TxEVER –Birth & Local Registrars Provider Readiness and Training, Stakeholder Conference Calls SeriesQ1/2018 v1.0 3/28/2018

Welcome to

TxEVER

The Texas Department of State Health Services—Vital Statistics Section (DSHS—VSS) proudly announces the kickoff campaign for the Texas Electronic Vital Events Registrar (TxEVER) system. TxEVER is scheduled to go live on January 1, 2019, to support all vital events operations.

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When What and How

January 2018 Communications Activities (Messaging and Outreach):New Year Letter Mailed Out

January – March 2018 Stakeholder Conference Calls – Birth Registration/AOP

April – June 2018 Stakeholder Conference Calls – Death/Fetal Death

June 2018 Regional Conferences – TX Locations TBD

July 2018 Enrollment registration begins.

August 2018 Provider Pilot Training Modules ready for Stakeholder use.

September –December 2018 Field Services Instructor Led Training to Stakeholder SuperUsers

December 2018 Annual Conference, Austin, TX.

January 2019 GO-LIVE January 1, 2019

Birth & Local Registrars – Q1/2018

This conference call presentation will cover the following:

1. Birth Registrationa. Create a new Birth Recordb. Double Data Entryc. Plural Record Cloningd. Stakeholder Dashboarde. Record Certification and Releasef. Summary

2. Acknowledgement of Paternitya. Signature Captureb. Data Quality Checksc. Stakeholder Servicesd. Summary

3. TxEVER Hardware Requirements

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1. Birth Registration -Introduction to TxEVER

TxEVER Birth Registration new module features:

• Double data entry fields for key record information.

• A cloning tool which copies data across subsequent birth records in plural birth instances.

• Single release point once records are completed and certified.

• Tracking of each record in progress, through a unique stakeholder dashboard.

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1. Birth Registration -a. Create a new Birth Record

TxEVER Stakeholders will create all new birth records through the Birth Registration interface.

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1. Birth Registration -b. Double Data Entry Fields

When a Local Registrar enters new information for:

• Names

• Dates of Birth

• Social Security Numbers

They will be prompted to verify these through Double Data Entry.

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1. Birth Registration -c. Plural Record Cloning

For multiple birth instances:

• TxEVER will ensure any subsequent linked (plural) record(s) are automatically pre-populated with the mother’s information.

• Information for the father and/or intended parents will be cloned and pre-populated, IF detailed on the initial record.

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1. Birth Registration -d. Stakeholder Dashboard

TxEVER provides a way for the stakeholder to glance at the set of records currently in their work queue(s).

The information displayed in the dashboard will be unique to the Local Registrars and will include information such as:

• Electronic Birth Record (EBR) number,

• Child’s date of birth,

• Child’s entire name,

The dashboard will offer filtering options such as:

• Records not filed within 5 days,

• Records returned for correction, and

• Records with incomplete AOPs.

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1. Birth Registration -e. Record Certification and Release

In order to certify and release a record, all mandatory fields must be completed.

• TxEVER has an unresolved tab summarizing missing information, which require completion prior to release.

• The data entry process then culminates with the single-point release of the record.

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1. Birth Registration -f. Summary

TxEVER Advantages

The new TxEVER Birth Registration workflow process is improved by:

• Double data entry,

• Changing from a double point release to a single point release,

• Cloned information on plural birth records, and

• The stakeholder dashboard.

TxEVER Benefits

This simplification of the record releasing process from the Birth/Local Registrar to the State will ensure far less manipulation errors and increased workflow efficiency.

It also provides implementation of an automatic quality review of the released records for improved data quality.

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2. Acknowledgement of

Paternity (AOP) - Introduction

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TxEVER features all aspects of the AOP processes:

• Pre-Birth, During Birth and Post-Birth AOPs,

• Matching of AOPs,

• Signature capture,

• Document upload,

• Storage of in-progress and completed AOPs.

2. Acknowledgement of

Paternity (AOP) - Introduction

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The screenshot below showcases the Pre/Post-Birth AOP Registration module. During Birth AOPs will be completed within the Birth Registration module. This allows the stakeholder to enter all variations of AOP information.

2. AOP –a. TxEVER Signature capture

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During the AOP process Electronic signatures can be captured using mouse pad, touch pad, or signature pad.

Paper “wet” signatures can also be uploaded to TxEVER via a scanner and matched to the AOP record.

2. AOP –b. Data Quality Checks

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TxEVER is built with the following AOP functionality to ensure data quality.

• Matching partials decreases discrepancies.

• AOPs can be corrected electronically until they are matched to a birth record, with the option to remove or retain signatures each time.

• Denial of Paternity: The TxEVER system requires two signatures from the mother before AOP submission.

• Partial AOPs: The TxEVER system requires at least one signature before AOP submission is accepted.

• Birth records submitted with partial AOP are automatically returned five days after birth if not completed. Births with a partial AOP cannot be submitted if more than five days since birth have passed.

2. AOP –c. Stakeholder Services

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TxEVER provides the following functionality for all stakeholders;

• Easy access to in-progress AOPs whenever another party signs at a later time.

• Ease in signing the same AOP form from different locations at different times (all entity codes on form, see images).

2. AOP –d. Summary

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TxEVER Advantages

The TxEVER AOP Registration workflow process is improved by:

• Electronic completion of AOPs.

• Decreased time to record, submit, and release AOP information, assisting Stakeholders.

• Data quality cross checks.

TxEVER Benefits

The simplification of AOP record creation and streamlined linking of AOPs to birth records will ensure far fewer manipulation errors and increased workflow efficiency.

The online processing and capability for stakeholder collaboration increases data quality and improves customer service.

Automatic quality review of the released AOP records provides for much improved data quality.

3. TxEVER Hardware

Requirements

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Scanner (minimum specifications)• Minimum 300 ppi input resolution.• Grayscale and Monochrome color capability.• 8.5 X 14 scan area.• USB connectivity.• TWAIN-compliant interface/protocol.

Signature pads (optional): VSS can guarantee that Topaz TL 460 will be compatible with TxEVER. Other signature pad models meeting the following requirements may or may not be able to function with the system: • Sensor Type: 3rd generation touch-screen.• Pen Type: Rugged, passive pen, battery-less.• Input Resolution: programmable ppi.• Signing Area: 4.4” X 1.3”.• Authentication Capability: Forensic quality .SIG data capable of

examination and authentication.

A more detailed list of TxEVER hardware and software requirements can be found on our website; http://www.dshs.texas.gov/vs/field/The-TxEVER-Project/

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Thank-you

Communication is essential to the success of TxEVER, and DSHS—VSS is

committed to keeping our stakeholders well-informed. Your support in

welcoming the new system is appreciated.

If you have any questions on the content of this briefing, please email your

TxEVER Field Services team at TxEVERinfo@dshs.texas.gov.

Please continue to visit our website for the latest updates.

http://www.dshs.texas.gov/vs/field/The-TxEVER-Project/

Thank you for your confidence and support in this endeavor, and stay tuned

for more details!

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