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USER`S MANUAL - AVSS - University of California, Santa Barbara

1. STATE FILE NUMBER USE BLACK INK ONLY 1A NAME OF CHILD FIRST GIVEN 1B MIDDLE 1C LAST FAMILY THIS l l CHILD 2 SEX 3A THIS BIRTH SINGLE TWIN ETC 98 IF MULTIPLE THIS CHILD 1ST 4A DATE OF BIRTH MONTH DAY YEAR 4B HOUR 24 HOUR CLOCK TIME 2 A 5 K l l 5A PLACE OF BIRTH NAME OF HOSPITAL OR FACILITY 5B STREET ADDRESS STREET NUMBER OR LOCATION PLACE Ei 8C CITY 8D COUNTY 5E PLANNED PLACE OF BIRTH FATHER 6A NAME OF FATHER FIRST GIVEN 6B MIDDLE 6C LAST FAMILY 7 STATE OF BIRTH 8 DATE OF BIRTH OF CHILD MOTHER 9 NAME OF MOTHER FIRST GIVEN 9B MIDDLE 196 LAST MAIDEN 10 STATE OF BIRTH 11 DATE OF BIRTH OF CHILD PARENT S CERTIFY THAT HAVE REVIEWED THE 12 PARENT OR OTHER INFORMANT SIGNATURE 12B RELATIONSHIP TO CHILD 12C DATE SIGNED STATED INFORMATION AND THAT IT IS TRUE CERTIFI AND CORRECT TO THE BEST OF MY CATION KNOWLEDGE CERTIFY THAT THE CHILD WAS BORN ALIVE 13A ATTENDANT OR CERTIFIER SIGNATURE DEGREE OR TITLE 13B LICENSE NUMBER 13C DATE SIGNED AT THE DATE HOUR AND PLACE STATED CERTIFI CATION 1 Bru 13D TYPED NAME TITLE AND MAILING ADDRESS OF ATTENDANT 14 TYPED NAME AND TITLE OF CERTIFIER IF OTHER THAN ATTENDANT 15A DATE OF DEATH 15B STATE FILE NO 16 LOCAL REGISTRAR SIGNATURE 17 DATE ACCEPTED FOR REGISTRATION LOCAL STATE USE
2. 27F 30 00 31 00 A 444 B X D 1 E 1 BPF 655982 FAGE 24 MAGE 21 GAGE 286 GAWKA40 6 TYPE M D SENT ENTERED CLERK BIRTH 2 12 93 LAST UPDATED SHIFT NIGHT 2 18 93 HIT RETURN TO CONTINUE Try displaying a few records before proceeding further so that you feel comfortable with the person selection process then you may wish to try editing a record Note that AVSS will display the name of the user who entered the record BIRTH CLERK here After you have edited a record you will find that AVSS will note that fact also This audit trail information will be useful if there is ever any question regarding the validity of birth record data VERSION 4 3 APRIL 1993 OVERVIEW OF STANDARD OPTIONS PAGE 3 7 3 3 3 Edit Record AVSS will not only save you time in the production of birth records and other public health forms it can greatly speed up the correction process Since errors made on vital records cannot simply be erased or struck out even a small error usually requires that the entire form be re typed This can be time consuming using manual methods and can also result in additional errors In contrast it can be accomplished in just a few minutes with AVSS using the EDIT RECORD suboption since AVSS requires that you correct only the erroneous data value The EDIT RECORD process begins in the same way as DISPLAY RECORD The person selection procedure is identical to that described above and the data are displayed in the same
3. CORONER 6 D C CHIROPRACTOR OR DC 6 D O DOCTOR OF OSTEOPATHY 2 E M T EMERGENCY MEDICAL TECHNICIAN OR EMT 6 F N P FAMILY NURSE PRACTITIONER OR ENP 4 FACOG PHYSICIAN BOARD CERTIFIED 1 FATHER 6 FIREMAN C P T CERTIFIED 6 FRIEND 6 LN M INTERIM NURSE MIDWIFE LICENSE PENDING OR INM 5 INTERN 1 L V N LICENSED VOCATIONAL NURSE OR LVN 6 M A MEDICAL ASSISTANT OR MA OR BMQA 4 M D MEDICAL DOCTOR OR MD 1 M R C MEDICAL RECORDS CLERK OR MRC 6 M S MEDICAL STUDENT OR MS 1 5 ETC 6 MIDWIFE WITH LICENSE OR IN HOSPITAL 5 HIT RETURN TO CONTINUE Q TO QUIT OR ENTER VALUE ENTER MIDWIFE WITHOUT LICENSE 5 N P NURSE PRACTITIONER OR NP 4 OTHER 6 P A PHYSICIAN S ASSISTANT OR PA 4 P A C PHYSICIAN S ASSISTANT BMQA OR PAC 4 PARAMEDIC MICP 6 PARENTS 6 R N REGISTERED NURSE OR RN 4 R N C REGISTERED NURSE CONSULTANT OR RNC 4 R N M REGISTERED NURSEIMIDWIFE OR RNM 5 R N P REGISTERED NURSE PRACTITIONER OR RNP 4 RELATIVE 6 RESIDENT 1 S N M STUDENT NURSE MIDWIFE LICENSE PENDING OR SNM 5 UNATTENDED 9 UNKNOWN 9 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 ENTER THIS FIELD IS OPTIONAL IF THE CERTIFIER IS NOT THE ATTENDANT OF THIS BIRTH ENTER THE NAME AND TITLE OF THE CERTIFIER IF NOT ON THE LIST VERSION 4 3 APRI
4. CERTIFICATE OF LIVE BIRTH MEDICAL DATA SUPPLEMENTAL WORK SHEET Continued Circle up to ten codes for the most important conditions procedures Item 31 ABNORMAL CONDITIONS AND CLINICAL PROCEDURES RELATING TO THE NEWBORN Circle up to ten codes for the most important conditions procedures CENTRAL NERVOUS SYSTEM CNS 01 Anencephalus 740 0 with or without spina bifida Include craniorachischisis 740 1 and iniencephaly 740 2 02 Open spina bifida 741 0 741 9 If hydrocephalus is also present enter code 05 in addition to code 02 03 Encephalocele 742 0 04 Microcephalus 742 1 05 Hydrocephalus 741 0 742 3 If spina bifida is also present enter code 02 in addition to code 05 06 Other anomalies of central nervous system remainder of 740 742 EYE 07 Anophthalmos 743 0 08 Congenital cataract 743 3 09 Coloboma 743 4 Exclude other anomalies of anterior segments 10 Other anomalies of eye remainder of 743 EAR FACE NECK 11 Branchial clefts cyst sinus and or fistula 744 4 12 Other anomalies of ear face and or neck remainder of 744 CIRCULATORY SYSTEM 13 Truncus arteriosus 745 0 14 Transposition of great vessels 745 1 15 Tetralogy of Fallot 745 2 16 Ventricular septal defect VSD 745 4 17 Atrial septal defect ASD 745 5 18 Endocardial cushion defects 745 6 19 Valve stenosis and or insufficiency 746 0 746 6 20 Hypoplastic left heart syndro
5. MLNM V MAGE2 V MAGE3 V PRVST V GABW V BWI V BW2 V UKBW C LBNL V LBND V TP V OTB20 V OTA20 V DLB1 C DLT1 C DLB2 C DLT2 C 1C lt 2characters 2 not 1 2 3A gt 3 3B gt GA 3B 1 amp 4A 27C 9mos 17 4A gt lyr 17 4A gt 0 15A 4A lt 0 4A 25A gt lyr 4A 27C gt 35yrs 27C 27F gt 35yrs 4A 27F gt 35yrs 15yrs gt FAGE 8 gt 64yrs 6C lt 2characters 15yrs gt MAGE 1 1 gt 49yrs 9C lt 2characters 11 lt 15yrs amp 27A 27B gt 0 11 15 16yrs amp 27A 27B gt 1 11 17yrs amp 27A 27B gt 2 11 18 19yrs amp 27A 27B gt 3 11 lt 15 amp 270 27 gt 0 11 15 16 amp 270 27 gt 1 11 17yrs amp 27D 27E gt 2 11 18 19yrs amp 27D 27E gt 3 25C gt 49 4A 25A lt 140 amp 26 gt 2000 26 1000 amp 15A null 26 gt 6500 26 unk amp A not 000 27A gt 9 27B gt 9 27A 27B 27C 27D gt 19 27D gt 9 27E gt 9 27A 27B gt 08 amp 27C null 27D 27E gt 0 amp 27F null 4A 27C lt 0 4A 27F lt 0 DESCRIPTION Child s last name has less than 2 characters Sex is undetermined Plurality is greater than 3 Birth order greater than birth type Last live birth less than 9 months prior to date of birth 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 LMP precedes date of birth by more th
6. 2400 HH HOURS MM MINUTES THE MINUTES MM MUST BE LESS THAN 60 TIME MAY ALSO BE ENTERED USING NORMAL AM PM FORMAT 7 45 AM OR 7 45 A OR 07 45 A WILL ALL BE CONVERTED TO 0745 LIKEWISE 1 30 PM OR 1 30 P OR 01 30 WILL BE CONVERTED TO 1330 4B HOUR OF BIRTH gt 10 53 P ENTER CONVERTED TO 2253 SE PLANNED PLACE OF BIRTH gt 2 ENTER THIS ITEM IS REOUIRED ENTER THE TYPE OF FACILITY WHERE THE PARENT S PLANNED TO HAVE THIS BIRTH THIS INFORMATION IS NECESSARY TO STUDY THE PLANNED USE OF ALTERNATIVE BIRTHING SITES ENTER ENOUGH CHARACTERS TO IDENTIFY ONE OF THE PLANNED PLACES OR L FOR A LIST OF VALID PLACES THE THREE PREFERRED ENTRIES ARE HOSPITAL BIRTH CENTER OR RESIDENCE SE PLANNED PLACE OF BIRTH gt AL ENTER BIRTH CENTER HOSPITAL OTHER RESIDENCE UNKNOWN UNPLANNED SE PLANNED PLACE OF BIRTH gt H ENTER OSPITAL 6A FIRST NAME GIVEN NAME OF FATHER gt ROBERT ENTER 6B MIDDLE NAME OF FATHER gt DAVID ENTER 6C LAST FAMILY NAME OF FATHER gt JONES ENTER 7 FATHER S STATE OF BIRTH gt AL ENTER ABU DHABI ADEN AND THE PROTECTORATE OF SOUTH ARABIA ADEN PROTECTORATE ADMIRALTY ISLANDS AEGEAN ISLANDS APRIL 1993 VERSION 4 3 PAGE 5 8 AVSS USER S MANUAL AFARS AFGHANISTAN AFRICA SOUTH AFRICA SOUTH WEST AGALEGA ISLANDS AGRIHAN ISLAND AGUIJAN ISLAND AHVENANMAA AILINGLAPALAP ATOLL AJMAN AK ALASKA AL ALABAMA ALABAMA ALAMAGAN ISLAND HIT R
7. APRIL 1993 VERSION 4 3 PAGE 5 22 AVSS USER S MANUAL 15A 18 ENGLISH IRISH 118 11 19 NO 20A PROGRAMMER 20B BANKING 20C 17 21 WHITE 121 10 22 GUATEMALAN 23A TELLER 23B BANKING 23C 12 24A 4321 MAPLE STREET 24B LOS ANGELES 24C LOS ANGELES 24D CA 24E 90012 25A 05 90 25B 3RD 25C 12 25D 02 26 242428A 01 27 0 27B 1 27D 1 27E 0 28B 02 29 30 27 03 04 93 27F 08 88 30 21 31 00 A XXX B 19 D 3 E 1 BPF 655983 FAGE 35 MAGE 24 GAGE 293E GAWK 41 6E TYPE C N M NEWS NO SENT HIT RETURN TO CONTINUE ENTER GESTATIONAL AGE COMPUTED FROM LAST NORMAL MENSES 41 6E WEEKS F ILE E DIT V ALIDATE D ISPLAY OR PRINT gt E ENTER FIELD S TO MODIFY 25B 26 ENTERI 25B MONTH OF PREGNANCY OR DATE PRENATAL CARE BEGAN lt 3RD gt 4 ENTER TH 25B MONTH OF PREGNANCY OR DATE PRENATAL CARE BEGAN 4TH ENTER 26 BIRTH WEIGHT lt 2424 gt 549 ENTER WEIGHT OF 5 POUNDS AND 9 OUNCES CONVERTED TO GRAMS 2523 26 BIRTH WEIGHT 2523 ENTER FIELD S TO MODIFY gt GESTATIONAL AGE COMPUTED FROM LAST NORMAL MENSES 41 6E WEEKS F ILE E DIT V ALIDATE D ISPLAY OR P RINT F ENTER FILING HOSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION VERSION 4 3 APRIL 1993 APPENDIX PAGE A 1 TABLE A 1 AVSS CROSS REFERENCES VALIDATIONS FROM CBC SPECS NAME FIELD S CLNM V SEX V PLURAL V MBO C DOLLBI V DRGA C DRGB C DOD C LMP V DOLLB2 V DOLLB3 V DOLTP V FAGE V FLNM V MAGEI V
8. An AVSS term defined for the first time and listed in Table 1 2 FEEN Very important information VERSION 4 3 APRIL 1993 INTRODUCTION PAGE 1 3 TABLE 1 2 SPECIAL TERMS The following special terms are used in this manual in other words AVSS jargon These terms are introduced in quotes on the page indicated below We suggest that you refer to this table when you are unsure of the meaning of a particular AVSS term Terms audit trail backing out carrier control key cursor data field or data item data value default device disk crash edit electronic mail 3 2 error trap facsimile display filing information APRIL 1993 Page 3 6 2 3 2 1 2513 2 4 2 4 2 4 2 8 4 4 2 2 8 Meaning Information describing the interactions by all users who have worked on a specific AVSS record A way to exit AVSS The electronic medium by which data are transmitted over telephone lines The key usually marked CTRL The position indicator on the video screen An area on a public health form requesting specific information Specific informational content of a data field A previously entered data value An electronic input output mechanism attached to the computer for example a terminal printer or modem A catastrophic failure of a computer s mass storage unit To change a data value or to confirm the consistency of a data value A means of electronically sen
9. It is also possible to select only one data field or a group of data fields to display Also the VARIABLE DISPLAY suboption allows you to inspect the values of the AVSS internal variables The latter are created during data entry for certain fields to be used in reports computer tapes or for mathematical computations A useful example is the gestational age of the infant as computed from the date of birth and date of last normal menses in days GAGE or in completed weeks GAWK Other internal variables correspond to coded equivalents of ordinary data items these are preceded with the letter T For example 118 is the numerical code corresponding to the father s race ethnicity Item 18 on the California Certificate of Live Birth The VARIABLE DISPLAY suboption uses the person selector process as discussed previously and prompts for specific variables to be displayed APRIL 1993 VERSION 4 3 PAGE 3 14 AVSS USER S MANUAL VARIABLE S gt ENTER ENTER TO SEE ALL VARIABLES ON THIS FORM L TO SEE A LIST OF THE VARIABLES AVAILABLE D TO SEE THE NORMAL DISPLAY OF THIS FORM THE NAME OF THE VARIABLE YOU WISH TO SEE A LIST OF VARIABLE NAMES SEPARATED WITH SEMI COLONS VARI VAR2 TO SEE VARIABLES INCLUSIVE BETWEEN VARI AND VAR2 VAR TO SEE ALL VARIABLES BEGINNING WITH VAR VARIABLE S gt L ENTER THE FOLLOWING VARIABLES ARE AVAILABLE 2 7 8 10 11 14 18 19 21 22 26 29 30 31 FILE UPDT USAGE VALD VER 12B 12C
10. Replace it with a space Whole sections of letters may be converted into blanks by entering several consecutive B s DELETE a character Consecutive deletions are allowed by entering several 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 REPLACE character for character Type the replacement characters after the R QUIT Cancel all modifications restore the line to its original form and start over Must be the first character in the edit line CONTROL COMMANDS Action Performed by AVSS OBTAIN the PASSWORD prompt or terminate a long listing STOP a display RESTART a display stopped by a CTRL S ERASE an entire input line CHANGE PASSWORD Select YOUR PASSWORD option under SYSTEM OPTION by typing Y ENTER Select CHANGE YOUR PASSWORD suboption by typing C ENTER Enter your current password Note passwords are not displayed on the screen Enter your new password Note do not use your name or any obvious word Enter your new password again for confirmation OTE AFTER IT HAS BEEN CHANGED ONLY YOU WILL KNOW YOUR PASSWORD SIGNING OFF 1 Press the ENTER key or followed by ENTER until AVSS says GOODBYE 2 To return to AVSS you must get a PASSWORD prompt as explained in GETTING STARTED above USER NOTES VERSION 4 3 APRIL 1993 APRIL 1993 VERSION 4 3
11. key is on then press the ENTER key or the CTRL C key ask your AVSS trainer which one until the computer responds Locate the two other important AVSS keys the and the In most cases AVSS will prompt for your password PASSWORD gt After you correctly type your password followed by the ENTER key AVSS will greet you as follows WELCOME TO AVSS 4 3 Automated Vital Stalislics System YOUR SITE NAME DISPLAYED HERE Copyright 1987 The Regents of the University of California GOOD AFTERNOON USER TODAY IS MONDAY 6 10 93 AT 3 05 PM LAST LOGIN ON 6 8 93 AT 1 07 PM SYSTEM OPTION gt This completes the sign on procedure and you are ready to use AVSS Note that for security reasons the password characters you type do not appear on the terminal screen Only you should know your password See Chapter 3 for more password procedures You will have three attempts to successfully enter your password If you fail after three attempts AVSS will log a security report Again be sure that the CAPS LOCK key is engaged In the unlikely event that today s date time or the date time of your last login appears to be in error report this fact immediately to the system manager at your site Note also that if you do not respond to the computer within a minute it will terminate your AVSS session VERSION 4 3 APRIL 1993 HOW TO USE AVSS PAGE 2 3 2 2 BASIC FEATURES The most frequent application of AVSS is to automate a pu
12. 1 48 Missing fingers and or toes part of 755 2 part of 755 3 49 Other missing extremity partial or complete remainder of 755 2 755 4 50 Craniosynostosis part of 756 0 Exclude acrocephaly hypertelorism and oxycephaly 51 Chondrodystrophy 756 4 MUSCULOSKELETAL DEFORMITIES Continued 52 53 54 55 56 Anomalies of diaphragm 756 6 Gastroschisis exomphalos or omphalocele 756 7 551 1 552 1 553 1 Exclude simple umbilical hernia Other anomalies of musculoskeletal system remainder of 754 756 SKIN NAILS HAIR 757 0 757 9 VISIBLE AMNIOTIC BANDS Amniotic band syndrome affecting the child 658 8 CHROMOSOMAL ANOMALIES 57 58 59 60 Down s syndrome trisomy 21 758 0 Other autosomal trisomies 758 1 758 2 758 5 Include Patau s syndrome trisomy 13 Edwards syndrome trisomy 18 and other autosomal trisomies Abnormalities of sex chromosomes 758 6 758 8 Include Turner s syndrome and Klinefelter s syndrome Other conditions due to chromosome anomalies remainder of 758 61 MULTIPLE NONSPECIFIC ANOMALIES 759 7 62 OTHER AND UNSPECIFIED CONGENITAL ANOMALIES remainder of 759 OTHER CONDITIONS AND PROCEDURES 63 Anemia hct lt 39 and or hgb lt 13 due to Rh antibodies 730 0 due to ABO antibodies 773 1 due to fetal blood loss 776 64 Fetal alcohol syndrome part of 760 7 65 Drug withdrawal syndrome 779 5 66 Birth injury w
13. 1 SYMBOLS AND CONVENTIONS USED IN THIS MANUAL A number of symbols and conventions are used throughout this manual to help you better understand AVSS procedures They are as follows Convention INPUT CAPS LOCK SHIFT ENTER DEL or DELETE BACKSPACE or lt CTRL x gt BOLD CAPITALS SMALL CAPITALS lt DEFAULT gt AVSS term Description Any specific key or series of keystrokes that you enter See Tables 2 1 2 2 and 2 3 The upper case lock key When it is on all alphabetic characters will be capitalized Be sure that it is on before using AVSS This key is used to select the symbols associated with the upper row of number keys for example the g key It must be depressed and held down when used Using it with the g key will result in the character The Enter or Carriage Return Key The Delete Key used to correct mistakes on DEC compatible terminals and computers The Backspace Key used to correct mistakes on IBM compatible terminals and computers The CTRL key pressed at the same time as an alphabetic key see Table 2 4 For example CTRL C indicates pressing the C key while holding down the CTRL key The circumflex or up arrow obtained by holding down the SHIFT key while pressing the g key The AVSS prompt indicator Indicates your key entry responses Indicates the AVSS response to you A data value already entered by you or by AVSS
14. 2 gt NOW I AM GOING TO TRY THE EDIT COMMANDS 3 gt TO SHOW HOW I CAN CORRECT MISTAKES 4 gt IT DOES WORK OK OK lt Y gt ENTER SENT VERSION 4 3 APRIL 1993 EXAMPLES PAGE 5 5 SEND MANAGER S MESSAGE lt N gt ENTER ADDRESSEE NAME LAST FIRST gt ENTER MAILBOX OPTION gt 5 3 HOSPITAL BIRTH RECORD REGISTRATION HOSPITAL BIRTH RECORD OPTION gt R ENTER EGISTER CHILD BPF BABY S PF gt 655982 ENTER THIS BABY S PF HAS ALREADY BEEN USED FOR HOSPITAL BIRTH RECORD SMITH JANE MARY 2 12 93 BPF BABY S PF gt 655983 ENTER 1A CHILD S FIRST NAME gt JOHN ENTER 1B CHILD S MIDDLE NAME gt PAUL ENTER 1C CHILD S LAST NAME gt JONES ENTER 2 CHILD S SEX gt L ENTER MALE FEMALE UNDETERMINED 2 CHILD S SEX gt M ENTER ALE 3A THIS BIRTH SINGLE TWIN ETC lt SINGLE gt AL ENTER 1 SINGLE TWIN TRIPLET QUADRUPLET CUINTUPLET SEXTUPLET SEPTUPLET OCTUPLET QUADRUPLET QUINTUPLET SINGLE TRIPLET TWIN 3A THIS BIRTH SINGLE TWIN ETC lt SINGLE gt T ENTER APRIL 1993 VERSION 4 3 PAGE 5 6 AVSS USER S MANUAL 1 TRIPLET 2 TWIN SELECTION gt 2 ENTER TWIN 3B CHILD IST 2ND ETC lt 1ST gt 2 ENTER THIS FIELD IS REQUIRED ENTER THE BIRTH ORDER 1 2 3 ETC OF THIS CHILD OR L FOR A LIST OF POSSIBLE BIRTH ORDERS THE NUMBER ENTERED MUST BE LEGAL FOR THE MULTIPLICITY OF THIS BIRTH LE IF THIS BIRTH IS TWIN THE NU
15. 5 AND 7 0 5 ALL INDICATE 7 POUNDS AND ONE HALF OUNCE NOTE HOWEVER THAT 7 5 WILL BE CONVERTED TO 7 5 BY THE INPUT CLEANING PROCESS AND BE CONSIDERED AS 7 5 POUNDS HIGH BIRTH WEIGHTS THOSE ABOVE 6500 GMS ARE VALIDATED LOW BIRTH WEIGHTS UNDER 1000 GMS ARE VALIDATED WHEN THERE IS NO DATE OF DEATH ENTERED UNKNOWN BIRTH WEIGHT IS ONLY ALLOWED FOR NON HOSPITAL BIRTHS IF THE BABY WAS NOT WEIGHED ENTER N W 26 BIRTH WEIGHT gt 5 5 5 ENTER WEIGHT OF 5 POUNDS AND 5 5 OUNCES CONVERTED TO GRAMS 2424 WARNING BIRTH WEIGHT APPEARS TO BE LOW FOR THIS GESTATIONAL AGE PLEASE CHECK BIRTHDATE 4A DATE OF LAST MENSES 25A DATE OF LAST LIVE BIRTH 27C OR TERMINATION 27F AND BIRTH WEIGHT 26 27A NUMBER OF LIVE BIRTHS NOW LIVING EXCLUDING THIS CHILD 07 ENTER 27B NUMBER OF LIVE BIRTHS NOW DEAD 0 ENTER 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 88 ENTER 8 88 ASSUMED DATE WARNING THIS IS NOT THE FIRST CHILD OF A MULTIPLE BIRTH 3A 3B ITEM 27E OR 27F SHOULD BE THE SAME AS THE DATE OF BIRTH APRIL 1993 VERSION 4 3 PAGE 5 18 AVSS USER S MANUAL 28A METHOD OF DELIVERY ENTER Four consecutive up arrow commands to go back and correct a mistake 27B NUMBER OF LIVE BIRTHS NOW DEAD 0 1 ENTER 27C DATE OF LAST LIVE BIRTH lt gt T ENTER 3 4 93
16. BUSINESS OR INDUSTRY lt USAF gt NUMBER OF HIGHEST GRADE COMPLETED FOR MOTHER lt 13 gt MOTHER S RESIDENCE STREET NUMBER 4400 HORNBEIN BLVD APT 12 gt MOTHER S RESIDENCE ZIP CODE 95842 SACRAMENTO MOTHER S STATE OF RESIDENCE CA CALIFORNIA MOTHER S COUNTY OF RESIDENCE SACRAMENTO MOTHER S RESIDENCE CITY OR TOWN SACRAMENTO DATE LAST NORMAL MENSES BEGAN 08 27 89 gt MONTH OF PREGNANCY OR DATE PRENATAL CARE BEGAN IST NUMBER OF PRENATAL VISITS lt 16 gt RINCIPAL SOURCE OF PAY FOR PRE CARE 05 OTHER GOVT PROGRAMS IRTHWEIGHT 4600 7 JMBER OF LIVE BIRTHS NOW LIVING EXCLUDING THIS CHILD 07 JMBER OF LIVE BIRTHS NOW DEAD 0 MBER OF MISCARRIAGES BEFORE 20 WEEKS 0 JMBER OF MISCARRIAGES AFTER 20 WEEKS lt 0 gt METHOD OF DELIVERY lt 03 gt VAGINAL BIRTH SPONTANEOUS PRINCIPAL SOURCE OF PAY DELIVERY lt 05 gt OTHER GOVT PROGRAMS COMPLICATION OF PREGNANCY AND CONCURRENT ILLNESSES lt gt COMPLICATIONS OF LABOR AND DELIVERY lt 00 gt NONE ABNORMAL CONDS CLINICAL PROCS THE NEWBORN lt 00 gt NONE ZZ NEWS INCLUDE THIS BIRTH IN NEWSPAPER REPORT lt YES gt VERSION 4 3 APRIL 1993 OVERVIEW OF STANDARD OPTIONS PAGE 3 17 3 3 10 Non Confidential Display As shown in the Appendix the California Certificate of Live Birth Form VS 10 is partitioned into a non confidential upper part and a lower confidential portion The upper part is a matter of public record and t
17. ONLY REGISTRAR CONFIDENTIAL INFORMATION FOR PUBLIC HEALTH USE ONLY 18 RACE 19 SPANISH HISPANIC 20A USUAL OCCUPATION 208 USUAL KIND OF BUSINESS OR INDUSTRY 206 EDUCATION VAS COMPLETED FATHER 21 22 SPANISH HISPANIC 23A USUAL OCCUPATION 23B USUAL KIND OF BUSINESS OR INDUSTRY 230 EDUCATION YRS COMPLETED 1 i 24A RESIDENCE STREET NUMBER OR LOCATION 248 COUNTY MOTHER 24 CITY 1240 STATE 24E ZIP CODE 25A DATE LAST NORMAL MENSES BEGAN 125B MONTH PRENATAL CARE BEGAN 25C NUMBER OF PRENATAL VISITS 27 PREGNANCY HISTORY COMPLETE EACH SECTION LIVE BIRTHS OTHER TERMINATIONS MEDICAL DO NOT COUNT THIS CHILD EXCLUDE INDUCED ABORTIONS DATA 25D PRINCIPAL SOURCE OF PAYMENT 26 BIRTHWEIGHT 28A METHOD OF DELIVERY NOW LIVING NOW DEAD BEFORE 20 WEEKS AFTER 20 WEEKS FOR PRENATAL CARE ENTER THE A IB e IE APPROPRIATE one s ron reus 99 EXPECTED PRINCIPAL SOURCE OF PAYMENT p9 COMPLICATIONS AND PROCEDURES OF PREGNANCY AND CONCURRENT ILLNESSES DATE OF LASTLIVEBIRTH DATE OF LAST OTHER TERMINATION 25D AND 28A THRU 31 FROM THE VS10A F SUPPLEMENTAL 80 COMPLICATIONS AND PROCEDURES OF LABOR AND DELIVERY 31 ABNORMAL CONDITIONS AND CLINICAL PROCEDURES RELATED TO THE NEWBORN A A d ENSUS TRACT STATE A B C D E F CENSUS TRAC REGISTRAR NOTICE THE INFORMATION YOU PROVIDE IN COMPLETING THE BOTTOM HALF OF THE BIRTH CERTI
18. PLACE OF BIRTH HOSPITAL 6A FIRST GIVEN NAME OF FATHER lt ROBERT gt 6B MIDDLE NAME OF FATHER lt ALLEN 6C LAST FAMILY NAME OF FATHER SURNAME lt SMITH 7 FATHER S STATE OF BIRTH lt MN MINNESOTA 8 FATHER S DATE OF BIRTH 1 12 67 APRIL 1993 VERSION 4 3 PAGE 3 16 AVSS USER S MANUAL 9A 9B 9C MLN 10 11 12B 12C 13D 13B TYPE 13C 14 15A 18 19 20A 20B 20C 2 22 23A 23B 23C 24A 24E 24D 24B 24C 25A 25B 25C 25D 26 27A 27B 27D 27E 28A 28B 29 30 31 FIRST GIVEN NAME OF MOTHER lt LYNETT gt MIDDLE NAME OF MOTHER lt DIANE gt BIRTH LAST FAMILY NAME OF MOTHER MAIDEN SURNAME lt MCCORD gt MOTHER S CURRENT LAST NAME lt SMITH gt MOTHER S STATE OF BIRTH lt KY gt KENTUCKY MOTHER S DATE OF BIRTH lt 2 2 70 gt INFORMANT S RELATIONSHIP TO CHILD lt MOTHER gt DATE INFORMANT SIGNED lt 6 12 93 gt NAME OF ATTDNT lt E PAUL REED MD LT COL MATHER AFB gt ATTENDANT LICENSE NUMBER lt A 12345 gt ATTENDANT CODE lt M D gt DATE ATTENDANT OR CERTIFIER SIGNED lt 6 12 93 gt NAME AND TITLE OF CERTIFIER IF NOT ATTENDANT lt gt DATE OF DEATH lt gt FATHER S RACE WHITE FATHER HISPANIC NO FATHER S USUAL OCCUPATION lt MECHANIC gt FATHER S USUAL KIND OF BUSINESS OR INDUSTRY PRIVATE CO NUMBER OF HIGHEST GRADE COMPLETED FOR FATHER lt 15 gt MOTHER S RACE WHITE MOTHER HISPANIC NO MOTHER S USUAL OCCUPATION lt SHT METAL TECH MOTHER S USUAL KIND OF
19. REFUSED 99 UNKNOWN APRIL 1993 VERSION 4 3 PAGE 5 12 18 FATHER S RACE gt WH ENTER 10 WHITE SPECIFY TYPE FOR FATHER S RACE IF YOU WISH OTHERWISE HIT RETURN gt L ENTER AFGHANISTAN AFRICAN ALGERIAN AMERICAN AMISH ANGLO SAXON APACHE INDIAN ARABIAN ARAPAHOE INDIAN ARIKARA INDIAN ARMENIAN ARYAN ASIAN INDIAN ASIATIC ASSINIBOINE ASSYRIAN ATHAPASCAN AUSTRALIAN AUSTRIAN AZORES AVSS USER S MANUAL HIT RETURN TO CONTINUE Q TO QUIT OR ENTER VALUE gt ENG ENTER 1 ENGLISH 2 ENGLISH FRENCH 3 ENGLISH IRISH SELECTION gt 3 ENTER ENGLISH IRISH SPECIFICATION MADE RACE NOW CODED TO 11 19 FATHER HISPANIC gt L ENTER CHICANO CUBAN MEX AMERICAN MEX CHICANO MEXICAN MX MX AM CHI NO OTHER PUERTO RICAN VERSION 4 3 APRIL 1993 EXAMPLES PAGE 5 13 UNKNOWN WITHHELD 19 FATHER HISPANIC gt N ENTER O 20A FATHER S USUAL OCCUPATION gt PROGRAMMER ENTER 20B FATHER S KIND OF BUSINESS gt BANKING ENTER 20C NUMBER OF HIGHEST GRADE COMPLETED OR COLLEGE 13 17 FOR FATHER gt ENTER THIS IS VOLUNTARY AT THE DISCRETION OF THE PARENT BUT REQUIRED BY AVSS ENTER THE NUMBER OF THE HIGHEST GRADE COMPLETED 1 THRU 12 OR COLLEGE YEARS COMPLETED 13 1 YEAR COLLEGE 14 2 YEARS 0 INDICATES NO SCHOOLING IF THIS INFORMATION IS NOT AVAILABLE ENTER UNK IF THE INFORMANT DECLINES TO ANSWER THIS QUESTION ENTER WITHHELD REPORT ONLY COMPLETED YEARS OF EDUC
20. WEEKS F ILE E DIT V ALIDATE D ISPLAY OR P RINT gt F ENTER FILING HOSPITAL BIRTH RECORD 3 3 6 Incomplete Record Report There are two ways to find the records having missing data fields the ALPHA LIST OF RECORDS or INCOMPLETE RECORD REPORT As discussed in Section 3 3 4 the former displays all records and their state of completion for a specific time range and over a specified alphabetical range of last names Since most records will be complete the ALPHA LIST is an inefficient and time consuming way to identify which records are incomplete A more direct procedure is the INCOMPLETE RECORD REPORT When you select this suboption AVSS will ask for a range of birth dates and proceed as follows BEGINNING DATE gt 1 1 93 ENTER 1 1 93 ENDING DATE T ENTER 3 1 93 RUN THIS REPORT IN BACKGROUND lt N gt ENTER SAVE OUTPUT FROM THIS REPORT lt N ENTER OUTPUT DEVICE T ENTER INCOMPLETE RECORDS FOR FORM HOSPITAL BIRTH RECORD INDEX FILED SKIPPED 652183 9A 9B 9C 653232 6A 654321 24A 24D 24F 655982 29 656159 30 31 32 SUMMARY REPORT FOR INCOMPLETE CERTIFICATES SITE CODE 0 FORM HOSPITAL BIRTH RECORD FOR DATE RANGE 1 1 93 TO 3 1 93 THERE ARE 5 INCOMPLETE FORMS TOTAL NUMBER OF CERTIFICATES 8 NUMBER OF INCOMPLETE CERTIFICATES 5 For the test hospital having a SITE CODE of 0 the report found five incomplete records of which two were filed before completion while the remaining three h
21. be completed using the COMPLETE INCOMPLETE RECORD suboption Note that you cannot file without first completing the basic AVSS filing information which is usually name event date and filing number MORE HELP H or F7 Up Arrow H During registration there is an additional help facility available to you If you are unsure about the meaning of the registration commands entering an H or F7 for AVSS PC will display an on screen summary of the command information presented in this section QUIT Q or F8 Up Arrow Q Meaning go back and quit Q or F8 for AVSS PC returns you to the first prompt of the current form At this first prompt either the Q or the will abort entry of the current form after AVSS confirms that you really want to do this VERSION 4 3 APRIL 1993 HOW TO USE AVSS PAGE 2 13 SKIP 8 or F9 Up Arrow S This command tells AVSS that you wish to temporarily skip a response it is used most often when information is not available for a required data item If S is used the form will be marked as incomplete It is not necessary to use S to skip over an optional data item an ENTER alone will suffice but if you do that item will be marked by AVSS as incomplete Later when you have the necessary data you can complete the missing information using the COMPLETE INCOMPLETE RECORD suboption Using S results in an incomplete record even when used for optional data items You
22. cannot skip AVSS filing information name event date and filing number VALIDATE V or F10 Up Arrow V As explained above AVSS not only performs error checking and validation procedures as each data item is entered but it also performs a more extensive set of checks after all the data items have been entered If you wish to execute these validation procedures before all items have been completed you may use the V or F10 for AVSS PC command In summary there are ten registration commands that may be used during the data entry portion of AVSS activities This most commonly occurs during the form registration process As with all AVSS commands the registration commands are executed interactively first by typing the command in response to an AVSS prompt indicated by a 7 then by pressing ENTER 2 6 CONTROL COMMANDS In addition to the five basic commands the ten registration commands and the five edit commands there are four special commands recognized by AVSS They are executed by first pressing the CTRL or control key Like the SHIFT key the CTRL key is used in conjunction with other keys Hold it down while pressing the appropriate key to generate the following control commands TABLE 2 4 CONTROL COMMANDS Key Action Performed by AVSS CTRL C OBTAIN the PASSWORD prompt or to terminate a long listing CTRL S STOP a display CTRL Q RESTART a display stopped by a CTRL S CTRL U ERASE an entire inpu
23. how many messages you have The L command will display a numbered list showing who sent you mail and when To see your messages just enter a list of their numbers for example 2 3 6 or ALL to see all of them Pressing ENTER alone returns you to the MAILBOX option 3 2 3 Delete Mail To delete mail select the DELETE MAIL suboption To determine which messages to delete you may use the L command to review the list of your numbered messages Just as in sending mail you can selectively delete individual messages or you can use ALL to delete all of your messages 3 3 HOSPITAL BIRTH RECORD The HOSPITAL BIRTH RECORD is a frequently used AVSS system option Moreover it is a model option for illustrating the many activities related to entering and managing data abstracted from other public health forms Thus it provides an ideal training vehicle for more complex options One of the best ways to learn AVSS is to assume that you are a hospital data entry person with the task of registering a birth record You may wish to use the test hospital that has been set up for training purposes and enter fictitious names and data Try to be realistic at first then after you have gained some confidence you can try entering some erroneous data to see if AVSS can detect your trickery However we do suggest that you use current dates for your examples After you have entered several cases using the REGISTER RECORD suboption you can try the other
24. information indicated onto the appropriate certificate If this work sheet is completed in conjunction with either the Certificate of Live Birth or the Certificate of Fetal Death discard after completion Do not retain in medical records Do not submit this work sheet with ANY of the certificates associated with its use VERSION 4 3 APRIL 1993 APPENDIX PAGE A 5 FIGURE A 3 VS 10A MEDICAL DATA SUPPLEMENTAL WORKSHEET FRONT State of California Health and Welfare Agency Department of Health Services CERTIFICATE OF LIVE BIRTH MEDICAL DATA SUPPLEMENTAL WORK SHEET For Hospital Use Only USE THE CODES CIRCLED ON THIS WORK SHEET FOR THE APPROPRIATE ENTRY IN ITEMS NUMBERED 25D AND 28A THROUGH 31 ON THE CERTIFICATE OF BIRTH Item 25D PRINCIPAL SOURCE OF PAYMENT FOR PRENATAL CARE Circle one code only 01 Medicare 09 Self pay 02 Medi Cal except CPS Program 10 No charge 03 Workers compensation 11 Other nongovernment programs 04 Title V funds 12 Medical indigent 05 Other government programs 13 Medi Cal CPS Program 06 Blue Cross Blue Shield 00 No prenatal care 07 Private insurance company 99 Unknown 08 Health maintenance organization prepaid health plan Item 28A METHOD OF DELIVERY Circle up to three codes Allowable code combinations are 03 and 04 04 and 05 04 and 06 05 and 06 and 04 05 and 06 01 Cesarean section primary 04 Vaginal birth after previous cesarean section 02 Cesarean section repeat 05
25. lt ASSUMED DATE 27D NUMBER OF MISCARRIAGES BEFORE 20 WEEKS lt 1 gt ENTER 27E NUMBER OF MISCARRIAGES AFTER 20 WEEKS lt 0 gt ENTER 27F MONTH AND YEAR OF LAST TERMINATION lt 08 88 gt ENTER 08 88 lt ASSUMED DATE 28A METHOD OF DELIVERY gt ENTER THIS FIELD IS REQUIRED ENTER ONE OR MORE CODES TO IDENTIFY THE METHOD OF DELIVERY OR L FOR A LIST OF VALID RESPONSES 28A METHOD OF DELIVERY gt L ENTER 01 CESAREAN SECTION PRIMARY 02 CESAREAN SECTION REPEAT 03 VAGINAL BIRTH SPONTANEOUS 04 VAGINAL BIRTH AFTER PREVIOUS CESAREAN SECTION 05 VAGINAL BIRTH FORCEPS 06 VAGINAL BIRTH VACUUM 28A METHOD OF DELIVERY gt 1 ENTER 01 CESAREAN SECTION PRIMARY 28A ANOTHER METHOD OF DELIVERY gt ENTER 28B PRINCIPAL SOURCE OF PAYMENT FOR DELIVERY gt ENTER THIS FIELD IS REQUIRED ENTER THE CODE FOR THE EXPECTED PRINCIPAL SOURCE OF PAYMENT FOR DELIVERY ENTER FOR A LIST OF VALID CODES IF THIS INFORMATION IS UNAVAILABLE ENTER UNK 28B PRINCIPAL SOURCE OF PAYMENT FOR DELIVERY gt L ENTER 10 NO CHARGE 11 OTHER NONGOVERNMENT PROGRAMS VERSION 4 3 APRIL 1993 EXAMPLES PAGE 5 19 12 MEDICALLY INDIGENT 99 UNKNOWN 00 NONE 01 MEDICARE 02 MEDI CAL 03 WORKERS COMPENSATION 04 TITLE V MCH FUNDS 05 OTHER GOVERNMENT PROGRAMS 06 BLUE CROSS BLUE SHIELD 07 PRIVATE INSURANCE COMPANY 08 HEALTH MAINTENANCE ORGANIZATION PREPAID HEALTH PLAN
26. manner After the facsimile display AVSS prompts for the data fields you wish to modify as follows FIELD S TO MODIFY gt Enter the number corresponding to the data field that you wish to modify for example 1B for the child s middle name You may use the L command to see which fields are available to edit or simply refer to the form Type the field number to be modified or several numbers separated by semicolons if you wish to change more than one data item AVSS will then prompt for each of the fields to be changed Enter the correct information in the same manner as you would when registering a record However since you are updating a previously filed value AVSS will prompt again with the new data value for confirmation AVSS will perform the same input checks that were applied during registration to ensure ac curacy When you have completed your edits press ENTER alone in response to FIELD TO MODIFY gt prompt AVSS will then perform its validation procedures and apply the same filing procedures that were used for the REGISTER RECORD See Section 2 4 Here is an example of an EDIT RECORD session HOSPITAL BIRTH RECORD OPTION gt E ENTER DIT RECORD FILE OR INDEX TO SEARCH lt CHILD S NAME gt ENTER IC CHILD S LAST NAME gt SM MA ENTER Note that we used the semicolon command in the person selection interaction by simply entering the first two letters of the last name a semicolon the first two letters of the f
27. 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 APRIL 1993 VERSION 4 3 PAGE A 2 AVSS USER S MANUAL TABLE A 2 ADDITIONAL AVSS CROSS REFERENCES AND WARNINGS NAME FIELD S DESCRIPTION LN W 1C not 6C Child s and father s last names differ MDB W 3A 3B gt 1 amp 27C 27F not 4A Not the first child of a multiple birth and birth date is not equal to date of last live birth or termination 1 day PMB C 3A 3B gt 1 amp 27ABDE 0 Not the first child of a multiple birth and no previous pregnancies BWGA W 26 lt 2500 amp GAGE gt 36wks Birthweight lt 2500 grams and gestational age gt 36 weeks ZIPST W 24E amp 24D disagree Zip code and state of mother s residence do not agree ZIPCO W 24E amp 24B disagree Zip code and county of mother s residence do not agree CTY W 24E amp 24C disagree Zip code and city of mother s residence do not agree RCSI C 28A amp 27ABDE disagree Repeat delivery but no previous pregnancies DIS1W 12A 4A gt Sdays Date informant signed is more than five days after date of birth DIS2 C 12A 4A lt 0 Date informant signed precedes date of birth DCS C 13C 4A lt 0 Date certifier signed precedes date of birth LMP C 4A 25A lt 0 Date of last normal menses precedes date of birth B11 W 27C 1 1 lt 15yrs Mother was le
28. system manager An example of a hypothetical AVSS error and the manner in which you should respond are as follows HOSPITAL BIRTH RECORD OPTION gt R ENTER EGISTER CHILD 1A CHILD S FIRST NAME gt MARY ENTER 1B CHILD S MIDDLE NAME gt ANNE ENTER 1C CHILD S LAST NAME gt SMITH ENTER lt UNDEF gt NEXT FSF ERROR HAS OCCURRED JANE PLEASE ENTER A DESCRIPTION OF THE EVENTS PRIOR TO THE ERROR BE AS EXPLICIT AS POSSIBLE IF YOU HAVE ANY IDEA WHY THE ERROR MAY HAVE OCCURRED PLEASE INCLUDE THAT TOO END YOUR DESCRIPTION WITH A BLANK LINE APRIL 1993 VERSION 4 3 PAGE 4 4 AVSS USER S MANUAL COMMENT 1 I WAS REGISTERING A RECORD ENTER 2 gt AND AFTER I ENTERED THE CHILD S LAST NAME ENTER 3 gt AVSS STOPPED AND ASKED ME TO MAKE A COMMENT IT SAID ENTER 4 gt lt UNDEF gt NEXT FSF ERROR HAS OCCURRED ENTER 5 HAVE NO IDEA WHY IT OCCURRED ENTER 6 gt ENTER THANK YOU JANE FOR YOUR EXPLICIT COMMENT Error has occurred lt gt at 11 56 AM Exit M Jane the user has responded to the AVSS request for information regarding the events that preceded the error This information can often help the AVSS design team diagnose the source of the problem After you have entered in a description of the error conditions AVSS may attempt to continue with your current activity If AVSS exits you as shown above you should sign on to AVSS again Please be sure to inform your system manager re
29. you to change your password Thus it has only one suboption CHANGE YOUR PASSWORD It is common practice for your AVSS trainer to pre assign a password to you so that you can get started and learn the AVSS commands This is acceptable while you are in a learning mode and entering only practice data However you will soon be entering real data which is likely to be of a confidential nature Before you begin actual data entry it is imperative that you change your password Only you should know your password Moreover it is wise to change your password from time to time or whenever you have any reason to think that your password has been discovered You should select a combination of at least five characters that would not be obviously associated with you or your facility for example do not use entire names and preferably do not use an English word After you have decided on your new password you can change the old one as follows SYSTEM OPTION gt ENTER ENTER ENOUGH CHARACTERS TO IDENTIFY ONE OF THE FOLLOWING MAILBOX YOUR PASSWORD HOSPITAL BIRTH RECORD SYSTEM OPTION gt Y ENTER OUR PASSWORD YOUR PASSWORD OPTION gt ENTER ENTER ENOUGH CHARACTERS TO IDENTIFY ONE OF THE FOLLOWING CHANGE YOUR PASSWORD YOUR PASSWORD OPTION gt C ENTER HANGE YOUR PASSWORD ENTER CURRENT PASSWORD gt TYPE YOUR PASSWORD ENTER ENTER DESIRED PASSWORD gt TYPE YOUR NEW PASSWORD ENTER AGAIN gt TYPE YOUR NEW PASSWORD AGAIN
30. you wish to begin replacing followed by the replacement letters ANO ANDERS DEBORAH CNM 1234 N FLOWER STREET LA R458 2 ANO ENTER CAAT ATTENDANT S LAST NAME gt BI ENTER GLEY ELISA MD 744 FAIRMONT LPASADENA B38494 IS THIS THE PERSON Y ENTER BIO BIGLEY ELISA MD 744 FAIRMONT 1 PASADENA B38494 1 BIO K ENTER OK TO DELETE Y ENTER This procedure will remove Dr Bigley from the Attendant list VERSION 4 3 APRIL 1993 TROUBLESHOOTING PAGE 4 1 CHAPTER 4 TROUBLESHOOTING After over ten years of design development and implementation AVSS has become a reliable and reasonably troublefree system for automating records However as with any complex assembly of high tech components there may occasionally be unexpected results or in some cases outright failures After the AVSS hardware and software has been properly installed spurious results generally stem from the following sources 1 Telecommunication lines and equipment 2 The computer and its associated peripheral equipment 3 The AVSS software If you should experience difficulty your first response should be to attempt to determine which of these sources might be at fault so that you can initiate the proper recovery procedures Since different sites use different combinations of computer devices and telecommunications procedures there are inherent differences in the likelihood of these three sources of trouble In most cases however i
31. 09 SELF PAY 28B PRINCIPAL SOURCE OF PAYMENT FOR DELIVERY gt 2 ENTER 02 MEDI CAL 29 COMPLICATION OF PREGNANCY AND CONCURRENT ILLNESSES gt 2 ENTER THIS FIELD IS REQUIRED ENTER THE APPROPRIATE CODE S FOR COMPLICATIONS OF PREGNANCY AND CONCURRENT ILLNESS SEPARATING MULTIPLE CODES BY COMMAS OR A KEYWORD TO BE SEARCHED FOR IN THE LIST OR L FOR THE LIST OF AVAILABLE COMPLICATIONS OR NONE IF THERE WERE NO COMPLICATIONS PRESS ENTER WHEN FINISHED 29 COMPLICATION OF PREGNANCY AND CONCURRENT ILLNESSES gt AL ENTER 10 RH SENSITIZATION 11 HEMOGLOBINOPATHY 12 UTERINE BLEEDING BEFORE LABOR 132 POLYHYDRAMNIOS OLIGOHYDRAMNIOS 14 INCOMPETENT CERVIX WITH OR WITHOUT CERCLAGE 15 PREMATURE LABOR 16 GENITAL HERPES 17 OTHER SEXUALLY TRANSMITTED DISEASES 18 HEPATITIS B ACUTE INFECTION OR CARRIER 19 RUBELLA 20 TOBACCO USE DURING PREGNANCY 21 PREVIOUS BIRTH gt 4000 GRAMS 22 PREVIOUS BIRTH lt 2500 GRAMS 23 PREVIOUS BIRTH lt 37 WEEKS GESTATION 24 CERVICAL CERCLAGE 25 CHORIONIC VILLUS SAMPLING 26 AMNIOCENTESIS 27 ELECTRONIC FETAL MONITORING 28 TOCOLYSIS 29 ULTRASOUND APRIL 1993 VERSION 4 3 PAGE 5 20 AVSS USER S MANUAL HIT RETURN TO CONTINUE Q TO QUIT OR ENTER VALUE gt ENTER 30 OTHER 00 NONE 01 PREECLAMPSIA PREGNANCY INDUCED HYPERTENSION 022 ECLAMPSIA CONVULSIONS OR COMA 03 HYPERTENSION CHRONIC 04 RENAL DISEASE 05 PYELONEPHRITIS 06 A
32. 13B 13C 13D 15A 1A IB 1C 20A 20B 20C 23A 23B 23C 24A 24B 24C 24D 24E 25A 25B 25C 25D 27A 27B 27C 27D 27E 27F 28A 28B 3A 3B 4A 4B 5A SB 5C 5D SE 6A 6B 6C 9A 9B 9C A B BPF CNTY D E FAGE GAGE GAWK HOSP 111 II2C 118 119 121 122 124B DAC DAD 125A 127C 127 DA HA ISA 15 I5D 17 18 ITYPE MAGE MLN NEWS TYPE VARIABLE S gt I ENTER 110 INTERNAL STATE OF MOTHER S BIRTH CODE lt KY gt 111 MOTHER S DATE OF BIRTH IVALUE lt 47149 gt 112C DATE INFORMANT SIGNED IVALUE lt 54584 gt 113C DATE ATTENDANT OR CERTIFIER SIGNED IVALUE lt 54584 gt 118 FATHER S RACE ETHNICITY CODE lt 10 gt 119 FATHER S SPANISH CODE lt 1 gt 121 MOTHER S RACE ETHNICITY CODE lt 10 gt 122 MOTHER S SPANISH CODE lt 1 gt 124B RESIDENCE COUNTY CODE lt 34 gt 124C CITY OF RESIDENCE CODE lt 2420 gt 124D INTERNAL STATE OF RESIDENCE CODE lt CA gt 125A LMP DATE IVALUE lt 54295 gt I27C DATE LAST LIVE BIRTH IVALUE lt gt I27F DATE LAST TERMINATION IVALUE lt gt PLURALITY CODE 1 14 DATE OF BIRTH VALUE 545817 ISA HOSPITAL CODE lt 444 gt I5C CITY OF OCCURRENCE CODE 2420 HIT RETURN TO CONTINUE Q OR Q TO QUIT gt Q ENTER VERSION 4 3 APRIL 1993 OVERVIEW OF STANDARD OPTIONS PAGE 3 15 3 3 9 Index List Display In order to provide a facsimile display with as much information as possible on a single video screen AVSS displays data fields according to their identifying number and n
33. 17 FOR MOTHER gt 12 ENTER 24A MOTHER S RESIDENCE STREET NUMBER OR LOCATION gt 2 ENTER THIS FIELD IS REQUIRED ENTER THE MOTHER S USUAL RESIDENCE ADDRESS OR LOCATION ENTRIES SUCH AS RURAL ROUTE NO 6 BOX 67 ARE ACCEPTABLE GENERAL DELIVERY OR POST OFFICE BOX NUMBERS ARE NOT ACCEPTABLE Note that you must enter a response to a required field 24A MOTHER S RESIDENCE STREET NUMBER OR LOCATION gt 4321 MABLE STREET ENTER VERSION 4 3 APRIL 1993 EXAMPLES PAGE 5 15 24F MOTHER S RESIDENCE ZIP CODE gt ENTER Use the command to back up 244 MOTHER S RESIDENCE STREET NUMBER OR LOCATION 4321 MABLE STREET E ENTER Use the E to edit an existing data value X 4321 MABLE STREET qu RP ENTER X 4321 MAPLE STREET X ENTER 24F MOTHER S RESIDENCE ZIP CODE gt 90012 ENTER LOS ANGELES Note that zip code is prompted for first to set default values for state county and city and thus save time while reducing errors 24E MOTHER S STATE OF RESIDENCE lt CA gt ENTER CALIFORNIA CA 24C MOTHER S COUNTY OF RESIDENCE LOS ANGELES ENTER 24D MOTHER S RESIDENCE CITY OR TOWN lt LOS ANGELES gt gt ENTER 25A DATE LAST NORMAL MENSES BEGAN gt 5 90 ENTER 5 15 90 lt ASSUMED DATE Note that day was unknown so only month and year were reported GESTATIONAL AGE COMPUTED FROM LAST NORMAL MENSES 41 6E WEEKS 25B MONTH OF PREGNANCY OR DATE
34. 2 29 IS THIS THE PERSON lt Y gt ENTER SCRATCH SMITH MARY ANNE lt N gt Y ENTER SCRATCHED 3 3 18 Modify User Lists An important feature of AVSS is its ability to manage lists of standard choices This feature not only saves you time but also promotes accuracy and reliability Examples of such lists include all the counties cities and zip codes in a particular state In most cases these lists are identical for all users and are maintained by the AVSS Project However in some cases the knowledge needed to maintain a list is specific to your site and your input will be necessary to keep it up to date For this reason lists for certain data fields may be updated under user control by means of the MODIFY USER LISTS suboption It is most frequently used to maintain the list of birth attendants or certifiers The examples below illustrate how you can add a new certifier to an existing list how to change an existing entry and how to delete a certifier HOSPITAL BIRTH RECORD OPTION gt M ENTER ODIFY USER LISTS CALIST LIST TO EDIT gt A ENTER TTENDANT LIST MD CAAT ATTENDANT S LAST NAME gt AL ENTER OUTPUT DEVICE lt T gt ENTER BAO BAILEY MICHELLE MD 1245 WILSHIRE BLVD LOS ANGELES B50676 1 BAI BAUSCH THOMAS MD 50 BELLEFONTAINE PASADENA B34346 1 BIO BIGLEY ELISA MD 744 FAIRMONT 1 PASADENA B38494 1 VERSION 4 3 APRIL 1993 OVERVIEW OF STANDARD OPTIONS PAGE 3 25 BOO BOLLES NANCY C CNM 1200
35. ANDS i eene Era NS ener nente nenne enne 2 10 2 0 CONTROL COMMANDS L uuu unn S P rr rer e PN RO ied 2 13 CHAPTER 3 OVERVIEW OF STANDARD OPTIONS enne 3 1 PASSWORD ses 3 1 3 2 MAILBOX tete eee pee ee iei petente dos 3 2 9 2 Di Send Mall eder eee M RS Pre ERU END Dr AEDA AAK 3 2 3 22 P int Malle op Ge RUBRI URN BE 3 3 3 2 3 Delete sete bu et ee ose eee ea Ead e reete e Erbe ene 3 3 3 3 HOSPITAL BIRTH RECORD ociera a a k Su kisi iret i reete Ee iet 3 3 3 3 15 Register Record cede eee be e RE ER En 3 4 3 3 2 Display Record ee e eame e in ees E ears 3 4 3 3 3 Edit Record neget e o d St de ets 3 7 3 3 4 Alpha List of Records essere nnne 3 9 3 3 5 Complete Incomplete Recotrd nn 3 10 3 3 6 Incomplete Record Report nn eene 3 12 3 3 7 Filing Variable LISt csse ecelesie ede 3 13 3 3 8 Variable Display 4 5 toO PURO e 3 13 3 3 9 Index List Display i aaa no m an a UU DEREN IUE 3 15 3 3 10 Non Confidential Display sees 3 17 3 3 1 1 Validation DISPLAY uiae Ree er E d Ie ide fue 3 17 3 3 12 Individual Inquiry iieri e e hens 3 19 3 3 15 User oerte tee e dedo e e SEO e tee Mu Qu S rete gere 3 19 3 3 14 User Report By Activity Index ene 3 21 13341
36. ATION DO NOT INCLUDE BEAUTY BARBER TRADE BUSINESS TECHNICAL OR OTHER SPECIAL SCHOOLS WHEN DETERMINING THE HIGHEST GRADE COMPLETED EDUCATION IS CORRELETED WITH FERTILITY AND BIRTH OUTCOME AND IS USED AS AN INDICATOR OF SOCIOECONOMIC STATUS 20C NUMBER OF HIGHEST GRADE COMPLETED OR COLLEGE 13 17 FOR FATHER gt 17 ENTER 21 MOTHER S RACE ETHNICITY gt WH ENTER 10 WHITE SPECIFY TYPE FOR MOTHER S RACE ETHNICITY IF YOU WISH OTHERWISE HIT RETURN gt ENTER 22 MOTHER HISPANIC gt O ENTER THER SPECIFY TYPE FOR MOTHER HISPANIC gt ENTER SINCE YOU ANSWERED MOTHER HISPANIC WITH OTHER WE REQUIRE YOU TO SPECIFY MORE INFORMATION SPECIFY TYPE FOR MOTHER HISPANIC gt L ENTER ARGENTINIAN BELIZEAN BOLIVIAN BRAZILIAN CAPE VERDEAN CARIBAN CASTILIAN CATALONIAN CHILEAN APRIL 1993 VERSION 4 3 PAGE 5 14 AVSS USER S MANUAL COLOMBIAN COSTA RICAN DOMINICAN ECUADORAN GUATEMALAN GUIANAN GUY ANESE HONDURAN MANITO MOROCCAN NICARAGUAN HIT RETURN TO CONTINUE Q TO QUIT OR ENTER VALUE gt ENTER PANAMANIAN PARAGUAYAN PERUVIAN PORTUGUESE PYRENEAN SALVADORAN SPANIARD SURINAMESE URUGUAYAN VENEZUELAN SPECIFY TYPE FOR MOTHER HISPANIC gt GU ENTER 1 GUATEMALAN 2 GUIANAN 3 GUYANESE SELECTION gt 1 ENTER GUATEMALAN 23A MOTHER S USUAL OCCUPATION gt TELLER ENTER 23B MOTHER S KIND OF BUSINESS gt BANKING ENTER 23C NUMBER OF HIGHEST GRADE COMPLETED OR COLLEGE 13
37. AVSS UNIVERSITY OF CALIFORNIA AUTOMATED VITAL STATISTICS SYSTEM USER S MANUAL April 1993 Copyright 1993 Regents of the University of California ii COPYRIGHT NOTICE Copyright 1993 by The Regents of the University of California All rights reserved This document may be copied with the consent from a designee of the Regents of the University of California Please address all questions regarding AVSS to AVSS Project Community and Organization Research Institute University of California Santa Barbara CA 93106 2150 805 893 3143 TRADEMARKS Automated Vital Statistics System and AVSS are trademarks of the Regents of the University of California APRIL 1993 VERSION 4 3 TABLE OF CONTENTS CHAPTER DL ds siis ete rara Dre reete dei etn ila Ta drei f ER PRO NR 1 1 TABLE 1 1 SYMBOLS AND CONVENTIONS USED IN THIS 1 2 TABLE 1 2 SPECIAE TERMS ertet eerie tese tr bre tae A G tenons Re 1 3 CHAPTER 2 HOW TO USE uu q e t O HEC LU ree apaq TOE o edo ndn 2 1 2LGETTINGSTARTED u asua nas ie tein dee cab ed eee ee Dd eel 2 1 2 1 1 Connecting To The Computer sess 2 1 21 2 Sign On Procedure ce aec E ee IRE I RU DAR RR Rene 2 2 2 2 BASIC FEATURES E rte a Ore o dee e dps 2 3 2 3 GENERAL COMMANDS 4 eiit iiti eee 2 4 2 4 REGISTRATION PROCEDURES essere 2 7 2 5 REGISTRATION COMM
38. DE AIS ER SUITITDBEY coiere ORT ete Som iti m eite d inu D tke 3 22 3 3 16 Print Record uote n Ee rere ay Pete e RET scents 3 23 3 317 Scrateli Record uei rr ER DET tee 3 24 3 3 18 Modify User Lists iiie cete ee Te ei Eee reden 3 24 3 3 19 Using the Line Edit Commands sse 3 26 CHAPTER 4 TROUBLESHOOTING sssrinin enint trennen 4 1 4 1 TELECOMMUNICATIONS tre renti e asa editore aa end 4 1 4 2 COMPUTER MALFUNCTIONS oir n RONE E EE E O R 4 2 4 3 AVSS SOFTWARE ERRORS ann an EEEE E ERR nene 4 3 CHAPTER S EXAMPLES E ter tereti eee E A tg de stants 5 1 S dint tiit rediens iisdem i e ost dst E kahe ke 5 5 2 MATEBOX NIST ddr ie di itidem 5 3 5 3 HOSPITAL BIRTH RECORD REGISTRATION iiteeteeeeteereneeneeneneneenenenne ee 5 5 APPENDIX a eei beet itt debe e eei eh eet dein eletti 1 TABLE 1 AVSS CROSS REFERENCES VALIDATIONS FROM CBC 1 TABLE 2 ADDITIONAL AVSS CROSS REFERENCES AND WARNINGS A 2 FIGURE 1 VS 10D CERTIFICATE OF LIVE BIRTH STATE OF CALIFORNIA A 3 FIGURE 2 VS 10B RACE IDENTIFICATION WORKSHEET eee A 3 FIGURE A 3 VS 10A MEDICAL DATA SUPPLEMENTAL WORKSHEET Front A 5 FIGURE A 4 VS 10A MEDICAL DATA SUPPLEMENTAL WORKSHEET Reverse A 6 NOTES fathead aka a dU aaa ws
39. ECORD ALPHA LIST FROM THRU z FOR EVENT DATES 1 1 93 THRU 2 15 93 NAME EVENT DATE FILE NEXT SKIPPED AMENDED 2 2 93 659383 9A 9B 9C ADAMS JOHN QUINCY 1 13 93 653232 6A ESCOBAR PATRICIA ANN 1 12 93 654321 24A 24D 24F JINGLEHEIMER SMITH JOHN 2 3 93 652980 MANRIQUEZ JEANIE 1 14 93 655013 SMITH MARY ANNE 2 12 93 655982 29 WENTWORTH HENRY JAMES 213193 652345 APRIL 1993 VERSION 4 3 PAGE 3 10 AVSS USER S MANUAL Note that the default for the beginning letter of last name in ALPHA LIST is the character not as might be expected the letter 4 This is a result of the infrequent need to file a record for which there is no last name in which case AVSS uses the 6 character as a pseudo name Now that you can see the names corresponding to some of the records that you have filed you may next wish to display the information contained in one To do this you will use the DISPLAY RECORD suboption 3 3 5 Complete Incomplete Record If one or more data fields have been skipped using the S command or if a record has been filed by means of the F command before all of the data items have been completed then AVSS will tag the record as incomplete This occurs when information for some of the required data items is unavailable and the user wishes to enter most of the data values anyway or if the data value the user wishes to use is unacceptable to AVSS The latter may occur when a data value for a required it
40. ENTER PASSWORD HAS BEEN CHANGED APRIL 1993 VERSION 4 3 PAGE 3 2 AVSS USER S MANUAL Because of their special significance the characters in your password will not appear on the video screen as you type them in response to AVSS requests After you have changed your password only you will know it Even the system manager will be unable to identify it If you should forget it you should contact your system manager or your AVSS trainer and they will assign you a new temporary one You should then apply the CHANGE PASSWORD suboption and create a new password that only you will know Do not share your password with any other person Do not write down your password 3 2 MAILBOX The MAILBOX option provides a way of communicating messages between AVSS users of the same computer system via electronic mail If another user has sent you mail AVSS will include a notification to that effect in its welcoming message when you sign on Your system manager can leave universal mail that will appear on every user s screen as soon as they sign on There are three MAILBOX functions to send print and delete mail SYSTEM OPTION gt M ENTER AILBOX MAILBOX OPTION gt 2 ENTER ENTER ENOUGH CHARACTERS TO IDENTIFY ONE OF THE FOLLOWING SEND MAIL PRINT MAIL DELETE MAIL MAILBOX OPTION gt S ENTER END MAIL 3 2 1 Send Mail AVSS will prompt you for the name of the person to whom you wish to send mail As usual all yo
41. ER REPORT USER REPORT BY ACTIVITY INDEX USER SUMMARY PRINT RECORD SCRATCH RECORD MODIFY USER LISTS HOSPITAL BIRTH RECORD OPTION gt R ENTER EGISTER RECORD APRIL 1993 VERSION 4 3 PAGE 2 8 AVSS USER S MANUAL Note that AVSS confirms your choice by completing the characters corresponding to the option or suboption you have selected Data entry is then accomplished using a simple item by item prompting sequence That is AVSS displays the data item number and its description followed by its prompt indicator gt then waits for the user to respond After checking your response to see if it is valid AVSS continues prompting for the next data item An example of such a prompting sequence in the REGISTER RECORD suboption is 1A CHILD S FIRST NAME gt You then respond by typing in the appropriate data value followed by an ENTER 1A CHILD S FIRST NAME gt MARY ENTER 1B CHILD S MIDDLE NAME gt JANE ENTER 1C CHILD S LAST NAME gt SMITH ENTER 2 CHILD S SEX gt F ENTER EMALE AVSS will continue prompting according to the numerical order of the data items on the form and you will respond with the correct data value followed by an ENTER This interactive process continues until all items on the form have been entered For certain data items with likely responses you may find that there is already a default value which has been pre entered by AVSS That is there already exists a data value for a particular
42. ER S MANUAL HOSPITAL BIRTH RECORD OPTION gt U ENTER 1 USER REPORT 2 USER REPORT BY ACTIVITY INDEX 3 USER SUMMARY SELECTION gt 1 ENTER USER REPORT SEARCH DATA BY FILE NUMBER RANGE F OR DATE RANGE D lt D gt ENTER BEGINNING DATE lt 1 1 93 gt ENTER 1 1 93 ENDING DATE lt TODAY gt ENTER 2 15 93 SUMMARY STATISTICS ONLY lt Y gt ENTER RUN THIS REPORT IN THE BACKGROUND lt N gt ENTER SAVE THE OUTPUT FROM THIS REPORT lt N gt ENTER OUTPUT DEVICE lt T gt ENTER CLERK BIRTH ENTERED 20 AVG ELAPSED TIME OF 4 76 N 17 LINKED 0 UPDATED 13 AVG ELAPSED TIME OF 2 70 N 13 PRINTED 21 AVG ELAPSED TIME OF 1 33 N 1 NIGHT SHIFT ENTERED 10 AVG ELAPSED TIME OF 5 35 N 1 LINKED 0 UPDATED 3 AVG ELAPSED TIME OF 3 70 N 3 PRINTED2 AVG ELAPSED TIME OF 1 44 N 1 LLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLELI TOTALS ENTERED 31 AVG ELAPSED TIME OF 4 70 N 28 LINKED 0 UPDATED 16 AVG ELAPSED TIME OF 2 93 N 23 PRINTED 23 AVG ELAPSED TIME OF 2 21 N 2 THE TOTAL NUMBER OF ENTRIES WITH NO USAGE STATISTICS IS 0 THE TOTAL NUMBER OF ENTRIES WITH USAGE RECORDED IS 31 VERSION 4 3 APRIL 1993 OVERVIEW OF STANDARD OPTIONS PAGE 3 21 3 3 14 User Report By Activity Index SELECTION 2 USER REPORT BY ACTIVITY INDEX BEGINNING DATE lt 1 1 93 gt 1 1 93 ENTER ENDING DATE lt TODAY gt 2 15 93 ENTER SUMMARY REPORT ONLY lt Y gt N ENTE
43. ETURN TO CONTINUE Q TO QUIT OR ENTER VALUE gt ALA ENTER 1 ALABAMA 2 ALAMAGAN ISLAND 3 ALAND ISLANDS 4 ALASKA SELECTION gt 1 ENTER ALABAMA AL 8 FATHER S DATE OF BIRTH gt ENTER THIS FIELD IS REQUIRED ENTER THE BIRTH DATE OF THE FATHER FATHER S AGE FAGE WILL BE COMPUTED FROM FATHER S AND CHILD S BIRTH DATE AGES OUTSIDE THE RANGE 15 THRU 64 ARE VALIDATED IF UNKNOWN WITHHELD OR ARTIFICIAL INSEMINATION A L IS GIVEN FOR THE FATHER S NAME THEN MAY BE ENTERED A DASH WILL BE PRINTED IF THE FATHER S BIRTH DATE IS GIVEN THEN UNK OR WITHHELD IS ALLOWED IF THE DAY IS NOT KNOWN ENTER THE MONTH AND YEAR IF THE MONTH AND DAY ARE UNKNOWN ENTER THE 4 DIGIT YEAR DO NOT ENTER THE FATHER S AGE 8 FATHER S DATE OF BIRTH 5 5 55 ENTER FATHER S AGE AT CHILD S BIRTH COMPUTED 35 The following line illustrates the CONCATENATE commana 9A FIRST GIVEN 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 MX ENTER MX MEXICO MEXICO VERSION 4 3 APRIL 1993 EXAMPLES PAGE 5 9 11 MOTHER S DATE OF BIRTH 6 6 66 ENTER MOTHER S AGE AT CHILD S BIRTH COMPUTED 24 12B INFORMANT S RELATIONSHIP TO CHILD gt L ENTER MOTHER FATHER GRANDMOTHER GRANDFATHER GUARDIAN MED REC CLERK HOSP AD
44. FICATE WILL BE KEPT STRICTLY CONFIDENTIAL AND WILL BE USED FOR HEALTH AND MEDICAL PURPOSES ONLY MAKE NO ERASURES WHITEOUTS OR OTHER ALTERATIONS PENALTY FOR UNAUTHORIZED RELEASE 500 FINE OR SIX MONTHS IMPRISONMENT VS 1 0D AVSS VER 4 301 APRIL 1993 PRINTED 12 19 92 VERSION 4 3 PAGE A 4 AVSS USER S MANUAL FIGURE A 2 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 groups noted below and your cooperation is appreciated Completion of this work sheet in conjunction with the Certificate of Death is mandatory CERTIFICATE OF LIVE BIRTH VS 10 AND CERTIFICATE OF FETAL DEATH VS 12 ITEM entitled RACE check ONE box The FATHER is LI white CaucasianLl Cambodian Guamanian Black American Indian L Samoan Li Japanese Specify Tribe Eskimo Chinese Aleut Filipino Asian Indian Other Specify Korean Vietnamese Ll Thai Hawaiian ITEM entitled HISPANIC check ONE box Is the FATHER of Hispanic origin or descent No Not Hispanic ves Mesican Mexican American Chicano ves Puerto Rica
45. L 1993 EXAMPLES PAGE 5 11 THIS FIELD IS REQUIRED ENTER THE FIRST FEW CHARACTERS OF THE ATTENDANT S LAST NAME TO ATTEMPT A MATCH FROM THE LIST OR L FOR A LIST OF KNOWN DOCTORS AND MIDWIVES OR THE ENTIRE NAME AND ADDRESS IF NOT FOUND IN THE LIST ENTRIES NOT IN THE LIST WILL BE PRINTED AS ENTERED AND SHOULD BE IN THE FOLLOWING FORMAT FIRSTNAME LASTNAME TITLE ADDRESS TO SAVE SPACE YOU MAY USE ABBREVIATIONS AS NECESSARY IF THE MOTHER DELIVERED ALONE ENTER UNATTENDED 14 NAME AND TITLE OF CERTIFIER IF NOT ATTENDANT gt ENTER 15A DATE OF DEATH gt ENTER 18 FATHER S RACE gt ENTER THIS IS VOLUNTARY AT THE DISCRETION OF THE PARENT BUT REQUIRED BY AVSS ENTER THE FIRST FEW CHARACTERS FOR FATHER S RACE OR L FOR A LIST OF VALID RESPONSES IF YOU PERFORM A SPECIFICATION THE SPECIFIED VALUE WILL BE PRINTED ON THE CERTIFICATE IF THE FATHER S RACE IS UNAVAILABLE ENTER UNKNOWN IF THE INFORMANT DECLINES TO STATE FATHER S RACE PLEASE ENTER WITHHELD IN THIS FIELD AND TWO HYPHENS IN FIELDS 19 20 20B AND 20C 18 FATHER S RACE gt L ENTER 10 WHITE 11 CAUCASIAN 20 BLACK 30 AMERICAN INDIAN 40 ASIAN 42 CHINESE 43 JAPANESE 44 KOREAN 45 VIETNAMESE 46 CAMBODIAN 47 THAI 48 LAOTIAN 50 OTHER 52 INDIAN ASIAN 53 FILIPINO 54 HAWAIIAN 55 GUAMANIAN 56 SAMOAN 57 ESKIMO 58 ALEUT HIT RETURN TO CONTINUE Q TO QUIT OR ENTER VALUE ENTER 59 PACIFIC ISLANDR 98
46. LUE S BE VALIDATED FIELD 26 6600 VALIDATED BY INITIALS BC ON 2 12 93 AT 10 41 28 AM The gestational age message will always appear and if it is the only one then that record has passed all the cross references and validations contained in the CBC Specifications 3 3 12 Individual Inquiry In some cases you may be interested only in the audit trail for a particular record rather than the data it contains If so you should use the INDIVIDUAL INQUIRY suboption as follows HOSPITAL BIRTH RECORD OPTION gt I ENTER 1 INCOMPLETE RECORD REPORT 2 INDEX LIST DISPLAY 3 INDIVIDUAL INQUIRY SELECTION gt 3 ENTER INDIVIDUAL INQUIRY FILE OR INDEX TO SEARCH lt CHILD S NAME gt 655982 ENTER Note that we took a shortcut by entering in the file number INDEX VALUES DATE FILE NEXT SKIPPED 1 SMITH MARY ANNE 2 12 93 655982 29 IS THIS THE PERSON lt Y gt ENTER ENTERED CLERK BIRTH 2 12 93 LAST UPDATED SHIFT NIGHT 2 14 93 3 3 13 User Report Because many public health records are confidential by nature and may be legal documents it is important that there be accountability for their validity and accuracy AVSS helps in this objective by noting all user interactions for each form This information can be retrieved by means of the USER REPORT suboption It also reports user specific information on the time it takes to perform registration and editing tasks For example APRIL 1993 VERSION 4 3 PAGE 3 20 AVSS US
47. MBER MUST BE BETWEEN 1 AND 2 INCLUSIVE IF THE PREGNANCY RESULTED IN TWINS AND ONE OF THE FETUSES WAS ABORTED WHILE THIS ONE WAS DELIVERED LIVE ENTER A 2 3B CHILD S BIRTH ORDER lt 1ST gt ENTER 4A DATE OF BIRTH gt ENTER 3B CHILD S BIRTH ORDER lt 1ST gt 2 ENTER ND 4A DATE OF BIRTH gt ENTER THIS FIELD IS REQUIRED ENTER THE CHILD S BIRTH DATE THE DATE SHOULD BE IN ONE OF THE FOLLOWING FORMATS T TODAY T N TODAY MINUS N DAYS DD DAY ASSUMES CURRENT MONTH AND YEAR M DD MONTH DAY ASSUMES CURRENT YEAR MON DD MONTH NAME DAY ASSUMES CURRENT YEAR DD MON DAY MONTH NAME ASSUMES CURRENT YEAR M DD YY YY MONTH DAY YEAR IF TWO DIGIT YEAR ASSUMES CURRENT CENTURY MON DD YY YY MONTH NAME DAY YEAR AS ABOVE DD MON YY YY DAY MONTH NAME YEAR AS ABOVE THE CERTIFICATE MUST BE AT THE REGISTRAR S OFFICE WITHIN 10 DAYS SO AVSS WILL DISPLAY A WARNING IF IT IS NOT FILLED OUT WITHIN 5 DAYS IF THE DATE OF BIRTH IS MORE THAN 365 DAYS AGO THE BIRTH CERTIFICATE SHOULD BE FILED WITH THE STATE REGISTRAR ON A DELAYED FORM VS 85 4A DATE OF BIRTH gt T ENTER 3 4 93 lt ASSUMED DATE CONVERTED TO MARCH 4 1993 CHECKING FOR POSSIBLE DUPLICATES USING JON JO 3 4 93 USE CTRL C TO TERMINATE SEARCH VERSION 4 3 APRIL 1993 EXAMPLES PAGE 5 7 4B HOUR OF BIRTH gt ENTER THIS FIELD IS REQUIRED ENTER THE TIME OF BIRTH THE CLOCK TIME MUST BE 3 OR 4 NUMBERS SUCH THAT 000 lt HJHMM lt
48. ME KNOW IF YOU RECEIVED THIS MESSAGE ENTER 5 THANKS ENTER 6 ENTER MAIL FOR MARINKO JOHN A BS 1 gt HELLO JOHN 2 THIS IS A TEST OF THE SEND SUBOPTION 3 UNDER THE MAILBOX SYSTEM OPTION 4 LET ME KNOW IF YOU RECEIVED THIS MESSAGE 5 TH ANKS OK lt Y gt ENTER SENT DESCRIPTION gt TEST MAIL FOR JOHN ENTER SEND SAME MESSAGE TO ANOTHER USER lt N gt ENTER APRIL 1993 VERSION 4 3 PAGE 5 4 AVSS USER S MANUAL SEND MANAGER S MESSAGE lt N gt ENTER ADDRESSEE NAME LAST FIRST gt M J ENTER 1 MARINKO JOHN A BS IS THIS THE PERSON Y ENTER ENTER MESSAGE 1 HELLO AGAIN JOHN ENTER 2 NOW I AM GOING TO TRY THE EDIT COMMAND ENTER 3 TO SHOW HOW I CAN CORREDT MISTAEAKS ENTER 4 ENTER MAIL FOR MARINKO JOHN A BS 1 gt HELLO AGAIN JOHN 2 gt NOW I AM GOING TO TRY THE EDIT COMMANDS 3 gt TO SHOW HOW I CAN CORREDT MISTEAKS OK lt Y gt N ENTER EDIT LINE gt 3 ENTER The following 8 lines demonstrate the use of AVSS Edit Commands 3 TO SHOW HOW I CAN CORREDT MISTAEAKS MPO RC ENTER 3 TO SHOW HOW I CAN CORRECT MISTAEAKS e C d DD ENTER 3 TO SHOW HOW I CAN CORRECT MISTAKS at IE ENTER 3 TO SHOW HOW I CAN CORRECT MISTAKES 3 ENTER Another line may be added as follows EDIT LINE gt 4 ENTER 4 IT DOES WORK OK ENTER 5 ENTER EDIT LINE gt ENTER I gt HELLO AGAIN JOHN
49. MIN 12B INFORMANT S RELATIONSHIP TO CHILD gt MO ENTER OTHER The following field is optional so that an ENTER will suffice 12C DATE INFORMANT SIGNED gt ENTER 13D NAME TITLE AND MAILING ADDRESS OF ATTENDANT L ENTER ANDERS DEBORAH CNM 1200 N FLOWER ST LA BAILEY MICHELLE MD 1245 WILSHIRE BLVD LOS ANGELES BAUSCH THOMAS MD 50 BELLEFONTAINE PASADENA BIGLEY ELISA MD 744 FAIRMONT 1 PASADENA BOLLES NANCY C CNM 1200 N STATE ST LA CHONG MELVIN MD 711 W COLLEGE ST LOS ANGELES CHOW YING MOY MD 624 W DUARTE RD ARCADIA EBERTSON BARBARA MD 1403 N FAIR OAKS PASADENA GOEDDE DAVID MD 100 CONGRESS ST PASADENA GORSTEIN DIANA K MD 1245 WILSHIRE BLVD 601 LA KIM SONG P MD 620 S PASADENA AVE PASADENA KLOAKA MADRE MD 24456 1 2 LYONS AVE NEWHALL LEARY ANDREW B MD 1808 VERDUGO BLVD GLENDALE LEROY SUSANA MD 629 PASADENA AVE PASADENA HIT RETURN TO CONTINUE Q TO QUIT OR ENTER VALUE gt BO ENTER LLES NANCY C CNM 1200 N STATE ST LA 267 D ATTENDANT CODE C N M ENTER ENTER A FEW CHARACTERS TO IDENTIFY THE TYPE OF CERTIFIER DEGREE OF THE PERSON WHO IS CERTIFYING THE OCCURRENCE OF THIS BIRTH ENTER L TO SEE A LIST OF TYPES THIS INFORMATION IS REQUIRED TYPE ATTENDANT CODE lt C N M gt L ENTER APRIL 1993 VERSION 4 3 PAGE 5 10 AVSS USER S MANUAL C N CERTIFIED NURSE OR CN 6 C N M CERTIFIED NURSE MIDWIFE OR CNM 3 CLINICAL TRAINEE 6
50. N STATE ST LA 387 2 CH0 CHONG MELVIN MD 711 W COLLEGE ST LOS ANGELES H39596 1 CHI CHOW YING MOY MD 624 W DUARTE RD ARCADIA J26598 1 EBO EBERTSON BARBARA MD 1403 N FAIR OAKS PASADENA C29988 1 GOO0 GOEDDE DAVID MD 100 CONGRESS ST PASADENA H39892 1 GOI GORSTEIN DIANA K MD 1245 WILSHIRE BLVD 601 LA R20128 1 KIO KIM SONG P MD 620 S PASADENA AVE PASADENA B9317 1 KLO KLOAKA MADRE MD 24456 1 2 LYONS AVE NEWHALL C29719 1 LEO LEARY ANDREW B MD 1808 VERDUGO BLVD GLENDALE J8800 1 LEI LEROY SUSANA MD 629 PASADENA AVE PASADENA H40402 1 HIT RETURN TO CONTINUE Q TO QUIT Q ENTER When you are adding a new person to the list simply type the last name in response to the ATTENDANT S LAST NAME prompt AVSS will then check the list to verify that you are not adding a duplicate name Continue to respond with the certifier s name address city license number and certifier type as follows CAAT ATTENDANT S LAST NAME gt ANDERS ENTER CAFN ATTENDANT S FIRST NAME DEBORAH ENTER CAMI ATTENDANT S MIDDLE INITIAL ENTER CAAD ADDRESS 1200 N FLOWER ST ENTER CAZI ZIP CODE 93011 ENTER CACI CITY LOS ANGELES ENTER CALI ATTENDANT LICENSE NUMBER R 458 ENTER CACD ATTENDANT TYPE CODE CNM ENTER C N M CERTIFIED NURSE MIDWIFE OR CNM 3 ANDERS DEBORAH CNM 1200 N FLOWER ST LOS ANGELES R 458 2 ADDED TO LIST AVSS has now automatically inserted the person into the correc
51. NEMIA 30 AND OR HGB lt 10 07 CARDIAC DISEASE 08 LUNG DISEASE ACUTE OR CHRONIC 09 DIABETES 29 COMPLICATION OF PREGNANCY AND CONCURRENT ILLNESSES gt 0 ENTER 1 17 OTHER SEXUALLY TRANSMITTED DISEASES 2 30 OTHER SELECTION gt 2 ENTER 30 OTHER 30 OTHER 29 ANOTHER COMPLICATION OF PREGNANCY AND CONCURRENT ILLNESSES gt ENTER 30 COMPLICATIONS OF LABOR AND DELIVERY gt ENTER THIS FIELD IS REQUIRED ENTER THE APPROPRIATE CODE S FOR COMPLICATIONS OF LABOR AND DELIVERY SEPARATING MULTIPLE CODES BY COMMAS OR A KEYWORD TO BE SEARCHED FOR IN THE LIST OR L FOR THE LIST OF AVAILABLE COMPLICATIONS OR NONE IF THERE WERE NO COMPLICATIONS PRESS ENTER WHEN FINISHED 30 COMPLICATIONS OF LABOR AND DELIVERY gt L ENTER 10 PREMATURE RUPTURE OF MEMBRANE gt 12 HOURS 11 INDUCTION OF LABOR 122 STIMULATION OF LABOR 13 ABRUPTIO PLACENTA 14 PLACENTA PREVIA 15 OTHER EXCESSIVE BLEEDING 16 GENITAL HERPES 17 AMNIONITIS SEPSIS 18 FEBRILE 2100 DEGREES F OR gt 38 DEGREES C 19 PRESENCE OF MECONIUM MODERATE HEAVY 20 CORD PROLAPSE 21 FETAL DISTRESS 22 ANESTHETIC COMPLICATIONS VERSION 4 3 APRIL 1993 EXAMPLES PAGE 5 21 23 UNSUCCESSFUL ATTEMPT AT VAG BIRTH AFTER CESAREAN SECTION 24 MATERNAL BLOOD TRANSFUSION 25 TRANSPORT OF MOTHER FROM ANOTHER FACILITY PRIOR TO DELIVERY 26 AMNIOCENTESIS 27 ELECTRONIC FETAL MONITORING 28 TOCOLYSIS 29 ULTRA
52. NT gt D ENTER Corrected record data displayed in facsimile form See Section 3 3 2 HIT RETURN TO CONTINUE gt ENTER F ILE E DIT V ALIDATE D ISPLAY OR P RINT gt P ENTER Corrected record will now be printed on State approved forms F ILE E DIT V ALIDATE D ISPLAY OR P RINT gt F ENTER FILING HOSPITAL BIRTH RECORD It is a good idea to display the entire form again in response to the F ILE E DIT V ALIDATE D ISPLAY OR P RINT gt prompt since you can confirm that the correction has been made properly and you can scan the data one more time for other undetected errors You may continue the edit and display cycle as many times as you wish until you believe that the data is flawless If AVSS points out some additional problems you can continue editing But if there are no error messages displayed and you are satisfied that everything is OK you may print the record on state approved forms by entering a P Finally you can file the form into the AVSS permanent file by entering an F Each time VERSION 4 3 APRIL 1993 OVERVIEW OF STANDARD OPTIONS PAGE 3 9 you select the EDIT RECORD OPTION AVSS note your interaction in its data base as part of an audit trail The FILE E DIT V ALIDATE D ISPLAY OR P RINT gt prompt will continue indefinitely as long as you enter an E V D or P Only by responding with an F will AVSS send the form data to a permanent file and retur
53. PLETE INCOMPLETE RECORD suboption described in Section 3 3 5 After the last data item has been completed AVSS shows you a facsimile display of the form on your screen showing all of the data values that you just entered Next it prompts for an ENTER after you have reviewed the information on display AVSS performs additional validation procedures on the data at this time by computing indirect information comparing interrelated fields and reporting any inconsistent data values For example date of birth and date of last normal menses are used to compute gestational age then gestational age is compared with birth weight for consistency You may then Flile E dit V alidate D isplay or P rint Note that these are context specific choices not commands since they are displayed and you must choose one of them before AVSS will proceed A short summary of each choice is as follows P Print the form on an attached printer D or D or F4 Display the data form on the terminal screen V or V or F10 Validate the form again to check for consistent data E or E or F5 Edit a field with an incorrect entry F or F or F6 File the form into the computer disk file You may print display validate and edit a form as many times as you wish but you must eventually file it before AVSS will allow you to go further Note that these activities are invoked at the end of registration simply by pressing the appropriate key abo
54. PRENATAL CARE BEGAN gt ENTER THIS FIELD IS REQUIRED ENTER THE NUMBER OF THE MONTH OF THE PREGNANCY THAT PRENATAL CARE BEGAN THAT IS WHEN THE MOTHER FIRST VISITED A DOCTOR OR HEALTH PROVIDER FOR MEDICAL SUPERVISION OF THIS PREGNANCY FOR EXAMPLE 1ST 2ND 3RD UP TO 9TH ALTERNATIVELY YOU MAY LET AVSS COMPUTE THE BEGINNING MONTH BY ENTERING THE DATE WHEN PRENATAL CARE BEGAN MM DD YY OR MM YY ENTER NONE IF THERE WAS NO PRENATAL CARE OR UNK IF THERE WAS ABSOLUTELY NO INFORMATION ON PRENATAL CARE OR L FOR A LIST OF VALID RESPONSES APRIL 1993 VERSION 4 3 PAGE 5 16 AVSS USER S MANUAL 25B MONTH OF PREGNANCY OR DATE PRENATAL CARE BEGAN gt L ENTER 1ST 2ND 3RD 4TH 5TH 6TH 7TH 8TH 9TH 25B MONTH OF PREGNANCY OR DATE PRENATAL CARE BEGAN gt 3 ENTER RD 25C NUMBER OF PRENATAL VISITS gt 2 ENTER THIS FIELD IS REQUIRED ENTER THE NUMBER OF PRENATAL CARE VISITS THE MOTHER MADE A PRENATAL VISIT IS DEFINED AS MEDICAL CARE DURING PREGNANCY WHICH IS PROVIDED TO THE WOMAN BY A PHYSICIAN CERTIFIED NURSE MIDWIFE NURSE PRACTITIONER OR PHYSICIAN S ASSISTANT DO NOT COUNT THE INITIAL VISIT FOR CONFIRMATION OF PREGNANCY AS A VISIT DO NOT INCLUDE EMERGENCY ROOM VISITS OR OTHER MEDICAL VISITS WHICH ARE SOLELY OR PRIMARILY FOR NON PREGNANCY RELATED PROBLEMS SUCH AS ACCIDENTS ETC DO NOT COUNT VISITS TO A NUTRITIONIST HEALTH EDUCATOR OR OTHER HEALTH PROFESSIONALS ENTER UNK IF THIS INFO
55. R FULL AUDIT TRAIL lt Y gt N ENTER RUN THIS REPORT IN THE BACKGROUND lt N gt ENTER SAVE THE OUTPUT FROM THIS REPORT lt N gt ENTER OUTPUT DEVICE lt T gt ENTER SEARCHING DATABASE USER REPORT FROM ACTIVITY INDEXING TODAY 3 15 93 DATE RANGE FROM 1 1 93 TO 2 15 93 FORM HOSPITAL BIRTH RECORD 2 13 93 4 NEW CERTIFICATES WERE ENTERED CLERK BIRTH ENTERED FILE 654231 FROM 02 35 PM TO 02 40 PM TIME 5 35 MIN ETC NIGHT SHIFT UPDATED FILE 653231 FROM 09 41 AM TO 09 42 AM TIME 1 52 MIN ETC LLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLII CLERK BIRTH ENTERED 20 AVG ELAPSED TIME OF 4 76 N 17 LINKED 0 UPDATED 13 AVG ELAPSED TIME OF 2 70 N 13 PRINTED 21 AVG ELAPSED TIME OF 1 33 N 1 NIGHT SHIFT ENTERED 10 AVG ELAPSED TIME OF 5 35 N 1 LINKED 0 UPDATED 3 AVG ELAPSED TIME OF 5 35 N 1 PRINTED2 AVG ELAPSED TIME OF 1 44 N 1 LLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLII APRIL 1993 VERSION 4 3 PAGE 3 22 AVSS USER S MANUAL TOTALS ENTERED 31 AVG ELAPSED TIME OF 4 70 N 28 LINKED 0 UPDATED 16 AVG ELAPSED TIME OF 2 93 N 23 PRINTED 23 AVG ELAPSED TIME OF 2 21 N 2 THE TOTAL NUMBER OF ENTRIES WITH NO USAGE STATISTICS IS 0 THE TOTAL NUMBER OF ENTRIES WITH USAGE RECORDED IS 31 The number of records N used to compute the average elapsed time excludes those records requiring 20 minutes or more to enter or update Note th
56. REGNANCY AND CONCURRENT ILLNESSES L ENTER 00 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 PREECLAMPSIA PREGNANCY INDUCED HYPERTENSION ECLAMPSIA CONVULSIONS OR COMA HYPERTENSION CHRONIC RENAL DISEASE PYELONEPHRITIS ANEMIA HCT lt 30 AND OR HGB lt 10 CARDIAC DISEASE LUNG DISEASE ACUTE OR CHRONIC DIABETES RH SENSITIZATION HEMOGLOBINOPATHY UTERINE BLEEDING BEFORE LABOR POLYHYDRAMNIOS OLIGOHYDRAMNIOS INCOMPETENT CERVIX WITH OR WITHOUT CERCLAGE PREMATURE LABOR GENITAL HERPES OTHER SEXUALLY TRANSMITTED DISEASES HEPATITIS B ACUTE INFECTION OR CARRIER RUBELLA TOBACCO USE DURING PREGNANCY PREVIOUS BIRTH gt 4000 GRAMS PREVIOUS BIRTH lt 2500 GRAMS PREVIOUS BIRTH lt 37 WEEKS GESTATION CERVICAL CERCLAGE CHORIONIC VILLUS SAMPLING AMNIOCENTESIS ELECTRONIC FETAL MONITORING TOCOLYSIS ULTRASOUND OTHER 29 COMPLICATION OF PREGNANCY AND CONCURRENT ILLNESSES gt 15 ENTER 15 PREMATURE LABOR Since multiple complications are allowed for Item 29 AVSS will continue to prompt for data values until you type an ENTER by itself 29 ANOTHER COMPCN OF PREGNANCY AND CONCRNT ILLNESSES gt ENTER APRIL 1993 VERSION 4 3 PAGE 3 12 AVSS USER S MANUAL ALL THE PREVIOUSLY SKIPPED PROMPTS HAVE BEEN REPROMPTED AFILE HAS BEEN ENABLED GESTATIONAL AGE COMPUTED FROM LAST NORMAL MENSES 40 0
57. RMATION IS NOT AVAILABLE NUMBERS GREATER THAN 49 ARE VALIDATED 25C NUMBER OF PRENATAL VISITS gt 12 ENTER 25D PRINCIPAL SOURCE OF PAYMENT FOR PRENATAL CARE gt L ENTER THIS FIELD IS REQUIRED ENTER THE CODE FOR THE PRINCIPAL SOURCE OF PAYMENT FOR PRENATAL CARE ENTER FOR A LIST OF VALID CODES IF THIS INFORMATION IS UNAVAILABLE ENTER UNK 25D PRINCIPAL SOURCE OF PAYMENT FOR PRENATAL CARE gt L ENTER 10 NO CHARGE 11 OTHER NONGOVERNMENT PROGRAMS 12 MEDICALLY INDIGENT 13 MEDI CAL CPS PROGRAM 99 UNKNOWN 00 NONE 01 MEDICARE 02 MEDI CAL 03 WORKERS COMPENSATION VERSION 4 3 APRIL 1993 EXAMPLES PAGE 5 17 04 TITLE V MCH FUNDS 05 OTHER GOVERNMENT PROGRAMS 06 BLUE CROSS BLUE SHIELD 07 PRIVATE INSURANCE COMPANY 08 HEALTH MAINTENANCE ORGANIZATION PREPAID HEALTH PLAN 09 SELF PAY 25D PRINCIPAL SOURCE OF PAYMENT FOR PRENATAL CARE gt 02 ENTER MEDI CAL 26 BIRTHWEIGHT gt 2 ENTER ENTRY OF BIRTHWEIGHT IS REQUIRED AND MUST BE BETWEEN 100 AND 7250 GRAMS IF WEIGHT IS IN GRAMS ENTER THE NUMBER IF WEIGHT IS IN POUNDS ENTER THE NUMBER INCLUDE ANY DECIMAL FRACTIONS AND IT WILL BE CONVERTED INTO GRAMS IF WEIGHT IS IN POUNDS AND OUNCES ENTER THE NUMBER OF POUNDS A SEPARATOR AND THE NUMBER OF OUNCES INCLUDE ANY DECIMAL FRACTIONS THESE WILL BE CONVERTED TO GRAMS A SEPARATOR IS ANY PUNCTUATION MARK OUNCES MUST BE LESS THAN 16 FOR EXAMPLE 7 0 5 7
58. SOUND HIT RETURN TO CONTINUE Q TO QUIT OR ENTER VALUE gt ENTER 30 MATERNAL DEATH WITHIN 72 HOURS OF DELIVERY 31 OTHER 00 01 PREECLAMPSIA PREGNANCY INDUCED HYPERTENSION 022 ECLAMPSIA CONVULSIONS OR COMA 03 SEIZURES DURING LABOR 04 FETOPELVIC DISPROPORTION 05 SHOULDER DYSTOCIA 06 BREECH OR OTHER ABNORMAL PRESENTATION 07 PRECIPITOUS LABOR lt 3 HOURS 08 PROLONGED LABOR gt 20 HOURS 09 OTHER DYSFUNCTIONAL LABOR 30 COMPLICATIONS OF LABOR AND DELIVERY gt FET ENTER 1 21 FETAL DISTRESS 2 27 ELECTRONIC FETAL MONITORING 3 04 FETOPELVIC DISPROPORTION SELECTION gt 1 ENTER 21 FETAL DISTRESS 30 ANOTHER COMPLICATIONS OF LABOR AND DELIVERY gt ENTER 31 ABNORMAL CONDITIONS AND CLINICAL PROCEDURES RELATING TO THE NEWBORN gt 00 ENTER NEWS INCLUDE THIS BIRTH IN NEWSPAPER REPORT lt N gt ENTER WARNING BIRTH WEIGHT APPEARS TO BE LOW FOR THIS GESTATIONAL AGE PLEASE CHECK BIRTHDATE 4A DATE OF LAST MENSES 25A DATE OF LAST LIVE BIRTH 27E OR TERMINATION 27F AND BIRTH WEIGHT 26 HOSPITAL BIRTH RECORD 1A JOHN B PAUL 1C JONES 2 MALE 3A TWIN 3B 2ND 4A MARCH 4 1993 4B 2253 SA AVSS TEST HOSPITAL 5 1234 TEST DRIVE 5C SANTA BARBARA 5D SANTA BARBARA 5E HOSPITAL 6A ROBERT 6B DAVID 6C JONES T AL 8 5 5 55 9A MARIA 9 9C SANCHEZ 10 MEXICO 11 6 6 66 MLN JONES 12B MOTHER 12C 13B 278 13C 13D MARINA ALZUGARAY CNM PO BOX 502 SB14
59. TATUS OF SENT MAIL MAILBOX OPTION gt ENTER SYSTEM OPTION gt H ENTER OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt ENTER ENTER ENOUGH CHARACTERS TO IDENTIFY ONE OF THE FOLLOWING REGISTER BIRTH RECORD DISPLAY RECORD EDIT RECORD ALPHA LIST OF RECORDS COMPLETE INCOMPLETE RECORD INCOMPLETE RECORD REPORT FILING VARIABLE LIST VARIABLE DISPLAY INDEX LIST DISPLAY NON CONFIDENTIAL DISPLAY VALIDATION DISPLAY INDIVIDUAL INQUIRY USER REPORT USER REPORT BY ACTIVITY INDEX USER SUMMARY PRINT RECORD SCRATCH RECORD MODIFY USER LISTS HOSPITAL BIRTH RECORD OPTION gt ENTER SYSTEM OPTION gt ENTER GOOD BYE FROM AVSS VERSION 4 3 APRIL 1993 EXAMPLES PAGE 5 3 5 2 MAILBOX SYSTEM OPTION gt M ENTER AILBOX MAILBOX OPTION gt ENTER ENTER ENOUGH CHARACTERS TO IDENTIFY ONE OF THE FOLLOWING SEND MAIL PRINT MAIL DELETE MAIL MAILBOX OPTION gt S ENTER END MAIL SEND MANAGER S MESSAGE lt N gt ENTER ADDRESSEE NAME LAST FIRST gt ENTER ENTER THE FIRST FEW CHARACTERS OF THE LAST NAME OPTIONALLY FOLLOWED BY A COMMA AND THE FIRST FEW CHARACTERS OF THE FIRST NAME TO SEARCH THE USER FILE OR L FOR A LIST OF CURRENT USERS NAME LAST FIRST gt M J ENTER 1 MARINKO JOHN A BS IS THIS THE PERSON Y ENTER ENTER MESSAGE 1 HELLO JOHN ENTER 2 THIS IS A TEST OF THE SEND SUBOPTION ENTER 3 UNDER THE MAILBOX SYSTEM OPTION ENTER 4 LET
60. THE STATE REGISTRAR REQUIRES THAT THE FOLLOWING COMBINATION OF FIELD S VALUE S BE VALIDATED FIELD 26 6600 YOU WILL LATER BE ASKED TO VALIDATE THIS VALUE IF YOU ARE UNSURE OF ITS VALIDITY BACKUP WITH AN AND USE S TO SKIP If you do not change the value for field 26 then the following validation procedure must be executed GESTATIONAL AGE COMPUTED FROM LAST NORMAL MENSES 40 6 WEEKS BIRTHWEIGHT 26 IS GREATER THAN 6500 GRAMS VALIDATION BW2 THE STATE REGISTRAR REQUIRES THAT THE FOLLOWING COMBINATION OF FIELD S VALUE S BE VALIDATED FIELD 26 6600 HAVE YOU REFERRED TO THE ORIG SOURCES amp ARE YOU SURE gt Y ENTER F ILE E DIT V ALIDATE D ISPLAY OR P RINT gt Again validations require that you check the original sources Cross references require that you change one or more data values until the cross reference message no longer appears In both cases AVSS will not allow you to file the record until the questionable data values are resolved In the case of validations AVSS will record the necessary information to create an audit trail for reporting purposes This information is used in the VALIDATION DISPLAY as shown below VERSION 4 3 APRIL 1993 PAGE 3 19 AVSS USER S MANUAL VALIDATION MESSAGES GESTATIONAL AGE COMPUTED FROM LAST NORMAL MENSES 40 6 WEEKS BIRTHWEIGHT 26 IS GREATER THAN 6500 GRAMS VALIDATION BW2 THE STATE REGISTRAR REQUIRES THAT THE FOLLOWING COMBINATION OF FIELD S VA
61. Vaginal birth forceps 03 Vaginal birth spontaneous 06 Vaginal birth vacuum Item 28B EXPECTED PRINCIPAL SOURCE OF PAYMENT FOR DELIVERY Circle one code only 01 Medicare 09 Self pay 02 Medi Cal 10 No charge 03 Workers compensation 11 Other nongovernment programs 04 Title V funds 12 Medical indigent 05 Other government programs 00 Medically unattended birth 06 Blue Cross Blue Shield 99 Unknown 07 Private insurance company 08 Health maintenance organization prepaid health plan Item 29 COMPLICATIONS AND PROCEDURES OF PREGNANCY AND CONCURRENT ILLNESSES Circle up to 16 codes for the most important complications procedures Preeclampsia pregnancy induced hypertension 18 Hepatitis B acute infection or carrier Eclampsia convulsions or coma 19 Rubella Hypertension chronic 20 Tobacco use during pregnancy Renal disease Pyelonephritis Codes 21 22 and 23 apply to any previous live birth or fetal Anemia hct 30 and or hgb lt 10 death single or multiple Cardiac disease 21 24000 grams birthweight Lung disease acute or chronic 22 2500 grams birthweight Diabetes 23 37 weeks gestation Rh sensitization 24 Cervical cerclage Hemoglobinopathy 25 Chorionic villus sampling Uterine bleeding before labor 26 Amniocentesis Polyhydramnios oligohydramnios 27 Electronic fetal monitoring Incompetent cervix with or without cerclage 28 Tocolysis Premature labor 29 Ultrasound Genital herpes 30 Other Other sexually t
62. ad skipped responses When you locate the previously missing information you may complete the incomplete records by selecting the COMPLETE INCOMPLETE RECORD suboption and using the file numbers under the INDEX column VERSION 4 3 APRIL 1993 OVERVIEW OF STANDARD OPTIONS PAGE 3 13 3 3 7 Filing Variable List As shown in Section 3 3 4 above the ALPHA LIST OF RECORDS lists all records in a date range sorted alphabetically by last name The FILING VARIABLE LIST is very similar but sorts by the value of the filing variable e g patient file number HOSPITAL BIRTH RECORD OPTION gt FILING VARIABLE LIST ENTER FROM FILE lt BEGIN TO FILE lt END ENTER RUN THIS LISTING IN THE BACKGROUND lt N gt ENTER SAVE THE OUTPUT FROM THIS PROGRAM lt N gt ENTER OUTPUT DEVICE T ENTER SITE 0 HOSPITAL BIRTH RECORD INDEX LIST FROM lt BEGIN gt THRU lt END gt NAME EVENT DATE FILE NEXT SKIPPED AMENDED 2 2 93 659383 9A 9B 9C ADAMS JOHN QUINCY 1 13 93 653232 6A ESCOBAR PATRICIA ANN 1 12 93 654321 24A 24D 24F JINGLEHEIMER SMITH JOHN 2 3 93 652980 MANRIQUEZ JEANIE 1 14 93 655013 SMITH MARY ANNE 2 12 93 655982 29 WENTWORTH HENRY JAMES 213193 652345 3 3 8 Variable Display The VARIABLE DISPLAY suboption is useful in analyzing record data in depth The data field names are displayed in expanded form to clarify their meaning and are listed according to the sorting order from low to high of the data field number
63. an 1 year Last live birth precedes date of birth by more than 35 years Last live birth differs from date of last termination by 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 terminations 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 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 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 Arbitrary AVSS name assigned to CBC cross reference C or validation V Note 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 AVSS requires the user to confirm data values that do not
64. at the number of records printed only reflects the usage of the PRINT RECORD suboption 3 3 15 User Summary SUMMARY REPORT FROM ACTIVITY INDEXING SITE EXAMPLE HOSPITAL DATE RANGE FROM 1 1 93 TO 2 15 93 FORM HOSPITAL BIRTH RECORD RECORD COUNT BY DATE OF REGISTRATION 2 7 93 2 8 93 2 9 93 2 10 93 2 11 93 2 12 93 2 13 93 2 14 93 2 15 93 2 tn 4 OUO tA USER COUNT BY DATE OF REGISTRATION USER CLERK BIRTH 18 USER SHIFT NIGHT 13 RECORD COUNT BY LAST FILE DATE 2 7 93 2 8 93 2 9 93 2 10 93 2 11 93 2 12 93 3 OVERVIEW OF STANDARD OPTIONS PAGE 3 23 VERSION 4 3 APRIL 1993 BWW L 2 13 93 3 2 14 93 4 2 15 93 3 TOTAL 31 USER COUNT BY LAST FILEDATE USER CLERK BIRTH 17 USER SHIFT NIGHT 14 TOTAL 31 3 3 16 Print Record Under most circumstances you will print a record as one of the final steps in the registration process or the edit process described in Sections 2 4 and 3 3 3 respectively You will be able to use AVSS as a sophisticated word processor to produce an error free form on the video screen then print it as part of the F ILE E DIT V ALIDATE D ISPLAY OR P RINT gt process However on some occasions you may wish to print a record that has already been filed To do so select the PRINT RECORD suboption by entering a P in response to the HOSPITAL BIRTH RECORD OPTION prompt AVSS will begin the same person selection process that it uses for the DISPLAY RECORD and EDIT RECORD
65. bility as list processing To have AVSS display the list of possible choices type the following four keystrokes hold the SHIFT key down type a 6 followed by an L then an ENTER or simply F3 for AVSS PC This sequence is designated as L and is called the up arrow L command meaning list At the option or suboption levels L functions in the same manner as the command by listing all possible AVSS activities At the data entry level L gives you a list of data items that are available for the current prompt If you wish to limit your search to a portion of a long list then type APRIL 1993 VERSION 4 3 PAGE 2 6 AVSS USER S MANUAL L followed by the first few characters corresponding to the more limited range of choices To summarize there are five general AVSS commands ENTER DEL and AL that are very important yet are easy to learn These commands may be used throughout AVSS and you should memorize them Remember to be sure that the CAPS LOCK key is on Note that the last three general commands require that the ENTER key be pressed for terminal based AVSS but for AVSS PC they correspond simply to the F1 F2 and F3 keys respectively VERSION 4 3 APRIL 1993 HOW TO USE AVSS PAGE 2 7 2 4 REGISTRATION PROCEDURES Now that you are acquainted with the basic AVSS commands you are ready to learn the registration procedures This is the process of using AVSS to enter and stor
66. blic health form containing case specific information or a record AVSS provides you with a means of accurately entering editing printing storing and reporting this information To do this AVSS needs certain information to file and retrieve the data contained on a particular form usually the person s name and a date This filing information along with any additional data is stored in the computer by a file number or record number consistent with your current manual system for example a health department s local file number If you do not have a filing number AVSS automatically generates one AVSS allows you choices on two distinct levels for identifying the type of activity you wish to perform At the first or system option level you have choices like using an electronic mailbox managing birth record data or reporting data These system options are the basic building blocks that constitute a particular AVSS system Different AVSS installations may have different combinations of system options Under each system option are a number of suboptions For example under the system option MAILBOX there are suboptions that allow you to send print or delete mail Under HOSPITAL BIRTH RECORD you can register edit display or print records These possibilities are displayed as a menu of choices In turn each suboption has a series of data entry queries or prompts for information that needs to be answered in order to accomplish th
67. dinarily has the responsibility of dealing with them However the user can help in correcting such malfunctions by carefully noting the circumstances that preceded the event It also helps to be patient while the responsible parties attempt to restore AVSS services Perhaps the most frequent source of difficulty in performing your AVSS tasks is related to the operation of printers Pay particular attention to paper alignment and freedom of movement Check the condition of the ribbon frequently Above all make sure that the printer is turned on and in the ready mode before attempting any 4 85 print functions 4 3 AVSS SOFTWARE ERRORS Having undergone nearly seven years of development in dozens of sites with hundreds of users throughout the U S AVSS has benefited from the rigors of intensive field testing As a result it is reliable and effective software However as with any complex program there is a chance that an error will be uncovered This generally occurs when an unusual set of circumstances arise that was not foreseen by the software design team Software errors may also accompany a new version of AVSS When a software error occurs AVSS begins a recovery mechanism known as an error trap You will be asked to help document the circumstances that triggered the error then AVSS will attempt to return you to the activity that preceded the error If you continue to get the same error then you should cease that activity and consult your
68. ding or receiving messages A mechanism to recover from software errors A video screen display of data items from a specific public health form The data items required to store and retrieve a specific record VERSION 4 3 PAGE 1 4 Terms file number freeze help incomplete record index input input check interactive internal variable interrupt list processing list menu modem null VERSION 4 3 2 1 AVSS USER S MANUAL TABLE 1 2 Continued Page 2 3 2 14 1 1 3 10 3 5 2 4 2 9 2 3 3 13 2 14 2 5 2 5 2 3 2 4 Meaning The single data item usually a number required to store and retrieve a specific record for example a hospital patient file number To suspend the movement of characters SCROLLING on a display terminal Information giving instructions on how to proceed An AVSS record with one or more data fields having blank or null data values resulting from the use of the SKIP command A table of record numbers arranged to help you quickly find a particular record The process of entering data into the computer Also defined as the data that was entered A screening procedure to ensure data quality or to speed up data entry A mode of computer operation the two way dialogue between you and AVSS An AVSS created variable containing coded information To terminate an AVSS activity before it is complete The AVSS mechanism for se
69. e data corresponding to a particular public health form for example all information needed to complete a certificate of live birth To do this you should be familiar with the general AVSS commands in Table 2 1 To select a specific activity you enter the first few characters of the name of the form For example entering H followed by ENTER will select the hospital birth record option If you are using some other form please substitute the name of that form for HOSPITAL BIRTH RECORD wherever it appears below Remember to use or F1 for a list of choices available to you whenever you are not sure what to choose Within the HOSPITAL BIRTH RECORD option there are many tasks or suboptions Different AVSS installations may have different combinations of suboptions You can see the choice of suboptions available to you by entering a or F1 To enter data for a specific person you select the REGISTER RECORD suboption by typing an R followed by an ENTER The example below lists the standard set of 18 suboptions for all AVSS forms SYSTEM OPTION gt H ENTER OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt ENTER ENTER ENOUGH CHARACTERS TO IDENTIFY ONE OF THE FOLLOWING REGISTER RECORD DISPLAY RECORD EDIT RECORD ALPHA LIST OF RECORDS COMPLETE INCOMPLETE RECORD INCOMPLETE RECORD REPORT FILING VARIABLE LIST VARIABLE DISPLAY INDEX LIST DISPLAY NON CONFIDENTIAL DISPLAY VALIDATION DISPLAY INDIVIDUAL DISPLAY US
70. e desired task Once the task has been completed at the data entry level AVSS returns to the suboption level If you are finished with that suboption and do not select another suboption choice AVSS will return you to the system option level Your password and the terminal you use determine the specific combination of system options and suboptions available to you In summary an AVSS user interactive session consists of an initial prompt from the computer a response from you another prompt from the computer and so on After selecting an initial system option AVSS prompts for a choice of suboptions There will be prompts within these suboptions as needed to complete a task Once you have completed the desired task and want to return to a previous option level just press ENTER Continuing to press the ENTER key will generally result in backing out of AVSS until it displays a GOOD BYE message and halts APRIL 1993 VERSION 4 3 PAGE 2 4 AVSS USER S MANUAL 2 3 GENERAL COMMANDS There are several general commands listed in Table 2 1 that are always applicable no matter what option or suboption is being used TABLE 2 1 GENERAL COMMANDS Key Action Performed by AVSS ENTER ENTER Send your keyboard input into AVSS DEL DELETE Backspace over your previous input to correct mistakes 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 po
71. ed under a system option One of several activities to be performed Spurious electronic disinformation originating from telephone lines VERSION 4 3 PAGE 1 6 Terms terminal test hospital time out unfreeze up arrow validation procedure version VERSION 4 3 Page 2 1 3 3 3 9 2 14 2 5 4 3 AVSS USER S MANUAL TABLE 1 2 Continued Meaning An electronic device with a video screen and keyboard to send data to and from a computer A fictitious hospital used for practice data entry during the learning process The process of AVSS logging you off after a certain time has elapsed with no keyboard activity To restart a display after it has been frozen The circumflex or when used by itself means go back to the previous prompt The technique of cross comparison s of data fields for fields for logical consistency and for computing indirect information A variant of AVSS identified with a number for example Version 3 706 The digits on the righthand side of the decimal point indicate the year and month YMM that the version was released for example 4 004 was released in April of 1990 APRIL 1993 HOW TO USE AVSS PAGE 2 1 CHAPTER2 HOW TO USE AVSS The purpose of this chapter is to acquaint you with the basic AVSS commands and how they allow you to perform your daily tasks more efficiently 2 1 GETTING STARTED To access AVSS you must first connect to the computer by
72. em continues you or your system manager should contact the central site and suggest that they test their telecommunications equipment 4 2 COMPUTER MALFUNCTIONS As computer equipment becomes more reliable with the passage of time computer related difficulties are becoming less frequent A frequent source of computer malfunction is related to interruptions in electrical power Users connected to a central processor have reason to be concerned when severe electrical storms strike the immediate area To minimize physical damage resulting from power irregularities we highly recommend that electrical power regulation equipment be utilized with your computer In some cases where electrical power is very unreliable an uninterruptable power supply may be warranted Another potential source of computer malfunction is related to disk storage units As opposed to most computer components these mechanisms depend critically on moving parts operating at high speed and close tolerances Moreover failure can be instantaneous catastrophic and with no warning Such disk crashes can strike fear in even the most experienced user s heart Their unexpected occurrence is the primary reason why frequent backup copies of the entire AVSS database must be rigorously maintained VERSION 4 3 APRIL 1993 TROUBLESHOOTING PAGE 4 3 Most users are infrequently bothered by computer malfunctions and rarely can do anything about them when they occur The system manager or
73. em does not pass an input check and you are unable to ascertain the correct value The COMPLETE INCOMPLETE RECORD option makes it easy for the user to fill in the missing data items since AVSS automatically remembers which of the required items were not completed As in the previous suboptions you must select the person whose record you are going to complete by means of the person selector process AVSS then retrieves the incomplete record and begins prompting you for the missing required data fields You can still use the S command in this suboption and an updated but still incomplete record will be filed You will not be prompted for optional data fields for which no response was originally given After you have responded to prompts for the missing but required data items you will again arrive at the F ILE E DIT V ALIDATE D ISPLAY OR P RINT gt prompt and should proceed as described in Section 3 3 3 Here is an example HOSPITAL BIRTH RECORD OPTION C ENTER OMPLETE INCOMPLETE RECORD FILE OR INDEX TO SEARCH CHILD S NAME gt 655982 ENTER INDEX VALUES DATE FILE NEXT SKIPPED 1 SMITH MARY ANNE 2 12 93 655982 29 IS THIS THE PERSON lt Y gt 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 VERSION 4 3 APRIL 1993 OVERVIEW OF STANDARD OPTIONS PAGE 3 11 29 COMPLICATIONS OF P
74. epresent data impos siblities e g a third born twin and must be resolved before a record can be filed 1f they cannot be resolved satisfactorily then the only recourse is to use the S command Validations represent unusual data values that are very unlikely and the user must confirm they are correct by referring to the original data to be sure that there was not a transcription or data entry error Nearly all of the cross references and validations from the CBC Specifications were already incorporated into AVSS But as shown in the Appendix AVSS also contains an additional data input check called a warning as well as other cross references that are not part of the CBC Specifications To summarize there are three types of AVSS input checks APRIL 1993 VERSION 4 3 PAGE 3 18 AVSS USER S MANUAL Cross References Impossible data values are not allowed Validations Improbable data values that require you to check original sources Warnings Unlikely values but do not require you to check the original sources Validations are most important since they require you to take the time to check the original sources of information If you confirm that the value is correct then AVSS will record your identifier and the date that the validation took place for reporting purposes The following demonstrates a validation message during data entry 26 BIRTHWEIGHT gt 6600 ENTER BIRTHWEIGHT 26 IS GREATER THAN 6500 GRAMS VALIDATION BW2
75. ere the slash delimiting month day year may also be one of the following punctuation marks or simply a blank MM may be either the name abbreviation or number of the month You may omit the year enter only MM DD and AVSS will assume the current year You may also enter only the day DD and AVSS will assume the current month and year A T entered for a date is converted to today s date and T n means n days ago that is use T 1 for yesterday These conventions are displayed on the AVSS screen whenever a is entered in response to a prompt for a date field As you enter data you will observe that AVSS performs special data screening and conversions or input checks Some examples of this are birth weight conversion from pounds and ounces to grams checking maternal age to verify that it is within a reasonable range computation of gestational age from birth date and date of last normal menses comparison of birth weight and gestational age for consistency and confirmation of nonstandard responses to list items While some data items can be left blank for example father s name other items such as birthweight are so important as to demand their entry For these required fields you cannot continue entry of the form unless you enter a value or use a registration command see the SKIP command in Section 2 5 to skip over it Ifa required field is skipped the form is marked as incomplete and can later be completed using the COM
76. garding such events If you are unable to resolve an AVSS problem using local resources please contact a member of the AVSS project staff at 805 893 3143 VERSION 4 3 APRIL 1993 EXAMPLES PAGE 5 1 CHAPTER 5 EXAMPLES This chapter presents several instructive examples of AVSS activities that should help you to quickly learn commands and other procedures We suggest that you follow them while at an AVSS terminal using the test hospital 5 1 BASIC MENUS This section shows some basic AVSS menus how to select various options and suboptions and how to sign off PASSWORD gt ENTER YOUR PASSWORD ENTER WELCOME TO AVSS 4 3 Automated Vital Statistics System YOUR SITE NAME DISPLAYED HERE Copyright 1987 The Regents of the University of California GOOD AFTERNOON USER YOU HAVE NEW MAIL TODAY IS WEDNESDAY 3 16 93 AT 4 03 PM LAST LOGIN ON WEDNESDAY 3 16 93 AT 11 05 AM SYSTEM OPTION gt ENTER ENTER ENOUGH CHARACTERS TO IDENTIFY ONE OF THE FOLLOWING HOSPITAL BIRTH RECORD MAILBOX YOUR PASSWORD SYSTEM OPTION gt Y ENTER OUR PASSWORD YOUR PASSWORD OPTION gt ENTER ENTER ENOUGH CHARACTERS TO IDENTIFY ONE OF THE FOLLOWING CHANGE YOUR PASSWORD YOUR PASSWORD OPTION gt ENTER SYSTEM OPTION gt M ENTER AILBOX APRIL 1993 VERSION 4 3 PAGE 5 2 AVSS USER S MANUAL MAILBOX OPTION gt 2 ENTER ENTER ENOUGH CHARACTERS TO IDENTIFY ONE OF THE FOLLOWING SEND MAIL PRINT MAIL DELETE MAIL REPORT S
77. herefore AVSS provides a method to display only this portion After selecting the NON CONFIDENTIAL DISPLAY suboption and using the person selector to locate a particular record the following display results HOSPITAL BIRTH RECORD 1A MARY 1B ANNE 1C SMITH 2 FEMALE 3A SINGLE 3B 4A FEBRUARY 12 1993 4B 1842 5A USAF HOSPITAL MATHER 5B MATHER AIR FORCE BASE 5C SACRAMENTO 5D SACRAMENTO 5E HOSPITAL 6A ROBERT 6B ALLEN 6C SMITH 7 MN 8 1 12 67 9A LYNETT 9B DIANE 9C MCCORD 10 11 2 2 76 12B MOTHER 12C 6 12 93 13B A 12345 13C 6 12 93 13D E PAUL REED MD LT COL MATHER AFB 14 15A ENTERED CLERK BIRTH 2 12193 LAST UPDATED SHIFT NIGHT 2 18 93 3 3 11 Validation Display A longstanding objective of AVSS has been to improve the quality and completeness of all data items contained on birth certificates and other public health forms To accomplish this AVSS automatically performs many edits at the time of data entry to warn or otherwise prevent you from making inadvertent errors If a data value appears unreasonable you will be warned asked to validate the value or possibly not even allowed to enter it In 1988 the Office of State Registrar OSR issued the Electronic Submission Specifications For Califomia Birth Certificates which have become known as the CBC Specifications as summarized in the Appendix There are two types of questionable data entities in the CBC Specifications cross references and validations Cross references r
78. irst name and then three semicolons with the latter three semicolons corresponding to a blank child s middle name and a blank date of birth BEGINNING SEARCH USE CTRL C TO TERMINATE SEARCH INDEX VALUES DATE FILE NEXT SKIPPED 1 SMITH MARY JANE 2 12 93 655982 29 IS THIS THE PERSON lt Y gt ENTER APRIL 1993 VERSION 4 3 PAGE 3 8 AVSS USER S MANUAL Record data displayed in facsimile form See Section 3 3 2 HIT RETURN TO CONTINUE gt ENTER FIELD S TO MODIFY gt 14 ENTER Note you can select more than one field here by typing consecutive data field numbers separated by semicolons for example 1A 1B 1A CHILD S FIRST NAME lt MARY gt MARTHA ENTER 1A CHILD S FIRST NAME lt MARTHA gt ENTER FIELD S TO MODIFY gt 1B ENTER 1B CHILD S MIDDLE NAME lt JANE gt ANN ENTER 1B CHILD S MIDDLE NAME lt ANN gt ANNE ENTER 1B CHILD S MIDDLE NAME lt ANNE gt ENTER FIELD S TO MODIFY gt ENTER Note that AVSS prompts until the data value is left unchanged for the edited data field If the updated data was entered correctly in the first prompt then the second prompt requires only an ENTER However if you made a mistake on the first prompt you have the opportunity to correct it on the second prompt You will continue to be prompted until the data field is left unchanged GESTATIONAL AGE COMPUTED FROM LAST NORMAL MENSES 40 0 WEEKS F ILE E DIT V ALIDATE D ISPLAY OR P RI
79. ith or without specific site 767 0 767 9 67 Hyaline membrane disease or RDS 769 68 Meconium aspiration syndrome 770 1 69 Congenital rubella syndrome 771 0 70 Seizures 779 0 71 Assisted ventilation lt 30 min Procedure no ICD 9 code 72 Assisted ventilation gt 30 min Procedure no ICD 9 code 73 Neonatal Intensive Care Unit NICU 224 hours 24 hours if infant died 74 Transfer of newborn to another facility Procedure no ICD 9 code 75 Other 00 None APRIL 1993 AVSS USER S MANUAL PAGE N 1 NOTES APRIL 1993 VERSION 4 3 PAGE N 2 AVSS USER S MANUAL NOTES VERSION 4 3 APRIL 1993 AVSS USER S GUIDE The University of California s Automated Vital Statistics System AVSS is an easy to use computer program that creates birth records and manages other public health forms Ask your AVSS trainer how to ger a PASSWORD prompt Be sure that the CAPS LOCK key is turned on then type in the password assigned to you Press the ENTER key after you finish typing your response to any AVSS prompt Note that a requires that the SHIFT key be held down similarly the is obtained by holding down the SHIFT key while pressing the 6 key or simply the F1 key on AVSS PC Use the backspace key to correct mistakes Its location and marking will vary according to the type of equipment and is sometimes marked as DEL IBM equipment uses the BACKSPACE or the lt key for corrections Consult y
80. lecting and storing specific entries from a list A sequential group of data items to be chosen A group of choices resulting in AVSS activities A MOdulation DEModulation device used to transmit data over telephone lines A blank data value APRIL 1993 INTRODUCTION Terms optional password person selector prompt pseudo name question mark record record number required sign on sign off suboption system option telephone noise APRIL 1993 Page 2 4 2 5 2 3 2 3 2 4 2 2 2 10 2 3 2 14 PAGE 1 5 TABLE 1 2 Conlinued Meaning Non mandatory a data field that can have a null value The protective keyword that allows you to access AVSS Passwords may consist of 1 to 48 characters using any combina tion of alphabetic numeric or punctuation alphanumeric keys An AVSS process for finding a person s record The text displayed when AVSS awaits your response The percent sign used by AVSS to file a record for a person with a blank last name The procedure to get help or tutorial information A group of related data fields of information treated as a single single unit for example all of those data fields on a birth certificate Same as a file number Mandatory a data field that must have an acceptable value before proceeding to the next prompt To begin an interactive session with AVSS To terminate an interactive session with AVSS A task to be perform
81. me 746 7 21 Other anomalies of heart remainder of 745 746 22 Patent ductus arteriosus 747 0 23 Coarctation of aorta 747 1 24 Other anomalies of circulatory system remainder of 747 VERSION 4 3 RESPIRATORY SYSTEM 25 Choanal atresia 748 0 26 Agenesis hypoplasia or dysplasia of lung 748 5 27 Other anomalies of respiratory system remainder of 748 CLEFT PALATE LIP 28 Cleft palate 749 0 29 Cleft lip 749 1 30 Cleft palate with cleft lip 749 2 DIGESTIVE SYSTEM 31 Tracheo esophageal fistula or esophageal atresia or stenosis 750 3 32 Atresia or stenosis of small intestine 751 1 33 Atresia or stenosis of large intestive rectum and or anal canal 751 2 34 Other anomalies of digestive system remainder of 750 751 GENITOURINARY SYSTEM 35 Hypospadias or epispadias 752 6 36 Indeterminate sex or pseudohermaphroditism 752 7 37 Other anomalies of genital system remainder of 752 38 Renal agenesis 753 0 39 Cystic kidney disease 753 1 40 Congenital ureteral obstruction 753 2 41 Exstrophy of urinary bladder 753 5 42 Other anomalies of urinary system remainder of 753 MUSCULOSKELETAL DEFORMITIES 43 Hip dislocation with CNS 754 3 44 Talipes 754 5 754 7 45 Preaxial polydactyly accessory thumbs part of 755 0 Exclude skin tags 46 Other polydactyly remainder of 755 0 Exclude skin tags 47 Syndactyly of fingers and or toes 755
82. means of a terminal and then respond with the proper answers to security questions Because AVSS is designed to operate on a wide variety of computer equipment and because there is a great deal of emphasis on system security the method by which users gain access to the system varies between sites Yet all sites have two steps in common you must first make sure you are connected to the host computer and then follow the proper sign on procedures 2 1 1 Connecting To The Computer There are three basic ways to connect to the computer Computer Terminal or Personal Computer This is the simplest case where the terminal or monitor you are using is directly connected to the computer running AVSS You are ready to sign on e Computer Lease Line Terminal In this case you are also connected directly to the computer but through a special telephone line If there is a means for indicating a carrier make sure it indicates that you are connected to the computer e Computer Modem Terminal Here you must make the connection to the computer across an ordinary telephone line by means of a modem This procedure depends on the type of modem you are using and therefore may vary from site to site Contact your AVSS trainer for the proper procedures then note them in the back of this manual under NOTES APRIL 1993 VERSION 4 3 PAGE 2 2 AVSS USER S MANUAL 2 1 2 Sign On Procedure To start the sign on procedure be sure that the CAPS LOCK
83. mple but you wish to indicate that that field had no data value and was not inadvertantly left blank CONCATENATE 3 Semicolon You may use the semicolon key to consecutively enter several data items at once This allows faster data entry for those users familiar with the prompting sequence since the prompts do not have to be displayed one at a time For example the child s first middle and last names may be entered all at once in response to the prompt for first name 1A CHILD S FIRST NAME gt MARY JANE SMITH ENTER Since it is treated as a command the may never be part of any data value that is entered into AVSS Also you should limit the number of semicolon commands used in a single entry to a reasonable quantity fewer than 10 DISPLAY D or F4 Up Arrow D As described in Section 2 4 after you have entered all of the data fields for a particular form AVSS will clear the terminal screen and display the data values Should you need to review the current values before the last data field is entered you may use the D or F4 for AVSS PC command to obtain an immediate display at any time during data entry The data values for those data fields not yet entered will be displayed as blanks EDIT E or F5 Up Arrow E You may correct a previously entered data value as indicated by OLD DATA by typing in the new value followed by an ENTER However if it is a lengthy value and you wish to a
84. mple in Chapter 5 After you have registered a few records and feel comfortable with the way AVSS responds to your commands you are ready to try some additional suboptions You may first wish to view the results of your work by using the ALPHA LIST OF RECORDS and DISPLAY RECORD suboptions 3 3 2 Display Record You may use the DISPLAY RECORD suboption to review all the data on a previously filed form In so doing AVSS will ask you to identify the person whose information you wish to display This process is accomplished by the AVSS person selector The person selector is used in a number of suboptions to identify a specific record and therefore it is important to be familiar with its usage A typical display person selector session might begin like this HOSPITAL BIRTH RECORD OPTION gt D ENTER ISPLAY RECORD FILE OR INDEX TO SEARCH CHILD S NAME gt ENTER THIS IS HOW WE WILL TRY TO IDENTIFY THE PERSON VERSION 4 3 APRIL 1993 OVERVIEW OF STANDARD OPTIONS PAGE 3 5 ENTER THE INDEX CODE OR THE FIRST FEW CHARACTERS OF THE DESCRIPTION FROM THE FOLLOWING LIST ENTER TO EXIT ENTER TO DELETE CURRENT VALUE NUMBER FILED BY DT DATE OF BIRTH NM CHILD S NAME MN MOTHER S NAME FN FATHER S NAME The question mark response above indicates that you can select the person for whom you wish to display record information by means of three basic identifiers or indexes by the file number for example a patient record number by
85. mportance in limiting the search If more than one person is matched by your input AVSS will display the persons that have been matched and then prompt you to select one In the case of a unique match as shown above an ENTER will result in the facsimile display on the following page of birth record data for this particular record APRIL 1993 VERSION 4 3 PAGE 3 6 AVSS USER S MANUAL RETRIEVING DATA OUTPUT DEVICE lt T gt ENTER ENTER T TO DISPLAY OUTPUT TO YOUR TERMINAL OR P TO PRINT FROM YOUR TERMINAL OR F TO WRITE TO A DOS FILE Applicable only to AVSS PC OR A DEVICE INDENTIFIER OF ANOTHER LINE OR L FOR A LIST OF POSSIBLE DEVICES Note that AVSS can route the output to devices other than your terminal OUTPUT DEVICE lt T gt ENTER HOSPITAL BIRTH RECORD IIA MARY 1B JANE 1C SMITH 2 FEMALE 3A SINGLE 3B 4A FEBRUARY 12 1993 4B 1842 SA USAF HOSPITAL MATHER 5B MATHER AIR FORCE BASE SC SACRAMENTO 5D SACRAMENTO SE HOSPITAL 6A ROBERT 6B ALLEN 6C SMITH 7 MN 8 1 12 67 9A LYNETT 9B DIANE 9C MCCORD 10 11 2 2 70 12B MOTHER 12C 2 13 93 13B A 12345 13C 2 14 93 13D E PAUL REED MD LT COL MATHER AFB 14 15A 18 WHITE 118 10 19 NO 20A MECHANIC 20BPRIVATE CO 20C 15 2 WHITE 121 10 22 NO 23A SHT METAL TECH 23B USAF 23C 13 244 4400 HORNBEIN BLVD APT 12 24B SACRAMENTO 24C SACRAMENTO 24D CA 24E 95842 25A 08 27 90 25B IST 25C 16 25D 05 26 4600 28A 03 27A 0 27B 0 27D 0 27E 0 28B 05 29 00 27C
86. mputer If there is evidence that you have lost the connection to the central site then follow the proper site specific reconnect procedures If these fail then contact your system manager or telephone the central site and ask if the computer is running APRIL 1993 VERSION 4 3 PAGE 4 2 AVSS USER S MANUAL SYMPTOM Your password does not work 1 This may or may not be a telecommunications problem First make sure that the CAPS LOCK key is on If it is off AVSS should respond with a message that your password contains lower case letters Remember to press the ENTER key after you have entered your password 2 If the procedures in 1 do not work then contact your system manager and confirm that your terminal equipment is configured properly and that you still have access SYMPTOM Unrecognizable characters and spurious data telephone noise appears on your video screen 1 This symptom is usually associated with a poor telephone connection with the central computer If you are using a dial up modem you should file the form you are working on sign off AVSS break the telephone connection then re dial to establish a better connection You may have to re dial several times until satisfactory results are obtained 2 If the problem persists check with your system manager to confirm that your telephone line is of a data grade quality Ifa backup modem is available try substituting it to see if the problem persists 3 If the probl
87. n Yes Cuban L ves Other Hispanic Specify other Specify Filipino ITEM entitled RACE check ONE box The MOTHER is LI White CaucasianO Cambodian Guamanian Black American Indian L Samoan Li Japanese Specify Tribe Eskimo chinese Aleut Asian Indian Thai Hawaiian Korean Vietnamese ITEM entitled HISPANIC check ONE box Is the MOTHER of Hispanic origin or descent L No Not Hispanic Yes Mexican Mexican American Chicano ves Puerto Rican Yes Cuban L ves Other Hispanic Specify CERTIFICATE OF DEATH VS 11 ITEM entitled RACE check ONE box The DECEDENT is white CaucasianLl Cambodian Guamanian Black American Indian L Samoan Li Japanese Specify Tribe Eskimo Chinese Aleut Filipino Asian Indian Korean Vietnamese Ll Thai Hawaiian ITEM entitled RACE check ONE box The DECEDENT is No Not Hispanic ves Mexican Mexican American Chicano a L ves Puerto Rican other Specify Yes Cuban ves Other Hispanic Specify INSTRUCTIONS This work sheet is to be completed by or with the direct assistance of the informant s Do not enter any identification by name or number on this work sheet if it is completed in conjunction with either the Certificate of Live Birth or the Certificate of Fetal Death After completion by the informant s transfer the
88. n you to the option that you originally selected If you leave the computer at this point AVSS will time out after a certain period of time usually several minutes That is it will gradually sign off If you are working on a record AVSS will automatically file it for you 3 3 4 Alpha List of Records To see whose records are registered into the AVSS database use A in response to the HOSPITAL BIRTH RECORD prompt for an alphabetic listing by last name of child AVSS allows you to list names within a specified alphabetic range You will be prompted for beginning last name ending last name beginning date of birth and ending date of birth If you simply accept the default values of names and dates AVSS will list all records filed for the current year The information displayed by ALPHA LIST includes the child s name event date file number any data fields that were skipped or if the form was filed as incomplete using the F command the next data field to be completed Records that have been amended are also indicated A typical interactive session might be as follows HOSPITAL BIRTH RECORD OPTION gt A ENTER LPHA LIST OF RECORDS FROM lt gt ENTER THRU lt z gt ENTER FROM EVENT DATE lt 1 1 93 gt ENTER THRU EVENT DATE lt TODAY gt ENTER RUN THIS REPORT IN THE BACKGROUND lt N gt ENTER SAVE THE OUTPUT FROM THIS REPORT lt N gt ENTER OUTPUT DEVICE lt T gt ENTER SITE TEST HOSPITAL HOSPITAL BIRTH R
89. ors Pressing the appropriate one of these two keys will move the cursor screen position marker one character to the left As it moves backwards the cursor will delete the character to the left of its original position VERSION 4 3 APRIL 1993 HOW TO USE AVSS PAGE 2 5 HELP or F1 Question Mark AVSS provides you with immediate assistance by means of the help command It usually requires three keystrokes while the SHIFT key is held down the A key is depressed followed by an ENTER However on AVSS PC only a single keystroke using the F1 key is required We shall refer to this combination of keystrokes as the key After it is executed AVSS will display instructions that are relevant to the current prompt This is often referred to as the question mark command Often a will elicit a menu of choices from AVSS To select one of these choices you should enter the first few characters corresponding to your selection You may always use the question mark command to ask AVSS for help on the information that it is expecting from you At the option or suboption level all the available menu choices are displayed in response to the At the data entry level the question mark response is a short description of what type of data is expected and the formats that you can use At all other levels general instructions on what procedures you should follow are displayed Using the question mark throughout an entire session can pro
90. ot by their name For example the first item on the birth record is identified by 1A and not by CHILD S FIRST NAME Similarly some data values are stored as encoded numbers or abbreviations and they will be displayed in those somewhat cryptic terms For example a value of 02 for Item 28 METHOD OF DELIVERY in the HOSPITAL BIRTH RECORD would correspond to CESAREAN SECTION REPEAT As a result the information displayed by means of the DISPLAY RECORD suboption is sometimes difficult to interpret As an alternative you may wish to use the INDEX LIST DISPLAY suboption which expands the meaning of the data field identifiers and most encoded data The data fields are displayed according to the prompting sequence as follows HOSPITAL BIRTH RECORD OPTION gt I ENTER 1 INCOMPLETE RECORD REPORT 2 INDEX LIST DISPLAY 3 INDIVIDUAL INQUIRY SELECTION gt 2 ENTER INDEX LIST DISPLAY INDEX TO SEARCH lt CHILD S NAME gt 655982 ENTER INDEX VALUES DATE FILE NEXT SKIPPED 1 SMITH MARY ANNE 2 12 93 655982 29 IS THIS THE PERSON lt Y gt ENTER HOSPITAL BIRTH RECORD BPF BABY S PATIENT FILE NUMBER lt 193822 gt 1A FIRST GIVEN NAME OF CHILD lt MARY gt 1B MIDDLE NAME OF CHILD lt ANNE gt 1C LAST FAMILY NAME OF CHILD SURNAME lt SMITH gt 2 SEX OF CHILD lt FEMALE gt 3A THIS BIRTH SINGLE TWIN ETC lt SINGLE gt 4A DATE OF BIRTH lt JUNE 9 1993 gt 4B HOUR OF BIRTH 24 HOUR CLOCK lt 1842 gt 5E PLANNED
91. our AVSS trainer for details concerning your keyboard and note any differences under USER NOTES on the reverse side Key ENTER DEL or F1 or F2 L or F3 Key 5 D or F4 E or F5 F or F6 H or F7 Q or F8 S or F9 V or F10 APRIL 1993 GENERAL COMMANDS Action Performed by AVSS ENTER Send your keyboard input into AVSS DELETE Backspace over your previous input to correct mistakes HELP Show instructions on what AVSS wants BACKUP Return to the previous AVSS prompt LIST Display a list of possible responses for this data item REGISTRATION COMMANDS Action Performed by AVSS BLANK out the current data value for this data field DASH for this data field CONCATENATE link together the input for several data fields DISPLAY the current data values for all data fields on this form EDIT the current data value for this prompt See EDIT COMMANDS FILE this form as incomplete at this data field MORE HELP by showing the meaning of all AVSS commands QUIT and go back to the first prompt SKIP over a data field results in an incomplete form VALIDATE the currently entered data values for accuracy Copyright 1993 By The Regents of the University of California VERSION 4 3 Key B D R Q Key CTRL C CTRL S CTRL Q CTRL U Z L Q LD EDIT COMMANDS Action Performed by AVSS BLANK out a character
92. prompt as indicated by enclosing lt gt brackets For example 3A THIS BIRTH S PLURALITY lt SINGLE gt ENTER Simply press ENTER in response to such a prompt and the value contained within the lt gt brackets will be automatically recorded by AVSS If you should wish to enter a value that differs from the default simply type the new information followed by ENTER For example 3A THIS BIRTH S PLURALITY lt SINGLE gt TWIN ENTER This procedure may be followed to change or edit old AVSS data Note that if you use the to return to a previous data item that you have already entered its value will also appear as a default in enclosed brackets For example if an were entered in response to the Item 2 SEX prompt then AVSS would respond IC CHILD S LAST NAME lt SMITH gt In this manner you can inspect the data value for a previously entered item if you wish to accept it as is you type only an ENTER if you wish to replace it with a totally new value type the new value followed by an ENTER if you wish to modify it type an E followed by an ENTER The latter procedure is explained in Section 2 5 VERSION 4 3 APRIL 1993 HOW TO USE AVSS PAGE 2 9 Dates are important data items on public health forms thus AVSS has been designed to accept a wide variety of date formats and to perform many error checking procedures to insure high quality data The most common way to input a date into AVSS is MM DD YY wh
93. ransmitted diseases 00 None Item 30 COMPLICATIONS AND PROCEDURES OF LABOR AND DELIVERY Circle up to nine codes for the most important complications procedures Preeclampsia pregnancy induced hypertension 18 Febrile 2100 F or 238 Eclampsia convulsions or coma 19 Presence of meconium moderate heavy Seizures during labor 20 Cord prolapse Fetopelvic disproportion 21 Fetal distress Shoulder dystocia 22 Anesthetic complications Breech or other abnormal presentation 23 Unsuccessful attempt at vaginal birth after cesarean section Precipitous labor 3 hours 24 Maternal blood transfusion Prolonged labor gt 20 hours 25 Transport of mother from another facility prior to delivery Other dysfunctional labor 26 Amniocentesis Premature rupture of membrane gt 12 hours 27 Electronic fetal monitoring Induction of labor 28 Tocolysis Stimulation of labor 29 Ultrasound Abruptio placenta 30 Maternal death within 72 hours of delivery Placenta previa 31 Other Other excessive bleeding 00 None Genital herpes Amnionitis sepsis Item 31 ABNORMAL CONDITIONS AND CLINICAL PROCEDURES RELATING TO THE NEWBORN Circle codes on reverse 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 APRIL 1993 VERSION 4 3 PAGE A 6 AVSS USER S MANUAL FIGURE A 4 VS 10A MEDICAL DATA SUPPLEMENTAL WORKSHEET REVERSE
94. s always available and makes AVSS very user friendly This feature can also be used as a self tutorial guide to the system since after learning the basic features and general commands described in Chapter 2 you can easily obtain online instructions that are specific to the task at hand These commands and other AVSS commands are summarized in the AVSS User s Guide which forms the back cover of this manual More detailed information will be made available in the AVSS Report Generator Manual The best way to use this manual is to connect to a computer running AVSS as described in Chapter 2 and observe the features in action as you use them You may wish to follow some of the examples outlined in Chapter 5 Please pay careful attention to the sections in Chapter 2 describing the basic AVSS commands Where applicable responses that you enter are indicated by BOLD CAPITAL LETTERS IN BRACKETS while responses from AVSS will be in SMALLER SIZED CAPITALS See Table 1 1 for a list of conventions used in the manual Special AVSS terms are first introduced within quotes for example AVSS term Table 1 2 summarizes their meanings Very important AVSS information is indicated by Please pay particular attention to these paragraphs Make sure that the CAPS LOCK key is on before attempting any keyboard activity This key is used to automatically capitalize the letters A Z APRIL 1993 VERSION 4 3 PAGE 1 2 AVSS USER S MANUAL TABLE 1
95. shown in Table 2 2 must be followed by the ENTER key TABLE 2 2 REGISTRATION COMMANDS Key Action Performed by AVSS BLANK out the current data value for this data field TYPE a single dash 3 CONCATENATE link together the input for several data fields D DISPLAY the current data values for all data fields on this form E EDIT the current data value for this prompt See Table 2 3 F FILE this form as incomplete at this data field H MORE HELP by showing the meaning of all AVSS commands Q QUIT and go back to the first prompt S SKIP over a data field results in an incomplete form V VALIDATE the currently entered data values for accuracy VERSION 4 3 APRIL 1993 HOW TO USE AVSS PAGE 2 11 BLANK Dash It is possible that there is either an existing or a default value for a data item that you wish to remove entirely rather than replace it with new data If so you can use the dash followed by an ENTER to erase the current value of the data item and then reprompt This is the proper command to use when you have mistakenly entered the wrong data and need to reset that data field to a blank DASH Double Dash As indicated above the single dash is already reserved as an AVSS registration command thus an additional command is required when you really need to enter a dash into a data field This will be necessary when there is no value for a particular field a middle name for exa
96. ss than 15 years old at date of last live birth T11 W 27F 11 lt 15yrs Mother was less than 15 years old at date of last termination CGAI W GAGE lt 20wks Gestational age less than 20 weeks CGA2 W GAGE gt 48wks Gestational age greater than 48 weeks CGA3 W 19wks lt GAGE lt 37wks Pre term birth CGA4 W 42wks lt GAGE lt 49wks Post term birth MAGE4A C 27C MAGE Years of education completed greater than mother s age MAGEAB W MAGE 27C s5yrs Maternal age less than 5 years greater than years of education FAGEA C 24C gt FAGE Years of education completed greater than father s age FAGEB W FAGE 24C lt 3yrs Paternal age less than 5 years greater than years of education DRGI C 12C 17 lt 0 Date of registration precedes date informant signed DRG2 C 13C 17 0 Date of registration precedes date certifier signed Arbitrary AVSS name assigned to cross reference C or warning W AVSS will not allow data values that do not satisfy cross references 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 VERSION 4 3 APRIL 1993 APPENDIX 104 FIGURE A 1 STATE OF CALIFORNIA CERTIFICATE OF LIVE BIRTH PAGE A 3 VS 10D CERTIFICATE OF LIVE BIRTH STATE OF CALIFORNIA LOCAL REGISTRATION DISTRICT AND CERTIFICATE NUMBER
97. ssible responses for this data item ENTER ENTER The ENTER or RETURN key is your way of telling the computer that you have finished your response to a particular prompt and that it should now process your data entry or input In an AVSS session the computer displays a query and prompts you for a reply You respond by typing appropriate characters on the keyboard followed by the ENTER key The computer then immediately processes these characters and prompts again In these interchanges the computer ends its message with the AVSS prompt character gt indicating that it is awaiting your input When you are entering data pressing ENTER after you have typed the data value will enter that value for that data field AVSS will sometimes inform you that a data field is required while others may be optional If a field is required then AVSS will demand that you enter something before the ENTER key is pressed while a blank or null response an ENTER alone is acceptable for optional fields When you are asked for options or suboptions pressing ENTER alone that is you choose nothing will usually return you to the previous level of choice DELETE DEL If you should make a mistake but have not yet pressed ENTER you may correct the error by pressing the DEL key on keyboards used with DEC compatible terminals and computers For IBM compatible equipment you should use the BACKSPACE or lt key to correct err
98. suboptions Of course you should be sure that the record forms are properly loaded in the printer before proceeding with this suboption The procedure is as follows HOSPITAL BIRTH RECORD OPTION gt P ENTER RINT RECORD FILE 4 OR INDEX TO SEARCH CHILD S NAME gt 655982 ENTER Note that we took a shortcut by entering in the file number INDEX VALUES DATE FILE NEXT SKIPPED 1 SMITH MARY ANNE 2 12 93 655982 29 IS THIS THE PERSON Y ENTER RETRIEVING DATA OUTPUT DEVICE P ENTER Record will be printed at this point APRIL 1993 VERSION 4 3 PAGE 3 24 AVSS USER S MANUAL 3 3 17 Scratch Record If data from the same person has accidentally been entered twice or you have a need to remove a filed form you may use the SCRATCH RECORD suboption To carry out this procedure you must first give AVSS a special password available only to authorized users Once the target record has been identified using the person selector AVSS will prompt you for final confirmation to remove this person from the database After responding with a Y all information for that person is removed and cannot be restored Needless to say the following procedure should be used with extreme caution HOSPITAL BIRTH RECORD OPTION gt SCRATCH RECORD PASSWORD gt Special Password ENTER FILE OR INDEX TO SEARCH lt CHILD S NAME gt 655982 ENTER INDEX VALUES DATE FILE NEXT SKIPPED 1 SMITH MARY ANNE 2 12 93 65598
99. suboptions Once you have mastered all of the standard HOSPITAL BIRTH RECORD suboptions described below it will be easy to use AVSS for other types of forms since the same standard suboptions are available on every form Each AVSS site will differ in the number and types of options available and within each site different users will usually have access to different sets of suboptions You can easily determine the suboptions available to you by entering a question mark in response to the HOSPITAL BIRTH RECORD prompt All AVSS sites and all AVSS forms will have the following 18 standard suboptions although not all users will have access to all of them SYSTEM OPTION gt H ENTER OSPITAL BIRTH RECORD HOSPITAL BIRTH RECORD OPTION gt ENTER APRIL 1993 VERSION 4 3 PAGE 3 4 OVERVIEW OF STANDARD OPTIONS ENTER ENOUGH CHARACTERS TO IDENTTFY ONE OF THE FOLLOWING REGISTER RECORD DISPLAY RECORD EDIT RECORD ALPHA LIST OF RECORDS COMPLETE INCOMPLETE RECORD INCOMPLETE RECORD REPORT FILING VARIABLE LIST VARIABLE DISPLAY INDEX LIST DISPLAY NONCONFIDENTIAL DISPLAY VALIDATION DISPLAY INDIVIDUAL INQUIRY USER REPORT USER REPORT BY ACTIVITY INDEX USER SUMMARY PRINT RECORD SCRATCH RECORD MODIFY USER LISTS 3 3 1 Register Record The REGISTER RECORD suboption was discussed in detail in Section 2 4 and we suggest that you try entering several practice records before proceeding further You may wish to refer to the exa
100. t alphabetic position in the list If you later wish to edit a person just enter the person s last name at the ATTENDANT S LAST NAME prompt AVSS will find that person and prompt whether the correct person has been found If you are entering a new person with the same last name enter lt N gt and continue entering the new information If you want to make changes for this person press ENTER and use the AVSS line edit commands APRIL 1993 VERSION 4 3 PAGE 3 26 AVSS USER S MANUAL 3 3 19 Using the Line Edit Commands The following are examples of using the Line Edit Commands to update certifier information CAAT ATTENDANT S LAST NAME gt ANDERS ENTER DEBORAH CNM 1200 N FLOWER ST LOS ANGELES R 458 IS THIS THE PERSON lt Y gt ENTER ANO ANDERS DEBORAH CNM 1200 N FLOWER ST LOS ANGELES R 458 2 mM M MET at wama An ome D ENTER Type the letter D directly underneath the letter you wish to delete ANO ANDERS DEBORAH CNM 1200 N FLOWER ST LOS ANGELES R458 2 ANOS SS S ANOS Aon Tes a aineks kad IREET ENTER Type the letter 1 where you wish to insert followed by the letters to insert ANO ANDERS DEBORAH CNM 1200 N FLOWER STREET LOS ANGELES R458 2 AN0 Ms QD BI VERE dus DDDDDDDDDDIA ENTER You may first delete with any number of D s then insert with an ANO ANDERS DEBORAH CNM 1200 N FLOWER STREET LA R458 2 ANOS uu R34 ENTER Type an R where
101. t is usually problems with telecommunications 4 1 TELECOMMUNICATIONS Most current AVSS sites utilize a central computer connected to remote user terminals by means of electronic communication lines If you are using one of the newer AVSS implementations on a personal computer or if you are connected directly to the central computer this section will probably not apply If you are at a remote site and experience difficulty you should determine the symptoms and follow some easy remedies to attempt to solve the problem yourself If these fail then you should contact staff at the central site to see if the computer is running in normal state The following symptoms and remedies may apply SYMPTOM AVSS does not respond when you try to get a PASSWORD prompt 1 Refer to your notes on the proper procedures to obtain a PASSWORD prompt Usually it is obtained by an ENTER for DEC computers and a CTRL C for IBM computers Continue pressing one of these until AVSS responds 2 If AVSS does not respond use the CTRL Q UNFREEZE command one or more times then attempt to obtain a PASSWORD again following the procedure in 1 above 3 If AVSS still does not respond then make sure all the equipment cables are properly connected and of course that all your equipment is turned on Turn off the display terminal pause for several seconds then turn the power back on Next check any indicator lights that show you are connected to the central co
102. t line APRIL 1993 VERSION 4 3 HOW TO USE AVSS PAGE 2 14 INTERRUPT CTRL C This command is used on some computers to sign on to AVSS see Section 2 1 2 It is also used to interrupt terminate an AVSS activity FREEZE CTRL S If the computer is displaying information faster than you can read it then the CTRL S command may be used to halt or freeze the video screen display until you are ready to continue Normally however AVSS will display one screen of data at a time prompting you to continue or quit at the end of one screen so that the CTRL S command is not required Among AVSS installations using a computer modem terminal combination telephone noise may occasionally introduce an artificial CTRL S command UNFREEZE CTRL Q After using CTRL S to stop your display or if telephone noise creates an artificial one you may use CTRL Q command to unfreeze the screen and tell AVSS that you are ready to continue ERASE CTRL U This command is used to erase an entire input line if you have not yet pressed the ENTER key may be used when you make a mistake or change your mind VERSION 4 3 APRIL 1993 OVERVIEW OF STANDARD OPTIONS PAGE 3 1 CHAPTER3 OVERVIEW OF STANDARD OPTIONS Now that you are familiar with the AVSS commands this chapter will describe the standard options 3 1 PASSWORD One of the most important yet easiest of the AVSS options is YOUR PASSWORD It has but one purpose to allow
103. the date of the person s birth or by the person s name For certain forms it is also possible to identify a person by additional cross references for example by mother s name or by father s name To select a search method enter the code of the first few characters of the description Alternatively you may select a record according to the file number by simply entering the child s patient file number at this point Since CHILD S NAME is the default for this prompt simply pressing the ENTER key alone will tell AVSS that you wish to select the child according to his or her name If you would rather search for the child according to his or her date of birth then you should enter a D at this point To search by mother s name enter a M or a F to search by father s name when applicable FILE OR INDEX TO SEARCH lt CHILD S NAME gt ENTER IC CHILD S LAST NAME gt SM ENTER 1A CHILD S FIRST NAME gt MA ENTER IB CHILD S MIDDLE NAME gt ENTER 4A DATE OF BIRTH gt ENTER BEGINNING SEARCH USE CTRL C TO TERMINATE SEARCH INDEX VALUES DATE FILE NEXT SKIPPED 1 SMITH MARY JANE 2 12 93 655982 29 IS THIS THE PERSON lt Y gt ENTER Note that AVSS does not require you to enter all the possible identifying data In fact unless you are selecting from a very large number of records we recommend that you enter only the first few characters of the first and last names The person selector prompts are in order of i
104. ties ered SEE N 1 ANVSS USERS GUIDE iniit i nei ole a ied ete a oie Er id redes Back Cover VERSION 4 3 APRIL 1993 INTRODUCTION PAGE 1 1 CHAPTER 1 INTRODUCTION The University of California s Automated Vital Statistics System AVSS is an online health information system designed to automate birth and death certificates as well as a variety of other forms Several revolutionary principles are incorporated into AVSS resulting in a means to bridge the information gap between the public and private sectors Additionally AVSS is dedicated to improving the quality and timeliness of vital records while at the same time reducing the effort you must expend to perform your daily tasks To insure high quality standards for public health information AVSS automatically checks the data as it is being entered After all data for a particular record has been entered AVSS performs additional cross comparisons of related information If errors are detected you have an opportunity to correct them When you are satisfied that the information you have entered is correct you can have AVSS permanently file the information on computer disk Later you can recall display edit or print the stored data This manual is intended to serve as a reference source for basic AVSS functions AVSS has been designed to be simple for the inexperienced user but it is also fast and efficient for those more knowledgeable in its features A context sensitive help facility i
105. u have to type is the first few characters of the person s name to find your intended addressee L will list all potential addressees We recommend that you simply type the first letter of the last name a comma then the first letter of the first name AVSS will then ask you to verify that it has found the correct person If more than one person is found AVSS will number the matched people and ask which one you want Once the correct person has been selected you enter the message one line at a time followed by an ENTER To terminate the message just press the ENTER key at the beginning of a new line AVSS will display the entire message and ask if it is OK If it is OK then press Y followed by ENTER and AVSS will send your message If not enter N and you can edit your message by selecting its line number spacing over to the desired position and using the edit commands described in Section 2 5 Press ENTER to finish your edits and file the message If you should decide that you don t want to send the message use the Q command at the EDIT LINE prompt You can send more mail or press ENTER at VERSION 4 3 APRIL 1993 OVERVIEW OF STANDARD OPTIONS PAGE 3 3 the addressee prompt to go back to the MAILBOX suboptions Refer to Chapter 5 for an example session 3 2 2 Print Mail To print your mail onto the terminal screen enter a P in response to the MAILBOX OPTION prompt Your messages are numbered from 1 to N where N is
106. ve followed by an ENTER To trigger these processes during the registration process one must use the slightly more complex registration commands described in Section 2 5 APRIL 1993 VERSION 4 3 PAGE 2 10 AVSS USER S MANUAL After you have filed the form AVSS will return you to the HOSPITAL BIRTH RECORD option To register a second form you should press R again Or you can execute other suboptions described in Chapter 3 However you may wish to exit AVSS or sign off Signing off consists of reaching the SYSTEM OPTION level usually achieved by pressing ENTER alone then if the ENTER key is pressed again AVSS will say GOOD BYE If you are using a computer modem terminal combination do not forget to disconnect from the computer This concludes the description of the basic knowledge needed to use AVSS After you have read and reviewed Sections 2 2 through 2 4 try to register a record under the direction of your AVSS trainer See Chapter 5 for an example registration session We believe that you will find AVSS easy to use after you have mastered only the five general commands summarized in Table 2 1 2 5 REGISTRATION COMMANDS While it is possible to perform all the basic AVSS registration activities knowing only the five general commands ENTER DEL and L there are a number of additional commands that can speed up and improve registration efficiency Just as for the general commands the registration commands
107. vide a self guided lesson on how AVSS works We recommend that you use it frequently during the learning process BACKUP or F2 Up Arrow If you should ever change your mind regarding a choice you have made or the data you have entered AVSS will allow you to return to the previous prompt Just hold down the SHIFT key as you press the 6 key at the top of your keyboard then press ENTER or simply F2 for AVSS PC This combination of three keystrokes is symbolized here as and is referred to as the up arrow command The up arrow is used to return you to a previous level that is to go back At the system option level an will exit you from AVSS At the suboption level the will return you to the choice of system options At both the option and suboption levels the ENTER alone will perform the same function However at the data entry level under the REGISTRATION suboption the is required to return you to the previous prompt During data entry you may back up several prompts by entering several consecutive keystrokes for example followed by an ENTER one up arrow for each prompt you want to go back LIST L or F3 Up Arrow L AVSS allows you to quickly select a specific item from a list of choices by entering the first few characters that uniquely match the desired item For example entering CA would identify CALIFORNIA from a list of all the states in the U S We refer to this AVSS capa
108. void retyping the entire value you may use the AVSS line editor by typing E or F5 The current value is displayed followed by an edit line Space over using the spacebar so that the cursor is immediately under the character you wish to modify then enter one of the edit commands shown in Table 2 3 Refer to Sections 3 and 5 for more instructions on how to use the edit command APRIL 1993 VERSION 4 3 PAGE 2 12 AVSS USER S MANUAL TABLE 2 3 EDIT COMMANDS Key Action Performed by AVSS B BLANK out a character Replace it with a space Whole sections of letters may be converted to blanks out by entering several B s D DELETE character Consecutive deletions are allowed by enter ing several D s The delete command can be immediately followed by the insert command I 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 FILE F or F6 Up Arrow F This command allows you to save a partially completed form You may wish to do this if something more important requires your immediate attention or you have only collected part of the information on the form The form will be marked as incomplete beginning at the data field being prompted for when the F or F6 for AVSS PC command was entered It can later

USER`S MANUAL - AVSS - University of California, Santa Barbara

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