Vital Statistics Commission of Jamaica - Planning Institute of Jamaica

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Audit of Vital Registration and Vital Statistics Systems: Jamaica EXHIBIT A Cross-Reference of Recommendations to Findings I.D. Recommendation Finding(s) of licensing or certification 15. There should be a threat of bodily harm or summary execution if deficiencies in medical records are not corrected 16. Clarify the duties and responsibilities of each agency involved in the 7, 77, 81, 82, collection and reporting of vital statistics 83, 89 17. Develop formal, written policies and procedures which describe 8, 9, 46, 89, communication methodologies and processes between the Ministries 90, 91, 92, and agencies as related to vital statistics 111 18. The storage conditions for medical records should ensure that records 93, 94 are safeguarded against damage (humidity, water, vermin, etc.) 19. The Ministry of Health should establish a team to review definitions 7, 10, 47, related to vital statistics and make recommendations for standardizing 115, 116, 117 20. Management control systems should be developed that enable 48, 49 hospital staff to systematically check and correlate reported numbers of births, fetal deaths, and deaths 21. Until an electronic system can be implemented, develop a manual 50 system for tracking outstanding autopsy cases for improving occurrence reporting 22. An overall quality improvement program for the collecting and 51 reporting of vital statistics should be developed and implemented 23. The CC should establish a team to evaluate means of reducing the 13 time taken to clear cases (sometimes taking up to five years) 24. We recommend that the Coroner be responsible for submitting Forms 1, 2, 3, 4, 5, D (may need to check applicable laws) 25. Ideally, employee performance evaluations should include the use of 78 a standardized, objective format at the direct supervisor level 26. Develop a case management system to track and monitor progress of 9, 52, 95, 96, coroner’s cases being investigated, including the issuance of a 97, 103, 104 preliminary registration to the RGD 27. Until an electronic record system is implemented, the CC should 96, 98 retain copies of all Forms D and E generated (use pre-numbered, twopage NCR forms 28. Electronic and manual information systems of the MOH and MOJ 9, 52, 81, 82, related to vital statistics should be interfaced to allow exchange of 83, 99, 111 common information 29. Departmental performance management metrics, measurement tools, 97, 102 and monitoring criteria related to the functions of collecting vital statistics source data, data set development, and development of vital statistics should be developed and implemented 30. Recommend that a universal personal identification number system 53 be implemented 31. A written policy and procedures should be developed to establish 15 39
Audit of Vital Registration and Vital Statistics Systems: Jamaica EXHIBIT A Cross-Reference of Recommendations to Findings I.D. Recommendation protocols for when a physician should be called and what types of questions should be asked. 32. An electronic, automated coding system should be utilized to improve consistency and accuracy of coding 33. Recommend that RGD produce an annual vital statistics data set based upon occurrences for a particular calendar year 34. LDR should be networked with the RGD information system to allow data entry at the LDR point of service 35. Employ a system that will allow agencies to develop competency models for all key positions related to vital statistics data collection and reporting 36. Designate technical points of contact for all data requests and technical assistance, allowing direct technician to technician interaction 37. Data sharing agreements should be developed and executed between the RGD and all vital statistics user agencies 38. We recommend that at the conclusion of the vendor section for the scanning of birth, fetal deaths, deaths, and marriages, a detailed project plan be developed 39. We recommend that the RGD develop and implement a plan to link births and deaths 40. All vital statistics produced by Jamaican government agencies should utilize the same standard data sets, methodologies, and definitions 41. The RGD should publish annually a description of the data collection process and the methodologies utilized to construct the vital statistics data sets, including control totals 42. The STATIN should publish annually a set of technical notes detailing the methodologies, definitions, and procedures used to produce their statistics 43. The police should produce a routine reporting of deaths reported to the police Finding(s) 16 17 18, 19, 20, 21 79 100 91, 92, 112, 113, 118 101 54 105, 119, 120, 121 122 123 106 40
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Vital Statistics Commission of Jamaica - Planning Institute of Jamaica

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