Vital Statistics Commission of Jamaica - Planning Institute of Jamaica

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Audit of Vital Registration and Vital Statistics Systems: Jamaica The RGD should establish written policies and procedures that guide coders on when and how they should interact with physicians. Guidance on how to structure such policies and procedures can be obtained at http://www.cdc.gov/nchs/data/dvs/20manual.pdf. The MOH policies concerning the reporting of births, fetal deaths, and neonatal deaths need to be firmly communicated to all public and private health care institutions. All members of the hospital staff and medical staff should be re-educated about key points of the MOH policies concerning birth and death registration. The MOH should continue to perform compliance audits. All audit deficiencies should have a timeline for correction. The MOH should institute firm financial sanctions for those institutions that are found to be out of compliance with MOH policies. The RGD should continue its efforts to communicate to the public the need and benefits of registering their children’s births. We recommend that the MOH issue a policy mandate that all hospitals be able to demonstrate that they have a management control system that allows for the correlation and checking of reported births, deaths, and fetal deaths. In the short run, in the absence of an electronic system, the MOH should ensure all hospitals have an effective manual system for tracking autopsy cases and for improving occurrence reporting. The MOH, MOJ, and the RGD should develop and implement a continuous process improvement program. The programs should focus employees of all levels on providing feedback on how to improve processes. All departments that are part of the vital statistics data collection and or production should have departmental performance management systems. Performance standards, measurement tools, and monitoring criteria should be developed and implemented. The training of medical records personnel is a vital step that needs to be addressed immediately. Medical records technicians should be properly trained through a standardized structured system, either offsite or on the job. They should either already have the qualifications or should be provided the structured training once employed. The MOH should develop and conduct training for physicians regarding proper cause of death certification. Successful completion of a training program (which could be self-study) should be integrated into Continuing Medical Education required for licensing. The MOH should develop and conduct training for midwifes concerning MOH birth reporting policies and procedures. Successful completion of a training program (which could be self-study) should become a requirement for licensing or certification. 17
Audit of Vital Registration and Vital Statistics Systems: Jamaica We recommend that a system (compatible with existing labour relations policies) be developed to establish competency models for all key positions related to vital statistics data collection and reporting. In the long run all employee evaluations should be based upon an objective format and be performed by the direct supervisor with input from others who have had regular interaction with the employee. 18
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Vital Statistics Commission of Jamaica - Planning Institute of Jamaica

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