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
KKnight1@cdc.gov
Questions?