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Quick Reference User`s Manual, part 1 - AVSS

1. 58 GENERATE REPORT RUNNING A REPORT IN THE BACKGROUND 59 OUTPUT SAVED REPOR T teret eee rese en Rep EE 60 LIST SAVED REPOR O iC eai uii ende EMBED 63 DELETE SAVED REPORT exakt eu 64 SYSTEM a nigiinweq 65 ID FILE iei eere nee aee mataas e d eet eee dee dde See Pre UN 65 ADD AUSER e eheu n emu 65 EDIT A DSER aet t ertt 66 DEACGTIVATE U SER usce eu enviamos 67 REACTIVATE A oai ate a 67 LIST USERS ies e nbi teat 68 LIST USERS LAST LOGIN u ee ele a PU e tb HR E 68 CLASSIFICATION SECURITY OPTION TABLES U u u uu uu uuu 69 GLOSSARY OF TERMS 71 ERRORS 5nugllcc 73 CROSS REFERENCES VALIDATIONS AND WARNINGS 0 4 uuu u 74 VS 10A MEDICAL DATA SUPPLEMENTAL 5 1 U uuu 76 VS 10B RACE IDENTIFICATION WORKSHEET U U U 78 INDEX E 79 eim d mnnMee nubccm 81 BIRTH REGISTRATION COMMANDS U 81 EDIT COMMANDS 81 Page 4 AVSS Quick Reference Manual Ho
2. SEX LAST FIRST MIDDLE EVENT DATE FILE SKIPPED 1 VASQUEZ MARRINA JASMINE 3 1 06 5720 INCLUDE Y N Q N Y Enter RECORD INCLUDED 2F VINING SHANTELL TRANICE 3 2 06 6500 INCLUDE Y N Q N Y Enter RECORD INCLUDED 3M JONES JOHN PAUL 3 4 06 6960 12B 13D TYPE 23A 23B INCLUDE Y N Q N Y Enter RECORD INCLUDED 4 ALEXANDER JANE MARIE 3 7 06 6961 INCLUDE Y N Q N Enter NO MORE UNSENT RECORDS DISPLAYING RECORDS ON LIST Note Display the records you have selected before printing the final list After selecting the records as explained above continue with the display option as follows ENTER S ELECT D ISPLAY P RINT OR Q UIT gt D Enter Page 40 AVSS Quick Reference Manual Hospital Birth Record List To Be Sent To Health Dept continued ALPHABETIC LIST FOR AVSS TEST HOSPITAL DATE 3 8 06 SEX LAST FIRST MIDDLE EVENT DATE FILE SKIPPED 1 VASQUEZ MARRINA JASMINE 3 1 06 5720 2F VINING SHANTELL TRANICE 3 2 06 6500 3M JONES JOHN PAUL 3 4 06 6960 12B 13D TYPE 23A 23B REMOVING RECORDS FROM LIST Note If after the records have been displayed there is a record you wish to remove continue as follows All unsent records will be listed again and you will choose the records that should be included in the list ENTER S ELECT D ISPLAY P RINT OR Q UIT gt S Enter SEX LAST FIRST MIDDLE EVENT DATE FILE SKIPPED 1 VASQUEZ MARRINA JASMINE 3 1 06 5720 INCLUDE Y N Q N Y En
3. 4A DATE OF BIRTH 010107 Enter INDEX VALUES DATE FILE NEXT SKIPPED 1 000 1 1 2007 1200700000001 WILSON CINDY ANN 2 000 1 1 2007 1200700000002 SMITH JOHN JOE PERSON gt Page 11 AVSS Quick Reference Manual Hospital Birth Record Display Record continued HOSPITAL BIRTH RECORD 1A JOHN 1B PAUL 1C JONES 2 MALE 3A SINGLE 3B 4A 01 01 2007 4B 2253 5A TEST HOSPITAL 5B 555 NORTH TEST LANE 5C TEST CITY 5D TEST COUNTY 6A ROBERT 6B DAVID 6C JONES 7 AK 8 05 05 1939 9A MARIA 9B ELENA 9C SANCHEZ 10 MEXICO 11 06 06 1980 MLN JONES 12A JONES 12B MOTHER 12C 01 01 2007 14 13B C 38381 13C 01 01 2007 13D AAA AAA MD 55 MAIN ST GOLETA 15A 19 NO 18 IRISH JAPANESE CHUMASH 200 12 ND 20 9 2006 20A PROGRAMMER 20B BANKING 22 MEXICAN 21 HISPANIC SAMOAN 23C BACHELOR S 23 9 2006 23A VICE PRESIDENT 23B BANKING 24A 4321 MAPLE STREET 24B LOS ANGELES 24C LOS ANGELES 24D CA 24E 90011 25A 04 2006 25AA 09 03 2006 25B 3RD 25BA 09 09 2006 25C 12 25D 07 26 3331 26 35 GAWK 37 2E 27 1 27 0 27D 1 27E 0 26B NOT MED INDICATED 27C 02 03 2002 27F 08 1998 28A 03 0 20 58 68 28B 07 29 51 52 53 54 55 56 HIT RETURN TO CONTINUE Q OR Q TO QUIT gt Enter 30 08 11 31 00 0000 D 1 E F YY CT 32 123 45 6789 33 987 65 4321 MWT1 140 MWT2 160 MHT 5 7 MAR NO DECP YES MSTREET MCITY MSTATE MZIP MCOUNTY CIGPN O 0 CIGSN O MAGE 26 APGAR1 08 APGAR5 09 APGAR10 10 BPF 696 SENTHCA NEWS NO COM RSN HOSPITAL
4. Enter TITLE MD FIR Enter 6 FIREMAN C P T CERTIFIED 6 ADDRESS lt 123 MAIN ST gt Enter CITY lt MONTCLAIR gt LICENSE NUMBER lt A12345 gt FM843 Enter REMOVED HARVEY PAUL MD 123 MAIN ST MONTCLAIR A12345 1 ADDED HARVEY PAUL FIREMAN 123 MAIN ST MONTCLAIR FM843 6 ATTENDANT LIST FUNCTION gt DELETING AN ATTENDANT ATTENDANT LIST FUNCTION gt D Enter ATTENDANT S LAST FIRST NAME gt HAR Enter 1 HARVEY PAUL MD 123 MAIN ST MONTCLAIR A12345 IS THIS THE ATTENDANT lt Y gt Enter DELETE HARVEY PAUL FIREMAN ARE YOU SURE lt Y Enter DELETED ATTENDANT LIST FUNCTION gt Page 35 AVSS Quick Reference Manual Hospital Birth Record Process Registrar Refused Records PROCESS REGISTRAR REFUSED RECORDS To allow access to a record that has been previously restricted A record that has been selected for the LIST TO BE SENT TO HEALTH DEPARTMENT is flagged as SENT and access to this record becomes restricted The message ACCESS TO THIS CERTIFICATE IS RESTRICTED is displayed when you try to edit or print a record that has been selected for the LIST TO BE SENT TO HEALTH DEPARTMENT Make sure you have the paper birth certificate back from the health department and ask them to release the record or call the AVSS Help Desk at 916 449 5174 Page 36 AVSS Quick Reference Manual Hospital Birth Record VerificationLetter VERIFICATION LETTER A complimentary letter provided to parents by th
5. F ILE E DIT VALIDATE D ISPLAY OR P RINT gt F Enter FILING HOSPITAL BIRTH RECORD EDIT ANOTHER Y N Enter HOSPITAL BIRTH RECORD OPTION gt Page 14 AVSS Quick Reference Manual Hospital Birth Record Alpha List of Records ALPHA LIST OF RECORDS To see those records registered into AVSS in alphabetical order by last name of child AVSS allows you to list names within a specified alphabetic range You will also choose a specific date range from beginning date of birth to ending date of birth SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt A Enter LPHA LIST OF RECORDS FROM 96 ENTER THRU lt z gt Enter FROM EVENT DATE lt 1 1 06 gt Enter THRU EVENT DATE lt TODAY gt ENTER RUN THIS REPORT IN THE BACKGROUND lt gt Enter SAVE THE OUTPUT FROM THIS REPORT lt gt Enter OUTPUT DEVICE lt T gt Enter Note Enter a P as the output device if you would like your listing to print on your printer SITE TEST HOSPITAL HOSPITAL BIRTH RECORD ALPHA LIST FROM THRU 2 FOR EVENT DATES 1 1 2006 THRU 9 29 2006 NAME EVENT DATE FILE NEXT SKIPPED DATE SENT LEHMAN KAITLYN 4 01 2006 123 27 13D LEHMAN KAZU 6 05 2006 456 23A 28AA MCCARROLL ABBIE 3 02 2006 789 28AA NISHIDA ANDY 4 02 2006 987 28AA NISHIDA MEEAH 4 02 2006 654 6A 28AA 4 26 2006 TAYLOR BOOBOO 6 11 2006 321 13D 13B 4 27 2006 TAYLOR POOKIE 9 17
6. LOS ANGELES ALL HOSPITALS N Y Enter DISPLAY HELP Enter DISPLAY LISTS Enter LAST FIRST MIDDLE TITLE gt BERENGER THOMAS COUNTY CLERK CLASSIFICATION gt 500 PASSWORD gt 3769281114 ACKNOWLEDGEMENT NAME gt TOM PHONE gt 213 555 1200 X1736 INDEX gt CNTY 19 HOSP DISPLAY HELP gt DISPLAY LISTS gt OK Y N gt Y Enter SETTING UP ID FILE ENTRY ID FILE FUNCTION gt DEACTIVATE A USER SYSTEM OPTION gt S Enter YSTEM MAINTENANCE OPTION SYSTEM MAINTENANCE OPTION gt ID Enter FILE ID FILE FUNCTION gt D Enter EACTIVATE NAME LAST FIRST gt LAM Enter ID A D LAST FIRST TITLE ACKNOWLEDGE CLASSIFICATION SITE 3 A LAMOREAUX BELINDA LINDA HOSPITAL DATA ENTRY CNTY 19 HOSP 123 IS THIS THE PERSON Y Enter LAMOREAUX BELINDA OK TO DEACTIVATE lt Y Enter DEACTIVATED ID FILE FUNCTION gt REACTIVATE A USER SYSTEM OPTION S Enter YSTEM MAINTENANCE OPTION SYSTEM MAINTENANCE OPTION ID Enter FILE ID FILE FUNCTION R Enter EACTIVATE NAME LAST FIRST WAL Enter ID A D LAST FIRST TITLE ACKNOWLEDGE CLASSIFICATION SITE 5 A WALTERS PEGGY CLERK PEGGY HOSPITAL DATA ENTRY CNTY 19 HOSP 123 IS THIS THE PERSON Y Enter WALTERS PEGGY CLERK TO REACTIVATE lt gt Y Enter REACTIVATED ID FILE FUNCTION gt Page 67 AVSS Quick Reference Manual System Maintenance ID File continued LIST USERS SYSTEM OPTION gt S Ent
7. ON FEBRUARY 28 2006 AT 0837 HOURS MOTHER S MAIDEN NAME GINA MARIE CALLAHAN MOTHER S BIRTH PLACE CALIFORINIA DOB 12 23 80 FATHER S NAME WILLIAM ARTHUR BACON FATHER S BIRTH PLACE MICHIGAN DOB 1 9 79 SEX OF CHILD FEMALE BIRTH ATTENDANT NANCY C BOWLES CNM HOSPITAL REPRESENTATIVE Page 38 NameAVSS Quick Reference Manual Hospital Birth Record Duplicate Record Report Based On DUPLICATE RECORD REPORT BASED ON NAME This report will list babies who might possibly have been entered more than once The report looks at the babies name and the date of birth to make this determination SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt DUP Enter LICATE RECORD REPORT BASED ON NAME FROM 96 ENTER THRU lt z gt Enter FROM EVENT DATE lt 1 1 06 gt Enter THRU EVENT DATE lt TODAY gt ENTER RUN THIS REPORT IN THE BACKGROUND lt gt Enter SAVE THE OUTPUT FROM THIS REPORT N Enter OUTPUT DEVICE T Enter Note Enter a P as the output device if you would like your listing to print on your printer LAST FIRST MIDDLE DATE FILE ORDER MULT CHICKEN MARK LOUIS 3 20 06 8383 2 1 CHICKEN MARK LOUIS 3 20 06 8384 2 1 HOSPITAL BIRTH RECORD OPTION gt Page 39 AVSS Quick Reference Manual Hospital Birth Record List To Be Sent To Health Dept LIST TO BE SENT TO HEALTH DEPARTMENT The completed Hospital Birth Records are sent to the Local Registration Distri
8. PINCH INA BEA 5 25 1993 999 SSA1 RUTH BABE 12 1 1988 1111 GRANT CARY G 1 28 1994 1212 25C 25D TEST TEST TEST 12 20 1999 1234 20C TEST TEST TEST 12 9 1994 4321 27C 27F CAINE TEST MARK 10 17 1995 5555 27 27 27 JONES JOHN PAUL 1 1 2007 6960 HIT RETURN TO CONTINUE Q OR Q TO QUIT gt Enter JONES DEAN RONALD 10 20 1999 7687 20A POKIPSKY YANCY LYNN 5 29 1989 12345 27C 27F MANN MOE JOE 1 1 2007 13579 KIKO ANDY CASEY 3 4 2007 15937 NARY MARY TERRY 10 15 1996 23499 HOSPITAL BIRTH RECORD OPTION gt Page 18 AVSS Quick Reference Manual Hospital Birth Record Variable Display VARIABLE DISPLAY This display provides a list of field numbers and an expanded description of each field name The field names are listed according to the sorting order of the data field number It is possible to select only one data field or a group of data fields This display is useful in analyzing record data in depth and also allows you to view the values of internal variables which are created during data entry for certain fields to be used in reports computer tapes or for mathematical computations SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt VAR Enter IABLE DISPLAY FILE OR INDEX TO SEARCH gt 6960 Enter NAME DATE FILE NEXT SKIPPED 1 JONES JOHN PAUL 01 01 2007 6960 12B 13D TYPE 23A 23B IS THIS THE PERSON lt Y gt Enter EXAMPLE 1 To see all variables available on t
9. variable A device which output is displayed or stored such as a printer or CRT terminal A string of 3 to 48 characters either alphabetic or numeric that allows you to log onto AVSS Any hardware device other than the computer itself A list of instructions for computer operations written in a programming language A message that is displayed AVSS which request some action from the user Used to display the HELP information on AVSS Use or F1 at any prompt for extra information about the data you should enter A group of related data fields usually referring to all the information on one baby s file Information that MUST be entered for a field Use F9 SKIP if you don t have the information available to you and you want to continue entered data See program To start a session with AVSS See logon To stop a session with AVSS See logoff The programs that control computer operations A combination of hardware and software designed to perform specific functions The screen and keyboard you use to enter data into AVSS See CRT Terminal AVSS will log you off after a certain amount of time if you haven t entered any data The circumflex or key on your keyboard Hold the shift key down press the 6 key The process of checking the data you ve just entered for accuracy and consistency The letter or group of letters which represents a changing value e g 1A is the variable name for the first name of the bab
10. Cesarean 05 Vaginal forceps Vaginal forceps after previous Cesarean Vaginal vacuum Vaginal vacuum after previous Cesarean Not Delivered Fetal Death Only Item 28B Birth Item 32B Fetal Death Enter only 1 code 05 Other Government Programs Federal State Local 07 Private Insurance 09 Self Pay 14 Other Item 29 Birth Item 33 Fetal Death PRINCIPAL SOURCE OF PAYMENT FOR PRENATAL Enter only 1 code 09 Self Pay 14 Other 99 Unknown 00 No Prenatal Care METHOD OF DELIVERY Enter only 1 code number under each section separated by commas A B C D E F B If mother had a previous Cesarean How many Enter 0 9 or U if Unknown C Fetal presentation at birth 20 Cephalic fetal presentation at delivery 30 Breech fetal presentation at delivery 40 Other fetal presentation at delivery 90 Unknown D Was vaginal delivery with forceps attempted but unsuccessful 50 Yes 58 No 59 Unknown E Was vaginal delivery with vacuum attempted but unsuccessful 60 Yes 68 No 69 Unknown F Hysterotomy Hysterectomy Fetal Death Only 70 Yes 78 No EXPECTED PRINCIPAL SOURCE OF PAYMENT FOR DELIVERY 15 Indian Health Service 16 CHAMPUS TRICARE 99 Unknown 00 Medically Unattended Birth COMPLICATIONS AND PROCEDURES OF PREGNANCY AND CONCURRENT ILLNESSES Enter up to 16 codes separated by commas for the most important complications proce dures Page 76 DIABETES INFECTIONS PRESENT AND OR TRE
11. Enter PRIVATE INSURANCE Note You may enter birthweight in pounds and ounces or grams 26 BIRTHWEIGHT gt 7 5 5 Enter WEIGHT OF 7 POUNDS AND 5 5 OUNCES CONVERTED TO GRAMS 3331 26A OBSTETRIC ESTIMATION OF GESTATION AT DELIVERY COMPLETED WEEKS gt 35 Enter 26B HEARING SCREENING gt Enter JOT MED INDICATED 27A NUMBER OF LIVE BIRTHS NOW LIVING EXCLUDING THIS CHILD 0 1 Enter 27B NUMBER OF LIVE BIRTHS NOW DEAD 0 Enter 27C DATE OF LAST LIVE BIRTH gt 020302 Enter 02 03 2002 lt ASSUMED DATE CONVERTED TO 02 03 2002 27D NUMBER OF MISCARRIAGES BEFORE 20 WEEKS 0 1 Enter 27E NUMBER OF MISCARRIAGES AFTER 20 WEEKS 0 Enter 27F MONTH AND YEAR OF LAST TERMINATION gt 8 98 Enter 8 1998 lt ASSUMED DATE 28AA METHOD OF DELIVERY FINAL DELIVERY ROUTE gt 03 Enter VAGINAL SPONTANEOUS 28AC METHOD OF DELIVERY FETAL PRESENTATION AT BIRTH gt 20 Enter CEPHALIC FETAL PRESENTATION AT DELIVERY 28AD METHOD OF DELIVERY WAS VAGINAL DELIVERY WITH FORCEPS ATTEMPTED BUT UNSUCCESSFUL N Enter 58 NO 28AE METHOD OF DELIVERY WAS VAGINAL DELIVERY WITH VACUUM ATTEMPTED BUT UNSUCCESSFUL N Enter 68 NO 28B PRINCIPAL SOURCE OF PAYMENT FOR DELIVERY gt 07 Enter PRIVATE INSURANCE 29 COMPLICATION OF PREGNANCY AND CONCURRENT ILLNESSES gt 51 52 53 54 55 56 Enter 51 CHLAMYDIA PRENATAL SCREENING DONE 52 GONORRHEA PRENATAL SCREENING DONE 53
12. GROUP B STREPTOCOCCAL INFECTION PRENATAL SCREENING DONE 54 HEPATITIS B PRENATAL SCREENING DONE 55 HUMAN IMMUNODEFICIENCY VIRUS PRENATAL SCREENING OFFERED 56 SYPHILIS PRENATAL SCREENING DONE 29 ANOTHER COMPLICATION OF PREGNANCY AND CONCURRENT ILLNESSES gt Enter 30 COMPLICATIONS OF LABOR AND DELIVERY gt 08 11 Enter 08 PROLONGED LABOR gt 20 HOURS 11 INDUCTION OF LABOR 30 ANOTHER COMPLICATIONS OF LABOR AND DELIVERY gt Enter 31 ABNORMAL CONDITIONS AND CLINICAL PROCEDURES RELATING TO THE NEWBORN gt NONE Enter 32 FATHER S SOCIAL SECURITY NUMBER gt 123456789 Enter 33 MOTHER S SOCIAL SECURITY NUMBER gt 987654321 Enter NEWS INCLUDE THIS BIRTH IN NEWSPAPER REPORT N Enter Page 9 AVSS Quick Reference Manual Hospital Birth Record Register Birth Record continued HOSPITAL BIRTH RECORD 1A JOHN 1B PAUL 1C JONES 2 MALE 3A SINGLE 3B 4A 01 01 2007 4B 2253 5A TEST HOSPITAL 5B 555 NORTH TEST LANE 5C TEST CITY 5D TEST COUNTY 6A ROBERT 6B DAVID 6C JONES 7 AK 8 05 05 1939 9A MARIA 9B ELENA 9C SANCHEZ 10 MEXICO 11 06 06 1980 MLN JONES 12A JONES 12B MOTHER 12C 01 01 2007 14 13B C 38381 13C 13D AAA AAA MD 55 MAIN ST GOLETA 15A 19 NO 18 IRISH JAPANESE CHUMASH 200 12 ND 20 9 2006 20A PROGRAMMER 20B BANKING 22 MEXICAN 21 HISPANIC SAMOAN 23C BACHELOR S 23 9 2006 23A VICE PRESIDENT 23B BANKING 24A 4321 MAPLE STREET 24B LOS ANGELES 24C LOS ANGELES 24D CA 24E 90011 25A 04 2006 25AA 09 03 200
13. Gestational age less than 20 weeks Gestational age greater than 48 weeks Pre term birth Post term birth Maternal age less than 5 years greater than years of education Paternal age less than 5 years greater than years of education Page 75 FIGURE A 3 VS 10A MEDICAL DATA SUPPLEMENTAL WORKSHEET State of California Health and Welfare Agency Department of Health Services CERTIFICATE OF LIVE BIRTH MEDICAL DATA SUPPLEMENTAL WORK SHEET FRONT For Hospital Use Only Use the codes on this Worksheet to report the appropriate entry in items numbered 25D and 28A through 31 on the Certificate of Live Birth and for items 29D and 32B through 35 on the Certificate of Fetal Death Item 25D Birth Item 29D Fetal Death 02 Medi Cal without CPSP Support Services 13 Medi Cal with CPSP Support Services 05 Other Government Programs Federal State Local 07 Private Insurance Compan Item 28A Birth Item 32A Fetal Death A Final delivery route 01 11 Cesarean primary with trial of labor attempted 21 Cesarean primary with vacuum 31 Cesarean primary with vacuum amp trial of labor attempted 02 Cesarean repeat 12 with trial of labor attempted 22 with vacuum 32 with vacuum amp trial of labor attempted 03 Vaginal spontaneous 04 Vaginal spontaneous after previous
14. IS THIS THE PERSON lt Y gt Enter RETRIEVING DATA HOSPITAL BIRTH RECORD BPF BABY S PATIENT FILE NUMBER 6960 1A FIRST GIVEN NAME OF CHILD lt JOHN gt 1B MIDDLE NAME OF CHILD PAUL 1C LAST FAMILY NAME OF CHILD SURNAME JONES 2 SEX OF CHILD MALE 3A THIS BIRTH SINGLE TWIN ETC SINGLE 4A DATE OF BIRTH 01 01 2007 4B HOUR OF BIRTH 24 HOUR CLOCK 2253 MAR MOTHER MARRIED AT ANY TIME DURING THE PREGNANCY NO DO YOU HAVE A DECLARATION OF PATERNITY SIGNED BY THE FATHER amp MOTHER YE S gt 6A FIRST GIVEN NAME OF FATHER lt ROBERT gt 6B MIDDLE NAME OF FATHER lt DAVID gt 6C LAST FAMILY NAME OF FATHER SURNAME lt JONES gt FATHER S STATE OF BIRTH AK ALASKA 8 FATHER S DATE OF BIRTH 05 05 1939 9A FIRST GIVEN NAME OF MOTHER MARIA 9B MIDDLE NAME OF MOTHER lt ALENA gt 9C BIRTH LAST FAMILY NAME OF MOTHER MAIDEN SURNAME lt SANCHEZ gt MLN MOTHER S CURRENT LAST NAME JONES 10 MOTHER S STATE OF BIRTH MEXICO HIT RETURN TO CONTINUE Q OR Q TO QUIT Enter HOSPITAL BIRTH RECORD OPTION gt Page 21 AVSS Quick Reference Manual Hospital Birth Record Non Confidential Display NON CONFIDENTIAL DISPLAY The display of birth record information that is part of the public record of this birth On a Certificate of Live Birth the information displayed on the top part of the document above the print CONFIDENTIAL INFORMATION FOR PUBLIC HE
15. LEAVING 1 THE NUMBER OF CERTIFICATES REPORTED ON IS 1 0 86 DO YOU WISH TO GROUP SEE DISTINCT VALUES CONTINUE OR QUIT G V C Q V Enter OUTPUT DEVICE T Enter Note Enter a P as the output device if you would like your listing to print on your printer ABNORMAL CONDITIONS AND CLINICAL PROCEDURES RELATING TO THE NEWBORN 49 1 SUCCESSES 115 FAILURES 0 86 49 71 3301 123 1 100 00 FILE 3301 123 Note The query found and displayed the occurrence of the codes 49 and 71 which was also in field 31 for this baby DO YOU WISH TO GROUP SEE DISTINCT VALUES CONTINUE OR QUIT G V C Q Q Enter REPORT GENERATOR OPTION gt Page 57 AVSS Quick Reference Manual Report Generator Generate Report Running A Report In The Foreground GENERATE REPORT RUNNING A REPORT IN THE FOREGROUND A report run in the Foreground rather than the Background means that the report will tie up your terminal while it is running You won t be able to use your terminal until the report finishes Since most reports take only a few minutes to run this is usually the easiest way to run reports SYSTEM OPTION gt R Enter EPORT GENERATOR REPORT GENERATOR OPTION G Enter ENERATE REPORT REP REPORT gt H Enter HAGE1X TEENAGE CROSS TABS BY HOSPITAL HAGE2X MATERNAL AGE CROSS TABS BY HOSPITAL HANOMT CONGENITAL ANOMALIES BY HOSPITAL HBW1X BIRTH WEIGHT CROSS TABS BY HOSPITAL HDLVY1X METHOD OF DELIVERY CROSS TAB
16. TO QUIT gt ENTERED 8 AVG ELAPSED TIME OF 9 47 N 8 LINKED 0 UPDATED 19 AVG ELAPSED TIME OF 1 85 N 18 PRINTED 1 AVG ELAPSED TIME OF 0 12 1 THE TOTAL NUMBER OF ENTRIES WITH NO USAGE STATISTICS IS 0 THE TOTAL NUMBER OF ENTRIES WITH USAGE RECORDED IS 8 Page 25 AVSS Quick Reference Manual Hospital Birth Record User Report By Activity Index USER REPORT BY ACTIVITY INDEX The information provided on this report is to help keep statistics on the activities of all users and the types of activities for each birth record Activities include entering updating and printing certificates and the time it takes to do each A report can be printed in a summary format or all activities of each record can be displayed The statistics for this report were gathered based on the above mentioned activities occurring within the user specified date range SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt US Enter 1 USER REPORT 2 USER REPORT BY ACTIVITY INDEX 3 USER SUMMARY SELECTION gt 2 Enter USER REPORT BY ACTIVITY INDEX BEGINNING DATE 1 1 2006 040106 Enter 4 1 2006 ENDING DATE TODAY 043006 Enter 4 30 2006 SUMMARY REPORT ONLY lt Y gt N Enter FULL AUDIT TRAIL lt Y gt Enter SAVE THE OUTPUT FROM THIS REPORT lt N gt Enter OUTPUT DEVICE T Enter Note Enter a P as the output device if you would like your listing to print on your printer SEAR
17. Type one of the following codes Insert R Replace D Delete Refer to the following examples EXAMPLE 1 Inserting Characters PA1 PATILLO ELIZABETH MR CLK PA1 IED Enter PA1 PATILLO ELIZABETH MEDR CLK PA1 Enter EXAMPLE 2 Replacing Characters PA1 PATILLO ELIZABETH MEDR CLK PA1 RS Enter PA1 PATILLO ELISABETH T MEDR CLK PA1 Enter EXAMPLE 3 Deleting Characters PA1 PATILLO ELISABETH MEDR CLK PA1 DDDD Enter PA1 PATILLO BETH MEDR CLK PA1 Enter Page 31 AVSS Quick Reference Manual Hospital Birth Record Modify User Lists continued LIST CERTIFIERS ATTENDANTS SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt M Enter ODIFY USER LISTS CALIST LIST TO EDIT gt CE Enter 1 CERTIFIER LIST ADMIN 2 CERTIFIER LIST DEATHS SELECTIONS gt 1 Enter CERTIFIER LIST ADMIN CACE CERTIFIER S LAST NAME gt AL Enter or Press the F3 Key OUTPUT DEVICE lt T gt Note Enter a P as the output device if you would like your listing to print on your printer JOO JONES SANDRA BIRTH CLERK PAO PATILLO BETH MEDR CLK SMO SMITH T MR DIRECTOR TWO TWOMNE OLGA MR DIRECTOR CACE CERTIFIER S LAST NAME gt Enter CALIST LIST TO EDIT gt Enter HOSPITAL BIRTH RECORD OPTION gt Page 32 AVSS Quick Reference Manual Hospital Birth Record Modify User Lists continued DELETING A CERTIFIER ATTENDANT SYSTEM OPTION
18. You may also display a record at any time while registering editing or completing a certificate using the D command or F4 function key FOR RECORDS THAT HAVE NOT BEEN REGISTERED BY THE COUNTY SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt D Enter ISPLAY RECORD FILE OR INDEX TO SEARCH gt Enter Note Enter a or use the F1 function key to display a list of the ways available to search for this person such as by the date filed or by the father s name To select a search method enter the first few characters of the displayed search methods IC CHILD S LAST NAME JONES Enter IA CHILD S FIRST NAME JO Enter IB CHILD S MIDDLE NAME gt Enter 4A DATE OF BIRTH Enter BEGINNING SEARCH USE CTRL C TO TERMINATE SEARCH INDEX VALUES DATE FILE NEXT SKIPPED 1 JONES JOHN PAUL 01 01 2007 696 IS THIS THE PERSON Y Enter RETRIEVING DATA OUTPUT DEVICE lt T gt Enter Note Enter a P as the output device if you would like your listing to print on your printer FOR RECORDS THAT HAVE BEEN REGISTERED BY THE COUNTY SYSTEM OPTION B Enter IRTH CERTIFICATE BIRTH CERTIFICATE OPTION gt D Enter ISPLAY CERTIFICATE FILE OR INDEX TO SEARCH gt DR Enter DR HOSPITAL NUMBER DIRECTORY 15A HOSPITAL CODE gt 000 Enter Enter your three digit hospital code If you don t know your code use the last three digits in Box A of a certificate
19. gt Q Enter UERY DATABASE INITIALIZING FORM SELECTION gt HCA Enter HOSPITAL BIRTH RECORD FORM SELECTION gt Enter XIND SITE CODES gt 123 Enter XIND SITE CODES gt Enter THE FOLLOWING SITES FORMS WILL BE REPORTED ON 123 LEVEL 1 FIELD TO BE REPORTED ON gt 31 Enter ABNORMAL CONDITIONS AND CLINICAL PROCEDURES LEVEL 1 PLEASE ENTER SPECIFIC VALUES S gt 49 Enter Note Be sure to type the asterisk in front of the specific value In this example AVSS will look for any birth certificate that includes the code 49 in field 31 LEVEL 2 FIELD TO BE REPORTED ON Enter INDEX TO SEARCH DATE OF BIRTH Enter ENTER BEGINNING VALUE FOR DATE OF BIRTH 1 1 06 1 1 05 Enter 1 1 05 ENTER ENDING VALUE FOR DATE OF BIRTH T 12 31 05 Enter 12 31 05 DO YOU WANT FILE VARIABLE VALUES ON ALL RECORDS FOUND DURING THE QUERY lt gt Y Enter SAVE THESE COMMANDS FOR THE REPORT GENERATOR lt gt Enter RUN THIS REPORT IN THE BACKGROUND lt gt Enter SAVE THE OUTPUT FROM THIS REPORT N Enter OUTPUT DEVICE lt T gt Enter Note Enter a P as the output device if you would like your listing to print on your printer Page 56 AVSS Quick Reference Manual Report Generator Query Database continued SEARCHING DATABASE XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 116 CERTIFICATES ARE REGISTERED 115 CERTIFICATES OF THOSE HAD OTHER THAN THE SPECIFIED VALUE S
20. 12 STIMULATION OF LABOR 21 35 00 13 ABRUPTIO PLACENTA 1 1 67 14 PLACENTA PREVIA 0 0 00 15 OTHER EXCESSIVE BLEEDING 0 0 00 16 GENITAL HERPES 0 0 00 17 AMNIONITIS SEPSIS 0 0 00 18 FEBRILE gt 100F OR gt 38C 0 0 00 19 MECONIUM MODERATE HEAVY 1 1 67 20 CORD PROLAPSE 0 0 00 21 FETAL DISTRESS 5 8 33 22 ANESTHETIC COMPLICATIONS PROCEDURES 0 0 00 23 UNSUCCESSFUL VBAC 0 0 00 24 MATERNAL BLOOD TRANSFUSION 0 0 00 25 MATERNAL TRNSPRT BEF DLVRY 0 0 00 26 AMNIOCENTESIS 0 0 00 27 ELECTRONIC FETAL MONITORING 59 98 33 28 TOCOLYSIS 0 0 00 29 ULTRASOUND 5 8 33 30 MATERNAL DEATH 1 1 67 31 OTHER 3 5 00 SINGLE COMPLICATION PROCEDURE BIRTHS 19 31 67 MULTIPLE COMPLICATION PROCEDURE BIRTHS 40 66 67 BIRTHS WITH COMPLICATIONS PROCEDURES 59 98 33 NO COMPLICATIONS PROCEDURES 1 1 67 UNKNOWN 0 0 00 TOTAL NUMBER OF BIRTHS 60 START 6 14 06 11 55 AM END 6 14 06 11 55 AM REPORT GENERATOR OPTION gt Page 62 AVSS Quick Reference Manual Report Generator List Saved Reports LIST SAVED REPORTS The reports that you have run in the background will remain in AVSS so that you can print them later at any time SYSTEM OPTION gt R Enter EPORT GENERATOR REPORT GENERATOR OPTION L Enter IST SAVED REPORTS DISPLAY PRINT REPORT OUTPUT LISTINGS OUTPUT DEVICE lt T gt T Enter Note Enter a P as the output device if you would like your listing on your printer FINCH ROBIN BIRTH CLERK ID213 ID DATE SIZE NAME DESCRIPTION
21. 13 4 1 06 100 05 2005 MOTHERS UNDER 15 4 1 06 01 22 PM 13 6 14 06 100 HANOMT05 2005 CONGENITAL ANOMALIES REPORT 6 14 06 1 55 AM 13 7 2 06 100 LDCMP506 MAY 2006 L amp D COMPLICATIONS 7 2 06 02 35 PM Page 63 AVSS Quick Reference Manual Report Generator Delete Saved Report DELETE SAVED REPORT The reports that you have run in the background and have reviewed and printed will need to be deleted periodically so that valuable disk space is not wasted SYSTEM OPTION gt R Enter EPORT GENERATOR REPORT GENERATOR OPTION gt D Enter ELETE SAVED REPORTS FINCH ROBIN BIRTH CLERK 10 13 ID DATE SIZE NAME DESCRIPTION 13 4 1 05 100 5 2005 CONGENITAL ANOMALIES REPORT 4 1 06 01 22 PM DELETE lt N gt Enter 13 6 14 06 237 LDCMP506 MAY 2006 L amp D COMPLICATIONS 6 14 06 11 55 AM DELETE lt N gt Y Enter DELETED REPORT GENERATOR OPTION gt Page 64 AVSS Quick Reference Manual System Maintenance ID File ID FILE Please contact your local Health Department or the AVSS Help Desk to perform these functions for you Each user ID must first be admitted to AVSS Any individual may then be deactivated reactivated or edited as needed Listings of all users active and inactive or a list of when each user last logged onto AVSS may be printed for you upon your request ADD A USER SYSTEM OPTION gt S Enter YSTEM MAINTENANCE OPTION SYSTEM MAINTENANCE OPTION gt ID Enter FILE ID FILE FUNCTION
22. 24 HOUR CLOCK gt 10 53 P Enter CONVERTED TO 2253 MAR MOTHER MARRIED AT ANY TIME DURING THE PREGNANCY NO Enter Note If you enter Y you will go to field GA FIRST GIVEN NAME OF FATHER ACCORDING TO STATE LAW IN ORDER FOR THE FATHER S NAME TO BE PRINTED IN FIELDS 6A 6C THE PARENTS MUST BE MARRIED TO EACH OTHER OR THE MOTHER AND THE FATHER MUST SIGN A VOLUNTARY DECLARATION OF PATERNITY AT THE HOSPITAL BEFORE THE BIRTH CERTIFICATE IS PREPARED DECP DO YOU HAVE A DECLARATION OF PATERNITY SIGNED BY THE FATHER amp MOTHER Y Enter ES Note If you enter you will go to field 7 FATHER S STATE OF BIRTH Father s name will contain dashes and you will not be able to enter or edit that data 6A FIRST GIVEN NAME OF FATHER gt ROBERT Enter 6B MIDDLE NAME OF FATHER DAVID Enter 6C LAST FAMILY NAME OF FATHER SURNAME JONES Enter 7 FATHER S STATE OF BIRTH AK Enter ALASKA AK 8 FATHER S DATE OF BIRTH 050539 Enter Page 5 AVSS Quick Reference Manual Hospital Birth Record Register Birth Record continued 05 05 1939 lt ASSUMED DATE FATHER S AGE AT CHILD S BIRTH COMPUTED 67 CONVERTED TO 05 05 1939 FATHER S AGE COMPUTED FROM FIELD 8 IS OUTSIDE THE RANGE 15 THRU 64 INCLUSIVE VALIDATION FAGE THE STATE REGISTRAR REQUIRES THAT THE FOLLOWING COMBINATION OF FIELD S VALUE S BE VALIDATED FIELD 8 05 05 1939 FIELD FAGE 67 YOU WILL LATER BE ASKED TO VALIDATE T
23. 35yrs 27C 27F gt 35yrs 4A 27F gt 35yrs 15yrs gt FAGE 8 gt 64yrs 6C lt 2characters 15yrs gt MAGE 11 gt 49yrs 9C lt 2characters lt 15yrs amp 27A 27B gt 0 15 16yrs amp 27A 27B gt 1 17yrs amp 27A 27B gt 2 18 19yrs amp 27A 27B gt 3 lt amp 270 27 gt 0 15 16yrs amp 27D 27E gt 1 17yrs amp 27D 27E gt 2 11 11 11 11 11 11 11 11 18 19 amp 270 27 gt 3 orca 25C gt 49 4 25 lt 1408 26 gt 2000 26 lt 1000 15 26 gt 6500 3B gt 3A 17 Mel 17 15A 4A 0 26 unk amp A not 000 27A gt 9 27B 27A 27B 27C 27D gt 19 27D 27E co gt 27D gt 9 27E gt 9 DESCRIPTION Child s last name has less than 2 characters Sex is undetermined Plurality is greater than 3 Last live birth less than 9 months prior to date of birth LMP precedes date of birth by more than 1 year Last live birth precedes date of birth by more than 35 years Last live birth differs from date of last termination more than 35 yrs Last termination precedes date of birth by more than 35 years Father s age lt 15 years or gt 64 years Father s last name has less than 2 characters Mother s age lt 15 or years gt 49 years Mother s last name has less than 2 characters Age of mother incompatible with number of previous terminations Age of mother incompatible with number of previous termi
24. BIRTH RECORD OPTION gt Page 12 AVSS Quick Reference Manual Hospital Birth Record Edit Record EDIT RECORD To change edit or correct information originally entered on a Certificate of Live Birth AVSS will allow you to edit only those fields you need to change one by one After changing the data you will be allowed to print and then re file the data as a permanent record If the fields do not have any data yet because the record was filed before completion or the fields were skipped use the option COMPLETE INCOMPLETE RECORD If the paper certificate has already been sent to the health department call them and have it sent back before editing the record When editing a record a comment field can be entered At the FIELD TO MODIFY gt COMM Enter CHANGING BABY S FILE NUMBER SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt E Enter DIT RECORD Note Type the current file number of the baby FILE OR INDEX TO SEARCH 696 Enter NAME DATE FILE NEXT SKIPPED 1 JONES JOHN PAUL 01 01 2007 696 IS THIS THE PERSON Y Enter Note If you receive the warning ACCESS TO THIS CERTIFICATE IS RESTRICTED please call your local county health department or the AVSS Help Desk at 916 449 5174 to release the record back to you FIELD S TO MODIFY BPF Enter Note Type the correct file number for the baby BPF BABY S PATIENT FILE NUMBER 696 6960 Enter FIELD S TO MODIFY Ent
25. COUNTY 19 Enter LOS ANGELES ALL HOSPITALS lt Enter HOSP HOSPITAL gt 123 Enter AVSS TEST HOSPITAL 123 DISPLAY HELP Enter DISPLAY LISTS Enter Note Displaying HELP and LISTS can be beneficial as a training aid If you choose YES to these options all help text and lists within AVSS will be displayed at appropriate prompts without using F1 for HELP or F3 for LISTS LAST FIRST MIDDLE TITLE gt FINCH ROBIN BIRTH CLERK CLASSIFICATION gt 600 PASSWORD gt BABY ACKNOWLEDGEMENT NAME gt ROBIN PHONE gt 213 555 2222 INDEX gt CNTY 19 HOSP 123 DISPLAY HELP gt DISPLAY LISTS gt OK Y N Y Enter SETTING UP ID FILE ENTRY ID FILE FUNCTION gt EDIT AUSER SYSTEM OPTION gt S Enter YSTEM MAINTENANCE OPTION SYSTEM MAINTENANCE OPTION gt ID Enter FILE ID FILE FUNCTION gt E Enter DIT NAME LAST FIRST gt BEREN Enter ID A D LAST FIRST TITLE ACKNOWLEDGE CLASSIFICATION SITE 7 A BERENGER THOMAS TOM COUNTY DATA ENTRY CNTY 19 HOSP IS THIS THE PERSON lt gt Enter NAME LAST FIRST MIDDLE TITLE lt BERENGER THOMAS COUNTY CLERK Enter CLASSIFICATION gt lt 500 gt Enter PASSWORD gt 37692811142 Enter ACKNOWLEDGEMENT NAME gt lt TOMs Enter PHONE gt lt 213 555 2321 gt 213 555 1200 X1736 Enter Page 66 AVSS Quick Reference Manual System Maintenance ID File continued ALL COUNTYS lt N gt Enter CNTY COUNTY gt 19 Enter
26. FINCH ROBIN BIRTH CLERK OUT OUTPUT REPORT CODE L Enter Note Type the first few characters of the code name of the report or you can get a complete listing of all reports typing L or using the F3 key HANOMT05 2005 CONGENITAL ANOMALIES REPORT 4 1 06 01 22 PM LDCMP506 MAY 2006 L amp D COMPLICATIONS 6 14 06 11 55 MAGE05 2005 MOTHERS UNDER 15 CONGENITAL ANOMALIES 2 21 06 05 11 OUT OUTPUT REPORT CODE gt LDCMP506 Enter MAY 2006 L amp D COMPLICATIONS LDCMP506 MAY 2006 L amp D COMPLICATIONS LDCMP506 Enter Note The above report description may be changed using AVSS Edit Commands See BACK COVER OUTPUT DEVICE lt T gt P Enter Note Enter a T as the output device if you would like your listing on your terminal Example on following page Page 61 AVSS Quick Reference Manual Report Generator Output Saved Report continued LABOR AND DELIVERY COMPLICATIONS PROCEDURES FOR FORM HCA BY HOSPITAL AT TEST HOSPITAL REPORT CODE HLDCT DATE RANGE 5 1 06 TO 5 31 06 TODAY 6 30 06 LABOR AND DELIVERY COMPLICATION PROCEDURE CODES 01 PRE ECLAMPSIA 0 0 00 02 ECLAMPSIA 0 0 00 03 SEIZURES DURING LABOR 0 0 00 04 FETOPELVIC DISPROPORTION 0 0 00 05 SHOULDER DYSTOCIA 0 0 00 06 BREECH ABNORMAL PRESN 7 11 67 07 PRECIPITOUS LABOR lt 3HRS 1 1 67 08 PROLONGED LABOR lt 20HRS 1 1 67 09 OTHER DYSFUNCTIONAL LABOR 2 3 33 10 PREM RUPT MEMBRNES gt 12HRS 2 3 33 11 INDUCTION OF LABOR 10 16 67
27. Manual Mailbox Report Status of Sent Mail REPORT STATUS OF SENT MAIL SYSTEM OPTION gt M Enter AILBOX OPTION MAILBOX OPTION gt R Enter EPORT STATUS OF SENT MAIL MAIL TO SANDIEGO CARMEN MESSAGE 2 SENT 4 1 06 1 30PM UNREAD COMMENT RSVP TO DEPT MEETING MAIL TO JONES SANDRA MESSAGE 1 SENT 3 29 06 10 45AM READ 3 29 06 12 15PM COMMENT BIRTHDAY LUNCH MAILBOX OPTION gt Page 51 AVSS Quick Reference Manual Your Password Change Your Password CHANGE YOUR PASSWORD In order to insure the security of your AVSS system you will be alerted when you are required to change your password Changing your password regularly prevents others from learning and using your password to gain access to AVSS If you forget your password you may call your local Health Department or the AVSS Help Desk at 916 449 5174 to reset your password SYSTEM OPTION gt Y Enter OUR PASSWORD OPTION ENTER CURRENT PASSWORD gt BAB1IES Enter Note Enter the password that you are currently using In other words enter the same password that you used to get into AVSS ENTER DESIRED PASSWORD gt NURSERY11 Enter Note Enter your new password This must be different from your current password AGAIN gt NURSERY 11 Enter Note At the AGAIN prompt you must enter the exact password that you put in at the ENTER DESIRED PASSWORD prompt If it is not exactly the same AVSS will not allow you to change your password PASSWORD HAS
28. Note Type the first few characters of the code name of the report or you can get a complete listing of all reports typing L or using the F3 key HANOMT05 2005 CONGENITAL ANOMALIES REPORT 4 1 06 01 22 PM LDCMP592 MAY 2006 L amp D COMPLICATIONS 6 14 06 11 55 AM MAGE05 2005 MOTHERS UNDER 15 CONGENITAL ANOMALIES 2 21 06 05 11 PM OUT OUTPUT REPORT CODE gt MAGEO05 Enter 2005 MOTHERS UNDER 15 CONGENITAL ANOMALIES MAGEO05 2005 MOTHERS UNDER 15 CONGENITAL ANOMALIES 2 21 06 05 11 MAGEO5 Enter Note The above report description may be changed using AVSS Edit Commands See BACK COVER OUTPUT DEVICE lt T gt P Enter Note Enter a T as the output device if you would like your listing on your terminal Example 116 CERTIFICATES ARE REGISTERED 113 CERTIFICATES OF THOSE HAD OTHER THAN THE SPECIFIED VALUE S LEAVING 3 THE NUMBER OF CERTIFICATES REPORTED ON IS 3 2 5996 MOTHER S AGE AT CHILD S BIRTH 1 15 3 SUCCESSES 113 FAILURES 2 59 15 3515 123 1 33 33 FILE 3515 123 HCA 14 3690 123 1 33 33 FILE 3690 123 HCA 15 8684 123 1 33 33 FILE 8684 123 HCA REPORT GENERATOR OPTION Page 60 AVSS Quick Reference Manual Report Generator Output Saved Report continued EXAMPLE 2 OUTPUT THE DATA FROM THE STANDARD REPORT HLDCT SAVED AS LDCMP506 SYSTEM OPTION R Enter EPORT GENERATOR REPORT GENERATOR OPTION gt O Enter UTPUT SAVED REPORT ID ID CODE lt 13 gt Enter
29. RECORD OPTION C Enter OMPLETE INCOMPLETE RECORD FILE OR INDEX TO SEARCH gt 4237 Enter NAME DATE FILE NEXT SKIPPED 1 JOE 2 1 06 246 1B IS THIS THE PERSON Y Enter RETRIEVING DATA FIRST WE WILL REPROMPT ALL THE QUESTIONS PREVIOUSLY SKIPPED FILE HAS BEEN DISABLED BUT IF YOU STILL WISH TO DELAY ANSWERING YOU MAY SKIP AGAIN Note AVSS will immediately begin at the first skipped field 1B MIDDLE NAME OF CHILD gt IVAN Enter ALL THE PREVIOUSLY SKIPPED PROMPTS HAVE BEEN REPROMPTED FILE HAS BEEN ENABLED Note AVSS will display this record You can complete this record as usual HOSPITAL BIRTH RECORD OPTION gt Page 16 AVSS Quick Reference Manual Hospital Birth Record Incomplete Record Report INCOMPLETE RECORD REPORT This report will list all the records which were filed during data entry as an INCOMPLETE FORM SAVED FOR LATER COMPLETION using the key F6 SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt INC Enter OMPLETE RECORD REPORT BEGINNING DATE lt 1 1 06 gt Enter 01 01 2006 ENDING DATE lt T gt Enter 09 29 2006 RUN THIS REPORT IN THE BACKGROUND lt gt Enter SAVE THE OUTPUT FROM THIS REPORT N Enter OUTPUT DEVICE T Enter Note Enter a P as the output device if you would like your listing to print on your printer INCOMPLETE CERTIFICATES FOR FORM HOSPITAL BIRTH RECORD SITE CODE 12
30. REMOTE HOSPITAL MANAGER 500 COUNTY DATA ENTRY 600 HOSPITAL DATA ENTRY 700 REMOTE HOSPITAL DATA ENTRY 800 ANALYST 900 RESERVED FOR FUTURE USE HOSPITAL BIRTH RECORD OPTION Classification N ss lt lt ss I8 lt MAILBOX Classification MENU OPTION SEND MAIL PRINT MAIL DELETE MAIL REPORT STATUS OF SENT MAIL Page 69 CLASSIFICATION SECURITY OPTION TABLES continued Classification types 100 SITE SYSTEM MANAGER 200 COUNTY SYSTEM MANAGER 300 HOSPITAL SYSTEM MANAGER 400 REMOTE HOSPITAL MANAGER 500 COUNTY DATA ENTRY 600 HOSPITAL DATA ENTRY 700 REMOTE HOSPITAL DATA ENTRY 800 ANALYST 900 RESERVED FOR FUTURE USE YOUR PASSWORD Classification MENU OPTION 900 CHANGE YOUR PASSWORD REPORT GENERATOR OPTION Classification MENU OPTION 900 QUERY DATABASE a GENERATE REPORT OUTPUT SAVED REPORT LIST SAVED REPORTS DELETE SAVED REPORT Page 70 GLOSSARY OF TERMS Terms Meaning backing out A way to exit from AVSS backup The process creating duplicate files or copies in case the original is lost or damaged bug An error in a program concatenate To string or link together values In AVSS these values should be separated by semi colons control key The key usually marked CTRL CRT terminal Cathode Ray Tube terminal or the video display cursor The cursor usually an underline or block which shows you where you are on the scre
31. TO SEARCH gt 6960 Enter NAME DATE FILE NEXT SKIPPED IS THIS THE PERSON lt Y gt RETRIEVING DATA OUTPUT DEVICE lt T gt Enter Note Enter a P as the output device if you would like your listing to print on your printer VALIDATION MESSAGES ATTEMPTING TO CENSUS TRACT FATHER S AGE COMPUTED FROM FIELD 8 IS OUTSIDE THE RANGE 15 THRU 64 INCLUSIVE VALIDATION FAGE THE STATE REGISTRAR REQUIRES THAT THE FOLLOWING COMBINATION OF FIELD S VALUE S BE VALIDATED FIELD 8 05 05 1939 FIELD FAGE 67 HOSPITAL BIRTH RECORD OPTION gt Page 23 AVSS Quick Reference Manual Hospital Birth Record Individual Inquiry INDIVIDUAL INQUIRY A display of the audit trail for a particular birth record This audit trail includes the name and date of the person who entered the original birth record and the names and dates of any other users who updated any data and refiled this record SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt INDI Enter VIDUAL DISPLAY FILE OR INDEX TO SEARCH gt 6960 Enter NAME DATE FILE 2 NEXT SKIPPED IS THIS THE PERSON Y Enter ENTERED NISHIDA GLEN ON 1 01 2007 UPDATED NISHIDA GLEN ON 1 01 2007 HOSPITAL BIRTH RECORD OPTION gt Page 24 AVSS Quick Reference Manual Hospital Birth Record User Report USER REPORT The information provided on this report is to help keep statistics on the activities of all user
32. gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt M Enter ODIFY USER LISTS CALIST LIST TO EDIT gt CE Enter 1 CERTIFIER LIST ADMIN 2 CERTIFIER LIST DEATHS SELECTIONS gt 1 Enter CERTIFIER LIST ADMIN CACE CERTIFIER S LAST NAME gt TW Enter OMNE OLGA MR DIRECTOR IS THIS THE PERSON lt Y gt Enter TWO TWOMNE OLGA MR DIRECTOR TWO K Enter OK TO DELETE Y Enter CACE CERTIFIER S LAST NAME gt Enter CALIST LIST TO EDIT Enter HOSPITAL BIRTH RECORD OPTION gt Page 33 AVSS Quick Reference Manual Hospital Birth Record Attendant List ATTENDANT LIST To add change delete or list the Attendants field 13D that are specific to your facility Maintaining a current list of your attendants reduces the amount of time you may spend typing in this repetitive data ADDING A NEW ATTENDANT SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt AT Enter TTENDANT LIST ATTENDANT LIST FUNCTION gt AL Enter ENTER TO ADD A NEW ATTENDANT L TO LIST THE ATTENDANTS E TO EDIT AN ATTENDANT D TO DELETE AN ENTRY ATTENDANT LIST FUNCTION gt A Enter LAST NAME HARVEY Enter FIRST NAME PAUL Enter TITLE MD Enter 1 M D MEDICAL DOCTOR OR MD 1 ADDRESS gt 123 MAIN ST Enter CITY MONTCLAIR Enter LICENSE NUMBER gt A12345 Enter ADDED HARVEY PAUL MD 123 MAIN ST MONTCLAIR A12345
33. not Listed intrauterine insemination 41 Assisted reproductive technology e g in vitro fertilization IVF gamete intrafallopian transfer GIFT See reverse side for codes to Birth Items 30 and 31 and Fetal Death Items 34 and 35 Do not enter any identification by patient name or number on this work sheet Discard after use Do not retain in medical records or submit with the Certificate of Live Birth Page 77 VS 10A MEDICAL DATA SUPPLEMENTAL WORKSHEET REVERSE CERTIFICATE OF LIVE BIRTH MEDICAL DATA SUPPLEMENTAL WORK SHEET Continued COMPLICATIONS AND PROCEDURES OF LABOR AND DELIVERY Item 30 Birth llern 34 fetal Death complications procedures ONSET OF LABOR 10 Premature rupture of membranes 3 12 hours 07 Precipitous labor 3 hours 08 Prolonged labor 3 20 hours CHARACTERISTICS OF LABOR AND DELIVERY 11 12 32 33 34 35 19 36 37 25 Induction of labor Augmentation of labor Non vertex presentation Steroids glucocorticoids for fetal lung maturation received by the mother prior to delivery Antibiotics received by the mother during labor Clinical chorioamnionitis diagnosed during labor or maternal temperature 38 C 100 4 Moderate heavy meconium staining of the amniotic fluid Fetal intolerance of labor such that one or more of the following actions was taken in utero resuscitative measures further fetal assessment or operative delivery Epidural o
34. 1 Note If you receive the following message AVSS will re prompt you for the Attendant s data allowing you to make the necessary changes NAME ADDRESS INFORMATION TOO LONG BY X CHARACTERS ABBREVIATE AS NECESSARY LIST ATTENDANTS ATTENDANT LIST FUNCTION gt L Enter IST OUTPUT DEVICE lt T gt Enter BARBOSA JUAN MD 810 EAST CHASTAIN SAN FERNANDO A 32474 BOWLES NANCY C CNM 2311 N STATE ST LOS ANGELES 434 CALLAHAN THADDEUS MD 222 S PALISADE DR VAN NUYS G 62123 HARVEY PAUL MD 123 MAIN ST MONTCLAIR A12345 JURATSCH CLYDE MD 65 SHERMAN WAY RESEDA G 07772 JUSTIN JOHN MD 810 EAST CHASTAIN SAN FERNANDO A42424 MARSHALL PEGGY MD 14200 SANTA MONICA SANTA MONICA A 34210 MCGHEE MICHAEL MD 1300 CYPRESS VAN NUYS C 09318 OKERBLUM MORRIS MD 210 COLLEGE DRIVE NORTHRIDGE A92821 SPENCER TRUDY MD 65 SHERMAN WAY RESEDA A 82739 SPUDS IDA 14200 SANTA MONICA SANTA MONICA C 21828 WYATT MITCHELL MD 1300 CYPRESS VAN NUYS G 18283 Page 34 AVSS Quick Reference Manual Hospital Birth Record Attendant List continued EDIT AN ATTENDANT SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt AT Enter TTENDANT LIST ATTENDANT LIST FUNCTION gt E Enter DIT ATTENDANT S LAST FIRST NAME gt HAR Enter SEARCHING ATTENDANT LIST 1 HARVEY PAUL MD 123 MAIN ST MONTCLAIR A12345 IS THIS THE ATTENDANT Y Enter Note Make changes to any fields as necessary LAST NAME lt HARVEY gt Enter FIRST NAME PAUL
35. 2 0 0 00 02 SPINA BIFIDA 741 0 741 9 0 0 00 03 ENCEPHALOCELE 742 0 0 0 00 04 MICROCEPHALUS 742 1 0 0 00 05 HYDROCEPHALUS 741 0 742 3 0 0 00 06 CENTRAL NERVOUS SYSTEM ANOMALIES 740 742 0 0 00 eic TOTAL NUMBER OF BIRTHS 116 START 4 1 06 01 22 PM END 4 1 06 01 27 PM Page 58 AVSS Quick Reference Manual Report Generator Generate Report Running A Report In The Background GENERATE REPORT RUNNING A REPORT IN THE BACKGROUND A report run in the Background rather than the Foreground means that the report will not tie up your terminal while it is running You will be able to use your terminal for other AVSS functions This method is advisable when you feel the report you are about to run may take longer than a few minutes The length of time will depend on the speed of your computer the number of births at your hospital and the time period you are covering SYSTEM OPTION gt R Enter EPORT GENERATOR REPORT GENERATOR OPTION G Enter ENERATE REPORT REP REPORT gt H Enter 1 HAGE1X TEENAGE CROSS TABS BY HOSPITAL 2 HAGE2X MATERNAL AGE CROSS TABS BY HOSPITAL 3 HANOMT CONGENITAL ANOMALIES BY HOSPITAL 4 HBW1X BIRTH WEIGHT CROSS TABS BY HOSPITAL 5 HDLVY1X METHOD OF DELIVERY CROSS TABS BY HOSPITAL 6 HED1X MATERNAL EDUCATION CROSS TABS BY HOSPITAL 7 HETH1X ETHNICITY CROSS TABS BY HOSPITAL 8 HGABWX GESTATIONAL AGE BY BIRTHWEIGHT BY HOSPITAL 9 HHISPT HISPANIC SPECIFICATIONS BY HOSPITA
36. 2006 135 18B 28AA 13D 13B TYPE MANN MOE JOE 2 1 2006 246 14 4 26 2006 HOSPITAL BIRTH RECORD OPTION gt Page 15 AVSS Quick Reference Manual Hospital Birth Record Complete Incomplete Record COMPLETE INCOMPLETE RECORD This option is used for completing a birth certificate which has been filed before all of the required fields have been entered This certificate could have been filed as an INCOMPLETE FORM SAVED FOR LATER COMPLETION using the key F6 at any time during data entry or it may contain fields which were skipped using the key F9 because the information was not available at the time of data entry Data entry using this option will begin prompting you at the point which you filed the record or will prompt you only for the fields which were skipped There is no need for you to remember where you filed this record or which fields you previously skipped INCOMPLETE RECORD SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt C Enter OMPLETE INCOMPLETE RECORD FILE OR INDEX TO SEARCH gt 789 Enter NAME DATE FILE NEXT SKIPPED 1 MCCARROLL ABBY 3 2 06 789 MLN IS THIS THE PERSON lt Y gt Enter RETRIEVING DATA Note AVSS will immediately begin at the field where you filed this record as an INCOMPLETE FORM SAVED FOR LATER COMPLETION You can complete this record as usual SKIPPED FIELD S SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH
37. 3 INDEX FILE SKIPPED 4237 13C 5720 12C 6960 12C 12C 6961 MLN SUMMARY REPORT OF INCOMPLETE CERTIFICATES SITE CODE 123 FORM HOSPITAL BIRTH RECORD DATE RANGE 01 01 2006 TO 09 29 2006 TOTAL NUMBER OF CERTIFICATES 10 NUMBER OF INCOMPLETE CERTIFICATES 4 HOSPITAL BIRTH RECORD OPTION gt Page 17 AVSS Quick Reference Manual Hospital Birth Record Filing Variable List FILING VARIABLE LIST This list will show all the records entered in AVSS for a date range specified by you It will be sorted by the filing variable or the baby s patient file number BPF This is the number assigned by you to identify this baby s record e g the Medical Record Number Record numbers which contain only numbers will be in a numerical order Record numbers which contain non numeric characters letters and dashes may be sorted differently and in a more alphabetical way SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt Enter ILING VARIABLE LIST FROM FILE BEGIN Enter TO FILE END Enter RUN THIS LISTING IN THE BACKGROUND lt gt Enter SAVE THE OUTPUT FROM THIS PROGRAM lt gt Enter OUTPUT DEVICE T Enter Note Enter a P as the output device if you would like your listing to print on your printer SITE 123 HOSPITAL BIRTH RECORD INDEX LIST FROM 0 THRU lt END gt NAME EVENT DATE FILE NEXT SKIPPED AMENDED BEHR TEDIA 1 2 2007 444 JONES HENRY ALAN 4 17 2001 654 19
38. 6 25B 3RD 25BA 09 09 2006 25C 12 25D 07 26 3331 26 35 GAWK 37 2E 27 1 27 0 27D 1 27E 0 26B NOT MED INDICATED 27C 02 03 2002 27F 08 1998 28A 03 0 20 58 68 28B 07 29 51 52 53 54 55 56 HIT RETURN TO CONTINUE Q OR Q TO QUIT gt Enter 30 08 11 31 00 A 00 B D 1 E F YY CT 32 123 45 6789 33 987 65 4321 MWT1 140 MWT2 160 MHT 5 7 MAR NO DECP YES MSTREET PO BOX 1065 MCITY LOS ANGELES MSTATE CA MZIP 90011 MCOUNTY LOS ANGELES CIGPN O 0 CIGSN O MAGE 26 APGAR1 08 APGAR5 09 APGAR10 UNKNOWN BPF 696 SENTHCA NEWS NO COM RSN HIT RETURN TO CONTINUE gt ATTEMPTING TO CENSUS TRACT FATHER S AGE COMPUTED FROM FIELD 8 IS OUTSIDE THE RANGE 15 THRU 864 INCLUSIVE VALIDATION FAGE THE STATE REGISTRAR REQUIRES THAT THE FOLLOWING COMBINATION OF FIELD S VALUE S BE VALIDATED FIELD 8 05 05 1939 FIELD FAGE 67 HAVE YOU REFERRED TO THE ORIGINAL SOURCES AND ARE YOU SURE lt Y Enter F ILE E DIT V ALIDATE D ISPLAY OR P RINT gt F Enter FILING HOSPITAL BIRTH RECORD REGISTER ANOTHER Y N Enter HOSPITAL BIRTH RECORD OPTION gt Page 10 AVSS Quick Reference Manual Hospital Birth Record Display Record DISPLAY RECORD You may display all the data on a previously filed record AVSS will ask you to identify the person whose information you wish to display by the process known as person selector This process allows you to select a record by the file number or name
39. 9000125 19 LCA Note The report shows that during 2005 there were 116 birth certificates entered into the computer Of those 116 certificates 113 did not match but 3 did match your query When you asked to see the distinct values AVSS gave you the 3 matched values that are displayed above in the following format Mother s age File Site code How many Percentage of total FILE File Site code Form DO YOU WISH TO GROUP SEE DISTINCT VALUES CONTINUE OR QUIT G V C Q Q Enter REPORT GENERATOR OPTION gt Page 55 AVSS Quick Reference Manual Report Generator Query Database continued Note After running the AVSS standard report HANOMT for the year 1992 see REPORT GENERATOR GENERATE REPORT RUNNING REPORT IN THE FOREGROUND the report output includes the following EXAMPLE 3 SEARCH FOR COMPLICATION CONGENITAL ANOMALIES FOR FORM HCA BY HOSPITAL AT TEST HOSPITAL REPORT CODE HANOMT DATE RANGE 1 1 05 TO 12 31 05 TODAY 4 1 06 45 PREAXIAL POLYDACTYLY PART OF 755 0 0 0 00 46 POLYDACTYLY REMAINDER OF 755 0 0 0 00 47 SYNDACTYLY OF FINGERS TOES 755 1 0 0 00 48 MISSING FINGERS TOES 755 2 3 0 0 00 49 OTHER MISSING EXTREMITY 755 2 755 4 1 0 86 50 CRANIOSYNOSTOSIS PART OF 756 0 0 0 00 ete TOTAL NUMBER OF BIRTHS 116 Note You then wanted to query the database to get the file number for the one birth certificate that listed complication 49 in field 31 Continue as follows REPORT GENERATOR OPTION
40. A disk which is rigid and cannot be removed in contrat to a floppy disk hardware The physical components of a computer system e g the computer plus peripheral devices such as disk drives CRT terminals printers tape drives and modems help Information giving instructions on how to proceed or the kind of data required for a field incomplete recordA record which has not been completed input input device The process of entering data into the computer or the collection of data which has been entered A device which can be used to read data into a computer Typical examples include CRT terminals or disk drives including hard and floppy disks Page 71 GLOSSARY OF TERMS contined Terms Meaning job Any system activity Each time you log on to AVSS you are running a job logoff The process of exiting or leaving the AVSS computer system logon The process of gaining access to AVSS menu The list which displays for you the different options available for use on the AVSS system modem The device which is used by your computer to transmit data between computers null A blank data value optional Data which is not required by AVSS to complete a record output The results of a job e g printing a certificate printing a report output device password peripheral device program prompt question mark record required routine sign on sign off software system terminal time out up arrow validation
41. ALTH USE ONLY is considered non confidential SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt NO Enter N CONFIDENTIAL DISPLAY FILE OR INDEX TO SEARCH gt 6960 Enter NAME DATE FILE NEXT SKIPPED 1 JONES JOHN PAUL 03 04 1993 6960 12B 13D TYPE 23A 23B IS THIS THE PERSON lt Y gt Enter RETRIEVING DATA OUTPUT DEVICE T Enter Note Enter a P as the output device if you would like your listing to print on your printer HOSPITAL BIRTH RECORD 1A JOHN 1B PAUL 1C JONES 2 MALE 3A SINGLE 3B 4A 01 01 2007 4B 2253 5A TEST HOSPITAL 5B 555 NORTH TEST LANE 5C TEST CITY 5D TEST COUNTY 6A ROBERT 6B DAVID 6C JONES 7 AK 8 05 05 1939 9A MARIA 9B ALENA 9C SANCHEZ 10 MEXICO 11 06 06 1980 MLN JONES 12A JONES 12B MOTHER 12C 01 01 2007 14 13B C 38381 13C 01 01 2007 13D AAA AAA MD 55 MAIN ST GOLETA 15A 19 NO HOSPITAL BIRTH RECORD OPTION gt Page 22 AVSS Quick Reference Manual Hospital Birth Record Validation Display VALIDATION DISPLAY The list of validation and warning messages which would have appeared just before filing a birth record A validation will require you to confirm the accuracy of the information that was entered A warning will alert you to data that may be considered unlikely but a confirmation is not required SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt VAL Enter IDATION DISPLAY FILE OR INDEX
42. ARETTES PACKS PER DAY FOR THREE MONTHS PRIOR TO PREGNANCY gt 0 Enter CIGFN AVERAGE NUMBER OF CIGARETTES PACKS PER DAY FIRST THREE MONTHS OF PREGNANCY gt 0 Enter CIGSN AVERAGE NUMBER OF CIGARETTES PACKS PER DAY SECOND THREE MONTHS OF PREGNANCY gt 0 Enter CIGTN AVERAGE NUMBER OF CIGARETTES PACKS PER DAY THIRD TRIMESTER gt 0 Enter MWT1 MOTHER S PREPREGNANCY WEIGHT IN POUNDS gt 140 Enter MWT2 MOTHER S DELIVERY WEIGHT IN POUNDS gt 160 Enter MHT MOTHER S HEIGHT IN FEET INCHES gt 5 7 Enter CONVERTED TO 57 1 APGAR SCORE 1 MINUTE gt 8 Enter 08 APGARS APGAR SCORE 5 MINUTES gt 9 Enter 09 APGAR10 APGAR SCORE AT 10 MINUTES gt UNK Enter UNKNOWN OR NOT TAKEN 25A DATE LAST NORMAL MENSES BEGAN gt 4 06 Enter THE VALUE YOU ENTERED 4 06 CAN BE INTERPRETED IN TWO WAYS 1 04 2006 2 04 06 2006 PLEASE CHOOSE 1 OR 2 gt 1 Enter CONVERTED TO 04 2006 ESTIMATED GESTATIONAL AGE COMPUTED 37 2E WEEKS 25AA DATE FIRST PRENATAL CARE VISIT gt 090306 Enter 09 03 2006 lt ASSUMED DATE 25B MONTH OF PREGNANCY PRENATAL CARE BEGAN gt 3 Enter RD 25BA DATE LAST PRENATAL CARE VISIT gt 9 Enter 09 09 2006 lt ASSUMED DATE 25C NUMBER OF PRENATAL VISITS 12 Enter Page 8 AVSS Quick Reference Manual Hospital Birth Record Register Birth Record continued 25D PRINCIPAL SOURCE OF PAYMENT FOR PRENATAL CARE gt 07
43. ATED DURING THIS 09 Prepregnancy Diagnosis prior to this pregnancy i SE ME PREGNANCY 31 Gestational Diagnosis in this pregnancy 42 Chlamydia HYPERTENSION 43 Gonorrhea 03 Prepregnancy Chronic 44 Group B streptococcus 01 Gestational PIH Preeclampsia 18 Hepatitis B acute infection or carrier 02 Eclampsia 45 Hepatitis C OTHER COMPLICATIONS PREGNANCIES 16 Herpes simplex virus HSV 32 Large fibroids 46 Syphilis 33 Asthma 47 Cytomegalovirus Fetal Death Only 34 Multiple pregnancy more than 1 fetus this pregnancy 8 Listeria Fetal Death Only 35 Intrauterine growth restricted birth this pregnancy 49 Parvovirus Fetal Death Only 23 Previous preterm birth 37 weeks gestation 50 Toxoplasmosis Fetal Death Only 36 Other previous poor pregnancy outcomes Includes PRENATAL SCREENING DONE FOR INFECTIOUS DISEASES perinatal death small for gestational age intrauterine 51 Chlamydia growth restricted birth large for gestational age etc 52 Gonorrhea OBSTETRIC PROCEDURES 53 Group B streptococcal infection 24 Cervical cerclage 54 Hepatitis B 28 Tocolysis 55 Human immunodeficiency virus offered 37 External cephalic version Successful 56 Syphilis 38 External cephalic version Failed 39 Consultation with specialist for high risk obstetric sen E DR OTHER COMPLICATIONS PROCEDURES NOT PREGNANCY RESULTED FROM INFERTILITY TREATIMEBNUne 40 Fertility enhancing drugs artificial insemination or 30 Other Pregnancy Complications Procedures
44. AVSS University of California Automated Vital Statistics System Quick Reference Manual AVSS PROJECT UNIVERSITY OF CALIFORNIA INSTITUTE FOR SOCIAL BEHAVIORAL AND ECONOMIC RESEARCH SANTA BARBARA CA 93106 January 2007 Page 1 ACKNOWLEDGEMENTS This manual was updated in 2006 by Glen Nishida as originally written by Ellen Needham and Sharon Sasaki This document may be copied and distributed without restriction Please address all questions regarding AVSS to AVSS Project Institute for Social Behavioral and Economic Research University of California Santa Barbara CA 93106 2150 805 893 3214 TRADEMARKS Automated Vital Statistics System and AVSS are trademarks of the Regents of the University of California Page 2 TABLE OF CONTENTS HOSPITAL BIRTH RECORD Y 5 REGISTER BIRTH RECORD 2 2 ete et edt RR n te Te ot ies 5 DISPLAY RECORD estado mette e etn ee hens c de ue e dte t es 10 EDIT RECORD ehe tee Rd ree ee e eet ta fec tro 13 ALPHA LIST OF RECORDS teinte ee vet tent etaed S 15 COMPLETE INCOMPLETE 16 INCGOMPLET E RECORD 1 eee eiue ibtd E 16 SKIPPED FIELD S iR eei tea euim idee dehet 16 INCOMPLETE RECORD REPORT tise diets te ete e Lp ec e dL eo I ardere dote etie es 17 FILING VARIABLELIST nns ER RUBORE Een ES 18 VARIABLE DISPLAY savior e et e E Ug E e oed PCR 19 INDEX EIST DISPLAY tete efte e ee
45. BEEN CHANGED CONTACT PHONE NUMBER lt gt 213 555 1212 Enter Note Enter the phone number where you can normally be reached at work YOUR PASSWORD OPTION gt Page 52 AVSS Quick Reference Manual Report Generator Query Database REPORT GENERATOR The various Report Generator options allow hospital personnel to make use of the valuable demographic and medical data contained in the birth certificate hoc queries and standard reports including formatted form letters listings cross tabulations and summary reports are available QUERY DATABASE Querying a database may be used to search the database using one or more fields from the birth certificate The resulting report will display the records that matched the criteria you requested Included below are several examples of various queries which you can try EXAMPLE 1 SEX OF CHILD SYSTEM OPTION gt R Enter EPORT GENERATOR REPORT GENERATOR OPTION gt Q Enter UERY DATABASE INITIALIZING FORM SELECTION gt HCA Enter HOSPITAL BIRTH RECORD FORM SELECTION gt LCA Enter BIRTH CERTIFICATE FORM SELECTION gt Enter XIND SITE CODES gt 123 Enter XIND SITE CODES gt 19 Enter XIND SITE CODES gt Enter THE FOLLOWING SITES FORMS WILL BE REPORTED ON 19 LCA 123 HCA Note Enter the three digit code for your hospital It is located on the bottom left hand side in box A of a completed birth certificate XIND SITE CODES gt
46. CHARACTERS Note AVSS will re prompt you for the certifier s data allowing you to make the necessary changes Page 30 AVSS Quick Reference Manual Hospital Birth Record Modify User Lists continued EDITING A CERTIFIER S ATTENDANT S INFORMATION Please see HOSPITAL BIRTH RECORD OPTION ATTENDANT LIST for changes to an attendant If you need to make minor changes in a certifier s information such as replacing inserting or deleting a few characters follow the instructions below However if there are major changes it is usually easier to completely delete the old information see HOSPITAL BIRTH RECORD OPTION MODIFY USER LISTS DELETING A CERTIFIER ATTENDANT and then completely re enter the new information see HOSPITAL BIRTH RECORD OPTION MODIFY USER LISTS ADDING A NEW CERTIFIER ATTENDANT NAME SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt M Enter ODIFY USER LISTS CALIST LIST TO EDIT CE Enter 1 CERTIFIER LIST ADMIN 2 CERTIFIER LIST DEATHS SELECTIONS gt 1 Enter CERTIFIER LIST ADMIN CACE CERTIFIER S LAST NAME gt PA Enter Note You may type the first two or three letters of the certifier s last name IS THIS THE PERSON Y Enter PA1 PA1 PATILLO ELIZABETH R MR CLK Note First use the space bar to move the cursor so it is directly underneath the character s you want to replace or delete or just in front of where you want to insert new characters
47. CHING DATABASE USER REPORT FROM ACTIVITY INDEXING TODAY 10 3 2006 DATE RANGE FROM 4 1 2006 TO 4 30 2006 FORM HOSPITAL BIRTH RECORD 4 3 2006 0 NEW CERTIFICATES WERE ENTERED MCCARROLL JESSICA UPDATED FILE 999999 FROM 04 03 PM TO 04 04 PM TIME 0 77 MINU TES AT 04 04 FIELD 14 CHANGED FROM UNDEF MCCARROLL JESSICA UPDATED FILE 376 FROM 04 04 PM TO 04 04 PM TIME 0 40 MINUTES 4 13 2006 0 NEW CERTIFICATES WERE ENTERED LEHMAN EMILY UPDATED FILE 999999 FROM 01 17 PM TO 01 17 PM TIME 0 52 MINUTES 4 20 2006 0 NEW CERTIFICATES WERE ENTERED MCCARROLL JESSICA UPDATED FILE 481 FROM 01 49 PM TO 01 50 PM TIME 1 02 MINUTES AT 01 50 PM PUT ON LIST TO BE SENT MCCARROLL JESSICA UPDATED FILE 481 FROM 01 51 PM TO 01 51 PM TIME 0 85 MINUTES AT 01 51 PM PROCESS REGISTRAR REFUSED 4 26 2006 0 NEW CERTIFICATES WERE ENTERED MCCARROLL JESSICA UPDATED FILE 492 FROM 03 57 PM TO 03 58 PM TIME 0 38 MINUTES MCCARROLL JESSICA UPDATED FILE 481 FROM 04 04 PM TO 04 05 PM TIME 0 28 MINUTES AT 04 05 PM PUT ON LIST TO BE SENT NISHIDA GLEN UPDATED FILE 376 FROM 04 04 PM TO 04 05 PM TIME 0 47 MINUTES AT 04 05 PM FIELD COM CHANGED FROM UNDEF TO SENT BACK 4 26 06 Page 26 AVSS Quick Reference Manual Hospital Birth Record User Summary USER SUMMARY This summary report contains a count of records by the date they were originally filed into AVSS Record Count By Date of Registration and also a count of the records that were most recently update
48. D s in a row The delete command can be immediately followed by the insert command INSERT text Type the text to be inserted after the I R REPLACE character for character Type the replacement characters after the R Q QUIT Cancel all modifications restore the line to its original form and start over Must be the first character in the edit line Page 84
49. Enter ADJUST PRINT L EFT OR R RIGHT R Enter HOW MANY SPACES 1 2 1 Enter ADJUSTMENT SUCCESSFUL Note If you see the message VERTICAL ADJUSTMENT OUT OF RANGE or HORIZONTAL ADJUSTMENT OUT OF RANGE you have requested an adjustment which is not possible See your System Manager or call the AVSS Help Desk Page 45 AVSS Quick Reference Manual Mailbox Send Mail MAILBOX This option provides a way of communicating messages between AVSS users of the same computer system If another user has sent you mail AVSS will notify you when you sign on Your system manager can leave a message to all users on your system This message will appear on every user s screen as soon as they sign on Messages may be printed to your screen or sent to a printer The messages in your mailbox will remain on your system until you delete them You will also be able to check a message that you have sent to another user to see if that user has read the message yet SEND MAIL SYSTEM OPTION gt M Enter AILBOX OPTION MAILBOX OPTION gt S Enter END MAIL ADDRESSEE NAME LAST FIRST gt JONES Enter ID LAST FIRST TITLE ACKNOWLEDGE CLASSIFICATION SITE 8 A JONES SANDRA BIRTH CLERK SANDRA HOSPITAL DATA ENTRY CNTY 19 HOSP 123 IS THIS THE PERSON Y Enter ENTER MESSAGE EXAMPLE 1 DEPARTMENT MEETING AT 4 00PM TODAY Enter 2 PLEASE BRING YOUR NOTES ON THE TURNAROUND TIME PROJECT Enter 3 THANKS Enter MAIL FOR JO
50. Enter THE FOLLOWING SITES FORMS WILL BE REPORTED ON 19 LCA 123 HCA Note Enter the birth certificate field number that you want to ask about or if you re unsure you can get a complete list of fields to choose from typing L or using the F3 key LEVEL 1 FIELD TO BE REPORTED ON gt 2 Enter SEX OF CHILD LEVEL 1 PLEASE ENTER SPECIFIC VALUE S Enter INDEX TO SEARCH DATE OF BIRTH Enter ENTER BEGINNING VALUE FOR DATE OF BIRTH 1 1 06 2 1 06 Enter 2 1 06 ENTER ENDING VALUE FOR DATE OF BIRTH T Enter 4 1 06 DO YOU WANT TO FILE VARIABLE VALUES ON ALL RECORDS FOUND DURING THE QUERY lt gt Enter Note Enter a Y here if you wish to see the record number for each match in your query Page 53 AVSS Quick Reference Manual Report Generator Query Database SAVE THESE COMMANDS FOR THE REPORT GENERATOR lt N gt Enter RUN THIS REPORT IN THE BACKGROUND lt N gt Enter Note You can run this query in the background if you wish See REPORT GENERATOR GENERATE REPORT RUNNING A REPORT IN THE BACKGROUND SAVE THE OUTPUT FROM THIS REPORT N Enter OUTPUT DEVICE lt T gt Enter Note Enter a P as the output device if you would like your listing to print on your Printer SEARCHING DATABASE XXXXXXX 9 CERTIFICATES ARE REGISTERED THE NUMBER OF CERTIFICATES REPORTED ON IS 9 100 0095 DO YOU WISH TO GROUP SEE DISTINCT VALUES CONTINUE OR QUIT G V C Q V Enter OUTPUT DEVICE T Enter
51. HIS VALUE IF YOU ARE UNSURE OF ITS VALIDITY BACKUP WITH AND USE TO SKIP Note The following line illustrates the CONCATENATE command 9A FIRST GIVEN NAME OF MOTHER gt MARIA ELENA SANCHEZ Enter 9B MIDDLE NAME OF MOTHER gt ELENA 9C BIRTH LAST FAMILY NAME OF MOTHER MAIDEN SURNAME gt SANCHEZ MLN MOTHER S CURRENT LAST NAME gt JONES Enter 10 MOTHER S STATE OF BIRTH gt MX Enter MEXICO MEXICO 11 MOTHER S DATE OF BIRTH gt 060680 Enter 06 06 1980 lt ASSUMED DATE MOTHER S AGE AT CHILD S BIRTH COMPUTED 26 CONVERTED TO 06 06 1980 12A PARENT OR OTHER INFORMANT SIGNATURE SURNAME ONLY gt JONES Enter 12B INFORMANT S RELATIONSHIP TO CHILD gt MO Enter THER 12C DATE INFORMANT SIGNED gt 010107 Enter CONVERTED TO 01 01 2007 13D NAME TITLE AND MAILING ADDRESS OF ATTENDANT gt BO Enter WLES NAN CNM 1200 STATE ST LA 434 TYPE ATTENDANT CODE lt C N M gt Enter C N M CERTIFIED NURSE MIDWIFE OR CNM 3 ITYPE 3 13C DATE ATTENDANT OR CERTIFIER SIGNED gt Type S or Press F3 Key Enter 14 NAME AND TITLE OF CERTIFIER IF NOT ATTENDANT gt Enter 15A DATE OF DEATH gt Enter Note Starting Jan 1 2000 up to three multiple races are allowed per person for the father s and mother s race Fields 18 and 21 Withheld and unknown are allowed for Father s and Mother s race 1 only If you do not know how to spell the race enter the first one t
52. ION BACKUP SCHEDULE PRINT MESSAGES gt 1 OUTPUT DEVICE lt T gt Enter Note Enter a P as the output device if you would like your mail to print on your printer 1 WILSON DENNIS SITE SYSTEM MANAGER 3 30 06 10 18 AM DESCRIPTION BACKUP SCHEDULE THE NEW BACKUP SCHEDULE FOR AVSS IS FRIDAYS AT 5 00PM PLEASE COMPLETE YOUR AVSS WORK BY THEN THANK YOU MESSAGES USER S Note When you log on to AVSS you will be notified if you have NEW or OLD mail GOOD MORNING ROBIN YOU HAVE NEW MAIL TODAY IS THURSDAY 4 1 06 AT 9 22 AM Mailbox Print Mail Page 47 AVSS Quick Reference Manual Mailbox Print Mail continued SYSTEM OPTION gt M Enter AILBOX OPTION MAILBOX OPTION gt P Enter RINT MAIL PRINT MESSAGES gt AL Enter 1 SANDIEGO CARMEN HOSPITAL SYSTEM MANAGER 4 1 06 10 22AM DESCRIPTION DEPT MEETING 2 JONES SANDRA BIRTH CLERK 4 1 06 10 30AM DESCRIPTION HAPPY BIRTHDAY PRINT MESSAGES gt 1 Enter OUTPUT DEVICE lt T gt Enter Note Enter a P as the output device if you would like your mail to print on your printer 1 SANDIEGO CARMEN HOSPITAL SYSTEM MANAGER 4 1 06 10 22AM UNREAD DESCRIPTION DEPT MEETING DEPARTMENT MEETING AT 4 00PM TODAY PLEASE BRING YOUR NOTES ON THE TURNAROUND TIME PROJECT THANKS PRINT MESSAGES gt Page 48 AVSS Quick Reference Manual DELETE MAIL MESSAGES MANAGER S GOOD MORNING ROBIN TODAY IS THURSDAY 4 1 93 AT 9 22 AM MANAGER S MESSAGES 1
53. L 10 HLATR1T LATE REGISTRATION 11 HLDCT LABOR AND DELIVERY COMPLICATIONS PROCEDURES BY HOSPITAL etc HIT RETURN TO CONTINUE Q OR Q TO QUIT OR SELECTION gt 11 Enter HLDCT LABOR AND DELIVERY COMPLICATIONS PROCEDURES BY HOSPITAL ENTER BEGINNING VALUE FOR DATE OF BIRTH lt 1 1 06 gt 5 1 06 Enter 5 1 06 ENTER ENDING VALUE FOR DATE OF BIRTH lt T gt 5 31 06 Enter 5 31 06 RUN THIS REPORT IN THE BACKGROUND lt gt Y Enter SOC SAVE OUTPUT CODE gt LDCMP506 Enter Note The output code name must be 8 or less alphanumeric characters ENTER A DESCRIPTION FOR THIS REPORT MAY 2006 L amp D COMPLICATIONS Enter Note Saving the output from this report allows you to print the listing later see REPORT GENERATOR OUTPUT SAVED REPORT DELAY UNTIL NOW Enter THIS REPORT BEING RUN IN THE BACKGROUND EXIT Page 59 AVSS Quick Reference Manual Report Generator Output Saved Report OUTPUT SAVED REPORT Reports that have been run in the background may be retrieved by using this option The report may be sent to the terminal printer or to a file on the AVSS Server The reports may be printed many times until they are deleted EXAMPLE 1 OUTPUT THE DATA FROM THE QUERY SAVED AS 5 SYSTEM OPTION gt R Enter EPORT GENERATOR REPORT GENERATOR OPTION gt O Enter UTPUT SAVED REPORT ID ID CODE 13 Enter FINCH ROBIN BIRTH CLERK OUT OUTPUT REPORT CODE gt AL Enter
54. LIST TO BE SENT TO THE HEALTH DEPT SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt HO Enter SPITAL UNSENT LIST OF INCOMPLETES ENTER BEGINNING VALUE FOR DATE OF BIRTH lt 1 1 06 gt Enter 1 1 06 ENTER ENDING VALUE FOR DATE OF BIRTH lt T gt Enter 4 1 06 RUN THIS REPORT IN THE BACKGROUND lt gt Enter SAVE THE OUTPUT FROM THIS REPORT lt gt Enter OUTPUT DEVICE T Enter Note Enter a P as the output device if you would like your listing to print on your printer INCOMPLETE RECORDS NOT SENT TO HEALTH DEPARTMENT RAN ON 4 1 06 BY JONES SANDRA BIRTH CLERK FOR DATES OF BIRTH 1 1 06 THRU 4 1 06 BIRTH DATE CHILD S LAST MOTHER S BIRTH MOTHER S LAST ATTENDANT 2 20 06 PENALOZA CAMBRIA PENALOZA CALLAHAN THADDEUS SKIPPED S ITEMS 1B 3 1 06 VASQUEZ HERNANDEZ HERNANDEZ MARSHALL PEGGY FILED F AT 6A 3 4 06 JONES SANCHEZ JONES SPENCER TRUDY SKIPPED S ITEMS 12B 13D TYPE 23A 23B 3 7 06 ALEXANDER AARON ALEXANDER JURATSCH CLYDE FILED F AT MLN HOSPITAL BIRTH RECORD OPTION gt Page 43 AVSS Quick Reference Manual Hospital Birth Record Newspaper Announcement Report NEWSPAPER ANNOUNCEMENT REPORT A report containing non confidential information This information is usually provided as a courtesy to newspapers by the hospital for birth announcements SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt NE Enter WSPAPER ANNOU
55. NCEMENT REPORT DISPLAY MOTHER S MAIDEN NAME Y Enter ENTER BEGINNING VALUE FOR DATE OF BIRTH lt 1 1 93 gt 3 1 06 Enter ENTER ENDING VALUE FOR DATE OF BIRTH lt T gt 3 7 06 Enter BIRTHDATE PARENT S SEX 3 1 93 DONATO VASQUEZ amp LORRI CASTLE GIRL 3 2 93 MICHAEL VINING amp MARSHA WILLIAMS VINING GIRL 3 4 93 ROBERT JONES amp MARIA SANCHEZ JONES BOY 3 7 93 COREY ALEXANDER amp BEATRICE AARON GIRL HOSPITAL BIRTH RECORD OPTION gt Page 44 AVSS Quick Reference Manual Hospital Birth Record HP Laserjet Form Alignment HP LASERJET FORM ALIGNMENT This option allows the user to make adjustments to the print positions on the birth certificate If the print on the certificate needs to be moved left or right up or down or both the user can do this Adjustments made UP or DOWN can be done in increments 1 2 3 UP TO 1 then 2 3 4 Adjustments made LEFT or RIGHT can be in increments of whole spaces only 1 or 2 These adjustments are not for specific fields but for the entire birth certificate SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt HP Enter LASER JET FORM ALIGNMENT ENTER DEVICE 1 Enter Note If you see the message LASER JET PRINTER NOT SPECIFIED your printer setup is not defined for a laser printer See your System Manager or call the AVSS Help Desk ADJUST PRINT U P OR D OWN gt U Enter HOW MANY LINES 1 2 3 UP TO 1 23 4 gt 7
56. NES SANDRA BIRTH CLERK 1 DEPARTMENT MEETING AT 4 00PM TODAY 2 PLEASE BRING YOUR NOTES ON THE TURNAROUND TIME PROJECT 3 THANKS OK Y Enter DESCRIPTION DEPT MEETING Enter SEND SAME MESSAGE TO ANOTHER USER N Y Enter NEXT ADDRESSEE NAME LAST FIRST gt FIN ROB Enter ID A D LAST FIRST TITLE ACKNOWLEDGE CLASSIFICATION SITE 8 A FINCH ROBIN BIRTH CLERK ROBIN HOSPITAL DATA ENTRY OCNTY 19 HOSP 123 IS THIS THE PERSON Y Enter MAIL FOR FINCH ROBIN BIRTH CLERK 1 DEPARTMENT MEETING AT 4 00PM TODAY 2 PLEASE BRING YOUR NOTES ON THE TURNAROUND TIME PROJECT 3 THANKS OK Y Enter DESCRIPTION DEPT MEETING Enter SEND SAME MESSAGE TO ANOTHER USER N Enter SEND A DIFFERENT MESSAGE ADDRESSEE NAME LAST FIRST gt Enter MAILBOX OPTION Page 46 AVSS Quick Reference Manual PRINT MAIL MESSAGES MANAGER S Note When you sign on MANAGER S MESSAGES appear immediately GOOD MORNING ROBIN TODAY IS THURSDAY 4 1 06 AT 9 22 AM MANAGER S MESSAGES WILSON DENNIS SITE SYSTEM MANAGER 3 30 06 10 18 AM DESCRIPTION BACKUP SCHEDULE THE NEW BACKUP SCHEDULE FOR AVSS IS FRIDAYS AT 5 00PM PLEASE COMPLETE YOUR AVSS WORK BY THEN THANK YOU SYSTEM OPTION gt M Enter AILBOX OPTION MAILBOX OPTION gt P Enter RINT MAIL PRINT MANAGER S MESSAGES lt gt Y Enter PRINT MESSAGES gt AL 1 WILSON DENNIS SITE SYSTEM MANAGER 3 30 06 10 18 DESCRIPT
57. NEWBORN ONLY 79 Gastroschisis Assisted ventilation required immediately following 80 Limb reduction defect excluding 71 delivery congenital amputation and dwarfing 85 Assisted ventilation required for more than 6 hours syndromes 73 NICU admission 28 Cleft palate alone 86 Newborn given surfactant replacement therapy 29 Cleft lip alone 87 Antibiotics received by the newborn for suspected 30 Cleft palate with cleft lip neonatal sepsis 57 Down s Syndrome Karyotype confirmed 70 Seizure or serious neurological dysfunction 81 Down s Syndrome Karyotype pending 74 Newborn transferred to another facility within 24 Suspected chromosomal disorder hours of delivery Suspected chromosomal disorder NOT LISTED 83 Karyotype pending 00 None Newborn or Fetus 35 Hypospadias Other Conditions Procedures not Listed Newborn 88 Aortic stenosis 75 Only 89 Pulmonary stenosis Other Conditions Procedures not Listed Fetal 90 Atresia 67 Death Only 62 Additional and unspecified congenital anomalies not listed above Page 79 VS 10B RACE IDENTIFICATION WORKSHEET State of California Health and Welfare Agency Department of Health Services RACE IDENTIFICATION WORK SHEET NOTICE TO INFORMANTS Completion of this work sheet in conjunction with either the Certificate of Live Birth or the Certificate of Fetal Death is not required by state law However the information requested is essential for determining the health problems of the population grou
58. Note Enter a P as the output device if you would like your listing to print on your Printer SEX OF CHILD FEMALE 5 55 5696 MALE 4 44 4496 DO YOU WISH TO GROUP SEE DISTINCT VALUES CONTINUE OR QUIT G V C Q Q Enter REPORT GENERATOR OPTION Note If you want the file numbers of all mothers who were 15 years old or younger and had a baby during the year of 2005 EXAMPLE 2 MOTHER S AGE REPORT GENERATOR OPTION Q Enter UERY DATABASE INITIALIZING FORM SELECTION gt HCA Enter HOSPITAL BIRTH RECORD FORM SELECTION gt LCA Enter BIRTH CERTIFICATE FORM SELECTION gt Enter XIND SITE CODES gt 123 Enter XIND SITE CODES gt 19 Enter XIND SITE CODES gt Enter THE FOLLOWING SITES FORMS WILL BE REPORTED ON 19 LCA 123 HCA Note Enter the three digit code for your hospital It is located on the bottom left hand side in box A of a completed birth certificate XIND SITE CODES gt Enter Page 54 AVSS Quick Reference Manual Report Generator Query Database continued THE FOLLOWING SITES FORMS WILL BE REPORTED ON 19 LCA 123 HCA LEVEL 1 FIELD TO BE REPORTED ON gt MAGE Enter LEVEL 1 PLEASE ENTER SPECIFIC VALUE S gt 1 15 Enter LEVEL 2 FIELD TO BE REPORTED ON gt Enter INDEX TO SEARCH lt DATE OF BIRTH gt Enter ENTER BEGINNING VALUE FOR DATE OF BIRTH lt 1 1 06 gt 1 1 05 Enter 1 1 05 ENTER ENDING VALUE FOR DATE OF BIRTH l
59. RDS ON LIST R aie Lee dec seen Le re t de cbe d Dee Lans 40 REMOVING RECORDS FROM LIST nU icem eren 41 PRINTING RECORDS ON LIST rhn m h A et e bt eh De a 41 GENERATE HOSPITAL CBC FILE ette eei rt t ne tra Bre idein 42 HOSPITAL UNSENT LIST OF 0 43 NEWSPAPER ANNOUNCEMENT 44 HP LASERJET FORM ALIGNMENT intei ee ied 45 Page 3 TABLE OF CONTENTS continued MAIL BOX OE 46 SEND MAIL ont er ee aad ne E T e A ei I eels eroe du dee lg be o ae 47 PRINT emis tonio 48 MESSAGES MANAGER S ne ate de tede te tate mde dre ir Boat deisel attend nein 47 MESSAGES USER S etai be aide nme 47 DEEETE MAID tet Et eed debet iode ipee iter ttbi Sesto federe 49 MESSAGES MANAGER S 49 MESSAGES USER S tare Sa 50 REPORT STATUS OF SENT tede eB nahen 51 YOUR PASSWORD asas 52 5 555 52 REPORT GENERATOR 53 nee bl esu eremi tien 53 GENERATE REPORT RUNNING A REPORT IN THE
60. S BY HOSPITAL HED1X MATERNAL EDUCATION CROSS TABS BY HOSPITAL HETH1X ETHNICITY CROSS TABS BY HOSPITAL HGABWX GESTATIONAL AGE BY BIRTHWEIGHT BY HOSPITAL HHISPT HISPANIC SPECIFICATIONS BY HOSPITAL HLATR1T LATE REGISTRATION HLDCT LABOR AND DELIVERY COMPLICATIONS PROCEDURES BY HOSPITAL etc O gt Q N HIT RETURN TO CONTINUE Q OR Q TO QUIT OR SELECTION gt 3 Enter HANOMT CONGENITAL ANOMALIES BY HOSPITAL ENTER BEGINNING VALUE FOR DATE OF BIRTH lt 1 1 06 gt 1 1 05 Enter 1 1 05 ENTER ENDING VALUE FOR DATE OF BIRTH T 12 31 05 Enter 12 31 05 RUN THIS REPORT IN THE BACKGROUND lt gt Enter SAVE THE OUTPUT FROM THIS REPORT N Y Enter SOC SAVE OUTPUT CODE HANOMTO5 Enter Note The output code name must be 8 or less alphanumeric characters ENTER A DESCRIPTION FOR THIS REPORT gt 2005 CONGENITAL ANOMALIES REPORT Enter Note Saving the output from this report allows you to print the listing now and or print this listing later see REPORT GENERATOR OUTPUT SAVED REPORT OUTPUT DEVICE T Enter Note Enter a P as the output device if you would like your listing to print on your printer PREPARING eite teet ett eta t eene EXECUTING REPORT REPORT GENERATOR OPTION CONGENITAL ANOMALIES FOR FORM HCA BY HOSPITAL AT TEST HOSPITAL REPORT CODE HANOMT DATE RANGE 1 1 05 TO 12 31 05 TODAY 4 1 06 01 ANENCEPHALUS 740 0 740 1 740
61. SENT TO HEALTH DEPT REMOVING RECORDS FROM LIST LIST TO BE SENT TO HEALTH DEPT SELECTING RECORDS FOR LIST MAILBOX MAILBOX DELETE MAIL MAILBOX PRINT MAIL MAILBOX REPORT STATUS OF SENT MAIL MAILBOX SEND MAIL MESSAGES DELETE MANAGER S MESSAGES PRINT MANAGER S MESSAGES DELETE USER S MESSAGES PRINT USER S MODIFY USER LISTS NEWSPAPER ANNOUNCEMENT REPORT NON CONFIDENTIAL DISPLAY PASSWORD CHANGE YOUR PASSWORD PRINT RECORD PROCESS REGISTRAR REFUSED RECORDS REGISTER BIRTH RECORD REPORT GENERATOR REPORT GENERATOR DELETE SAVED REPORT REPORT GENERATOR GENERATE REPORT RUNNING A REPORT IN THE BACKGROUND REPORT GENERATOR GENERATE REPORT RUNNING A REPORT IN THE FOREGROUND Page 82 15 34 34 35 35 34 77 65 16 16 16 76 10 39 13 69 18 77 42 67 43 45 17 75 21 24 40 40 41 41 40 46 49 48 51 47 49 47 50 47 31 44 22 52 28 36 53 64 59 58 INDEX continued REPORT GENERATOR LIST SAVED REPORTS REPORT GENERATOR OUTPUT SAVED REPORT REPORT GENERATOR QUERY DATABASE SCRATCH RECORD USER LIST ADDING A NEW CERTIFIER ATTENDANT NAME USER LIST DELETING A CERTIFIER ATTENDANT USER LIST EDITING A CERTIFIER S ATTENDANT S INFORMATION USER LIST LIST CERTIFIERS ATTENDANTS USER REPORT USER REPORT BY ACTIVITY INDEX USER SUMMARY VALIDATION DISPLAY VARIABLE DISPLAY VERIFICATION LETTER VS 10A MEDICAL DATA SUPPLEMENTAL WORKSHEET VS 10B RACE IDENTIFICATION WORKSHEET YOUR PAS
62. SINESS OR INDUSTRY gt BANKING Enter 23C HIGHEST DEGREE OR LEVEL OF SCHOOL COMPLETED BY THE MOTHER gt BACH ELOR S DEGREE E G BA AB BS 24A MOTHER S RESIDENCE STREET NUMBER OR LOCATION gt 4321 MAPLE STREET Enter 24E MOTHER S RESIDENCE ZIP CODE gt 90011 Enter LOS ANGELES 24D MOTHER S STATE OF RESIDENCE CA Enter CALIFORNIA CA 24B MOTHER S COUNTY OF RESIDENCE LOS ANGELES Enter 24C MOTHER S RESIDENCE CITY OR TOWN lt LOS ANGELES gt gt Enter DO NOT ANSWER YES TO THE NEXT PROMPT UNLESS YOU HAVE RECEIVED INSTRUCTIONS ON USING THE ENUMERATION AT BIRTH CONSENT FORM Page 7 AVSS Quick Reference Manual Hospital Birth Record Register Birth Record continued SSA1 ISSUE SOCIAL SECURITY NUMBER NO Y Enter ES SSA2 SHARE SSA NUMBER WITH HEALTH DEPARTMENT lt NO gt Y Enter ES MSTREET MAILING ADDRESS STREET NUMBER amp NAME OR P O BOX PO BOX 1065 Enter MZIP MAILING ADDRESS ZIP CODE gt 90011 Enter LOS ANGELES MSTATE MAILING ADDRESS STATE gt CA Enter CALIFORNIA CA MCOUNTY MAILING ADDRESS COUNTY gt 19 Enter LOS ANGELES MCITY MAILING ADDRESS CITY OR TOWN gt LOS Enter 1 LOS ANGELES 2 LOS FELIZ 3 LOS NIETOS SELECTION gt 1 Enter LOS ANGELES Hit ENTER If mother s residence is the same as mailing address WIC DID MOTHER GET WIC FOOD FOR HERSELF DURING THIS PREGNANCY gt N Enter O CIGPN AVERAGE NUMBER OF CIG
63. SN CIGTN CNTY D DECP F FAGE GAGE GAWK 110 111 H2B 112C 113 118 118A 118B 118 119 121 I21A 121B 21 122 124 124 1240 125A 125AA 125 127 127 14 15 150 17 18 ICIGFN ICIGPN ICIGSN ICIGTN IMCITY IMCOUNTY IMSTATE ISENT ITYPE MAGE MAR MCITY MCOUNTY MHT MLN MSTATE MSTRT MWT1 MWT2 MZIP NCHSRES NEWS SENT SSA1 SSA2 TYPE WIC EXAMPLE 73 To see the usage of a record VARIABLE S gt USAGE Enter 05 NOT ON FORM lt 6 60352 60436 60139 6 60352 64822 641 15 6 60352 66878 668 40 2 60457 34591 34562 gt USAGE 0 2 USAGE 1 6 060352 66856 23C GED SOME COLLEGE USAGE 2 lt 2 60457 34591 SENT gt VARIABLE S gt Enter HOSPITAL BIRTH RECORD OPTION gt Page 20 AVSS Quick Reference Manual Hospital Birth Record Index List Display INDEX LIST DISPLAY Provides a display of birth record information in a list format The information is displayed in the same order that it was entered into the birth record All of the codes or abbreviations used for fields such as in 28A METHOD OF DELIVERY or 30 COMPLICATIONS AND PROCEDURES OF LABOR AND DELIVERY are translated so that these values may be viewed in their expanded form rather than as a code SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt INDE Enter X LIST DISPLAY FILE OR INDEX TO SEARCH gt 6960 Enter NAME DATE FILE NEXT SKIPPED 1 JONES JOHN PAUL 01 01 2007 6960 12B 13D TYPE 23A 23B
64. SWORD Page 83 63 60 63 29 30 33 32 25 26 27 23 19 37 72 74 52 AVSS QUICK REFERENCE USER S GUIDE GENERAL COMMANDS Key Action Performed by AVSS Enter ENTER Send your keyboard input into AVSS Backspace DELETE Backspace over your previous input to correct mistakes BLANK out the current data value for this data field DASH for this data field 5 CONCATENATE link together the input for several data fields BIRTH REGISTRATION COMMANDS Key Action Performed by AVSS or F1 HELP Show instructions on what AVSS wants or F2 BACKUP Return to the previous AVSS prompt L or F3 LIST Display a list of possible responses for this data item D or F4 DISPLAY the current data values for all data fields on this form E or F5 EDIT the current data value for this prompt See EDIT COMMANDS F or F6 FILE this form as incomplete at this data field H or F7 MORE HELP by showing the meaning of all AVSS commands Q or F8 QUIT and go back to the first prompt S or F9 SKIP over a data field results in an incomplete form V or F10 VALIDATE the currently entered data values for accuracy EDIT COMMANDS Key Action Performed by AVSS B BLANK out a character Replace it with a space Whole sections of letters may be converted into blanks by entering several consecutive B s D DELETE a character Consecutive deletions are allowed by entering several
65. WILSON DENNIS SITE SYSTEM MANAGER 3 30 06 10 18 DESCRIPTION BACKUP SCHEDULE THE NEW BACKUP SCHEDULE FOR AVSS IS FRIDAYS AT 5 00PM PLEASE COMPLETE YOUR AVSS WORK BY THEN THANK YOU SYSTEM OPTION gt M Enter AILBOX OPTION MAILBOX OPTION gt D Enter ELETE MAIL DELETE MANAGER S MESSAGES MESSAGES lt N gt Y Enter DELETE MESSAGES L Enter 1 WILSON DENNIS SITE SYSTEM MANAGER 3 30 93 10 18 AM DESCRIPTION BACKUP SCHEDULE DELETE MESSAGES gt 1 Enter 1 WILSON DENNIS SITE SYSTEM MANAGER 3 30 93 10 18 DESCRIPTION BACKUP SCHEDULE OK TO DELETE lt N gt Y Enter 1 DELETED DELETE MESSAGES gt Enter MAILBOX OPTION gt Page 49 Mailbox Delete Mail AVSS Quick Reference Manual MESSAGES USER S SYSTEM OPTION gt M Enter AILBOX OPTION MAILBOX OPTION gt D Enter ELETE MAIL DELETE MESSAGES L Enter 1 SANDIEGO CARMEN HOSPITAL SYSTEM MANAGER 4 1 06 10 22AM DESCRIPTION DEPT MEETING 2 JONES SANDRA BIRTH CLERK 4 1 06 10 30AM DESCRIPTION HAPPY BIRTHDAY DELETE MESSAGES gt 2 Enter 2 JONES SANDRA BIRTH CLERK 4 1 06 10 30AM DESCRIPTION HAPPY BIRTHDAY OK TO DELETE lt N gt Y Enter 2 DELETED DELETE MESSAGES gt 1 Enter 1 SANDIEGO CARMEN HOSPITAL SYSTEM MANAGER 4 1 06 10 22AM DESCRIPTION DEPT MEETING OK TO DELETE lt Y Enter 1 DELETED ALL MESSAGES DELETED MAILBOX OPTION gt Page 50 Mailbox Delete Mail continued AVSS Quick Reference
66. ct A listing of the completed records can be created to send with the certificates This listing is created from the records that have not yet been batched and are still flagged as UNSENT This list provides you with an audit trail of the records you have sent to your Local Registration District and the date that they were completed and sent A record that has been selected for this list is flagged as SENT and access to this record becomes restricted The message ACCESS TO THIS CERTIFICATE IS RESTRICTED is displayed when you try to edit or print a record that has been previously put on a list See PROCESS REGISTRAR REFUSED RECORDS Note After the record has been registered by the local Health Department it s removed permanently from the list and you will not be able to reprint a list from the past SELECTING RECORDS FOR LIST SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt L Enter IST TO BE SENT TO HEALTH DEPARTMENT THIS OPTION CAN CREATE A NEW LIST TO BE SENT TO THE HEALTH DEPARTMENT OR RE PRINT A REPORT FROM THE PAST CREATE NEW LIST Y Enter ENTER S ELECT D ISPLAY P RINT OR Q UIT gt Enter S SELECT RECORDS TO BE INCLUDED EXCLUDED IN THE LIST D DISPLAY RECORDS CURRENTLY IN THE LIST P PRINT THE LIST NOTE RECORDS WILL BE MARKED AS SENT ONLY AFTER BEING PRINTED Q QUIT THIS FUNCTION AND RETURN TO THE SUB OPTION MENU ENTER S ELECT D ISPLAY P RINT OR Q UIT gt S Enter
67. d Record Count By Last File Date based on a user specified date range SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt US Enter 1 USER REPORT 2 USER REPORT BY ACTIVITY INDEX 3 USER SUMMARY SELECTION gt 3 Enter BEGINNING DATE lt 1 1 2006 gt 040106 Enter 4 1 2006 ENDING DATE lt TODAY gt 043006 Enter 4 30 2006 RUN THIS REPORT IN THE BACKGROUND lt gt Enter SAVE THE OUTPUT FROM THIS REPORT lt N gt Enter OUTPUT DEVICE lt T gt Enter Note Enter a P as the output device if you would like your listing to print on your printer RECORD COUNT BY DATE OF REGISTRATION 04 27 2006 1 USER COUNT BY DATE OF REGISTRATION MCCARROLL JESSICA SYSTEM 1 RECORD COUNT BY LAST FILE DATE 04 26 2006 3 04 27 2006 1 TOTAL 4 USER COUNT BY LAST FILE DATE MCCARROLL JESSICA SYSTEM 3 NISHIDA GLEN AVSS PROJECT 1 Page 27 AVSS Quick Reference Manual Hospital Birth Record Print Record PRINT RECORD To print a baby s record SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt PRI Enter NT RECORD FILE OR INDEX TO SEARCH gt 6960 Enter 4 NAME DATE FILE NEXT SKIPPED IS THIS THE PERSON Y Enter OUTPUT DEVICE lt P gt Enter HOSPITAL BIRTH RECORD OPTION gt Page 28 AVSS Quick Reference Manual Hospital Birth Record Scratch Record SCRATCH RECORD To remove a baby s record whether it s a duplicate or m
68. e hospital This is not a legal document The letter contains non confidential birth information The standard AVSS Verification Letter may be printed on plain white paper or a customized Verification Letter can be printed using hospital letterhead or any other stationery of your choice FOR RECORDS THAT HAVE NOT BEEN REGISTERED BY THE COUNTY SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt VE Enter RIFICATION LETTER FILE OR INDEX TO SEARCH gt 5542 Enter NAME DATE FILE NEXT SKIPPED 1 BACON EMILY JOY 02 28 2006 5542 IS THIS THE PERSON Y Enter OUTPUT DEVICE P Enter HOSPITAL BIRTH RECORD OPTION gt FOR RECORDS THAT HAVE BEEN REGISTERED BY THE COUNTY SYSTEM OPTION gt B Enter IRTH CERTIFICATE BIRTH CERTIFICATE OPTION H Enter OSPITAL VERIFICATION LETTER FILE amp OR INDEX TO SEARCH DR Enter DR HOSPITAL NUMBER DIRECTORY 15 HOSPITAL CODE gt 000 Enter Enter your three digit hospital code If you don t know your code look in Box A of a certificate 4A DATE OF BIRTH 010107 Enter OUTPUT DEVICE P Enter BIRTH CERTIFICATE OPTION gt Page 37 AVSS Quick Reference Manual Hospital Birth Record Verification Letter continued Note Sample of letter with your hospital letterhead AVSS TEST HOSPITAL 123 Main St Santa Monica Califonia OUR MEDICAL RECORDS INDICATE THAT THE FOLLOWING CHILD EMILY JOY BACON WAS BORN IN THIS FACILITY
69. en data data field s The information entered into your computer Refers to either a single piece of information or a collection of information database A collection of many files related to a particular topic e g birth records default A field which appears to be pre entered and does not require you to enter any data e g field of Birth Certificate always contains the value SINGLE device Refers to a piece of hardware such as a terminal printer or modem disk A device for storing data which are commonly classified as hard disks and floppy disks also known as diskettes disk crash The failure of your computer s hard drive This failure usually occurs suddenly and can result in the loss of your data disk drive A device that can be used to read and write on a hard disk or diskette diskette Sometimes called floppy disk in contrast to hard disk A diskette is a piece of flexible plastic Common sizes include 5 1 4 inch and 3 1 2 inch diameter edit To change the data which has been entered into your computer error A problem occurring during the use of AVSS which may prevent you from proceeding You should note the error then contact your AVSS programmer field A reserved area in a record used for storage of specific information file A collection of records containing similar information file number The number used to identify and file this record into AVSS floppy disk An informal name for a diskette hard disk
70. er F ILE E DIT VALIDATE D ISPLAY OR P RINT F Enter FILING HOSPITAL BIRTH RECORD EDIT ANOTHER Y N Enter HOSPITAL BIRTH RECORD OPTION gt MODIFY FIELD S HOSPITAL BIRTH RECORD OPTION gt E Enter DIT RECORD FILE OR INDEX TO SEARCH gt 6960 Enter NAME DATE FILE NEXT SKIPPED 1 JONES JOHN PAUL 01 01 2007 6960 IS THIS THE PERSON Y Enter Note If you receive the warning ACCESS TO THIS CERTIFICATE IS RESTRICTED please call your local county Health Department or the AVSS Help Desk at 916 449 5174 to release the record back to you Page 13 AVSS Quick Reference Manual Hospital Birth Record Edit Record continued Note The following line illustrates the CONCATENATE command FIELD S TO MODIFY gt 20A 25A Enter 20A FATHER S USUAL OCCUPATION gt lt PROGRAMMER gt SYSTEM MANAGER Enter 25 DATE LAST NORMAL MENSES BEGAN lt 04 2006 gt 041206 Enter 04 12 2006 lt ASSUMED DATE CONVERTED TO 04 12 2006 GESTATIONAL AGE COMPUTED FROM LAST NORMAL MENSES 37 5 WEEKS FIELD S TO MODIFY gt 9B Enter 9B MIDDLE NAME OF MOTHER gt ELENA ALENA Enter FIELD S TO MODIFY Enter ATTEMPTING TO CENSUS TRACT FATHER S AGE COMPUTED FROM FIELD 8 IS OUTSIDE THE RANGE 15 THRU 64 INCLUSIVE VALIDATION FAGE THE STATE REGISTRAR REQUIRES THAT THE FOLLOWING COMBINATION OF FIELD S VALUE S BE VALIDATED FIELD 8 05 05 1939 FIELD FAGE 67
71. er YSTEM MAINTENANCE OPTION SYSTEM MAINTENANCE OPTION gt ID Enter FILE ID FILE FUNCTION gt L Enter IST LIST ACTIVE USERS ONLY Y N Enter ID LAST FIRST TITLE ACKNOWLEDGE CLASSIFICATION SITE 7 BERENGER THOMAS CLERK TOM COUNTY DATA ENTRY CNTY 19 HOSP 6 D DORFMAN RENEE MANAGER RENEE SITE SYSTEM MANAGER CNTY HOSP 8 A FINCH ROBIN BIRTH CLERK ROBIN HOSPITAL DATA ENTRY CNTY 19 HOSP 123 2 A JONES SANDRA BIRTH CLERK SANDY HOSPITAL DATA ENTRY CNTY 19 HOSP 123 3 D LAMOREAUX BELINDA LINDA HOSPITAL DATA ENTRY CNTY 19 HOSP 123 1 SANDIEGO CARMEN CARMEN SITE SYSTEM MANAGER CNTY HOSP 4 A WILSON DENNIS SYS MGR DENNIS SITE SYSTEM MANAGER CNTY HOSP 5 A WALTERS PEGGY CLERK PEGGY HOSPITAL DATA ENTRY CNTY 19 HOSP 123 ID FILE FUNCTION gt LIST USERS LAST LOGIN SYSTEM OPTION gt S Enter YSTEM MAINTENANCE OPTION SYSTEM MAINTENANCE OPTION gt ID Enter FILE ID FILE FUNCTION gt U Enter SER LAST LOGIN LIST 04 11 06 12 23 PM FINCH ROBIN BIRTH CLERK 04 11 06 08 01 AM WILSON DENNIS SYS MGR 04 10 06 05 22 PM BERENGER THOMAS CLERK 04 10 06 03 52 PM JONES SANDRA BIRTH CLERK 04 10 06 01 36 PM SANDIEGO CARMEN 04 08 06 03 02 PM WALTERS PEGGY CLERK 02 14 06 08 52 AM LAMOREAUX BELINDA 12 10 06 09 10 AM DORFMAN RENEE MANAGER ID FILE FUNCTION gt Page 68 CLASSIFICATION SECURITY OPTION TABLES Classification types 100 SITE SYSTEM MANAGER 200 COUNTY SYSTEM MANAGER 300 HOSPITAL SYSTEM MANAGER 400
72. gt AL Enter ENTER A TO ADMIT A PERSON E TO EDIT A PERSON D TO DEACTIVATE A PERSON R TO REACTIVATE A PERSON L TO LIST ID FILE ENTRIES U FOR USER LIST BY LAST LOGIN ID FILE FUNCTION A Enter NAME LAST FIRST MIDDLE TITLE gt FINCH ROBIN BIRTH CLERK Enter PERSON NOT FOUND NAME LAST FIRST MIDDLE TITLE FINCH ROBIN BIRTH CLERK Enter Note AVSS is confirming for you that there is no other user being admitted by that name If there had been a user with the same or similar name that user would have been displayed and you would choose to continue or not CLASSIFICATION gt L Enter 1 SYSTEM MANAGER 100 SITE SYSTEM MANAGER 200 COUNTY SYSTEM MANAGER 300 HOSPITAL SYSTEM MANAGER 400 REMOTE HOSPITAL MANAGER 500 COUNTY DATA ENTRY 600 HOSPITAL DATA ENTRY 700 REMOTE HOSPITAL DATA ENTRY 800 ANALYST 900 RESERVED FOR FUTURE USE CLASSIFICATION gt 600 Enter Note See the CLASSIFICATION SECURITY OPTION TABLES for a breakdown of the access provided each classification LOG IN PASSWORD BABY Enter ACKNOWLEDGEMENT NAME gt ROBIN Enter Note The acknowledgement name is the name that AVSS greets you with when you first sign on Page 65 AVSS Quick Reference Manual System Maintenance ID File continued CONTACT PHONE NUMBER gt 213 555 2222 Enter Note Enter the phone number where you can normally be reached at work ALL COUNTYS lt N gt Enter CNTY
73. his form VARIABLE S gt Enter 2 SEX OF CHILD lt MALE gt 7 FATHER S STATE OF BIRTH lt AK gt ALASKA 8 FATHER S DATE OF BIRTH lt 05 05 25 gt 10 MOTHER S STATE OF BIRTH lt MEXICO gt 10 lt gt 11 MOTHER S DATE OF BIRTH lt 06 06 66 gt 14 NAME AND TITLE OF CERTIFIER IF NOT ATTENDANT lt gt 18 FATHER S RACE lt ENGLISH IRISH gt 19 FATHER HISPANIC lt NO gt 21 MOTHER S RACE lt WHITE gt 22 MOTHER HISPANIC lt GUATEMALAN gt 22 RECHECK lt gt 26 BIRTHWEIGHT lt 3331 gt 29 COMPLICATION OF PREGNANCY AND CONCURRENT ILLNESSES lt 00 gt NONE 30 COMPLICATIONS OF LABOR AND DELIVERY lt 00 gt NONE 31 ABNORMAL CONDITIONS AND CLINICAL PROCEDURES RELATING TO THE NEWBORN lt 00 gt NONE HIT RETURN TO CONTINUE Q OR Q TO QUIT gt Q Enter HOSPITAL BIRTH RECORD OPTION gt Page 19 AVSS Quick Reference Manual Hospital Birth Record Variable Display continued EXAMPLE 2 To see a list of the variables available VARIABLE S gt AL Enter or Press the F3 Key THE FOLLOWING VARAIBLES ARE AVAILABLE 2 78 10 11 14 18 19 20 21 22 23 26 29 30 31 32 33 FILE UPDT USAGE VALD VER 12A 12B 12C 13B 13C 13D 15A 18A 18B 18C 19L 1A 1B 1C 20A 20B 20C 21A 21B 21C 22L 23A 23B 23C 24A 24B 24C 24D 24E 25A 25AA 25B 25BA 25C 25D 26A 26B 27A 27B 27C 27D 27E 27F 28A 28AA 28AB 28AC 28AD 28AE 28B 3A 3B 4A 5B 5C 5D 6A 6B 6C 9A 9B 9C A APGAR1 APGAR10 5 B BPF CIGFN CIGPN CIG
74. istake please contact your local Health Department or the AVSS Help Desk at 916 449 5174 Page 29 AVSS Quick Reference Manual Hospital Birth Record Modify User Lists MODIFY USER LISTS Please see HOSPITAL BIRTH RECORD OPTION ATTENDANT LIST for additions changes and deletions to an attendant This suboption may be used to add change delete or list user defined attendants or certifiers etc Keeping this list current reduces the amount of time you may spend typing in this repetitive data ADDING A NEW CERTIFIER ATTENDANT NAME SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt M Enter ODIFY USER LISTS CALIST LIST TO EDIT gt AL Enter or Press the F3 key ATTENDANT LIST MD CERTIFIER LIST ADMIN REPORTER LIST PEDIATRICIAN LIST PRENATAL CARE PROVIDER LIST DELIVERY NURSE LIST FUNERAL DIRECTOR LIST EMBALMER LIST DISPOSTION LIST CERTIFIER LIST DEATHS CORONER LIST CALIST LIST TO EDIT gt CE Enter 1 CERTIFIER LIST ADMIN 2 CERTIFIER LIST DEATHS SELECTIONS gt 1 Enter CERTIFIER LIST ADMIN CACE ATTENDANT S LAST NAME gt PATILLO Enter CAEN FIRST NAME gt ELIZABETH Enter CAMI MIDDLE INITIAL gt R Enter CATI CERTIFIER TITLE gt MED REC CLK Enter PATILLO ELIZABETH R MED REC CLK 1234567890123456789012345678901 Note If you receive the following message WARNING THIS ENTRY IS TOO LONG MAX 26 PLEASE EDIT THE ITEMS AND REMOVE 5
75. n aee aster beds tes 21 NON CONFIDENTIAL 22 VALIDATION DISPLAY een de x iode cem et 23 INDIVIDUAL INQUIRY 2 Ae u Sun qaa ERE nu 24 CUR eua bean ad hat ad cic Het ea 25 USER REPORT BY ACTIVITY INDEX u ee edt eee c 26 USER SUMMARY ete ni aee uec reme o e ce 27 PRINT RECORD in heb RR Eae ues eet ies 28 SGRATGH REGORD came 29 MODIFY USER LIS TS citatus qe re ee mede es rn cade repete 30 ADDING A NEW CERTIFIER ATTENDANT 30 EDITING A CERTIFIER S ATTENDANT S 31 LIST GERTIFIERS ATTENDANTS etate te eH Ec fe RR 32 DELETING 33 ATTENDANT LIST eR ehh 34 ADDING NEW 34 e t bet 34 IBI PAARE 35 DELETING AN ATTENDANT iuter ege ete tet e re cate etre 35 PROCESS REGISTRAR REFUSED RECORDS 36 VERIFICATION LET ER iic e emere gie Rate n Ge Rad E 37 DUPLICATE RECORD REPORT BASED ON 39 LIST TO BE SENT TO HBALTH DEPT ee ci een eic fg ced 40 SELECTING RECORDS FOR LIST ssc itta tt de io ec 40 DISPLAYING RECO
76. nations Prenatal visits greater than 49 Gestation lt 140 days and birthweight gt 2000 grams Birthweight lt 1000 grams and tbere is no date of death Birthweight gt 6500 grams Birth order greater than birth type Date of registration more than 1 year after date of birth Date of registration is before date of birth Date of death is before date of birth Birthweight unknown for in hospital birth Live births now living gt 9 Live births now dead gt 9 Total previous pregnancies gt 19 Other terminations before 20 weeks gt 9 Other terminations after 20 weeks gt 9 Page 74 CROSS REFERENCES AVSS will not allow data values that do not satisfy cross references If the cross reference cannot be resolved satisfactorily the only recourse is to use tbe SKIP command for the offending data FIELD S 3B gt 3A 4A gt 1 yr 4A gt 0 17 17 15A 4A lt 0 WARNINGS DESCRIPTION Birth order greater than birth type Date of registration more than 1 year after date of birth Date of registration is before date of birth Date of death is before date of birth Birthweight unknown for in hospital birth No date of last live birth when 27A 27B gt 0 No date of last termination when 27D 27E gt 0 Date of birth precedes date of last live birth Date of birth precedes date of last termination Not the first child of a multiple birth and no previous pregnancies Repeat delivery but no pre
77. o three letters and choose from a list You must choose from the AVSS List If it is absolutely necessary to enter a race not contained on the AVSS List please contact your local registrar of births 19 FATHER HISPANIC NO Enter 18A FATHER S RACE 1 gt IRI Enter SH Page 6 AVSS Quick Reference Manual Hospital Birth Record Register Birth Record continued 18B FATHER S RACE 2 gt JA Enter JACK WHITE JACKSON WITE JAMAICAN JAPANESE JAVA Q OO N SELECTION gt 4 Enter JAPANESE 18C FATHER S RACE 3 gt CHUM Enter ASH 20 FATHER DATE LAST WORKED MONTH YEAR gt 12 06 Enter 20A FATHER S USUAL OCCUPATION gt PROGRAMMER Enter 20B FATHER S USUAL KIND OF BUSINESS OR INDUSTRY gt BANKING Enter 20C HIGHEST DEGREE OR LEVEL OF SCHOOL COMPLETED BY THE FATHER gt 12 12TH GRADE BUT NO DIPLOMA DO NOT ENTER 12 IF THE FATHER EARNED A HIGH SCHOOL DIPLOMA GED OR HIGHER DEGREE 12 SHOULD ONLY BE ENTERED IF THE FATHER COMPLETED THE 12TH GRADE BUT DID NOT EARN A DIPLOMA ARE YOU SURE lt N gt Y Enter 22 MOTHER HISPANIC gt MEXI Enter CAN 21A MOTHER S RACE 1 gt HISP Enter 1 HISPANIC 2 HISPANO SELECTION 1 Enter HISPANIC 21B MOTHER S RACE 2 gt SAM Enter OAN 21C MOTHER S RACE 3 gt Enter 23 MOTHER DATE LAST WORKED MONTH YEAR 11 06 Enter 23A MOTHER S USUAL OCCUPATION gt VICE PRESIDENT Enter 23B MOTHER S USUAL KIND OF BU
78. ps noted below and your cooperation is appreciated Completion of this work sheet in conjunction with the Certificate of Death is mandatory RACE ETHNICITY FATHER PARENT RACE ETHNICITY AND EDUCATION WORKSHEET For Reference Only RACE ETHNICITY MOTHER PARENT HISPANIC LATINO SPANISH check 1 box Enter specific origin on the certificate Is the FATHER PARENT Hispanic Latino Spanish No not Hispanic Latino Spanish Yes Mexican Mexican American Chicano Yes Central American Yes South American Yes Cuban Yes Puerto Rican Yes Other Hispanic Latino Spanish Specify HISPANIC LATINA SPANISH check 1 box Enter specific origin on the certificate Is the MOTHER PARENT Hispanic Latina Spanish No not Hispanic Latina Spanish Yes Mexican Mexican American Chicana Yes Central American Yes South American Yes Cuban Yes Puerto Rican Yes Other Hispanic Latina Spanish Specify RACE check 1 2 or 3 boxes Enter up to 3 races on the certificate The FATHER PARENT is White Asian Indian Black or African American Cambodian American Indian or Alaska Native Chinese includes North South or Filipino Central Hmong American Indian Aleut or Japanese Alaska Native Korean Specify Laotian Thai Tribe s Vietnamese Other Asian Specify Native Hawaiian Guamanian Samoan Other Pacific Islander Specify Other Specify Other Specify Other Specif
79. r level on the certificate 0 11 grade Enter highest year completed 12 grade no diploma Enter 12 ND High school graduate or GED completed Enter HS GRADUATE or GED Some college credit but no degree Enter SOME COLLEGE Associate degree e g AA AS Enter ASSOCIATE Bachelor s degree e g BA AB BS Enter BACHELOR S Master s degree e g MA MS MEd MSW MBA Enter MASTER S Doctorate e g PhD EdD or Professional degree e g MD DO DDS DVM LLB JD RN NP PA Enter DOCTORATE or PROFESSIONAL Page 81 INDEX ALPHA LIST OF RECORDS ATTENDANT LIST ATTENDANT ADDING A NEW ATTENDANT ATTENDANT DELETING AN ATTENDANT ATTENDANT EDIT AN ATTENDANT ATTENDANT LIST ATTENDANTS BIRTH REGISTRATION COMMANDS CLASSIFICATION SECURITY OPTION TABLES COMPLETE INCOMPLETE RECORD COMPLETE INCOMPLETE RECORD INCOMPLETE RECORD COMPLETE INCOMPLETE RECORD SKIPPED FIELD S CROSS REFERENCES VALIDATIONS AND WARNINGS DISPLAY RECORD DUPLICATE RECORD REPORT BASED ON NAME EDIT RECORD ERRORS WARNINGS FILING VARIABLE LIST GENERAL COMMANDS GENERATE HOSPITAL CBC FILE GLOSSARY OF TERMS HOSPITAL BIRTH RECORD OPTION HOSPITAL UNSENT LIST OF INCOMPLETES HP LASERJET FORM ALIGNMENT INCOMPLETE RECORD REPORT INDEX INDEX LIST DISPLAY INDIVIDUAL INQUIRY LIST TO BE SENT TO HEALTH DEPT LIST TO BE SENT TO HEALTH DEPT DISPLAYING RECORDS ON LIST LIST TO BE SENT TO HEALTH DEPT PRINTING RECORDS ON LIST LIST TO BE
80. r spinal anesthesia during labor Mother transferred for delivery from another facility for maternal medical or fetal indications Enter up to 9 codes separated by commas for the most important COMPLICATIONS OF PLACENTA CORD AND MEMBRANES 38 13 39 20 17 Rupture of membranes prior to onset of labor Abruptio placenta Placental insufficiency Prolapsed cord Chorioamnionitis MATERNAL MORBIDITY 24 40 41 42 43 44 Maternal blood transfusion Third or fourth degree perineal laceration Ruptured uterus Unplanned hysterectomy Admission to ICU Unplanned operating room procedure following delivery NONE OR OTHER COMPLICATIONS PROCEDURES NOT LISTED 00 31 None Other Labor Delivery Complications Procedures not Listed Item 31 Birth Item 35 Fetal Death NEWBORN ABNORMAL CONDITIONS AND CLINICAL PROCEDURES RELATING TO THE ABNORMAL CONDITIONS AND CLINICAL PROCEDURES RELATING TO THE FETUS Enter up to 10 codes separated by commas for the most important conditions procedures Page 78 CONGENITAL ANOMALIES NEWBORN OR FETUS ABNORMAL CONDITIONS NEWBORN OR FETUS 01 Anencephaly 66 Significant birth injury skeletal fracture s peripheral 02 Meningomyelocele Spina bifida nerve injury and or soft tissue solid organ 76 Cyanotic congenital heart disease hemorrhage which requires intervention 77 Congenital diaphragmatic hernia ADDITIONAL ABNORMAL CONDITIONS PROCEDURES 78 Omphalocele
81. s and the types of activities for each birth record Activities include entering updating and printing certificates and the time it takes to do each A report can be printed in a summary format or all activities of each record can be displayed The statistics for this report were gathered on the basis of the date of birth SYSTEM OPTION gt H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt US Enter 1 USER REPORT 2 USER REPORT BY ACTIVITY INDEX 3 USER SUMMARY SELECTION gt 1 Enter SEARCH DATA BY FILE NUMBER RANGE F OR DATE RANGE D D Enter BEGINNING DATE 1 1 2006 1 1 2006 ENDING DATE TODAY 10 3 2006 SUMMARY STATISTICS ONLY lt Y gt Enter RUN THIS REPORT IN THE BACKGROUND lt gt Enter SAVE THE OUTPUT FROM THIS REPORT N Enter OUTPUT DEVICE T Enter Note Enter a P as the output device if you would like your listing to print on your printer LEHMAN EMILY ENTERED 1 AVG ELAPSED TIME OF 16 40 N 1 LINKED 0 UPDATED 1 AVG ELAPSED TIME OF 8 43 1 PRINTED 0 MCCARROLL JESSICA ENTERED 7 AVG ELAPSED TIME OF 8 48 7 LINKED 0 UPDATED 12 AVG ELAPSED TIME OF 1 40 N 11 PRINTED 0 NISHIDA GLEN ENTERED 0 LINKED 0 UPDATED 6 AVG ELAPSED TIME OF 1 58 N 6 PRINTED 1 AVG ELAPSED TIME OF 0 12 1 e ke ke e e He He e He He e e H e e He He KKK IKK RIKKI ARK IARI KARE kk k kk k k TOTALS HIT RETURN TO CONTINUE Q OR Q
82. spital Birth Record Register Birth Record REGISTER BIRTH RECORD The process in AVSS of entering and storing data needed to complete a certificate of live birth Data entry is accomplished using a simple item by item prompting sequence All information is entered in the same order that it will be later be displayed on a CERTIFICATE OF LIVE BIRTH After entering the data you will be allowed to print and then file the data as a permanent record AVSS If you do not know what to enter how to spell the word press F1 or Type for help or L for a list You can also type the first one to three letters then enter to get a shorter list Note If you are entering a birth that occurred outside of your hospital be sure you signed onto AVSS using the HOME password SYSTEM OPTION H Enter OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt R Enter EGISTER BIRTH RECORD BPF BABY S PATIENT FILE NUMBER gt 696 Enter 1A FIRST GIVEN NAME OF CHILD JOHN Enter 1B MIDDLE NAME OF CHILD PAUL Enter 1C LAST FAMILY NAME OF CHILD SURNAME JONES Enter CHECKING FOR POSSIBLE DUPLICATES USING JON JO USE CTRL C TO TERMINATE SEARCH 2 SEX OF CHILD M Enter ALE THIS BIRTH SINGLE TWIN ETC SINGLE Enter DATE OF BIRTH gt 010107 Enter CONVERTED TO 01 01 2007 CHECKING FOR POSSIBLE DUPLICATES USING JON JO 1 1 2007 USE CTRL C TO TERMINATE SEARCH 4B HOUR OF BIRTH
83. t T gt 12 31 05 Enter 12 31 05 DO YOU WANT FILE VARIABLE VALUES ON ALL RECORDS FOUND DURING THE QUERY lt N gt Y Enter Note Enter a Y here if you wish to see the record number for each match in your query SAVE THESE COMMANDS FOR THE REPORT GENERATOR N Enter RUN THIS REPORT IN THE BACKGROUND lt gt Enter SAVE THE OUTPUT FROM THIS REPORT lt gt Y Enter SOC SAVE OUTPUT CODE gt MAGE05 Enter ENTER A DESCRIPTION FOR THIS REPORT gt 2005 MOTHERS UNDER 15 Enter Note Saving the output from this report allows you to print the listing now and or print this listing later see REPORT GENERATOR OUTPUT SAVED REPORT OUTPUT DEVICE lt T gt Enter Note Enter a P as the output device if you would like your listing to print on your Printer SEARCHING DATABASE XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 117 CERTIFICATES ARE REGISTERED 118 CERTIFICATES OF THOSE HAD OTHER THAN THE SPECIFIED VALUE S LEAVING 4 THE NUMBER OF CERTIFICATES REPORTED ON IS 4 3 4296 DO YOU WISH TO GROUP SEE DISTINCT VALUES CONTINUE OR QUIT G V C Q V Enter OUTPUT DEVICE T Enter Note Enter a P as the output device if you would like your listing to print on your Printer MOTHER S AGE AT CHILD S BIRTH 1 15 4 SUCCESSES 113 FAILURES 3 42 15 3515 123 1 25 FILE 3515 123 HCA 14 3690 123 1 25 FILE 3690 123 HCA 15 8684 123 1 25 FILE 8684 123 HCA 14 1200619000125 19 1 25 FILE 120061
84. ter RECORD INCLUDED 2F VINING SHANTELL TRANICE 3 2 06 6500 INCLUDE Y N Q N Y Enter RECORD INCLUDED 3M JONES JOHN PAUL 3 4 06 6960 12B 13D TYPE 23A 23B INCLUDE Y N Q N Enter 4 ALEXANDER JANE MARIE 3 7 06 6961 INCLUDE Y N Q N Enter NO MORE UNSENT RECORDS Note Display the selected records again then continue with printing the final list Once this list has been printed records will be marked as sent and cannot be removed from the list PRINTING RECORDS ON LIST ENTER S ELECT D ISPLAY P RINT OR Q UIT gt P Enter OUTPUT DEVICE lt P gt Enter ALPHABETIC LIST FOR AVSS TEST HOSPITAL DATE 3 8 06 SEX LAST FIRST MIDDLE EVENT DATE FILE SKIPPED 1 F VASQUEZ MARRINA JASMINE 3 1 06 5720 2F VINING SHANTELL TRANICE 3 2 06 6500 ENTER S ELECT D ISPLAY P RINT OR Q UIT gt Q Enter HOSPITAL BIRTH RECORD OPTION gt Page 41 AVSS Quick Reference Manual Hospital Birth Record Generate Hospital CBC File GENERATE HOSPITAL CBC FILE This option will allow you to create an ASCII file of your hospital records You may ask your local Health Department or the AVSS Help Desk to create the file for you since the file will be saved on the AVSS Server and downloaded via AVSS FX application Page 42 AVSS Quick Reference Manual Hospital Birth Record Hospital Unsent List Of Incompletes HOSPITAL UNSENT LIST OF INCOMPLETES A report listing records which are not complete and ready to be added to the
85. vious pregnancies Date informant signed precedes date of birth Date certifier signed precedes date of birth Date of last normal menses precedes date of birth Years of education completed greater than mother s age Years of education completed greater than father s age Date of registration precedes date informant signed Date of registration precedes date certifier signed AVSS displays a caution message when data values do not satisfy the warnings but will continue to allow the record to be filed and printed FIELD S IC not 6C 3A 3B gt 1 amp 27C 27F not 4A 26 lt 2500 amp GAGE gt 36wks 24E amp 24D disagree 24E amp 24B disagree 24E amp 24C disagree 12A 4A gt 5days 27C 11 lt 15yrs 27F 11 lt 15yrs GAGE lt 20wks GAGE gt 48wks 19wks lt GAGE lt 37wks 42wks lt GAGE lt 49wks MAGE 27C lt 5yrs FAGE 24C lt 5yrs DESCRIPTION Child s and father s last names differ Not the first child of a multiple birth and birth date is not equal to date of last live birth or termination 1 day Birthweight lt 2500 grams and gestational age gt 36 weeks Zip code and state of mother s residence do not agree Zip code and county of mother s residence do not agree Zip code and city of mother s residence do not agree Date informant signed is more than five days after date of birth Mother was less than 15 years old at date of last live birth Mother was less than 15 years old at date of last termination
86. y EDUCATION FATHER PARENT RACE check 1 2 or 3 boxes Enter up to 3 races the certificate The MOTHER PARENT is White Asian Indian Black or African American Cambodian American Indian or Alaska Native Chinese includes North South or Filipino Central Hmong American Indian Aleut or Japanese Alaska Native Korean Specify Laotian Thai Tribe s Vietnamese Other Asian Specify Native Hawaiian Guamanian Samoan Other Pacific Islander Specify Other Specify Other Specify Other Specify EDUCATION MOTHER PARENT Page 80 Check 1 box that best describes the highest degree or level of school completed by the FATHER PARENT at the time of the delivery Enter education degree or level on the certificate 0 11 grade Enter highest year completed 12 grade no diploma Enter 12 ND High school graduate or GED completed Enter HS GRADUATE or GED Some college credit but no degree Enter SOME COLLEGE Associate degree e g AA AS Enter ASSOCIATE Bachelor s degree e g BA AB BS Enter BACHELOR S Master s degree e g MA MS MEd MSW MBA Enter MASTER S Doctorate e g PhD EdD or Professional degree e g MD DO DDS DVM LLB JD RN NP PA Enter DOCTORATE or PROFESSIONAL Check 1 box that best describes the highest degree or level of school completed by the MOTHER PARENT at the time of the delivery Enter education degree o
87. y BPF is the variable name for the Baby s Patient File number These variable names or field names exactly match the numbers on a Certificate of Live Birth Page 72 ERRORS WARNINGS ACCESS TO THIS CERTIFICATE IS RESTRICTED HORIZONTAL ADJUSTMENT OUT OF RANGE LASERJET PRINTER NOT SPECIFIED VERTICAL ADJUSTMENT OUT OF RANGE WARNING SOURCE FORM HAS SKIPPED FIELDS CONTINUE lt Y gt WARNING SOURCE FORM SELECTED HAS BEEN FILED CONTINUE lt Y gt YOUR PASSWORD HAS EXPIRED CHANGE YOUR PASSWORD YOUR PASSWORD WILL EXPIRE IN x DAYS Page 73 See HOSPITAL BIRTH RECORD PROCESS REGISTRAR REFUSED RECORDS See HOSPITAL BIRTH RECORD HP LASERJET FORM ALIGNMENT See HOSPITAL BIRTH RECORD HP LASERJET FORM ALIGNMENT See HOSPITAL BIRTH RECORD HP LASERJET FORM ALIGNMENT See HOSPITAL BIRTH RECORD COMPLETE INCOMPLETE RECORD See HOSPITAL BIRTH RECORD COMPLETE INCOMPLETE RECORD See YOUR PASSWORD CHANGE YOUR PASSWORD See YOUR PASSWORD CHANGE YOUR PASSWORD AVSS CROSS REFERENCES VALIDATIONS AND WARNINGS FROM CBC SPECS VALIDATIONS AVSS requires the user to confirm data values that do not satisfy validations Records cannot be printed or filed unless inconsistencies are validated or tbe SKIP command is used for the questionable data which will result in an incomplete record FIELD S IC 2characters 2 not 1 or 2 3A gt 3 3B 1 amp 4A 27C lt 9mos 4A 25A gt lyr 4A 27C gt

Quick Reference User`s Manual, part 1 - AVSS

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