Vital Statistics Commission of Jamaica - Planning Institute of Jamaica

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Audit of Vital Registration and Vital Statistics Systems: Jamaica Exhibit A I.D. Finding 89. No real (information) collaboration between the MOH and other Ministries related to vital statistics 90. No formal communication methodologies and processes within the MOH agencies related to vital statistics. For example, there are no formal mechanisms for the sharing of information among the MOH agencies. 91. It is our understanding that all requests for information or data from the RGD must be made through the CEO/Registrar General 92. There no official data sharing agreements between the RGD and other agencies 93. Because research around births, fetal deaths, and deaths may be required from time to time and such research may require access to medical records, the storage conditions for (hospital) medical records should ensure that records are safeguarded against damage 94. CC records are at risk of being destroyed because of environmental factors, e.g., humidity, hurricanes, and vermin. 95. Monthly and quarterly returns (reports) are generated by the CC to indicate the status of the case load. The Coroner reconciles individual completed cases with the log, then signs the Form E 96. Form D for a given individual is not linked to Form E for the same individual. There may be a Form E but not a Form D. 97. No system in place to measure or monitor performance of the CC so that improvements can be made in the CC’s role of collecting vital statistics (improve throughput, decrease time to completion of cases, etc.) 98. The CC does not retain a copy of Form D or Form E 99. There is no electronic (system) link between the CC with the RGD 100. No means for direct clarification of data requests (technician to technician) 101. The RGD intends to scan all birth, fetal death, death, and marriage registrations since 1920 but a project plan has not been developed 102. The RGD performance targets for 2004-2005 are a combination of job descriptions and process overviews. Missing or absent were actual processes that one would expect. For example, the coders call the physicians if they need clarification for cause of death. What should be in place would be a protocol for when a physician should be called and what types of questions should be asked. 103. The CC logs do not include the date the police investigation started, so tracking of progress is not documented. Law states that police are to report cases to the CC within 48 hours and investigation completed within 21 days. 104. The backlog of Coroner’s cases is monitored by manually counting outstanding cases from the diary (log), which may include several different ledgers 105. The PIOJ does not perform any analyses with the data they receive from the RGD 106. No data sharing agreement between the police and the RGD 107. According to the National Director of Medical Records, hospital administration is responsible for ensuring compliance with the provisions of the medical record policies 45
Audit of Vital Registration and Vital Statistics Systems: Jamaica Exhibit A I.D. Finding 108. According to the NDMR, there is usually little correction of or follow-up on deficiencies noted in the inspection reports. Consequently, the same deficiencies remain from year to year. In the last two years, there are only two instances where hospitals asked questions about the audit reports. 109. Medical record compliance inspections are conducted by the NDMR on a routine basis, with a goal of surveying every hospital (23) at least annually 110. After an inspection is performed a report of findings is generated and sent to the hospital CEO 111. There is no formal mechanism for data sharing between the CC and the RGD 112. No formal data sharing agreement between the PIOJ and the RGD 113. No formal data sharing agreement between STATIN and RGD 114. The PIOJ’s publication schedule is the same as that used by STATIN 115. Definitions are not always consistent between the agencies, e.g., what is “raw” data? 116. STATIN’s parish and district codes are different from RGD’s 117. STATIN’s defined districts and RGD’s registration districts are not the same 118. Because of STATIN’s publication schedule they need a preliminary cut of the database by the end of February 119. STATIN has concern about multiple estimates of the same indicator (different numbers for the same indicator) about the RGD data 120. No official data set for STATIN to use 121. STATIN - confusion about the format of the RGD data and how it should be used 122. STATIN needs control totals to ensure they are coming up with the right numbers 123. For STATIN, there is a lack of a published set of technical notes detailing the methodologies, definitions, and procedures used to produce their data 46
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Vital Statistics Commission of Jamaica - Planning Institute of Jamaica

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