BIRTHTYPEÔ 2007
BIRTH CERTIFICATE SOFTWARE
Version 2007
Welcome to BirthtypeÔ.
BirthtypeÔ is a software package that will increase productivity in the Vital statistics record-keeping Department of your birthing facility.
This manual is a guide to the BirthtypeÔ system and all of the available options. Use this section to find your way around BirthtypeÔ and to learn about the various features.
The procedures contained within this manual are not to supersede policies of the State of Florida Department of Vital Statistics, but moreover, an augmentation of their policies for completing the certificate of live birth. If there are found to be any inconsistencies, the State of Florida policies and procedures should always take precedence.
Florida Live Births are those, which occur in the State of Florida. These events will be key-entered and edited as specified on the following pages. Listed below are some general entry/edit instructions concerning these records.
WINDOWS 2000Pro, or XP.
Turn your printer on and allow it to warm up. When the "ON LINE" light appears, turn your computer on and allow it to start up. Simply double click on the BirthtypeÔ Icon. Your Birthtype software will bring you to the opening screen.
Once you have entered the system the BirthtypeÔ Pass Word Screen will prompt you.
INITIALLY you will need to enter “birth” in lowercase. The password needed initially is brooki.
To re-enter the BirthtypeÔ Software you will need to have your own specific ID and (case sensitive) Password.
Please click on USERS and enter your specific USER ID (up to 9 Alpha/numeric spaces) now TAB and enter your specific password up to 9 alpha/numeric spaces.
TAB and check Administrator (if you are the Administrator) or skip and check ACTIVE. TAB or click on FIRST NAME, Enter First name and TAB, Enter MIDDLE INITIAL, TAB Enter LAST NAME, TAB Enter SUFFIX if applicable. Click on {Add} to accept, or {Update} if you are making changes i.e. spelling, password change, etc.
Be sure you have someone enter himself or herself as the Administrator. The Administrator can enter new people, and delete people when they leave.
Across the top of the screen are the options, beginning with FILE, EDIT, DATABASE, REPORTS, and ending with HELP. The options can be selected by using your {mouse} to access the options.
FILE OPTION
This is used only for exiting the PROGRAM and Creating a NEW CERTIFICATE.
EDIT OPTIONS
Under EDIT you will be able to Edit any Certificate and review any previous Certificate.
By pointing to the {Down Arrow under Certificate}you may Edit your Defaults, Users, Certifiers, or Attendants.
DATA BASE OPTIONS
Under Database you will be able to Export Birth Data directly to Vital Statistics (someday). The utility for compacting and repairing your database is here should it ever be necessary.
Location *allows you to place your Database (Birthdata2004.mdb) out on a drive that hopefully is backed up every night.
*The way you do this is first copy the birthdata2004.mdb file to the location where you want and second in the BirthtypeÔ Software Program under database/location you tell it where that location is. After you have completed this then move the old database (C:program files/BCI/Birthtype/birthdata.mdb) to a different location to save any future conflict.
REPORTS
This segment of your BirthtypeÔ software package will allow you to select either a statistical report or a Birth Log report for your previous Certificates. Simply point to Birth then arrow right to 2005 or down for 2004.
You will be able to determine how general or how specific your report will be. The Birth Log is pre-defined and will print the Date of Birth, Sex of child, Mother's full name, and Child’s full name based on the defined date range. The print out will total the number of male births and female births for the defined range.
Your Statistical Report will give you a tabulation as to Child’s Race, Mother’s Age Group, Marital status, Mother’s Residence, Certifier’s Title, Attendants Title, Type of Delivery, and Child’s Sex.
By selecting the {Double Arrows} pointing downward you may get a list of Users, Certifiers, or Attendants.
HELP
BirthypeÔ has online help available for most fields. To access this help, simply place your mouse in the field and a message will be displayed. This will act as ready reference and answer most common questions.
To clear the help message, simply move your mouse.
About will display the Company Demographics.
TOOL BAR
New is a shortcut for entering a new live birth record.
Edit is a shortcut for editing live birth records.
We will come back to New and Edit after we have entered our Default, User, Certifier, and Attendant information.
Default is where we create our database and select our print options.
You will create a number of files, which will be used time and time again, eliminating the need to retype frequently used information. Once the file is created, BirthtypeÔ stores it in its memory. These files are created underDefaults.
Click on DEFAULT
Facility County Type in the appropriate spaces the County where your Hospital is located.
Facility Name Type your Hospital Name
Facility Type. TAB and Check (with your Mouse) appropriate Title
Form Print Options
Your Print Options are "Send to printer" and "Send to screen." Send to screen will allow you to view the completed forms on your screen before printing (this is highly recommended because it allows you to see the certificate before it prints).
Send to printer sends the completed forms directly to the printer (eliminates the time taken for viewing the certificate).
If you have a Duplexer (prints on both sides) select flip on long edge.
Now select the legal tray location from the drop down list. Do the same for your letter tray. After you have made your selections, select {Save}, now {OK}. Now you can {Close} this screen.
Users is where we enter our Users.
Click on Users and enter your USER ID (up to 9 Alpha/numeric spaces),
TAB and enter a up to a 9 alpha/numeric PASSWORD. TAB and check Administrator (if you are the Administrator) or skip and check Active.
TAB and enter FIRST NAME,
TAB, Enter MIDDLE INITIAL,
TAB Enter LAST NAME,
TAB Enter SUFFIX if applicable.
Click on {Add} to accept, or {Update} if you are making changes to an existing person i.e. spelling, password, etc.
Be sure you have someone enter himself or herself as the Administrator. The Administrator can enter new people, and delete people when they leave.
Certifiers is where we enter our Certifiers
Enter FIRST NAME,
TAB, Enter MIDDLE INITIAL,
TAB Enter LAST NAME,
TAB Enter SUFFIX if applicable.
TAB and Check (space bar or Mouse) Active
TAB and Check (space bar or Mouse) appropriate Title, if you select other TAB and
type the Title you want to appear on the Certificate.
Click on {Add} to accept, or {Update} if you are making changes to an existing person i.e. spelling, Title, etc.
Attendantsis where we enter our Attendants
Enter FIRST NAME,
TAB, Enter MIDDLE INITIAL,
TAB Enter LAST NAME,
TAB Enter SUFFIX if applicable.
TAB and Check (space bar or Mouse) Active
TAB and Check (space bar or Mouse) appropriate Title, if you select other TAB and type the Title you want to appear on the Certificate.
Click on {Add} to accept, or {Update} if you are making changes to an existing person i.e. spelling, Title, etc.
Export is where we will define the Birth Records we want to electronicallysend to Vital Statistics with electronic signatures.
Reports will allow you to select either a statistical report or a Birth Log report for your previous Certificates. Simply point to Birth then arrow right to 2005 or down for 2004.
You will be able to determine how general or how specific your report will be. The Birth Log is pre-defined and will print the Date of Birth, Sex of child, Mother's full name, and Child’s full name based on the defined date range. The print out will total the number of male births and female births for the defined range. Your Statistical Report will give you a tabulation as to Child’s Race, Mother’s Age Group, Marital status, Mother’s Residence, Certifier’s Title, Attendants Title, Type of Delivery, and Child’s Sex.
You may also get a list of Users, Certifiers, or Attendants by clicking on them.
Exit of course takes you back out to the desk Top
TYPE ALL DATA IN UPPER CASE
After we have entered our Authorized Users, Certifiers, Attendants, and Defaults we are ready to begin being productive.
Let’s type a certificate of Live Birth
Go to the Tool Bar and select
NEW
At the very top of your Screen, Directly below Certificate of Live Birth there is a tool bar with four new items
SAVE for saving the Certificate when you are finished.
REFRESH will clear all data entered for a fresh start
EXIT will exit the certificate WITHOUT SAVING it
PRINT which will save and take you to the Print screen
New is the first selection on the Tool Bar. This is where we will input the birth data. To open Click on New then TAB through each field box placing a check mark with your space bar when and where appropriate. The first Tab you will land on is the Child Tab.
TAB and enter the Child’s Patient ID if Applicable. If not leave blank and TAB to Prospective Adoption, select if applicable with (space bar or Mouse) or TAB through to the beginning of the data fields.
When you are entering data a RED FLAG or YELLOW FLAG may pop up.
EDITS AND VALIDATION OF DATA
RED FLAG will indicate an error has been made and action is required to correct it before data can be saved or printed.
Example: Mother’s date of birth is not valid. The date must contain a two digit month and day and a valid four digit year. How to fix the error appears in the warning/error box.
YELLOW FLAG will indicate an error has been made and action is needed to verify or correct it before data is saved or printed.
Example: Mother’s date of birth is outside the normal range prior to the child’s date of birth, please verify the Mother’s date and continue.
NOW LETS BEGIN, Tab to the
1.Child’s First Name, Enter First Name.
1.TAB and enter Child’s Middle Name,
1.TAB and enter Child’s Last Name,
1.TAB and enter Child’s Suffix if applicable. (Ex: I, II, III, IV, V, JR)
2.TAB and select Child’s sex or Unknown if applicable. TAB and select Foundling if applicable.
3.TAB and enter the Month (two digit) or Unknown. TAB enter the day (two digit) or Unknown. TAB and enter the year (four digit).
4.TAB select Lbs/Ozs, Grams, or unknown with your mouse. If you selected Lbs/Ozs then TAB and enter up to two digits for pounds. TAB and enter up to two digits for ounces. If you selected Grams then TAB and enter up to four digits for the Gram weight or unknown if applicable. If you selected unknown your next TAB will land you on the
5. Child’s Time of Birth. This will require you enter the Universal 24 hour time equivalent in four digits ex: 0000-2359 or select unknown. TAB
6.County of Birth can be selected from a drop down list or begin to type the County and it will appear automatically. TAB
7.TAB and select (space bar or Mouse) Place where Birth Occurred. TAB
8.Select Facility Name if not defaulted. Facility can be selected from a drop down list or begin to type the Facility Name and it will appear automatically. TAB
9. Select City, Town, or Location of Birth if not defaulted. City or Town can be selected from a drop down list or begin to type the City or Town and it will appear automatically. TAB
10. Select Certifier if not defaulted. Certifier can be selected from a drop down list or begin to type and it will appear automatically. The Title will appear automatically. TAB
11. Date signed Please type two digits for the month, two digits for the day, and four digits for the year. The slash marks are automatic. TAB
12. Select Attendant if not defaulted. Attendant can be selected from a drop down list or begin to type the Attendant it will appear automatically. TAB
13. Date filed by Registrar Please enter the date along with the Resistor’s Initials manually.
Enter Mother’s Patient ID if applicable TAB
14a. Enter Mother’s First Name TAB
14a. Enter Mother’s Middle Name TAB
14a. Enter Mother’s MAIDEN Name TAB
14b. Enter Mother’s current Surname if different than 14a. TAB
15. Is Mother Married TAB and use (space bar or Mouse) to mark appropriate check box. TAB IF WIDOWED after conception, be sure to notate this on back of record by S.E.
16. Date of Birth (Mother) type two digits for the month, or select unknown and two digits for the day, or select unknown and four digits for the year or select unknown. The slash marks are automatic. TAB
17. Mother’s Birthplace. City, Town, or Country can be selected from a drop down list or begin to type the City, Town, or Country and it will appear automatically. TAB
18a. Mother’s Residence-State can be selected from a drop down list or begin to type the State and it will appear automatically. TAB
18b. Mother’s Residence-County can be selected from a drop down list or begin to type the County and it will appear automatically. TAB
18c. Mother’s Residence-City, Town, or Location can be selected from a drop down list or begin to type the City, or Town and it will appear automatically. TAB
18d. Mother’s Residence Street and Number-Type street and number. TAB
18e. Mother’s Residence-Zip Code
Enter numerically the Zip Code. TAB
18f. Inside City Limits-Use mouse to select No or Unknown if it is applicable. TAB
18g. Mother’s Mailing Address is the Same as Mother’s Residence. Use your (space bar or Mouse) to mark check box if applicable and TAB. This will take you directly to 19 Father’s Info.
If Mother’s Mailing Address is different than Residence then leave blank (unchecked) and TAB
Enter Mother’s Mailing Address-Street and Number TAB
Enter Mother’s Mailing Address-State TAB
Enter Mother’s Mailing Address-County TAB
Enter Mother’s Mailing Address-City, Town, or Location TAB
Enter numerically Mail Address-Zip Code
19. Father’s Name
Enter Father’s First Name TAB
19a. Enter Father’s Middle Name TAB
19a. Enter Father’s Last Name TAB
19a. Enter Father’s Suffix if applicable TAB
20. Father’s Date of Birth type two digits for the month, or select unknown and two digits for the day, or select unknown and four digits for the year or select unknown. The slash marks are automatic. TAB
21. Father’s Birthplace City, Town, or Country can be selected from a drop down list or begin to type the City, Town, or Country and it will appear automatically. TAB
23. Father’s State (residence) can be selected from a drop down list or begin to type the State and it will appear automatically. TAB
Father’s County (residence) can be selected from a drop down list or begin to type the County and it will appear automatically. TAB
Father’s City (residence) can be selected from a drop down list or begin to type the City and it will appear automatically. TAB
Father’s Street and Number (residence) Enter Father’s Street address. TAB
Father’s Zip Code (residence) or select unknown TAB
22. Print Mother’s name if Mother is not available to sign.
Print Father’s Information-check this box (space bar or Mouse) if Mother is NOT married and you want to print the Father’s PATERNITY INFORMATION on the certificate. TAB
24. Social Security Number request for Child TAB and use (space bar or Mouse) to check appropriate box. TAB
25a. Mother’s Social Security Number-Enter digits only (dashes are automatic) or TAB and select unknown. TAB
25b. Father’s Social security Number-Enter digits only (dashes are automatic) or TAB and select unknown. TAB
26. Principal Source of Payment-TAB and use (space bar or Mouse) to check appropriate box or select unknown. TAB
26. Did Mother Get WIC Food-TAB and use Mouse to check appropriate box or select unknown. TAB
28a. Mother Transferred for Delivery-TAB and use (space bar or Mouse) to check appropriate box. If Yes then TAB select from a drop down list or begin to type the Location and it will appear automatically. TAB
28b. Infant Transferred within 24 Hours TAB and use space bar to check appropriate box. If Yes is selected TAB select from a drop down list or begin to type the Location and it will appear automatically. TAB
29a. Infant Living at Time of Report
TAB and use Mouse to check appropriate box TAB. If Death is selected then TAB and complete Date request below.
29b. Date of death
TAB and enter the Month (two digit) or Unknown. TAB enter the day (two digit) or Unknown. TAB and enter the year (four digit) or unknown. TAB
29c. County of Death can be selected from a drop down list or begin to type the County and it will appear automatically. TAB
30. Mother’s Race Specify Race or Races CHECK ALL THAT APPLY
TAB and use (space bar or Mouse) to check appropriate box. Select unknown if appropriate. TAB
31. Is Mother Hispanic or Haitian Origin TAB and use Mouse to select Yes or No or Unknown. If Yes is marked use (space bar or Mouse) to check appropriate box. Select Unknown if appropriate. TAB ONLY ONE CHECK ALLOWED, IF MORE, CHECK OTHER HISPANIC AND LIST.
32. Mother’s Education TAB and use (space bar or Mouse) to check appropriate box. Select unknown if appropriate. TAB
33. Father’s Race Specify Race or Races CHECK ALL THAT APPLY
TAB and use (space bar or Mouse) to check appropriate box. Select unknown if appropriate. TAB
34. Is Father Hispanic or Haitian Origin TAB and use Mouse to select YES or NO or UNKNOWN. If YES is marked then use (space bar or mouse) to check appropriate box. Select unknown if appropriate. TAB ONLY ONE CHECK ALLOWED, IF MORE, CHECK OTHER HISPANIC AND LIST.
35. Father’s Education TAB and use or Mouse to check appropriate box. Select unknown if appropriate. TAB
36a. Prenatal Care Received TAB and use Mouse to check appropriate box.. Select unknown if appropriate. TAB
36b. Date of First Prenatal Visit
Enter the Month (two digit) or Unknown. TAB enter the day (two digit) or Unknown. TAB and enter the year (four digit) or unknown. TAB
36c. Date of Last Prenatal Visit
Enter the Month (two digit) or Unknown. TAB enter the day (two digit) or Unknown. TAB and enter the year (four digit) or unknown. TAB
36d. Prenatal Visits Enter the total number of prenatal visits up two digits or Unknown. TAB
37. Date of Last Normal Menses Enter the Month (two digit) or Unknown. TAB enter the day (two digit) or Unknown. TAB and enter the year (four digit) or unknown. TAB
38. Mother’s Height Enter her height in feet or Unknown. TAB enter the inches or Unknown. TAB
39a-b. Mother’s Weight in Pounds at Pregnancy up to three digits or unknown. TAB Weight at Delivery up to three digits or unknown. If mother lost weight must notate on back of record by S.E. TAB
40. Tobacco Use During Pregnancy
TAB and use Mouse to check appropriate box.. If Yes OR QUIT is selected TAB and enter the average per day. Select unknown if appropriate. TAB
41. Alcohol Use During Pregnancy TAB and use Mouse to check appropriate box.. If Yes is selected TAB and enter the average per day. Select unknown if appropriate. TAB
42a-b. Previous Live Births (do not include this Child)
Number now Living enter number or select unknown TAB Number now dead enter number or select unknown. TAB
42c. Date of Last Live Birth
Enter the Month (two digit) or Unknown. TAB enter the year (four digit) or Unknown. TAB
42d. Other Pregnancy Outcomes Total Number Enter the Number (two digit) or Unknown TAB
42e. Date of Other Outcome
Enter the Month (two digit) or Unknown. TAB enter the year (four digit) or Unknown. TAB
43. Factors
TAB and use (space bar Mouse) to check appropriate box.. Select unknown if appropriate. TAB
44. Infections
TAB and use space bar to check appropriate box.. Select unknown if appropriate. TAB
45. Obstetric
TAB and use (space bar or Mouse) to check appropriate box. Select unknown if appropriate. TAB
46. Labor
TAB and use (space bar or Mouse) to check appropriate box. Select unknown if appropriate. TAB
47. Delivery
TAB and use (space bar or Mouse) to check appropriate box. Select unknown if appropriate. TAB
48a. Method? UNSUCCESSFUL Forcepts attempt.
TAB and use Mouse to check appropriate box. Select unknown if appropriate. TAB
48b. Method? UNSUCCESSFUL Vacuum extraction attempt.
TAB and use Mouse to check appropriate box. Select unknown if appropriate. TAB
48c. Method? Presentation (vertex is cephalic)
TAB and use Mouse to check appropriate box. Select unknown if appropriate. TAB
48d. Method? Final Route
TAB and use Mouse to check appropriate box. Select unknown if appropriate. TAB
49. Maternal
TAB and use (space bar or Mouse) to check appropriate box. Select unknown if appropriate. TAB
Newborn Info
50. Clinical Estimate of Gestation Completed weeks enter the number up to two digits or select unknown if appropriate. TAB
51a. Plurality
TAB and use Mouse to check appropriate box. Select unknown if appropriate. TAB
51b. If not Single Birth Account for all multiple siblings in Prehistory or notations
TAB and use Mouse to check appropriate box. Select unknown if appropriate. TAB
52. Is Infant being Breastfed TAB and use Mouse to check Yes, No or unknown TAB
53. Apgar Score
Enter the number for 5 minutes or select unknown if appropriate. TAB enter the number for 10 minutes or select unknown if appropriate. TAB use (space bar or Mouse) to check Not Done if appropriate. 10 min score only required if 5 min is less than 6, if 10 min not done notate on back of record by S.E.
54. Abnormal
TAB and use (space bar or Mouse) to check appropriate box. Select unknown if appropriate. TAB
55. Congenital
TAB and use (space bar or Mouse) to check appropriate box. Select unknown if appropriate. TAB
BE SURE TO SAVE YOUR WORK.
CLICK ON SAVE OR PRINT
SAVE
REFRESH
Clears all data entered (before it is saved). You only use this when you want to re-type the Certificate in it’s entirety and you haven’t saved it.
EXIT
PRINT
CLICK ON PRINT AT THE TOP OF THE SCREEN….. Choose Certificate of Live Birth (Acrobat will bring up your Certificate automatically).
You may enlarge the Certificate screen by maximizing it (upper right hand corner click on little square between the minus - and X). You may review the Certificate here.
Either click on the PRINT ICON upper left hand corner or select file and drop down to Print and click.
Your Print Box will appear. Select OK and your certificate will print. Make sure the box next to “shrink page” is UNCHECKED
(See PAGE 27 BELOW).
To close this Certificate Screen notice the six boxes in the upper right hand corner. They have a minus (-) square (box) and an X. The lower X will close your certificate window. The Acrobat window can be minimized by clicking on the minus (upper right) NOTE: If you Minimize Acrobat it will save steps for future printing.
This returns you to the data screen. You may choose PRINT again and select Healthy Start Postnatal Risk in English, Spanish, or Creole. You may also choose the Social Security Registration in English or Spanish.
Again the Acrobat screen will appear and you repeat the process.
EDIT
Under EDIT you will be able to Edit any review any previous Certificate. By pointing to the {Down Arrow under Certificate} you may Edit your Certificates. Refer to TOOL BAR on page 6 of this manual.
PRINTING THE CERTIFICATE OF LIVE BIRTH RECORD:
DO NOT
SHRINK OVERSIZED PAGES TO PAPER SIZE
In other words UNCHECK THE BOX NEXT TO “Shrink page to paper size” and make sure your default printer settings retain this very important setting.
ADOBE 7 If you see Page Scaling select “NONE” please
EXIT
When you have completed your work for the day and are ready to shut down, you will need to log off of the system through the FILE/EXIT Menu.
Go to FILE and select EXIT
RED BOX appears saying “this computer is not authorized Call Brookins Communications
1-800-9336615
BROOKINS COMMUNICATIONS, INC.
9001 Shenandoah Run
WESLEY CHAPEL, FLORIDA 33544
VOICE 1 800 933-6615
FAX 1 866 867-1498
Cell Phone 1 813 240-5891
Email Kbrookins@Birthtype.Com
WEB SITE Birthtype.Com
*Special paper is required by your Department of Vital Statistics for use with our system since pre-printed forms are not used. Please call to discuss. Currently the cost of the paper is $65.00/Thousand and $15.00 for shipping and handling.
You may fax your order for this paper to Brookins at 866 867-1498
