Electronic Vital Records Registry – VIP

SSG IMPLEMENTS IMPROVEMENTS TO THE ISSUANCE AND REPORTING OF VITAL RECORDS IN MASSACHUSETTS

Project Objectives:

The objectives of the Vitals Information Partnership (VIP) project were to improve business services, streamline operations, reduce burden on citizens and ensure sustainability of the Registry of Vital Records and Statistics (RVRS). One critical goal of the project was to modernize RVRS by replacing legacy systems that support critical public health programs, support health care reform initiatives, improve prevention of identity theft, and the efficient delivery of government services to citizens. This project will 1) implement and roll-out new functionality of the VIP system (Death Module, Birth Module, Statewide Issuance), 2) upgrade the internal hosting environment known as the Virtual Gateway to support legacy data migration, and 3) implement new modules to support integration with other governmental agencies.

Project Description:

The VIP project was a multi-year project which involved the procurement of a COTS solution to meet the documented requirements to re-engineer the business process associated with the creation and maintenance of vital records for the Commonwealth of Massachusetts. In February 2011, the project released the Birth module to support the creation and maintenance of the various types of birth records across the Commonwealth.  In September 2014, the project released the Death module to support the creation and maintenance of death records in Massachusetts. In August 2015, the project migrated over 3 million birth records into the central repository used by RVRS for the maintenance and issuance of birth records.

 

Integration of other products to the VIP application include mandated applications from SSA and NAPHSIS: verification of social security information for death records; successful extraction of birth data to support the Electronic Verification of Vital Events (EVVE); and successful extraction of birth and death data for inter-jurisdictional exchange through State and Territorial Exchange of Vital Events (STEVE).

  • SSG managed the procurement and implementation of the Vitals Information Partnership system to electronically track birth and death records in a centralized system. The work included procurement documentation, project management, Governance Steering Committee involvement, vendor management, requirements definition, system testing, and negotiation with several Massachusetts agencies regarding the sharing of vital record information, hosting provider coordination and roll-out.
  • SSG team members supported the formation of a Working Group for both the birth module and the death module. The Working Group was formed with participation from the different user communities such as hospitals, funeral directors, city/town clerks, and RVRS staff. The working group members assisted with confirming requirements and acted as primary contacts with their peers regarding the project status.
  • SSG team members led the Pilot for the death module to ensure that the system would be able to meet key requirements; to test and refine user account creation, training methods and documentation as well as communication methods with users.
  • SSG team members led the roll-out planning, preparation and execution to over seven thousand end users statewide. Activities included project planning, standing up help desk resources, establishing IT infrastructure to support key business processes and conducting statewide training sessions.
  • SSG provided second and third tier help desk support during implementation.
  • SSG led the legacy birth data migration efforts to import approximately six million legacy records from two different systems into the VI central repository to support the issuance of birth certificates. The effort included data analysis, planning, format and conversion algorithm planning, testing the implementation of the conversion, working with business users to sample and verify imported data prior to final import.
  • SSG team members continue to provide data analysis to support decision making regarding enhancements and policy decisions.

Numerous benefits resulted once the VIP system was utilized in production. Some of the critical benefits include:

  • Massachusetts citizens will have standardized statewide certificates and standard procedures at every city and town clerks’ office replacing over 351 versions of certificates and procedures. This increases accessibility to records and reduce the likelihood of identity theft and fraud.
  • Provide data to external agencies in minutes rather than months for public health surveillance such as pandemic tracking, program planning and evaluation; enables rapid reporting and data exchange with other US states'(motor vehicle, ACA healthcare exchange) and federal agencies such as SSA, US State Department, law enforcement and CDC
  • Replaces multiple legacy systems within DPH and local cities and towns with a single integrated system. Provides direct online sharing of data with other state agencies such as the courts, Department of Revenue (DOR)/CSE, MassHealth, Office of the Chief Medical Examiner (OCME), motor vehicle, and MA Connector exchange.

For more information on how we can help you implement your Electronic Vital Records Registry System, please contact us.