Vital Statistics Commission of Jamaica - Planning Institute of Jamaica

Audit of Vital Registration and Vital Statistics Systems: Jamaica
Recommendations Implementation Work Plan
Task
18.5.1.1. Clinical representative on the Form Resource Team to meet with area
hospital physicians to discuss issues with Coders contacting physicians
for additional info
18.5.1.2. 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)
18.5.1.3. Review critical data needed by Coders
18.5.1.4. Develop a checklist to attach to Medical Records to ensure collection
of data needed by Coders
18.5.1.5. Develop a Coder Missing Information form that could be faxed to
physician when necessary
18.5.1.6. Develop protocols on when to contact physicians (by phone) for
pertinent info
18.5.1.7. Submit draft form to Forms Resource Team to perform “Data Forms
Review” process
18.5.1.8. Develop policy and procedures for completion of form
18.5.1.9. Submit policy and procedures to Forms Resource Team and
appropriate leadership for approval
18.5.1.10.Roll out new or revised forms to Coders
18.5.1.11.Educate Coders personnel about new forms, checklists and policies
18.5.1.12.Identify any data form issues and revise forms when necessary
18.5.1.13.Develop standards for establishing new or modifying policies
19. Education and Orientation
19.1. Clinical Staff
19.1.1. Orient members of the hospital staff and medical staff about key points in the
MOH policies concerning births, fetal deaths, and deaths
19.1.1.1. Prepare pamphlets/brochures with key points of MOH policies
concerning births, fetal deaths, and deaths
19.1.1.2. Conduct Data Collection Information Sessions with key leaders at
RGD, RHA, Law Enforcement, and Coroner’s Office. Discuss new
processes and educational sessions to be scheduled with personnel.
Distribute sample pamphlets/brochures.
19.1.1.3. Schedule educational sessions with appropriate personnel at all
agencies and hospitals
19.1.1.4. Identify educational needs at all agencies and hospitals
19.1.1.5. Conduct educational sessions at RGD, RHA, Law Enforcement, and
hospitals on how to complete new and/or revised data collection forms
19.2. Community
19.2.1. Educate parents about the need to and benefits of registering their children
19.2.1.1. Prepare pamphlets/brochures with key points of MOH policies and
benefits of registering births, fetal deaths, and deaths
19.2.1.2. Conduct Data Collection Information Sessions with key leaders in the
Parish communities. Distribute sample pamphlets/brochures
19.2.1.3. Seek out non-profit organizations to assist with distributing
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