This manual is intended to be used by very experienced AVSS System Managers. It does not require M programming knowledge, but should be used only by those individuals having expert knowledge of AVSS. If you have any doubts about how to administer these procedures please contact the AVSS Project.

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FUNCTION: HOSPITAL
PROBLEM: LIST TO BE SENT CONTAINS OLD CERTIFICATES
BRIEF DESCRIPTION: CLEAN UP THE LIST TO BE SENT OF OLD RECORDS ALREADY SENT
ROUTINE: ZFIXSENT
SOLUTION:
If there are old records on the LIST TO BE SENT that are known to have been sent and not returned, they need to be eliminated.
1. Go to the SYSTEM MAINTENANCE OPTION, then EXECUTE ROUTINE.
2. At the prompt ENTER PROGRAM NAME > [ZFIXSENT] [Enter].
3. Enter the date of birth on the oldest certificate still at the hospital.

FUNCTION: HOSPITAL
PROBLEM: EDITING CERTIFICATE BUT ACCESS DENIED
BRIEF DESCRIPTION: PROCESS REGISTRAR REFUSED RECORD
SOLUTION:
When editing a certificate and access is denied that means that the record has been electronically sent to the county.
1. If the paper birth certificate is still at the hospital then do the PROCESS REGISTRAR REFUSED RECORD in the HOSPITAL BIRTH RECORD OPTION.
2. If the paper birth certificate has been sent too, call the county. Get the paper back before doing the PROCESS REGISTRAR REFUSED RECORD. A new birth certificate needs to be sent reflecting any changes.
3. If the hospital does the PROCESS REGISTRAR REFUSED RECORD after the county registers the birth certificate without getting the paper birth certificate back, it creates a duplicate certificate. Call the county to straighten it out.
4. The hospital should call to have the birth certificate returned from the county first. Then go to HOSPITAL BIRTH RECORD OPTION, and then PROCESS REGISTRAR REFUSED RECORD.

FUNCTION: HOSPITAL
PROBLEM: STUCK IN EDIT
BRIEF DESCRIPTION: LOOPING IN EDIT
SOLUTION:
If stuck in edit (looping):
1. Try editing or skipping the appropriate fields to get out of the loop.
2. Try F2 (Backup), or F8 (Quit).
3. If that does not work, KILL THE JOB.
A. Go to SYSTEM MAINTENANCE OPTION, then SYSTEM STATUS to find the job number to kill.
B. Check the DEVICES OWNED (the last column), and the JOB NUM (the first column).
C. Go to JOBKILL also in SYSTEM MAINTENANCE.
a. When it asks for the JOB TO BE HALTED, enter the one from SYSTEM STATUS.
b. Enter again to get back to SYSTEM MAINTENANCE OPTION.

FUNCTION: HOSPITAL
PROBLEM: DISPLAY RECORD
BRIEF DESCRIPTION: DISPLAYING RECORDS
SOLUTION:
Any record can be displayed using the DISPLAY RECORD OPTION in HOSPITAL BIRTH RECORD OPTION even if the record has been sent to the county health department and is several months or years old.

FUNCTION: HOSPITAL
PROBLEM: HOME BIRTHS
BRIEF DESCRIPTION: REGISTERING AN OUT-OF-HOSPITAL BIRTH
SOLUTION:
1. At the password prompt enter the password for home births.
2. Go to HOSPITAL BIRTH RECORDS OPTION then to REGISTER.
3. Enter birth record. Pay special attention to 5A-5D which is place of birth. That is what will be different from a hospital birth.

FUNCTION: HOSPITAL
PROBLEM: DUPLICATE RECORD, DELETE
SOLUTION:
Use SCRATCH in HOSPITAL BIRTH RECORD OPTION. There is a password that has to be used to get into delete the unwanted record. Some counties do not allow hospitals to scratch records such as Los Angeles County. If the user does not have access, check with their supervisor before editing security to allow scratching records.

FUNCTION: COUNTY
PROBLEM: CDC TAPE GENERATION
BRIEF DESCRIPTION: GENERATE CDC TAPE
SOLUTION:
GENERATE CDC TAPE: [DEATH RECORD] [Enter] [GEN] [Enter] [1] [Enter].
CNTY > [43] [Enter]
SITE CODE> [*] [Enter]
INDEX TO SEARCH> [DT] [Enter] or [F3] [Enter] That will get a list of options for the prompt.
INCLUSIONS:
ENTER BEGINNING VALUE FOR DATE OF DEATH < 1/1/96> [120195] [Enter]
ENTER ENDING VALUE FOR DATE OF DEATH <T> [Enter] For today's date or enter other date.
EXCLUSIONS:
Same questions as INCLUSIONS. Put in dates or [Enter] if no exclusions.
OUTPUT FILE VARIABLES WRITTEN <N> [Y] [Enter] to display identifying information of those
records written to the tape.
RUN IN THE BACKGROUND <Y> [Enter]
SAVE OUTPUT CODE <TAPE01> [Enter]
WHEN FINISHED YOUR OUTPUT CAN BE VIEWED BY USING 'OUTPUT SAVED REPORT' UNDER THE REPORT GENERATOR OPTION. INSERT PC-DOS FILE AND HIT ENTER>[Enter]
ENTER OUTPUT FILE NAME> [DECJAN.CDC] [Enter] To put it on diskette do [A:DECJAN.CDC] [Enter]. Entering without the A: will put it in C:\AVSS or default directory. Do not create a file that is too big for the diskette. No warning message will be displayed and it won't ask for a second diskette. The data will be lost if there is not enough space on the first diskette.

FUNCTION: COUNTY
PROBLEM: CBC TAPE GENERATION
BRIEF DESCRIPTION: GENERATE CBC TAPE
SOLUTION:
BIRTH CERTIFICATE OPTION > [GEN] [Enter] [1] [Enter].
CNTY > [43] [Enter]
SITE CODE> [*] [Enter]
INDEX TO SEARCH> [DT] [Enter] or [F3] [Enter] That will get a list of options for the prompt.
INCLUSIONS:
ENTER BEGINNING VALUE FOR DATE OF DEATH < 1/1/96> [120195] [Enter]
ENTER ENDING VALUE FOR DATE OF DEATH <T> [Enter] For today's date or enter other date.
EXCLUSIONS:
Same questions as INCLUSIONS. Put in dates or enter if no exclusions.
OUTPUT FILE VARIABLES WRITTEN <N> [Y] [Enter] to display identifying information of those
records written to the tape.
RUN IN THE BACKGROUND <Y> [Enter]
SAVE OUTPUT CODE <TAPE01> [Enter]
WHEN FINISHED YOUR OUTPUT CAN BE VIEWED BY USING 'OUTPUT SAVED REPORT' UNDER THE REPORT GENERATOR OPTION. INSERT PC-DOS FILE AND HIT ENTER>[Enter]
ENTER OUTPUT FILE NAME> [DECJAN.CBC] [Enter] To put it on diskette do [A:DECJAN.CBC] [Enter]. Entering without the A: will put it in C:\AVSS or default directory. Do not create a file that is too big for the diskette. No warning message will be displayed and it won't ask for a second diskette. The data will be lost if there is not enough space on the first diskette.

FUNCTION: SYSTEM
PROBLEM: TAPE DRIVE ERROR
BRIEF DESCRIPTION: ERROR 99 "UNABLE TO DETECT TAPE CONTROLLER AT GIVEN I/O ADDRESS"
SOLUTION:
To correct this turn tape drive off and computer off (if in AVSS, shutdown AVSS first and go out to menu or C:\). Then turn the tape drive back on and then the computer.

FUNCTION: SYSTEM
PROBLEM: ERROR, INTERNAL STACK OVERFLOW
BRIEF DESCRIPTION: AVSS ERROR MESSAGE "INTERNAL STACK OVERFLOW"
SOLUTION:
To correct this, first shutdown AVSS (go out to the AVSS/DOS MENU), then turn computer off, pause and turn the computer back on. AVSS has not been shutdown in a while and needs to be, so it can clear itself.

FUNCTION: SYSTEM
PROBLEM: NO ACCESS TO A PARTICULAR AVSS SUBOPTION
BRIEF DESCRIPTION: HOW TO UPDATE THE DEVICE RESTRICTIONS (WHAT THE COMPUTER HAS ACCESS TO)
SOLUTION:
In DEVICE TABLE in SYSTEM MAINTENANCE there is a way to restrict the
FUNCTIONs a terminal or port has access to, such as death records. To update access privileges to any
FUNCTION such as entering death records:
1. Go into the DEVICE TABLE in SYSTEM MAINTENANCE.
2. At the prompt LINE NUMBER> [1] [Enter] Enter the terminal number that is to be given access to the
FUNCTION. If the line number is not known type [?] [Enter] or press F1 when it asks for LINE NUMBER >.
3. At the prompt DO YOU WANT TO UPDATE THE DEVICE RESTRICTIONS? [Y] [Enter].
Go through all the device restrictions, and if what needs to be added is not there it will be added in a download.

FUNCTION: DATABASE
PROBLEM: DKHER ERROR
BRIEF DESCRIPTION: <DKHER> ERROR
SOLUTION:
1. It should be treated like a DB ERROR. Call a programmer.
2. If there are too many, there could be a hard disk problem.
3. If the user can not even get into AVSS, then it could be a hard disk problem.
4. Check the date of the last good backup. SCANDISK could alter DATABASE.MSM. If possible, have the user make a copy on a diskette of DOCIDLST.GLO from the AVSS directory.
5. The user should do a SCANDISK in DOS including a surface scan.

FUNCTION: DATABASE
PROBLEM: ERROR TRAPPING
BRIEF DESCRIPTION: TO CHECK FOR ERROR TRAPPING
ROUTINE/GLOBAL: %ER
SOLUTION:
Go to SYSTEM MAINTENANCE, then EXECUTE ROUTINE:
ENTER PROGRAM NAME >[%ER] [Enter].
MSM - Error Report Utility
1. Display Errors
2. Print Errors
3. Erase Errors
4. Summarize Errors
ENTER OPTION: [4] [Enter]
ENTER DATES: [?] [Enter] to get a list of dates then put in the date or date range required. [T-144:T] [Enter].

FUNCTION: DATABASE
PROBLEM: DATABASE INTEGRITY CHECKER
BRIEF DESCRIPTION: INTEGRITY CHECKER RESTART
SOLUTION:
DB integrity checker can be shut down and restarted later at the same place by saying YES at the "RESTART" when you start it again. The user can also be working in AVSS while it is running. AVSS will be slower because the DB Integrity Checker is running in the background.

FUNCTION: DATABASE
PROBLEM: COMPRESS GLOBALS
BRIEF DESCRIPTION: HOW TO COMPRESS THE GLOBALS IN THE AVSS DATABASE TO ALLOW MORE FREE SPACE.
SOLUTION:
The best time to compress globals is in the evening or on the weekend; whenever no one else will be using AVSS.
1. Have the user do a backup before the globals are compressed.
2. Turn off the modems. No one can be in AVSS while the globals are being compressed.
3. Kill the time job, FSPCTIM. Go to SYSTEM MAINTENANCE then SYSTEM STATUS.
A. Check for the column ROUTINE NAME, find FSPCTIM, then go to the column JOB NUM (first column on the left) and get the number for FSPCTIM.
B. Go to JOBKILL, also in SYSTEM MAINTENANCE OPTION.
a. At the prompt JOB NUMBER TO BE HALTED>[3] [Enter] or whatever job number FSPCTIM is.
b. When it asks again JOB NUMBER TO BE HALTED>[Enter] to get back to SYSTEM MAINTENANCE OPTION.
4. Go to EXECUTE ROUTINE in SYSTEM MAINTENANCE.
5. ENTER PROGRAM NAME: [GBMAINT] [Enter]
MSM - Global Maintenance Utility
Available Options:
1 - Compress Globals
2 - Repair Globals
3 - Display Global Efficiency
Select option: [1] [Enter]
Select UCI to Process <ALL> [Enter]
6. It could take up to 12-24 hours to compress the globals depending on the size of the AVSS database. That is why it is done when no one is there, such as in the evening or on the weekend.
7. When finished, AVSS will exit the menu as usual.
8. Turn the modems back on, shutdown AVSS, then restart AVSS. Contact AVSS Project.

FUNCTION: MODEM AND TRANSFER
PROBLEM: NO LOGON TO AVSS
BRIEF DESCRIPTION: MODEM CONNECTS, BUT NO LOGON
SOLUTION:
1. Shutdown AVSS, turn the modem off, turn the computer off, turn the modem back on, turn the computer back on, start AVSS.
2. If that does not work, check to see if the modem phone number is correct. Change it if it is incorrect, and try again.
3. Have the user INITIALIZE the modem.
A. Go to SYSTEM MAINTENANCE, then INITIALIZE MODEM.
B. Next try initializing the modem. This is also in SYSTEM MAINTENANCE. Go to INITIALIZE MODEM. It will ask for the line number. Put in the line number. The modem is usually line number 4 unless there are more than one.
C. If the line is busy, go to SYSTEM MAINTENANCE, then SYSTEM STATUS.
a. First look at the column ROUTINE NAME, check for the name FSHAYES.
b. Look at the column DEVICES OWNED at the far right to find the device number for FSHAYES.
c. Look at the column JOB NUM at the far left to get the job number. Make a note of the job number and the device number.
D. At the SYSTEM MAINTENANCE OPTION, type [JOB] [Enter] to get to JOBKILL.
a. At the prompt JOB NUMBER TO BE HALTED>[JOB NUMBER] [Enter] for the job number you got from SYSTEM STATUS.
b. It will prompt a second time JOB NUMBER TO BE HALTED> [Enter]. That takes you back to SYSTEM MAINTENANCE OPTION.
E. Now type [INI] [Enter] for INITIALIZE MODEM.
F. When it prompts for the line number put in the line number (it is usually 4 unless there are more than one or in SYSTEM STATUS it is the DEVICES OWNED on the last column on the right side when you checked for FSHAYES).
G. When AVSS gets back to SYSTEM MAINTENANCE OPTION the modem has been initialized. 4. Try again to get into AVSS.

FUNCTION: MODEM AND TRANSFER
PROBLEM: MODEM DOES NOT CONNECT
BRIEF DESCRIPTION: THE MODEM DOES NOT CONNECT
SOLUTION:
1. Check to see if the modem power is on. If it is then:
2. Check the modem to see what lights are on.
3. Go out of AVSS, turn the modem off , turn the computer off, pause 30 seconds. Turn the modem on, turn the computer on. go back into AVSS and try again to connect. If you still do not connect:
4. Check all modem cables and connections to make sure they are good and tight.
5. Check the modem phone number to make sure you are dialing in on the correct number.
6. Check the phone line by connecting a phone with a single line to the modem and dialing in if there is no ring at the phone, then the phone line probably has the problem. Reasons to suspect the problem may be the phone line and not the modem is if there is no answer at the modem (internal or external) and line just rings continuously or there is no visible activity such as lights flickering when you try to dial in.
7. Use PCPlus, and type:
[ATE1] [Enter] (to echo to the screen)
[AT] [Enter]
[ATZ] [Enter]
(if ok it will say "ok")
[ATE0] [Enter] (to take the echo off)
If this does not work, change the comm port and try the entries again maybe there is a conflict or there could be a bad cable, bad modem, or bad line.
8. Have the user INITIALIZE the modem.
A. Go to SYSTEM MAINTENANCE, then INITIALIZE MODEM.
B. Next try initializing the modem. This is also in SYSTEM MAINTENANCE. Go to INITIALIZE MODEM. It will ask for the line number. Put in the line number. The modem is usually line number 4 unless there are more than one.
C. If the line is busy, go to SYSTEM MAINTENANCE, then SYSTEM STATUS.
a. First look at the column ROUTINE NAME, check for the name FSHAYES.
b. Look at the column DEVICES OWNED at the far right to find the device number for FSHAYES.
c. Look at the column JOB NUM at the far left to get the job number. Make a note of the job number and the device owned.
D. At the SYSTEM MAINTENANCE OPTION, type [JOB] [Enter] to get to JOBKILL.
a. At the prompt JOB NUMBER TO BE HALTED>[JOB NUMBER] [Enter] for the job number you got from SYSTEM STATUS.
b. It will prompt a second time JOB NUMBER TO BE HALTED> [Enter]. That takes you back to SYSTEM MAINTENANCE OPTION.
E. Now type [INI] [Enter] for INITIALIZE MODEM.
F. When it prompts for the line number put in the line number (in SYSTEM STATUS it is the DEVICES OWNED on the last column on the right side when you checked for FSHAYES).
G. When AVSS gets back to SYSTEM MAINTENANCE OPTION the modem has been initialized.
9. Try to connect again.

FUNCTION: MODEM AND TRANSFER
PROBLEM: NO TRANSFERS, MODEM OK
BRIEF DESCRIPTION: IF NO TRANSFERS, BUT THE MODEM IS WORKING CORRECTLY.
SOLUTION:
If the county is waiting for transfers, do a DAYTIME STARTUP in SYSTEM MAINTENANCE OPTION.
When doing a DAYTIME STARTUP you need to know what line is used for the transfers.
1. To check when there is more than one line, go into SYSTEM MAINTENANCE and look at COMMUNICATIONS LOG [CO] [Enter].
2. Check the lines until you find the hospital you are working on.
3. Go back to DAYTIME STARTUP.
A. At LINE > [4] [Enter] or whatever the line number is that you got from the COMM LOG.
B. At SITE > [468] [Enter] whatever the three digit hospital code is.
You can monitor the DAYTIME STARTUP in SYSTEM STATUS or MIRROR in SYSTEM MAINTENANCE OPTION.
4. If the hospital is still not getting through check the COMM LOG in SYSTEM MAINTENANCE to see what happened.
5. If the response is DEVICE BUSY -4, the modem or line at the receiving end or LRD is busy. Check to see if it is in use or stuck.
6. If stuck, check in SYSTEM STATUS in SYSTEM MAINTENANCE.
a. Find the column ROUTINE NAME, check for the name FSHAYES.
b. Check the DEVICES OWNED column for the device number of FSHAYES.
c. Go to JOB NUM (far left column) and get the job number for FSHAYES.
A. Kill the job with JOBKILL in SYSTEM MAINTENANCE.
a. At the prompt JOB NUMBER TO BE HALTED> [4] [Enter] (the job number for FSHAYES).
b. [Enter] again at the next JOB NUMBER TO BE HALTED> prompt.
B. Initialize the modem in SYSTEM MAINTENANCE in INITIALIZE MODEM. Use the device number gotten from SYSTEM STATUS for FSHAYES.
7. Try DAYTIME STARTUP again.

FUNCTION: MODEM AND TRANSFER
PROBLEM: PCPLUS SCROLL
BRIEF DESCRIPTION: HOW TO SCROLL IN A PCPLUS SESSION
SOLUTION:
Press ALT F6 at the same time.
Use the arrows or the page up/page down buttons.

FUNCTION: PRINTER
PROBLEM: PRINTER, SET UP
BRIEF DESCIPTION: HOW TO SET UP THE NEW PRINTER
SOLUTION:
When putting in a new printer, go to the DEVICE TABLE in SYSTEM MAINTENANCE OPTION enter the PRINTER TYPE in LINE NUMBER 3 and LINE NUMBER 1. The PRINTER TYPE has to match for both line numbers.
First LINE NUMBER> [3] [Enter]
LOCATION> [PRINTER] [Enter]
TERMINAL TYPE> [Enter]
LINE LENGTH > [80] [Enter]
PAGE SIZE> [66] [Enter]
SOFT OR HARD COPY <S> [H] [Enter]
PRINTER TYPE <> P-HPLJ2
Then do LINE NUMBER> [1] [Enter]
LOCATION> [Enter]
TERMINAL TYPE> [Enter]
PRINTER TYPE> [P-HPLJ2] [Enter]

FUNCTION: PRINTER
PROBLEM: PRINTER TYPE NOT SPECIFIED
BRIEF DESCRIPTION: ERROR MESSAGE "PRINTER TYPE NOT SPECIFIED"
SOLUTION:
If users get this error message when doing HP LASERJET FORM ALIGNMENT, check in SYSTEM MAINTENANCE under DEVICE TABLE. It will ask for LINE NUMBER > [1] [Enter]
LOCATION> [Enter]
TERMINAL TYPE> [Enter]
PRINTER TYPE> [P-HPLJ2] [Enter]

FUNCTION: PRINTER
PROBLEM: LASER PRINTER, PROBLEM
BRIEF DESCRIPTION: THE LASER PRINTER IS PRINTING LINES, AND HEAVY DARKENED AREAS ON BC FORMS.
SOLUTION:
A new toner cartridge is needed after cleaning the printer (doing a PM on the printer as suggested by the laser manual).
The printer could be opened, and the toner cartridge taken out to be given a shake. Then put it back in. That might help.

FUNCTION: PRINTER
PROBLEM: PRINTING ANNUAL REPORT
BRIEF DESCRIPTION: ANNUAL REPORT NOT PRINTING CORRECTLY
SOLUTION:
Printing should be on a wide carriage printer that can handle 132 columns and compress font.

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Updated September 18, 1996 by RL Williams