laura Sprague, M.D., 2801 Santa Maria Way, Santa Maria, CA 93455, License #C043329.
Received: 5/11/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-048Welch-Rice-Haider
Sara Bull
805-965-5145 		Problem/Suggestion: Problem: We sometimes need to create an official copy of the Death Certificate (which can only be printed once) knowing that the date the certifier will sign will be the following day. The official certificate is transported to the certifier's office today but the signature date is to be tomorrow, however, AVSS does not allow dates in the future for Field 117.
Solution: Allow future dates for Field 117.
Received: 5/12/98
Evaluation: This sounds like a good idea, and will be executed as part of the EDRS pilot.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome: Done
98-049AVSS Project (RLW)
805-893-3143 		Problem/Suggestion: Problem: AVSS/EDR coding of Boxes A and C is inaccurate in part due to lack of user oversight for these data fields that have been state coded in the past and have not previously been the responsibility of funeral directors.
Proposed solution: Prompt for Box A and Box C and train users accordingly. Whenever possible, set the appropriate default should using AVSS list processing.
Received: 5/21/98
Evaluation: This will require that funeral directors and AVSS/EDR be responsible for coding of state data. It will be more difficult for AVSS to make the correct guess as compared to most birth certificate coding due to more complex coding rules and the more frequent use of non-list data values; for example, the place of death.
TAG Recommendation: OK.
AVSS Programmer: PMC
Priority/Final Outcome:
98-050AVSS Project (RLW)
805-893-3143 		Problem/Suggestion: Problem: AVSS/EDR automatically sets Box C to '1' (Coroner) when Field 108 is 'YES'. This may not always the case.
Proposed solution: Remove this automatic feature and allow the user to code Box C by prompting for it as discussed above.
Received: 5/21/98
Evaluation: This should improve the coding of Box C.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-051AVSS Project (RLW)
805-893-3143 		Problem/Suggestion: Problem: AVSS is mis-coding non-facility places of death as a '5' for Box A.
Proposed solution: Code Box A as a '9' for non-facility places of death.
Received: 5/21/98
Evaluation: This should improve the coding of Box A.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-052AVSS Project (RLW)
805-893-3143 		Problem/Suggestion: Problem: AVSS/EDR is not accounting for a code of '8' for Box A.
Proposed solution: Set the default for Box A to '8' when Field 101 is 'RESIDENCE' and the values for Fields 20 and 105 are equal.
Received: 5/21/98
Evaluation: This should improve the coding of Box A.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-053AVSS Project (RLW)
805-893-3143 		Problem/Suggestion: Problem: The value 'ST.' as in 'ST. FRANCIS MEDICAL CENTER' is not being processed properly in Field 101 and does not match the keyword list. This sometimes results in the mis-coding of Box A.
Proposed solution: Improve the keyword matching algorithm to account for periods.
Received: 5/21/98
Evaluation: This should improve the coding of Box A.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-054AVSS Project (RLW)
805-893-3143 		Problem/Suggestion: Problem: Box C is being miscoded when non-list values are re-entered into Field 118 (TYPE ATTENDING PHYSICIAN'S NAME, MAILING ADDRESS + ZIP).
Proposed solution: If a physician is selected from the list for Field 118 and subsequently a non-list value is re-entered, Box C needs to be re-prompted.
Received: 5/21/98
PMC: This should improve the coding of Box C.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-055AVSS Project (RLW)
805-893-3143 		Problem/Suggestion: Problem: During COMPLETE INCOMPLETE RECORD for the DDC form, AVSS/EDR does not prompt for conditional data fields. This is similar to problems encountered with the HOSPITAL BIRTH RECORD (HCA form) during conditional branching for pregnancy history.
Proposed solution: Perform a complete analysis of AVSS/EDR conditional branching (which is somewhat complex) and incorporate the original branching logic for COMPLETE INCOMPLETE CERTIFICATE.
Received: 5/21/98
Evaluation:
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-056AVSS Project (RLW)
805-893-3143 		Problem/Suggestion: Problem: An AVSS database corruption can occur under unusual circumstances when performing EDIT under SUBMIT or APPROVE in the DDC form.
Proposed solution: When performing EDIT under SUBMIT or APPROVE in the DDC form perform a check or a call to FSK to delete any old data before saving the new data to prevent a duplicate index for entries in FSX.
Received: 5/21/98
Evaluation: A bug that should not be difficult to correct.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-057AVSS Project (GJC)
805-893-3214 		Problem/Suggestion: Problem: New CBC specs state that 'UNKNOWN' and 'WITHHELD' are not acceptable entries for Fields 9A, 9B, 9C.
Solution: Disallow 'UNKNOWN' and 'WITHHELD' in Fields 9A, 9B, 9C of the HOSPITAL BIRTH RECORD (HCA).
Received: 5/26/98
Evaluation: Needed to conform to new (3/98) CBC specs.
TAG Recommendation: OK.
AVSS Programmer: PMC
Priority/Final Outcome:
98-058AVSS Project (GJC)
805-893-3214 		Problem/Suggestion: Problem: New CBC specs (3/98) state on Page 100 that Field 28B (Expected Source of Payment for Delivery) should be coded 00-MEDICALLY UNATTENDED BIRTH, whereas the AVSS list has 00=NONE.
Solution: Modify the AVSS list for Field 28B to set 00=MEDICALLY UNATTENDED BIRTH.
Received: 5/26/98
Evaluation: Needed to conform to new (3/98) CBC specs.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-059AVSS Project (GJC)
805-893-3214 		Problem/Suggestion: Problem: New CBC specs (3/98) state on Page 109 for Box B under Special Considerations: "If the county of Residence of Mother (24B) is unknown, and the state of Residence of Mother (24D) is California, then code county of Residence of Mother (24B) to County of Birth Occurrence (5D)".
Solution: Code Box B to according the new CBC specifications listed above.
Received: 5/26/98
Evaluation: Needed to conform to new (3/98) CBC specs. This appears to be a repeat of 97-045.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome:
98-060AVSS Project (GJC)
805-893-3214 		Problem/Suggestion: Problem: There is a warning following HCA Field 12A (Parent or Other Informant --- Signature) for certain name combinations (1C, 6C, 9C, MLN) "WARNING: ALTHOUGH PARENT IS INFORMANT, INFORMANT'S LAST NAME DOES NOT MATCH". There is no warning stated in the CBC specs or in the Handbook.
Solution: Remove this warning since there is no known source for its existence.
Received: 5/26/98
Evaluation: Needed to conform to new (3/98) CBC specs.
TAG Recommendation: OK.
AVSS Programmer: PMC
Priority/Final Outcome:
98-061AVSS Project (GJC)
805-893-3214 		Problem/Suggestion: Problem: New CBC specs (3/98) state for Field 28B (Expected Principal Source of Payment For Delivery) on page 100 under Special Considerations: "If the Expected Principal Source of Payment for Delivery is coded '00' (medically unattended birth) and the birth occurred in a California maternity hospital (Box A), then recode Expected Principal Source of Payment of Delivery to 99 (unknown)". This is not yet programmed into AVSS.
Solution: Disallow the choice of '00' for hospital births.
Received: 5/26/98
Evaluation: Needed to conform to new (3/98) CBC specs, but should be discussed by TAG.
TAG Recommendation: Not recommended.
AVSS Programmer: PMC
Priority/Final Outcome: Withdraw.
98-062AVSS Project (GJC)
805-893-3214 		Problem/Suggestion: Problem: For Field 28A (Method of Delivery) the CBC Specs state on Page 99 under the section Cross References: "If Method of Delivery code contains a 02 or 04, one of the following four fields must have a value greater than zero: 27A, 27B, 27D, 27E". I had '0' in all fields 27A-E and in 28A '02'. Although I did receive a warning from this combination, I still could file the record.
Solution: Change the AVSS warning related to the CBC specifications listed above to an error, so as to prevent the filing of a record under these conditions.
Received: 5/26/98
Evaluation: Needed to conform to new (3/98) CBC specs.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-063DHS
Liz Touhey
916-322-5179 		Problem/Suggestion: Problem: The state will begin amending AVSS birth certificates in 1999 and will be processing batches by county. It will save time and effort if the user can remain in the AMEND CERTIFICATE loop.
Solution: After a record has been amended, please re-prompt the user to ask if they want to Amend Another Record?" instead of AVSS going back to Birth Certificate option.
Received: 5/26/98
Evaluation: LRDs may have a different perspective than DHS.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome:
98-064C43-Santa Clara
Janie Burkhart-Rudy
408-299-3327 		Problem/Suggestion:
A. The AVSS modification being requested is the inclusion of additional data fields.
B. Santa Clara County is using a computerized auto-dialer to make immunization reminder calls. All twelve of Santa Clara County's birthing hospitals are collaborating with the Public Health Department Immunization Program to enroll mothers into an immunization reminder program that utilizes an auto-dialer. Hospitals collect data about new mothers and their infants, which is input into the auto-dialer.
C. The majority of information needed for the auto-dialer is already collected at the hospitals, for birth certificates. If a few extra fields could be added to AVSS the data entry would only have to be completed once.
D. Santa Clara County is currently building an Immunization Registry which is being populated by AVSS birth data, among other sources. The Immunization Registry will eventually be linked to a State Registry. At both the County and State level, immunization reminder calls will be made via auto-dialers and these will need to be compatible with AVSS.
E. The suggested field additions would not have to be incorporated into birth certificates but only made available for interface with auto-dialers.
The specific fields that would need to be created in AVSS are as follows:
1. Phone number (10 digit integer field)
2. Mother's language (Drop list field tied to a 2 digit integer code table)
3. Alternate contact first name (44 character field)
4. Alternate contact last name (44 character field)
5. Alternate contact phone number (10 digit integer field)
6. Alternate contact language (Drop list field tied to a 2 digit integer code table)
7. Baby Track <Y> (Single alphanumeric field for yes or no. This field would default to "N" and must be overridden to indicate that consent for reminder was given).
In addition to the fields listed above, the only other programming change needed should be an option to print an additional file or report. This document would serve as the Baby Calls consent and enrollment form. Teletask programmers have indicated that the only requirements for interface would be that data be made available in a fixed length field, ASCII format.
Received: 5/1/98
Evaluation: This would entail collecting non-birth certificate data at the hospital level. This has been done in the past using a separate form (Delivery Record) and DHS approved that concept so long as the hospital had a standalone PC and the non-birth certificate data was not transmitted to the LRD. It is not clear from this AMR where (hospital or LRD) the ASCII file is to be created. The ASCII format was not included. If it is a custom non-CBC format, then significant programming effort would be required. If it is to combine the new data with CBC data, there may be legal issues that DHS will need to address.
TAG Recommendation: There was no representative from C43 to present this proposal, although some written remarks from Su Lin Wilkinson were presented by the Chair. No support for this AMR from any TAG participants. CCLHO position is that local data usage is under the jurisdiction of the Health Officer. State position is that a statute change may be required as well as VSAC/Human Subjects approval.
AVSS Programmer:
Priority/Final Outcome: Return to C43.
98-065DHS-Mark Starr
916-327-0332 		Problem/Suggestion: The new CMR form (PM 110[10/97], attached) was implemented in late 1997, replacing the old CMR card (PM 110 [1/90]) on which AVSS data entry was based. In order to facilitate data entry from this new form and to capture new data collected, the following changes are recommended. They are grouped by re-ordering, an addition, a change, or a deletion.
Re-order:
1. Move GENDER after HOME PHONE.
2. Move SSN after MIDDLE NAME.
3. Move OCCUPATION after WORK PHONE (new field - see below)
4. Move DISEASE to the beginning/top - Presumably, AVSS would not search for duplicate/matching record until after NAME entered (next field). Perhaps the DISEASE field could also be used to make that search more restrictive if that seems more efficient (Counties have noted in the past that they can get a number of potential matches with common names).
5. Move ANTI-HBC IGM after ANTI-HBC (order of these 2 is reversed on the new form).
Additions (fields):
1. PREGNANT, EST. DEL. DATE, and WORK PHONE after GENDER (see also "re-order" #1 above).
2. ETHNICITY after OCCUPATION (see also "change" #1 below).
3. DATE SUBMITTED after Reporter information.
4. PCR-HCV after ANTI-HCV.
Additions (choices):
1. Add Correctional facility and School under OCCUPATION.
2. Add Syphilis, latent (unknown duration) and Neurosyphilis to Disease List; Tabulate these with "Late Latent/Late (>1 yr)" on the Weekly Morbidity by Place of Report.
Changes:
1. Race list:
a) Move Hispanic status choices to new ETHNICITY field (see above).
b) Combine current "Asian-Other" and "Pacific Islander-Other" into single "Asian/Pacific Islander-Other" category (and list only this choice for entry).
c) Change other names to match new form (e.g. "African American/Black", "native American/Alaskan Native").
d) Allow the "Asian/Pacific Islander-Other" and the "White" categories to have an optional "specify" entry following them (as exists for "Other") - This could all be entered in the same (existing) field since only one choice is allowed for race.
2. Change "IV Drugs" to "Other needle exposure" under EXPOSURE (in hepatitis section).
3. To improve clarity, we suggest changing "Reporter Name" to "Reporter Type", changing "Reporter Specify" to "Reporter Name", and improving the instructions for this field.
Received: 5/22/98
Evaluation: These are constructive suggestions for bringing the AVSS/CMR prompting sequence into alignment with the new CMR form. Because variable values are stored in the AVSS data base according to the variable name, it is important that the variable names remain unchanged in order to maintain data integrity and avoid the need of expensive re-writes of reports and edit checks. However, the new names on the form can be accommodated by changing the variable labels appropriately. Nevertheless, TAG may wish to consider one variable name change, i.e., since there are now two telephone numbers, replace PHONE with WPHONE (Work Telephone #) and HPHONE (Home Telephone #). TAG should also decide whether it is desirable to have both new ETHNICITY and RACE1 prompts, which would be combined into the current RACE prompt for reporting purposed, or simply retain the old RACE prompt. TAG may also wish to consider using for CMRs the race processing that works so well on the birth certificate. Two new diseases would be added (SYP-LNT= SYPHILIS, LATENT ICD=097.1 and SYP-NEUR= SYPHILIS, NEURO ICD=094). We need the NETSS codes for these diseases. This AMR is feasible, but will require a significant programming effort and associated beta testing.
TAG Recommendation: OK, except withdraw the last #3. Add new RACE1 and ETHNICITY.
AVSS Programmer: JAM
Priority/Final Outcome:
98-066DHS-Mark Starr
916-327-0332 		Problem/Suggestion: The new Weekly Morbidity by Place of Report (WMPR) form (DHS 8245 [4/98], attached) will be implemented soon. Can the AVSS output for this report be modified to be consistent with this new WMPR? Some of this will only require layout changes, while other parts may require new/different tabulations (e.g., count only H. flu cases under age 30).
Received: 5/22/98
Evaluation: OK, not a major programming effort.
TAG Recommendation: OK.
AVSS Programmer: JAM
Priority/Final Outcome:
98-067DHS-Mark Starr
916-327-0332 		Problem/Suggestion: Please modify the disease list to add a new choice for both E. coli 0157:H7 and hemolytic uremic syndrome (HUS) in the same patient (e.g. "E. coli 0157:H7 with HUS"). A patient with both of these should be counted as a case for each disease (i.e., AVSS would increment the count on report for E. coli 0157:H7 by 1 and for HUS by 1 after entry of a single patient with both conditions).
Received: 5/22/98
Evaluation: Will require the addition of a new disease (E-COLI-H = E-COLI WITH HUS with ICD=008.9), which, if present would increment two rows (both E-COLI and HUS) in the WMPR. We need the NETSS codes for this disease.
TAG Recommendation: OK
AVSS Programmer: JAM
Priority/Final Outcome:
98-068DHS-Mark Starr
916-327-0332 		Problem/Suggestion: Request EXPOSURE entry before the hepatitis lab data entry. This request came directly from a county in order to speed data entry - currently they often skip right past EXPOSURE after skipping through those lab results without data to enter. This is O.K. with SSS.
Received: 5/22/98
Evaluation: A user suggests that this would improve the flow of data entry even though it disagrees with the order of variables on the new CMR form.
TAG Recommendation: OK.
AVSS Programmer: JAM
Priority/Final Outcome:
98-069DHS-Mark Starr
916-327-0332 		Problem/Suggestion: Would there be any value for speeding data entry by allowing certain acronyms for the disease (e.g., NGU, TB, HUS)? If so, we'd be glad to assist with the necessary modifications to the disease list.
Received: 5/22/98
Evaluation: OK, easy to add synonyms; the one for TB already exists.
TAG Recommendation: OK.
AVSS Programmer: JAM
Priority/Final Outcome:
98-070DHS-Mark Starr
916-327-0332 		Problem/Suggestion: Currently the count for "ENCEPHALITIS OTHER " (ENCP-OTH) in AVSS appears under "Encephalitis, Other viral" on the front of the WMPR, while the count for "ENCEPHALITIS VIRAL" (ENCP-VIR, under ENCEPHALITIS PRIMARY) appears on the back of the WPMR. These should be reversed, and the disease listing "ENCEPHALITIS VIRAL" should be change to "ENCEPHALITIS VIRAL (OTHER THAN ARBOVIRAL)". The WPMR listing for "Encephalitis, Arboviral" should continue to be a total of all 5 arboviral counts in AVSS (see first 5 below). Additionally, ENCEPHALITIS PRIMARY (ENCP-PRI) and ENCEPHALITIS OTHER (ENCP-OTH) can contribute to the confusion (and are unnecessary) and should be deleted. The details are listed below:
ENCEPHALITIS ARBOVIRAL; ENCP-ARB; 062; EN00; "Encephalitis, Arboviral" on WPMR
-ENCEPHALITIS CALIFORNIA; ENCP-CAL; 062.5; EN02; "Encephalitis, Arboviral" on WPMR
-ENCEPHALITIS EASTERN EQUINE; ENCP-EEQ; 062.2 EN03; "Encephalitis, Arboviral" on WPMR
-ENCEPHALITIS ST. LOUIS; ENCP-STL; 062.3; EN09; "Encephalitis, Arboviral" on WPMR
-ENCEPHALITIS WESTERN EQUINE; ENCP-WEQ; 062.1; EN12; "Encephalitis, Arboviral" on WPMR
ENCEPHALITIS PRIMARY; ENCP-PRI; 323.?; EN08; DELETE
-ENCEPHALITIS VIRAL; ENCP-VIR; 049.9; EN11; "Encephalitis, Other viral on WPMR;
"ENCEPHALITIS VIRAL (OTHER THAN ARBOVIRAL)" on disease list
-ENCEPHALITIS BACTERIAL; ENCP-BAC; 323.8; EN01; Separately on Back (Section D) of WPMR
-ENCEPHALITIS FUNGAL; ENCP-FNG; 348.8; EN04; Separately on Back (Section D) of WPMR
-ENCEPHALITIS PARASITIC; ENCP-PAR; 323.2; EN06; Separately on Back (Section D) of WPMR
ENCEPHALITIS POST-INFECTIOUS; ENCP-PIF; 323.6; EN07; Separately on Back (Section D) of WPMR
ENCEPHALITIS OTHER; ENCP-OTH; 323.?; EN05; DELETE
ENCEPHALITIS UNSPECIFIED; ENCP-UNK; 323.9; EN10; Separately on Back (Section D) of WPMR
Received: 5/22/98
Evaluation: OK, not a major effort.
TAG Recommendation: OK.
AVSS Programmer: JAM
Priority/Final Outcome:
98-071AVSS Project (EMN)
805-893-3214 		Problem/Suggestion: For CMR data entry, remove the list (^L) text associated with TBSIZE that states that DEFINITE and SUSPECT are choices for this field. Neither value can be entered.
Received: 4/24/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome:
98-072C10-Fresno
Don Nelson
209-455-5042 		Problem/Suggestion: Problem: The MLN (Mother's Last Name) field is displayed using NONCONFIDENTIAL DISPLAY for SEALED AND REPLACED birth certificates. This inappropriately allows users to determine the birth mother's last name at the time of birth.
Solution: I would recommend blanking the MLN field in the database (the same as is done for mother and father's social security numbers on sealed records).
Received: 5/28/98
Evaluation: This is a good idea and should be done both prospectively and retrospectively for sealed and replaced LCAs. It also raises the question of having MLN on either the HCA or LCA forms and whether they should be removed altogether. The genesis of the non-birth certificate variable appears to be for the purpose of creating the Newspaper Report at the hospital level.
TAG Recommendation: OK with the C10 suggestion plus remove MLN from the LCA but not from the HCA.
AVSS Programmer: PMC
Priority/Final Outcome:
98-073C19-Los Angeles
Larry Portigal
213-240-7785 		Problem/Suggestion: Add hospital HCA153-TRI-CITY REGIONAL MEDICAL CENTER, 21530 S.PIONEER BLVD, HAWAIIAN GARDENS, CA 90716 (Hospital name was previously CHARTER COMMUNITY HOSPITAL, facility 190159)
Received: 6/1/98
Evaluation:
TAG Recommendation:
AVSS Programmer: EMN
Priority/Final Outcome: Done/4.8.
98-074CT-Connecticut
David Dzilenski
860-509-7145 		Problem/Suggestion: This request is in regards to two Connecticut AVSS items created as a result of AMR 97-045; 56 and 57. For Connecticut AVSS hospital options "Register Hospital Birth Record", and "Complete Incomplete Hospital Birth Record", please position the prompts for Items 56 an 57 after Item 29, "Father's Race", and before Item 30A, "Name of Person Providing Above Information". Also, provide the following remark whenever question 56, or 57, is presented under these two options: "QUESTIONS 56 AND 57 ARE INTENTIONALLY PRESENTED OUT-OF-ORDER. NORMAL SEQUENCE WILL RESUME THEREAFTER."
Received: 6/2/98
Evaluation: This can be programmed and placed in the test area of the state computer. If state staff agree that the programming is appropriate, then the associated changes can be made in beta test hospitals. If beta testing is successful, then this modification can be included with those contained in AMR 97-095.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Done
98-075DHS-Mark Starr
916-327-0332 		Problem/Suggestion: Problem: The disease GLANDERS is incorrectly listed as the disease name under the HERPNGIA with an ICD of 074.0.
Solution: Create a new abbreviation GLANDERS for the disease name GLANDERS associated with an ICD of 024.
Received: 6/2/98
Evaluation: OK.
TAG Recommendation: OK.
AVSS Programmer: JAM
Priority/Final Outcome:
98-076DHS-Mark Starr
916-327-0332 		Problem/Suggestion: Problem: LRDs may be hesitant to use the DISTRICT MORBIDITY REPORT to track suspected cases due to the name of the option, which describes how it is used in Los Angeles, but not in other jurisdictions.
Solution: To better denote the function of this option, rename it to either PROVISIONAL MORBIDITY REPORT or PENDING MORBIDITY REPORT. The form name, DMR, would not change.
Received: 6/2/98
Evaluation: OK.
TAG Recommendation: OK.
AVSS Programmer: JAM
Priority/Final Outcome:
98-077AVSS Project
(PMC)
805-893-7344 		Problem/Suggestion: When registering a Disposition Permit (CDP), set the following defaults from the Draft Death Record (DDC) when a disposition of RES (Residence) has been specified in field 41:
15A='RESIDENCE', 15AA=20, 15AB=21, 15AC=25, 15AD=23, 15AE=22, 10: include code 'C'
Received: 6/10/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-078C42 - Santa Barbara,
Lorna Backus
805-681-5151 		Problem/Suggestion: Because, per state rules, "The coroner must complete the medical and health section data within three days after examining the body" and "The physician must complete the medical and health section data within 15 hours after death", I would like a warning message to appear if the dates signed by the doctor or coroner are more than eight days after the date of death.. This would help correct typing errors and alert the mortuary that the certificate will not be registered within the eight day limit given by the state. (This warning would appear for boxes #117 and #127.) If the dates in box #117 or box #127 are typed as being later than that date typed in box #39 (Date of Disposition), that entry should be refused, because the body can't be disposed of before the certificate is complete, including all needed signatures.
Received: 6/10/98
Evaluation: Needs TAG discussion.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-079C42 - Santa Barbara,
Lorna Backus
805-681-5151 		Problem/Suggestion: Within the death certificate software, I would like, in box #114B (Dates of Attendance), to have a warning message appear if the date typed in the "Decedent Last Seen Alive" portion is more than 20 days previous to the date of death, to remind the typist that a coroner's referral number is needed in box #108 (Death Reported to the Coroner).
Received: 6/10/98
Evaluation: Needs TAG Discussion.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-080HCA 100 Ridgecrest Community Hospital,
Jeanne Scovotti
760-446-3551 x255 		Problem/Suggestion: Hospital name change HCA 100 from Ridgecrest Community Hospital to Ridgecrest Regional Hospital
Received: 6/11/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-081AVSS Project
(RLW)
805-893-3143 		Problem/Suggestion: There are certain race abbreviations that are no longer necessary, given the universal use of laser printers for birth certificates.
Solution: Change the AVSS list value for race on all birth and death certificates from AFRICAN AMER., to AFRICAN AMERICAN. Similarly, change the current AVSS list value from MEX AMERICAN to MEXICAN AMERICAN, since the latter will now fit at 12 pitch.
Received: 6/12/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-082CT-Connecticut
David Dzilenski
860-509-7145 		Problem/Suggestion: Change to AVSS AMR 97-095. We can modify the logic to put "UNK" into items 38B1 and 38B2 instead of "-" when we remove the paternity information based on the responses to items 56 and 57.
Received: 6/23/98
Evaluation:
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Done
98-083CT-Connecticut
David Dzilenski
860-509-7145 		Problem/Suggestion: Changes to AVSS AMR 97-095. Item 23 the father's date of birth. You are asking to branch around item 23 if item 22A, 22B and 22C are "-"? We don't think it is a good idea to be changing the prompt order without an impelling reason. The data entry people are accustomed to having this prompt appear. To change when it occurrs may cause confusion.
Received: 6/23/98
Evaluation:
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Withdrawn
98-084CT-Connecticut
David Dzilenski
860-509-7145 		Problem/Suggestion: Diabetes. Remove the old value and insert the two new values, but sort the list by the code. The new code would put the second diabetes at the end of the list. John has the Fax with the AMRs on it.
Received: 6/23/98
Evaluation:
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Programmed and undergoing testing by CT staff.
98-085HCA 391 Los Alamitos Medical Center,
Alda Goncalves
562-799-3196 		Problem/Suggestion: We would like to have the following fields/lines added on to the birth certificate, at the very end, for statistical purposes. If at all possible, pleas add these fields:
MPF (mother patient file) APGAR
COMMENTS (for insurance information)
Received: 6/24/98
Evaluation: Needs TAG discussion.
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:
98-086C37-San Diego County, Margaret
De Lano
619-692-8330 		Problem/Suggestion: Prior to the AVSS upgrade if you entered "Unknown" you had the following choices: Unknown
U.S.A. - Unk
Foreign - Unk
Since the AVSS upgrade the choices are:
Unknown
Unk-U.S.A.
Foreign
Please correct to: Unknown
U.S.A.-Unk
Foreign-Unk
Received: 6/25/98
Evaluation: See AMR 98-010
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-087C37-San Diego County, Margaret De Lano
619-692-8330 		Problem/Suggestion: Currently AVSS asks the birth clerks to verify 6c, 9c, 25a, and 26 when certain levels/differences are identified. When AVSS requests the verification for any of the above 4 boxes, the birth clerk can not progress past that area without doing the verification. AVSS prints when 25a and/or 26 are verified. The printed verification is on the tear off section, which contains the "Privacy Notification." AVSS does not print the verification for 6c and/or 9c. The State "Handbook for Birth and Death Registration" continues to require the LRD birth clerk to verify item 26 if the weight is under 1000 grams. The LRD clerk must confirm, with the hospital, that the entry is correct. The confirmation is to be documented on the back of the certificate by entering the name of the person who verified the birth weight, the date verified, and the initials of the person who contacted the hospital for verification.
Modify the electronic file to request the name of the person who verified the birth weight and the date verified when data is entered at the hospital. When the hospital birth clerks print the certificate at the hospital, the box numbers, which have been verified, will be printed (in the same font size as the form number) after the form number and revision date in the lower margin of the certificate. The name of the person who verified the birth weight and the date verified will be shown on the screen when the LRD birth clerk completes the registration process. That data will also become part of the data file for researchers, but will not appear on the actual certificate. This process will save time for the hospital staff, the LRD staff and give a permanent electronic verification. The programming should be designed to block completion of the following fields until the hospital clerk enters their name and the date. Actually the program could be set to automatically enter the date after the name has been entered (additional time saving).
Received: 6/25/98
Evaluation: The VALIDATION DISPLAY suboption already records this information, although if preserves only the initials of the user and not the entire name. This appears to be a training issue. The San Diego County System Manager has been contacted to appraise them of the need for staff training.
TAG Recommendation: N/A.
AVSS Programmer:
Priority/Final Outcome: Withdrawn.
98-088C37-San Diego County, Margaret De Lano
619-692-5733 		Problem/Suggestion: The state has notified us that we can no longer send out the "Notification of Birth Registration" without authorization of the parent as the address is in the confidential section of the birth certificate. Since we discontinued sending the notices, the orders for birth certificates has decreased by 50%, and parents have called to complain. Most of the parents want to be notified Therefore, can AVSS be programmed to screen ask the following question, and data collect the answer:
"Do you want to receive a notice when your child's birth has been registered?"
Yes No
Then we can have the question added to the hospital worksheet and answer put into AVSS.
When we download to send the notices, only records with the "Yes" will be printed and sent.
NOTE: Our notices also contain Immunization Schedules and other information for the new parent.
Received: 6/25/98
Evaluation:
TAG Recommendation: Needs TAG discussion.
AVSS Programmer:
Priority/Final Outcome:
98-089C30-Orange County,
Renee Oberdorf
714-834-5395 		Problem/Suggestion: Hospital Name Change:
Old Name: Columbia San Clemente Hosp MC
New Name: San Clemente Hospital & M.C.
Received: 6/25/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC.
Priority/Final Outcome:
98-090Rhode Island,
Geri Palazzo
401-222-2812 		Problem/Suggestion: I recently discovered a problem with coding of the father's date of birth during the Output Tape1 Program for 1998.
The program works correctly if the mother is not married and there is no affidavit of paternity. No information is entered for the father's date of birth, so the program correctly codes it to "9999----".
However, when the following two cases occur, the father's date of birth is not coded correctly during the Output Tape1 Program for 1998:
A. Mother is married.
Father's Date of Birth is listed as "Unknown".
Father's First, Middle, and Last Names are listed as "Husband's Name Unknown", consecutively.
B. Mother is married.
Father's Date of Birth is listed as "Unknown",
Father's First, Middle, and Last Names are listed.
In both these cases, the father's Date of Birth is being incorrectly coded to "99999999" during the Output Tape1 Program for 1998. It should be coded to :9999----".
Please fix AVSS so that Mother's Date of Birth (9A) and Father's Date of Birth (13A), are never coded to "99999999" when they are entered as "Unknown". They should be coded to "9999----" whenever they are entered as "Unknown".
Received: 6/25/98
Evaluation:
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Done
98-091OSR,
Pat Andrews
916-323-3861 		Problem/Suggestion: In the DDC, if UNK is entered in Field 31 (Name of Father - Father - First), then Fields 32 and 33 are automatically filled with dashes and prompting skips to Field 34. This is incorrect, apparently based on the birth certificate prompting. Remove the automatic processing for Field 31.
Received: 6/29/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-092OSR,
Pat Andrews
916-323-3861 		Problem/Suggestion: Field 19 (Years in Occupation) of the DDC does not allow UNKNOWN as specified in the Handbook and the AVSS/EDRS help response. Allow UNKNOWN as a response to Field 19 (Years In Occupation)
Received: 6/29/98
Evaluation: OK
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-093HCA 489-Sharp Memorial,
Gloria Castillo
619-541-4156 		Problem/Suggestion: Hospital name and address change:
Old Name: Sharp Memorial Hospital
Old Address: 7901 Frost St., San Diego, Ca. 92123
New Name: Sharp Mary Birch Hospital
New Address: 3003 Health Center Dr., San Diego, Ca. 92123
Received: 7/1/98
Evaluation:
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-094MCH,
Mich Tashiro
510-540-3107 		Problem/Suggestion: Hospital Code Change
Old Code: HCA0489, Sharp Mary Birch Hospital for Women now back to Sharp Memorial Hospital
New Code: HCA0778, Sharp Mary Birch Hospital for Women
Received: 7/9/98
Evaluation: OK
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-095HCA 599, Northbay Medical Center
Pamela Lentino,
707-429-7872 		Problem/Suggestion: Northbay Medical Center has a sister hospital:
VacaValley Hospital
1000 Nut Tree Rd.
Vacaville, Ca. 95688
This hospital doesn't have a mother-baby unit, but occasionally has a baby born in the emergency room. At the present time in order to have Vacavalley's name appear on the B.C. we have to go in under the password "HOME". Unfortunately, this will not allow us to issue a social security number to the child. May the Vacavalley Hospital name be added to Northbay Medical Center Options? We have only a few baby's born to Vacavalley hospital each year. Please leave Northbay Medical Center as a standard response to box 5A but allow us to change boxes 5A, 5B, and 5C when necessary.
Received: 7/9/98
Evaluation: Would require a new hospital code; 1 birth in 1998, none in 1997; advise TAG discussion.
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:
98-096HCA 599, Northbay Medical Center
Pamela Lentino,
707-429-7872 		Problem/Suggestion: Box 28A will not allow the two codes 06 and 01 or 06 and 02 in the box together. This does happen-the delivery starts off as a 06, but will end up as a 01 or 02.
Received: 7/9/98
Evaluation: Not allowed by Handbook or CBC specs; advise TAG discussion.
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:
98-097C07-Contra Costa County,
Mary Ellen Garcia Green
925-646-2508
Problem/Suggestion: Hospital Name Change: HCA 042
Old Hospital Name: Sutter Delta Memorial Hospital
New Hospital Name: Sutter Delta Medical Center
Received: 7/13/98
Evaluation: OK
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-098HCA649-Ojai Valley Hospital,
Shirley Bishow,
805-640-2215 		Problem/Suggestion: Hospital Address Correction: HCA 649
Hospital Name: Ojai Valley Hospital
Old Hospital Address: 1306 Maricopa Rd.
New Hospital Address: 1306 Maricopa Hwy.
Received: 7/17/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-099C01-Alameda County, Desire Schaan
510-628-7640 		Problem/Suggestion: Add facility:
St. Rose Skilled Nursing
27200 Calaroga Ave.
Hayward, Ca. 94540
Received: 7/22/98
Evaluation:
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-100AVSS Project
(RLW)
805-893-3143 		Problem: Query Data Base does not allow a dash '-' to be entered as a specific value.
Solution: Allow a value of dash to be specified as '(-)' in the same manner as '(NULL)'/'(UNDEF)'.
Received: 7/23/98
Evaluation: OK
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-101CT-Connecticut,
Joseph Lichaa and Alphonso (Rick) Reader
860-509-7965/7210 		Problem/Suggestion: This AMR modifies AMR 98-041/42 by adding an additional field to the new VAPS files that have been requested. The additional field is Field 35.
The new logical record length of 1078 is calculated as follows:

Original Length 1012
Field 56 1
Field 57 1
Field 35 62
Carriage Return 1
Line feed 1
__________________________
Total New Length 1078
Received: 7/24/98
Evaluation:
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Done
98-102AVSS Project
(PMC)
805-893-7344 		Problem/Suggestion: 'Q' in USER LAST LOGIN LIST doesn't work properly.
Received: 7/29/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-103AVSS Project
(PMC)
805-893-7344 		Problem/Suggestion: UNDEF error found in Los Angeles.
Remove EDIT sub-node check for LCA fields 25C and 25D.
Received: 7/29/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-104HCA 128, Antelope Valley
Hospital,
Janice Miles,
805-949-5019 		Problem/Suggestion: Field 21 - Increase the field length by one space.
Received: 7/31/98
Evaluation: This appears possible; should apply to Field 18 as well. See 98-081.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-105AVSS Project (PMC)
805-893-7344 		Problem/Suggestion: 'Q' in LIST DUPLICATE CERTIFICATE REPORT produces an UNDEF error.
Received: 8/4/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-106C36-San Bernardino County, Joe Lick
909-387-6245 		Problem/Suggestion: Add the facilities listed on the attached page to our list of AVSS places of death. Also pleas update existing place of death facilities as indicated on the top of the attached page.
Received: 8/4/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-107HCA128, Antelope Valley Hospital,
Janice Miles, 805-949-5019 		Problem/Suggestion: For Field 26, BIRTHWEIGHT, can the birth weight be identified on the birth certificate in grams, for example 3650 grams (or the abbreviation).
Received: 8/19/98
Evaluation: Needs TAG discussion.
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:
98-108
AVSS Project
(RLW)
805-893-3143 		Problem: Foreign imports apparently are allowing a "-" to be entered for LCA Fields 20C and 23C causing edit exceptions in DHS mainframe software.
Solution: Recode "-" to blanks in the CBC file generation as per the CBC specs (pages 64, and 70).
Received: 8/19/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-109AVSS Project
(RLW)
805-893-3143 		Problem: 9-digit zip codes in LCA Field 24E are accepted in the format NNNNN-NNNN but the CBC specs (page 76) disallow a dash.
Solution: Remove dashes from field 24E before generating the CBC file.
Received: 8/19/98
Evaluation: OK.
TAG Recommendation: JAM
AVSS Programmer:
Priority/Final Outcome:
98-110AVSS Project
(RLW)
805-893-3143 		Problem/Suggestion: It is possible at present to use a barcode scanner to enter the LFN to find a person during AMEND CERTIFICATE. However, it is necessary to enter the 2-digit LRD code first and only one amendment can be done from the initial selection of AMEND CERTIFICATE/AMENDMENT DISPLAY.
So, although the barcode reader works OK, the process is unwieldy and is presently unnecessarily time consuming. Therefore:
1. Create a new option called BATCH AMENDMENTS.
2. Read the barcoded LFN at the CNTY. COUNTY > prompt, parse the LRD code and the sequential 6-digit number, and go directly to that particular record.
3. Continue prompting after a certificate is amended with: AMEND ANOTHER <Y>.
Received: 8/19/98
Evaluation: See 98-063: reflects the outcome of TAG discussion of 7/1/98.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome:
98-111CT-Connecticut, Joseph Lichaa/Rick Reader,
860-509-7965 		Problem/Suggestion: This AMR modifies AMR 98-101 by adding printed characters of fields 15C (Mother's residence-State or Foreign Country), Field 26 (Birthplace of Father), and Field 30A (Name of Person Providing Above Info) to the end of the Logical Record length:
The new logical record length is calculated as follows:

Original Length (AMR 98-101) 1078
Field 15C (Mother's State or Foreign Country) 14
Field 26 (Birthplace of Father) 31
Field 30A (Name of Person Providing Above Info) 37
______
1160
This applies to all paternity extracts including the Standard File, the Exception File, and the Onetime Generation File.
Received: 8/25/98
Evaluation:
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Done
98-112C32-Plumas County,
Linda Dent
530-283-6207 		Problem/Suggestion: Facility Name Change:
Old Name: Quincy Convalescent
New Name: Sunrise Care & Rehab
Received: 9/3/98
Evaluation: OK
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-113C42- Santa Barbara County,
Elaine Scharf
805-681-5150 		Problem/Suggestion: Facility Name Change:
Old Name: Continana Convalescent Hospital
New Name: Country Oaks Care Center
Received: 9/9/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-114CT-Connecticut,
Joseph Lichaa/ Christine Farrelly,
860-509-7965 		Problem/Suggestion: Request for Illegitimacy Report.
This AMR requests that an AVSS report be written to generate monthly data, by hospital, to show the total number of births, and a total breakdown of paternity questions 56 and 57 by hospital.
This report shall prompt for a start and end date period. Data shall be generated from unlinked HCT forms, or from the Statistical forms if the record was linked. Output to also show by hospital, totals for births, total of yes, no, no response for each of question 56, and question 57 for period specified (month totals). State total of births, questions 56, and 57 for all hospitals is also requested (All hospitals, all months).
Received: 9/9/98
Evaluation:
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Done
98-115C49-Sonoma County, Linda Hickam,
707-565-4708 		Problem/Suggestion: Box 101 (Place of Death) - Please Change:
Old Name: Sonoma Nursing & Rehab
New Name: Sonoma Care & Rehab Center
Received: 9/14/98
Evaluation: OK
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-116AVSS Project (PMC)
805-893-3214 		Problem/Suggestion: Invalid code of '000%' showing up in BOX A for a small number of birth certificates. The problem arises when prompting for CERTIFIER of home births when 5A has been skipped for later completion.
Solution: Add check for BOX A validity in sub-field check for 13A.
Received: 9/15/98
Evaluation: OK
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-117AVSS Project (PMC)
805-893-3214 		Problem/Suggestion: A bug exists in fields 8 and 11, parent's date of birth. Entry of MMDD causes an error as the software interprets this as a year only entry.
Solution: Add a $D check for DTH in the year-only computation in ^FSF("HCA",8/11,"CHK",3).
Received: 9/15/98
Evaluation: OK
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-118AVSS Project
(RLW)
805-893-3143 		Problem/Suggestion: There is no convenient way to determine the age (in days) of infant deaths for the DDC/CDC. Also, Field I5 (integer value of age at death) is identical to Field 5 (age in years).
Solution: Redefine I5 to be the age at death in days, not years.
Received: 9/17/98
Evaluation: OK
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-119AVSS Project
(RLW)
805-893-3143 		Problem/Suggestion: AVSS now automatically attempts to match infant death CDCs to births (LCAs) whenever a CDC is filed. This works well with very good match rates and no evidence of false positive matches assuming that the LCA is present for matching. However, if there is a delay in entering the LCA, as may be the case in some LRDs, the match will fail when the CDC is filed.
Proposed Solution: Have AVSS attempt an automatic birth-death match whenever a LCA is filed. In other words, in addition to performing an automatic match from an infant death to a birth, also perform an automatic match from birth to infant death.
Received: 9/22/98
Evaluation: OK
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-120AVSS Project
(RLW)
805-893-3143 		Problem/Suggestion: The ID (Infant Death Index) provides a powerful tool for quickly identifying those LCAs that correspond to infant deaths but must be used on a LRD-specific basis.
Proposed Solution: Develop and implement an ID index for the SCA form on the OVR computer and add the LFNDC to those SCAs that are matched to an infant death. This would give OVR staff easy access to those birth certificates that have matching infant deaths and yield the death certificate's LFN.
Received: 9/22/98
Evaluation: OK
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-121C01-Debbie Martin,
510-628-7641 		Problem/Suggestion: Hospital Name Change, HCA 008
Old Name: Eden Hospital
New Name: Eden Medical Center
Received: 9/25/98
Evaluation: OK
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-122AVSS Project
(PMC)
805-893-3214 		Problem/Suggestion: The default sets in ^FSF("LCA","%INIT") are no longer necessary since we require initial registration at the HCA level. Comment out the CHK subfield checks that perform these default sets. Also the default hospital value was being incorrectly set once in a while at Ventura. Removing the default sets should fix this problem.
Received: 9/28/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-123AVSS Project
(RLW)
805-893-3143 		Problem/Suggestion: AVSS matching of infant births and deaths has been quite successful by automatically matching 90-100% of infant deaths to births for most LRDs and there has yet to be a single incident of false matches. Moreover, the standard report #BDM3 has revealed many instances where there is no entry for Field 15A (Date of Death) in the LCA electronic form. While this information can be used by LRD staff to execute EDIT CERTIFICATE under the BIRTH CERTIFICATE option, it is a time-consuming and error-prone procedure.
Solution: During the AVSS birth-death matching process, automatically set Field 15A of the LCA equal to the value of Field 7 (Date of Death) on the CDC form if Field 15A is otherwise undefined.
Received: 9/29/98
Evaluation: Should inform TAG.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-124AVSS Project
(GJC)
805-893-3214 		Problem/Suggestion: In the COMMUNICATION LOG SUMMARY, IF THE STATE CMR COMPUTER got Retry Exceeded the only thing that show on the Summary is the total records received by the state. Sometimes they get a few records before getting Retry Exceeded. Most of the time they don't. Sometimes the last try is either No Modem Connection or No Logon. When that happens, these last attempts are not reflected in the COMMUNICATION LOG SUMMARY. I have included an example of the state CMR computer attempting to transfer records from Contra Costa County, C07.
Received: 9/29/98
Evaluation: PMC/JAM should evaluate.
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:
98-125AVSS Project
(GJC)
805-893-3214 		Problem/Suggestion: Several counties have asked for a report on the diseases in their county by the zip code. There is a special report created 'CMRZD' DISEASE BY ZIP CODE. I think it should be a standard CMR report for all the counties and the state.
Received: 9/30/98
Evaluation: TAG Discussion.
TAG Recommendation:
AVSS Programmer: GJC
Priority/Final Outcome:
98-126AVSS Project
(JAM) 		Problem/Suggestion: Hospital Name Change: HCA 033
Old Name: Enloe Hospital
New Name: Enloe Medical Center
Received: 10/12/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-127CT-Connecticut,
Joseph Lichaa
860-509-7965 		Problem/Suggestion: Hospital Name Change: CT54
Old Name: Veterans Memorial Med. Cntr.
New Name: Midstate Medical Center
Received: 10/12/98
Evaluation:
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome: Done
98-128RI-Rhode Island
Geri Palazzo
401-222-2812 		Problem/Suggestion: The hospital clerk at Kent County Hospital. code 01, had to type a birth record for a baby born at 12 midnight. Evidentially, on her computer, the word "midnight" prints out instead of "mid". I tested my computer, and it works fine.
Received: 10/13/98
Evaluation:
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome:
98-129DHS-Liz Touhey
916-322-5179 		Problem: NCHS has changed the NCHS file layout to become Year 2000 compliant. Since AVSS sends a preliminary NCHS file, this will need to be reprogrammed to conform to the new file layout.
Suggested Solution: Change the NCHS Preliminary file layout to conform to the NCHS specifications. A copy of the new layout is attached.
Received: 10/13/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-130AVSS Project
(RLW)
805-893-3143 		Problem: Verifying the number of AVSS users is not always easy in some sites.
Solution: Add ^DEV# to DATE,TIME in ^FSI(6,3) and modify ^FSLOGIN to display the device number in the USER LAST LOGIN report under ID FILE in SYSTEM MAINTENANCE.
Received: 10/14/98
Evaluation: OK.
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-131HCA443-UC Davis Med. Ctr.
Margaret Soltero
916-734-5655 		Problem/Suggestion: Hospitals that dial into the LRD AVSS computer can not display their hospital's birth records once they have been registered at the LRD. Please allow the clerks at the hospitals to display their hospital's LCA records.
Received: 10/15/98
Evaluation: Requires TAG discussion.
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:
98-132C49-Sonoma County,
Ana Castillo-Williams
707-565-4708 		Problem/Suggestion: Birth & Death Certificates:
Please change the following hospital name (HCA 606, 490964)
Old Name: Columbia Healdsburg General Hospital
New Name: Healdsburg General Hospital
Received: 10/20/98
Evaluation:
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:
98-133AVSS Project
(PMC)
805-893-3214 		Problem/Suggestion: There is a problem with the initialization code for the LCA form leftover from direct LCA registration instead of the current HCA-LCA linkage which is required. Occasionally, the value of SITECODE gets reset incorrectly. The LCA initialization code then sets 5A incorrectly. Since direct LCA registration is no longer allowed, this code can be removed.
Received: 10/26/98
Evaluation:
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:
98-134C01-Alameda County, Deborah Martin
510-628-7641 		Problem/Suggestion: Field 101 - Place of Death - name changes. See attached list.
Received: 10/27/98
Evaluation:
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:
98-135C01-Alameda County, Deborah Martin
510-628-7641 		Problem/Suggestion: When the "Census Tract Reject File" is printed, the sites (LRDs) that have no rejects generate a printed page each. We get dozens of pages printing out that are blank except for the site number and the page header. Change request: have the sites with no rejects not generate a printed page. See attached blank pages as examples.
Received: 11/6/98
Evaluation: Coordinate with DM-Info.
TAG Recommendation:
AVSS Programmer: JAM
Priority/Final Outcome:
98-136C31-Placer County, Terri Ostrom
530-889-6858 		Problem/Suggestion: Please add to our # 101 Place of Death Field:
Kaiser Foundation Hospital
1600 Eureka Rd.
Roseville, Ca.
If possible please also assign a # for birth certificates.
Received: 11/10/98
Evaluation:
TAG Recommendation:
AVSS Programmer: PMC
Priority/Final Outcome:
98-137C01-Alameda County, Debbie Martin
510-628-7641 		Problem/Suggestion: Problem with CT Reject-interactive processing. Processing reject 6821 Altamont Creek Dr., Livermore, 94550 and got a listing for Tracy, Ca. 95376 with the same Census Tract (451100) as a Livermore address. Tracy, Ca. is not in Alameda County. It in San Joaquin County. See attached example.
Received: 11/30/98
Evaluation:
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:
98-138C34-Sacramento County, John Moehring
916-875-6164 		Problem/Suggestion: Under the hospital prompt is an attendant list that stores attendants and their related data such as medical license and address for automatic entry into the birth certificate at the hospital. AVSS does not prompt for the complete address as it does in other areas. This causes a problem because the street address is sometimes the only part of the address that is entered. OVR has rejected over 40 certificates in the last month because the city was not entered as part of the address on the certificate. I looked at all attendant lists for hospitals in Sacramento County and found 10 entries that did not have the city as part of the address. I found two entries that had a zip code, but no city. This represents a small portion of the total attendants, but creates the potential for many rejected certificates before the problem is found and corrected. Would it be possible to either prompt for the component parts of the address, or to place some type of explanation or warning that the address line is for the complete address including the city and not just the street.
Received: 12/1/98
Evaluation:
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:
98-139c37-San Diego County, Peggy Walisch
619-692-6685 		Problem/Suggestion: Add city to zip code: 92091, Rancho Santa Fe.
Received: 12/8/98
Evaluation:
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:
98-140DHS
Liz Touhey
916-322-5179 		Problem/Suggestion: OVR will be processing birth certificate amendments and sending their CBC file to DSB. However, there may be some locally-applied amendments that do not get processed right away and are therefore not sent to DSB. OVR staff needs to know which ones they are for a given birth date range.
Proposed Solution: Create a special report to track local amendments that have not been sent to ITSD(used to be DSB?). Include the ability to request these records within a certain time frame.
Received: 12/11/98
Evaluation:
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:
98-141DHS
Liz Touhey
916-322-5179 		Problem/Suggestion: OVR will be applying amendments at the state level and sending the resultant electronic file to DSB. This means that there will be a difference between AVSS data at the state and at the local level.
Proposed Solution: Return state-applied AVSS amendments to the appropriate LRD as part of the birth reallocation process.
Received: 12/11/98
Evaluation:
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:
98-142DHS
Liz Touhey
916-322-5179 		Problem/Suggestion: OVR staff have concluded that three fields should not be amended on the birth certificate.
Proposed Solution: Disallow SSA1,SSA2, and LFN to be amended on the LCA form.
Received: 12/11/98
Evaluation:
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:
98-143C30-Orange County,
Renee Oberdorf
714-834-5395 		Problem/Suggestion: Add facilities to the Death Record field 101:
307749 - Vencor North Hospital
857 North Brea Blvd
Brea, Ca. 92621
307750 - Vencor Hospital
200 Hospital Circle
Westminster, Ca. 92683
Received: 12/15/98
Evaluation:
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:
98-144DHS-Mark Starr
916-327-0332 		Problem/Suggestion: DMRs will, hopefully, be entered at the local level as pending/provisional reports more and more in the future. In order for the state to utilize these early provisional reports, they need to be transmitted to the state without waiting until they are converted to CMRs.
Solution: Please program AVSS to forward all DMRs at the local level to the state AVSS DMR database.
Received: 12/23/98
Evaluation:
TAG Recommendation:
AVSS Programmer:
Priority/Final Outcome:

Updated July 15, 1999 by RL Williams

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