The Extra Degree Delayed Registration Process - PowerPoint PPT Presentation

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Title:

The Extra Degree Delayed Registration Process

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212 The Extra Degree. Meeting the Demands for ... Non-same day filing of delayed record. Mail-in delay applications ... One point person assigned to process ... – PowerPoint PPT presentation

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Title: The Extra Degree Delayed Registration Process


1
The Extra DegreeDelayed Registration Process
Sylvia Luna-Lopez Vital Records System Coordinator
Monica Davis Vital Statistics Specialist
District of Columbia Department of Health Vital
Records Division
2
Video
  • 212 The Extra Degree

3
(No Transcript)
4
Findings Delay Records Filed
Source Vital Records Division, Center for Policy
Planning and Epidemiology, DC Dept. of Health
5
Internal Delay Audit
Delayed Registration of Birth by Gender District
of Columbia 2005-2008
Source Vital Records Division, Center for Policy
Planning and Epidemiology, DC Dept. of Health
6
Delays Filed by Age of Applicant (2004-2008)
Source Vital Records Division, Center for Policy
Planning and Epidemiology, DC Dept. of Health
7
Internal Audit Findings
  • Same day filing
  • Lack of verifications
  • Incomplete notarized document
  • Mislabeling

8
Leading Supporting Document Used (2005-2008)
Total
Type of Document
Source Vital Records Division, Center for Policy
Planning and Epidemiology, DC Dept. of Health
9
Questionable Documents
Hospital Birth Log
10
(No Transcript)
11
Going The Extra Degree
Policy Procedures
Training
QA
Accountability
12
Policies and Procedures
  • Update current Policy Procedures
  • Update Delayed Package given to client
  • -Instructions on completing form
  • -Revised list of accepted documents
  • -Updated Personal Affidavit form
  • Non-same day filing of delayed record
  • Mail-in delay applications no longer accepted

13
Training
  • Periodical staff training on Vital Records Act
    and Regulations
  • Fraud Detection Training (AAMVA)
  • Training on Delayed Security Guide document

14
Quality Assurance
  • Verification with surrounding jurisdictions
  • Verification of all supporting documentation
    Verification Log
  • All delays must be reviewed / processed by Legal
    Unit Team Leader
  • Final approval of Registrar

15
Accountability
  • Make staff more accountable for documents
    accepted
  • One point person assigned to process delays
  • Consequences

16
Extra Precautions
  • Contacted Special Agent at Passport Agency
  • Periodic Internal Audit of delays
  • Contact surrounding states for possible duplicate
    records

17
What Is Your Extra Level of Degree to Prevent
Fraud?
18
  • Thank You
  • Sylvia Luna-Lopez
  • Sylvia.luna_at_dc.gov
  • 202-442-9298
  • www.doh.dc.gov
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