INTRODUCTION AND LOOKING FORWARD Data Acquisition, Classification and Evaluation Branch Division of Vital Statistics, National Center for Health Statistics Karen Knight, Branch Chief Vital Statistics Cooperative Program Call November 8, 2014 Overview • A little about Karen & first few months at CDC • About Data Acquisition, Classification and Evaluation Branch • Priorities of Division of Vital Statistics • DACEB Strategies • Collaboration with Jurisdictions / NAPHSIS • Questions / Request for Input Introduction – State to NCHS 2013 - 2014 NCHS North Carolina State Center for Health Statistics Raleigh, NC Rest! DACEB, DVS, NCHS RTP, NC First impressions • Staff dedication & very helpful to me! • Electronic systems for everything! • Great ideas to share • System successes and challenges • Security!! Division of Vital Statistics, NCHS Data Acquisition, Classification and Evaluation Karen Knight Information Technology Rajesh Virkar Delton Atkinson Director Mortality Statistics Bob Anderson Reproductive Statistics Amy Branum Data Acquisition, Classification and Evaluation Branch Statisticians Sarai Ibrahim Part-time Admin Karen Knight Branch Chief Vital Statistics Specialists Medical Evaluation and Classification Data File Flow MSB Death DACEB Jurisdiction submission Reports generated for internal review & feedback sent to jurisdictions DACEB ITB Preparation of file for closeout Multiple race coding / other prep RSB Birth, Fetal & Linked Birth/ Infant Death DACEB, Statistical Team David Justice, Cross-branch Collaboration Statisticians Jenny Justice, Statistical Team Lead Kryn Krautheim IT Liaison Adrienne Rouse, Medical Statistician Laci Banks-Walker Brenda Green Margaret Jamison DACEB, Statistical Team, cont’d Phyllis Chappell Web site updates / Reports Other Statistical Staff Demetria Simmons, Data Entry / Record Control Catherine Forbes Data Entry DACEB, Vital Statistics Specialists Chrissy Jarman, Team Lead Senora Davis Connie Gentry Denise Little Susan McBroom Pam Stephenson DACEB, Medical Team Medical Specialists Holly Lambert, Senior Matt Rowe Medical Technicians Supervisor Mia Jones, Senior Kathy Fowler IT Specialist DACEB, Medical Team – Medical Classification Specialists Holly Lambert Senior MS Rosalyn Anderson Cynthia Harris Barbara Porterfield Eldora ShulerSmith Connie Banks James Herndon DACEB, Medical Team – Medical Records Technicians Mia Jones Senior Technician Ida Delaney Bernice McMorris Brandy Roberson Betsy Thompson Division of Vital Statistics Priorities Based on Annual Quality Performance Review with Dr. Frieden • First priority is to increase timeliness of publications • • • Improving system functionality and efficiency, focusing on medical systems Meeting targets for return of Medical Codes to states • • • • Includes availability of “near real time” mortality data for surveillance Electronic codes – Target is 24 hours (currently < 24 hours) Manual codes – 2014 target is 15 days (currently 14 days) 2015 target is 10 days Improving partnerships with jurisdictions & other partners Improving organizational efficiency Division of Vital Statistics, NCHS January 29, 2014 Performance-to-Date and 2017 Targets 50 40 30 20 10 0 22 23 19 24 Actual Target 2012 2014 30 20 10 7 2010 Actual 13 9 Target 18 15 25 Preliminary 20 Preliminary 15 Target (Actual) 10 11 10 2016 Actual Target (Actual) 12 2014 Number of months after data year for release of the preliminary and final mortality file (Annually) 9 Months 20 2012 Priority: Increase Data Use by Decreasing Lag Between Event and Receipt of Death Record Number of months after data year for release of the preliminary and final natality file (Annually) 20 Months 40 2016 Priority: Increase Data Use by Decreasing Lag Between Event and Receipt of Birth Record 5 50 0 2010 25 Percentage of demographic death records received within 10 days of the event 60 Percentage Percentage Percentage of birth records received within 10 days of the event 60 Actual 21 11 10 10 5 0 0 2010 2012 2014 2016 Priority: Increase Data Use by Improving Timeliness of Release of Natality Data 2010 2012 2014 2016 Priority: Increase Data Use by Improving Timeliness of Release of Mortality Data Percent of U.S. Mortality Records Received Within 10 Days of the Date of the Event by Year 100 90 80 70 60 50 40 29.9 30 20 10 10.6 17.6 14.0 0 2011 2012 2013 Years Target 2014 (Jan-Oct) Draft FY15 DACEB File Production Milestones Birth • 2014 Preliminary………………….February 13, 2015 • 2014 Contract closeout………….March 15, 2015 • 2014 Final…………………………..May 15, 2015 Death • 2013 Final………………………….. October 22, 2014 - Completed • 2014 Preliminary………………….March 15, 2015 • 2014 Contract closeout………….May 15, 2015 • 2014 Final…………………………..August 3, 2015 Fetal Death • 2013 Final…………………………..December 31, 2014 • 2014 Contract closeout………….May 15, 2015 • 2014 Final…………………………..September 15, 2015 DACEB Internal Strategies • Document and streamline internal processes • Partner with Rajesh’s IT team in system improvements & reports • Develop & implement medical mortality data quality assessment program • Develop additional data quality assessment tools • Complete restructuring efforts • Increase effective communication and teamwork • Identify improvements to communication and collaboration with jurisdictions Collaboration with Jurisdictions • Through Vital Statistics Improvement Project with NAPHSIS • • • Communications • • • • Timely feedback to jurisdictions Communication of our closeout dates – we need your help! Let us know how we are doing! Reengage around Corrective Action Plans • • Technical Assistance is available! Coordination of Corrective Action Plans Intent is to help jurisdictions meet contract deliverables Rethinking annual meeting VSCP requirement Reasons for CAPs • Revisions – 5 not revised for natality; 9 not revised for death; 13 not revised for fetal death • STEVE certification – fully implemented by fewer than half of the jurisdictions. Affects our production timelines • Lack of quality assurance program • Ongoing timeliness • Contract closeout timeliness – Most cannot meet the contract deliverables CAP Process Over the coming months, DACEB will be initiating CAP requests/updates for jurisdictions out of compliance with one or more items. • CAPs will be submitted to Larry Nielsen at NAPHSIS for review, with final versions to your DACEB team (Vital Statistics Specialist, Statistician and Medical Specialist), with a copy to me and Larry. • Format for the plan and updates will be specified in the request. • Quarterly updates expected, with some exceptions. • Focus is on improvements, not punishment! Larry, my staff and I are available to help brainstorm strategies for CAPs. If you know you will need a CAP or update, please reach out to us! Annual In-person Meetings • Travel budget cut – Opportunity to improve annual meetings • Feedback • Meetings too short to be helpful • Reports provided at the meeting provide no additional information than what is available on VSCP web site • Would rather engage in problem solving • One Alternative Plan - Your feedback needed! • Facilitated group sessions, based on contract deliverables, e.g., revisions, STEVE, timeliness, quality • Focus on discussing barriers and sharing solutions • Jurisdictions with success in an area provide success stories to others struggling Your feedback requested • Barriers to meeting timelines and ongoing updates • Our communication and how we can improve • How we can help through the CAP process – what wording will help you get what you need in your jurisdiction? • What would best serve you in an in-person meeting? Call me with your ideas or if I can be helpful! Karen Knight Chief, Data Acquisition, Classification and Evaluation Branch Division of Vital Statistics National Center for Health Statistics Centers for Disease Control and Prevention 919.541.4414 [email protected] Questions?