Records Processing Coder ( 2 FT, 3 PT) Coder (2 FT, 3 PT) Info/ Deliverables/ Job Aids/ Templates Systems Work content Time Elapsed Time START: Original.

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Presentation transcript:

Records Processing Coder ( 2 FT, 3 PT) Coder (2 FT, 3 PT) Info/ Deliverables/ Job Aids/ Templates Systems Work content Time Elapsed Time START: Original Certificates Arrive from LHDs © Continual Impact LLC Date created: Jan 8, 2015 NC State Death Registration & Data File Creation Processes (Future) Record received county Open envelopes Announce mail is ready Page 1 Monthly VS Report AND Log Sheet Mail Drawer Total time Time Step 3: State Registration & Data Entry Sub Step: Coding Wait time Sub Step: Mail Processing Place in county folder in “Mail” Drawer Certificates mailed weekly 100 counties Received envelope includes County & “Contains Death Certificate” Pull county folder Confirm # of certificates match report Sequence certificats in date of death order Go to Page 2 Original Corrected Certificates added to the drawer Mail Drawer Wait Monthly VS Report Review for accuracy Pull out errors found, record error & initials Place county folder in the “Coded” drawer Place errors in the Correction folder Log county folder is completed Accuracy Checklist Coded Drawer Work Log (on top the cabinet) Repeat until all complete

Records Processing Coder ( 2 FT, 3 PT) Lead Worker Medical Data Entry (3 FT) Info/ Deliverables/ Job Aids/ Templates Systems Work content Time Elapsed Time © Continual Impact LLC Date created: Jan 8, 2015 NC State Death Registration & Data File Creation Processes (Future) # certificates Pull ~ 100 certificates Data stamp each certificate Page 2 Coded Drawer Total time Time Step 3: State Registration & Data Entry Wait time Sub Step: Death Registration Add cover sheet Place certificates in the Data Entry cart Add certificates to log Enter medical data Go to Page 3 Data Entry Cart Wait Super MICAR log Notify certificate availability Pick up certificates Send errors to Supr. Complete log Super MICAR Repeat until all complete Cont’d from Page 1 #ing Machine Access the cart Wait Access Sub Step: Medical Data Entry Data Entry Cart Correct errors Return certificates to cart Data Entry Cart Super MICAR log

Records Processing Coder Lead Worker Medical Data Entry Vital Statistics Data Entry Supervisor Data Entry Data Verification Info/ Deliverables/ Job Aids/ Templates Systems Work content Time Elapsed Time © Continual Impact LLC Date created: Jan 8, 2015 NC State Death Registration & Data File Creation Processes (Future) Notify report availability Put Super MICAR files on the LAN Log out certificates Page 3 Super MICAR LAN Total time Time Step 3: State Registration & Data Entry Wait time Agree on certs. For data entry Transport certificates to Data Entry area Pick up certificates Go to Page 4 Cart Elevator Enter demographic data Place on To Be Verified table Re-key select fields Decide & correct highlighted errors Super MICAR log Repeat until all complete Cont’d from Page 2 LAN Wait Access Sub Step: Medical Data Entry Cont’d. Entry Point Return certificates to cart Data Entry Cart END: NCHS data available Agree on certs. For data entry Sub Step: Demographic Data Entry No flags Entry Point Go to Page 5

Records Processing Coder Lead Worker Medical Data Entry Vital Statistics Data Entry Supervisor Data Entry Data Verification Info/ Deliverables/ Job Aids/ Templates Systems Work content Time Elapsed Time © Continual Impact LLC Date created: Jan 8, 2015 NC State Death Registration & Data File Creation Processes (Future) Page 4 Entry Point LAN Total time Time Step 3: State Registration & Data Entry Wait time Create & Store EP file on LAN voids & range of certificates Update Log Send to vault Go to Page 5 Cart Elevator Create Vault coversheet Bundle books of 500 Repeat until all complete Cont’d from Page 3 Wait Sub Step: Demographic Data Entry Continued The Team Sharon Tamma Vickie Receive Notify others work is done Return certificates to 2 nd floor END: Certificate in the vault Coversheet template Sub Step: Storing the certificates

Records Processing Coder Lead Worker Medical Data Entry Vital Statistics Data Entry Supervisor Data Entry Data Verification VRIS Info/ Deliverables/ Job Aids/ Templates Systems Work content Time Elapsed Time © Continual Impact LLC Date created: Jan 8, 2015 NC State Death Registration & Data File Creation Processes (Future) Page 5 LAN Total time Time Step 3: State Registration & Data Entry Wait time Clean & prepare data Upload to NCHS Merge data LAN Cont’d from Page 2 NCHS Wait Sub Step: Data Sharing Access data from DE Supr. Create data file END: Store data on the SFTP server Cont’d from Page 4 LAN Receive data Share data NCHS LAN SFTP Server