2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Florida’s E-Vault Print System: Applications for Surveillance and Program Management Karen M. Freeman, MPH, MS Florida Department of Health (850)

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 E-Vault Print System A restricted use website for users to obtain unofficial printed copies of birth, death, and Healthy Start Infant Screening records for Florida Department of Health program use This has saved the State Office of Vital Statistics at least $20,000 each year in staff time alone

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 E-Vault Print System The E-Vault Print System provides needed documents for… HIV/AIDS staff Healthy Start program staff Deputy and Local Vital Statistics Registrars Provision of documents is automated and electronic, eliminating hand- pulling and copying

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Security Features The E-Vault Print System meets all Florida Department of Health security requirements Only approved users have access Access is program specific All activity on the E-Vault Print System is tracked by user name

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 HIV/AIDS Staff Need The E-Vault Print System matches the HIV/AIDS case list with death records for validation of death The E-Vault Print System also provides death records for any decedent with HIV/AIDS mentioned as a cause of death

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Before the E-Vault Print HIV/AIDS program provided case list to Vital Statistics staff Staff at the Office of Vital Statistics retrieved the requested death record from the vault The record was copied and forwarded to the requestor HIV/AIDS staff scanned the copied record and saved it in pdf format

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Problem There was a backlog of 40,000+ death records The need for records was ongoing The resulting workload was clearly beyond human capacity

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 We can lick gravity, but sometimes the paperwork is overwhelming. Wernher von Braun Wernher von Braun US (German-born) rocket engineer ( )

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Now… Death & Case Match Automated HIV/AIDS staff save a file produced from the HIV/AIDS Reporting System to a shared drive HIV/AIDS staff indicate in the E- Vault Print System to schedule a match for that night

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Automatic Process Case list and death record matches are found based on common SSNs and Date of Birth The next day, HIV/AIDS log on to E- Vault Print System to review the matches and save the desired death records in pdf format

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Export to PDF

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 HIV/AIDS Deaths HIV/AIDS staff indicate in the E- Vault Print they need the latest death records where HIV/AIDS is mentioned as a cause of death

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Export to PDF

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Healthy Start Program Need At the request of Florida’s hospitals, the Electronic Birth Record System has eliminated the paper copy of Florida’s Healthy Start Infant Screen which is completed using information from the birth record

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 E-Vault Print Features for Healthy Start Healthy Start program staff at Florida’s County Health Departments access the E-Vault Print System to obtain printed copies of Healthy Start Infant Screens Healthy Start Infant Screens are now available the day after the birth record is registered/complete

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 E-Vault Print Benefits for Healthy Start Healthy Start staff know about their residents’ needs immediately, regardless of which county the birth occurred Forwarding Healthy Start Infant Screens through US Mail is no longer needed – saving time and money Bottom-line: Florida’s Infants are served sooner

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 State File Number

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Deputy & Local Registrar Needs Deputy and Local Registrars at the County Health Departments need to print unofficial copies of birth and death records for various internal uses Sometimes they need unofficial copies of birth and death records for events occurring in other counties

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008

2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Summary E-Vault Print System has saved time, saved money, and expedited service delivery Benefactors include… HIV/AIDS staff at Florida Department of Health headquarters County Health Department Healthy Start Program Staff and Florida’s Infants Deputy/Local Registrars State Office of Vital Statistics