Vital Statistics Commission of Jamaica - Planning Institute of Jamaica

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Audit of Vital Registration and Vital Statistics Systems: Jamaica Recommendations Implementation Work Plan Task 18. Data Forms Development and Review 18.1. Hospitals 18.1.1. Evaluate and redesign as necessary all data collection forms and ensure they meet the needs of the stakeholders. (forced fields, pre-numbered, etc.)" 18.1.1.1. Establish an interagency Forms Resource Team (subteam of Data Collection Committee). Include “front-line” staff from each agency and facility 18.1.1.2. Forms Resource Team to establish goals, objectives, action steps, responsibilities, committee meeting consistency and timeline for new/revised forms dissemination 18.1.1.3. Evaluate and redesign all pertinent collection forms for RGD, hospitals, Law Enforcement, and Coroners Office 18.1.1.4. Collect samples of all forms 18.1.1.5. Review items identified from gap analysis 18.1.1.6. Prepare draft (new or revised) standardized forms to ensure collection of new standardized, annual RGD data set(s). 18.1.1.7. Ensure forms improve ease of data entry, logging, and routing with the appropriate field types to collect data. “Free text” fields should be kept to a minimum 18.1.1.8. Submit draft forms to the Data Collection Committee for approval 18.1.1.9. Prepare final standardized forms after Data Collection Committee (Vital Statistics Commission?) review 18.1.1.10.Roll out new or revised forms to all appropriate agencies and facilities in a phased approach. 18.1.1.11.Identify data collection issues and repeat steps where necessary 18.1.1.12.Continue to roll out new forms in a phased approach until all agencies and facilities use new/revised forms 18.2. Autopsy Cases 18.2.1. Develop a manual system for tracking outstanding autopsy cases for improving occurrence reporting (until an electronic system can be implemented) 18.2.1.1. Coroner representative on the Form Resource Team to meet with area Coroners to discuss issues with tracking outstanding autopsy cases 18.2.1.2. Review items identified from gap analysis (data/information is required by the new standardized, annual RGD data set(s) and what is currently being collected and reported) 18.2.1.3. Review autopsy reporting policies 18.2.1.4. Develop form to track outstanding autopsy cases 18.2.1.5. Submit draft form to Forms Resource Team to perform “Data Forms Review” process 18.2.1.6. Develop policy and procedures for completion of autopsy cases 18.2.1.7. Submit policy and procedures to Forms Resource Team and appropriate Coroners leadership for approval 18.2.1.8. Roll out new or revised forms to Coroner’s and all appropriate 21
Audit of Vital Registration and Vital Statistics Systems: Jamaica Recommendations Implementation Work Plan Task agencies in a phased approach. Ex. Week 1 – ABC Parish Coroner’s Office 18.2.1.9. Educate Coroners personnel about new autopsy case tracking forms and policies 18.2.1.10.Identify any data form issues and revise forms when necessary 18.2.1.11.Develop standards for establishing new or modifying policies 18.3. Death Reports to Police 18.3.1. Develop a routine reporting of deaths reported to the police 18.3.1.1. Law Enforcement representative on the Form Resource Team to meet with area police departments to discuss issues with routine reporting of deaths reported to the police 18.3.1.2. Review items identified from gap analysis (data/information is required by the new standardized, annual RGD data set(s) and what is currently being collected and reported) 18.3.1.3. Review existing death reporting policies 18.3.1.4. Develop form to track deaths reported to police 18.3.1.5. Submit draft form to Forms Resource Team to perform “Data Forms Review” process 18.3.1.6. Develop policy and procedures for completion of form 18.3.1.7. Submit policy and procedures to Forms Resource Team and appropriate Law Enforcement leadership for approval 18.3.1.8. Roll out new or revised forms to Coroner’s and all appropriate agencies in a phased approach. Ex. Week 1 – ABC Police Department Office 18.3.1.9. Educate Law Enforcement personnel about new autopsy case forms and policies 18.3.1.10. Identify any data form issues and revise forms when necessary 18.3.1.11. Develop standards for establishing new or modifying policies 18.4. Reporting of Form D to the RGD 18.4.1. Because the Coroner’s Act, as amended, gives “absolute discretion” to the Coroner as to the time to complete Form D and submit it to the RGD, this should be clarified to minimize the submission timeframe 18.4.1.1. Obtain a legal ruling as to the authority of the MOJ to regulate timely submission of Form D without legislative changes to the Coroner’s Act 18.4.1.2. If the MOJ may regulate the submission time, then recommend and obtain a 72 hour requirement for submission of Form D by the Coroner to the RGD 18.4.1.3. If the MOJ may not regulate the submission time, then recommend and pursue an amendment to the Coroner’s Act to accommodate such latitude 18.5. Coders / Physician Communication 18.5.1. Develop protocols for when a physician should be called by Coders and what types of questions should be asked 22
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Vital Statistics Commission of Jamaica - Planning Institute of Jamaica

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