Electronic Birth Registration System (EBRS) User Guide

Electronic Birth Registration System (EBRS) User Guide Revision date: November 7, 2008 Developed by the New York City Department of Health and Mental Hygiene Bureau of Vital Statistics Electronic Birth Registration System Project (212) 788-4575 or ebrs@health.nyc.gov http://www.nyc.gov/html/doh/html/vr/vr-evers.shtml

TABLE OF CONTENTS INTRODUCTION... 4 I. USER ROLES IN EBRS... 5 II. NYC MED PORTAL... 7 III. ELECTRONIC BIRTH REGISTRATION SYSTEM... 9 1. System Login... 9 2. Menu Structure... 11 3. Locate a Case... 13 4. Start a New Case... 16 5. Screen Navigation... 22 Menus... 22 Navigational Buttons... 24 Moving from Field to Field Inside a Page... 25 The Registration Header... 26 6. Data Entry Screens... 27 A. Parent Information... 27 Child Page... 27 Mother Page... 28 Mother Address Page... 29 Mother Attributes Page... 30 Mother Health Page... 32 Paternity Page... 33 Father Page... 33 Father Attributes Page... 34 B. Facility Information... 35 Place of Birth Page... 35 Prenatal Page... 36 Pregnancy Factors Page... 37 Labor Page... 38 Delivery Page... 39 Newborn Page... 40 Newborn Factors Page... 41 Admissions and Discharges Page... 42 Attendant/Certifier Page... 43 NYC EBRS User Guide 2

7. Edits and Validation... 46 Validate Page... 46 Validate Registration... 49 Edit or Validation Rule Failures... 50 Go to Field... 50 Popup... 51 Soft Edit Failures... 52 Overriding a Soft Edit... 53 8. Certification and Authentication... 54 Certification... 55 Troubleshooting for Unsuccessful Attempts at Certification... 57 Uncertifying a Case... 57 9. Link a Plural Delivery... 59 10. Record Statuses and Work Queues... 65 Record Statuses... 65 Work Queues... 66 Advanced Use of Work Queues... 69 Display Options... 69 Search Functions and Filters... 70 Other Functions... 71 Certify Registration... 72 Comments... 73 Print Queue List... 74 Registration Work Queue Summary... 74 11. Potential Duplicates... 75 12. Inserting a Comment on a Record... 81 13. Messaging Functions... 84 Viewing Messages... 84 Deleting Messages... 85 Sending Messages... 87 APPENDIX A: GLOSSARY OF ICONS AND CONTROLS... 92 APPENDIX B: SOFTWARE AND HARDWARE REQUIREMENTS... 95 APPENDIX C: BIOMETRIC INSTALLATION... 96 NYC EBRS User Guide 3

INTRODUCTION The Electronic Birth Registration System (EBRS) is the portion of the New York City Electronic Vital Events Registration System (EVERS) dedicated to recording birth events. EBRS replaces the outmoded previous paper-pc-diskette system with a web-based system. It enables secure, electronic filing of births, including electronic authentication by birth certifiers. Although the birth record will be fully electronic, an Acknowledgment of Paternity (AOP), if present, must still be submitted on paper and signed manually. EBRS is designed to improve data quality and be user friendly. It also facilitates the protection of confidentiality and security of birth data. The system incorporates HIPAA-compliant security features such as access control, encryption, secure data transmission and non-repudiation mechanisms through the use of fingerprint recognition devices. EBRS Features: Flexible Internet solution available 24/7 for all registered users Multiple users from the same institution can use the system at the same time Highly secure and Internet-accessible User-friendly birth record data entry screens Edits and validation rules built into the system Help Desk support provided by the New York City Department of Health and Mental Hygiene Free EBRS and biometric software Based on the same software used for Electronic Death Registration (EDRS) This step-by-step guide aims to explain the basics of navigating through the application, the data entry process for creating, certifying, and retrieving birth certificates from EBRS. The definitions and rules for properly completing a New York City birth certificate are addressed in a separate document: Guidelines for the New York City Electronic Birth Registration System (EBRS)-Basic Procedures and Data Definitions. The latest versions of all documents are available on the EVERS website at http://www.nyc.gov/html/doh/html/vr/vr-evers.shtml. For additional instruction on record entry, troubleshooting help, or user administration, contact DOHMH during normal business hours (Monday-Friday, 9 am to 5 pm, except holidays) at (212) 788-4575 and ask for an EBRS team member. Please see Appendices B and C for the hardware/software system requirements and biometric installation instructions. NYC EBRS User Guide 4

User Roles I. USER ROLES IN EBRS All users enrolled in EBRS are assigned a user role. User roles determine an individual s access to various system functions and control security privileges. There are four roles normally assigned to birthing institution users: Facility User Certifier System Administrator/Deputy System Administrator Birth Attendant Facility User - This user can enter all information into birth records, run edits and validation rules to prepare records for certification, enter amendments to registered records, and view all birth records owned by the facility. Facility users need access to a PC that meets the hardware and software requirements, as well as NYC MED and EBRS usernames and passwords. Certifier - This user has identical abilities to a Facility User, but also can certify (biometrically affirm) birth records and amendments. Certifiers need access to a PC that meets the hardware and software requirements, biometric software and a biometric device, as well as NYC MED and EBRS usernames and passwords. System Administrator and Deputy System Administrator - Facility System Administrators and Deputy System Administrators are responsible for the management of users at the institution. (Deputy System Administrators have the same capabilities as System Administrators, except for the ability to remove the System Administrator.) System Administrators also serve as the main point of contact between the institution and the EBRS staff at DOHMH for all user administration inquiries. These roles can also be combined with a Facility User or Certifier role if the individual will also be responsible for entry and/or certification of birth records. System Administrators need access to a PC that meets the hardware and software requirements, biometric software and a biometric device, as well as NYC MED and EBRS usernames and passwords. We recommend that the System Administrator be a staff member or manager who is familiar with the business processes for birth registration at the facility, as he or she will be responsible for determining the security privileges of the other users (e.g. determining who is able to certify records for the facility). Birth Attendant - Normally, Attendants are set up in the system for the sole purpose of appearing in a Birth Attendant selection box inside a birth record. They are not assigned to a NYC MED account. If these medical professionals will also be using the system, they can be given a NYC MED account and Facility User or Certifier privileges. Please see the table on the next page for a detailed description of the needs and abilities for each user role. NYC EBRS User Guide 5

User Roles NEEDS ABILITIES LOOK-UP MENU VISIBILITY Summary of EBRS User Roles Computer Hardware/ Software Access to a PC that meets the software and hardware requirements FACILITY USER USER ROLE CERTIFIER ATTENDANT SYSTEM ADMINISTRATOR AND DEPUTY SYSTEM ADMINISTRATOR* X X X Biometric software and device X X Login Access NYC MED username X X X Data Entry Certification Amendments Manage User Accounts at Your Facility EVERS (EBRS) username X X X X Data entry of birth record information Run edits and validation rules X X Produce an Acknowledgement of Paternity through the X X system Electronically certify birth records Enter Hospital Substitution Amendments Electronically affirm Hospital Substitution Amendments Create new user accounts X X Update user information X Close user accounts X Biometrically enroll Certifiers fingerprints System Support Reset user passwords Refer users with systemrelated questions to the DOHMH Help Desk Produce Reports Registration reports X X X Attendant Look-up Menu Certifier Look-up Menu Security reports Listed for selection as the Attendant at birth for a child s record Listed for selection as the Certifier for a child s record *The only difference between the facility s System Administrator and the Deputy System Administrator(s) is that the Deputy(ies) cannot close the System Administrator s account. Administrator roles can also be combined with the Facility User or Certifier role to provide additional abilities. Birth Attendants are normally entered into the system ONLY to appear in the Attendant Look-up Menu. If you would like an Attendant to also have User or Certifier capabilities, you must notify the DOHMH staff member setting up the Attendant s account that the Attendant needs additional privileges. This functionality is not currently available, but is planned in the future. Currently, ALL user accounts are required to be created/managed by the EBRS staff at DOHMH. System Administrators must notify DOHMH with all user account requests. X X X X X X X X X X X NYC EBRS User Guide 6

NYC MED II. NYC MED PORTAL NYC MED is the single point of entry for providers to access all New York City (NYC) Department of Health and Mental Hygiene (DOHMH) online applications. Users must have a NYC MED account before they can access the EBRS application. If you are not currently a NYC MED member, you must be registered with NYC MED first. UNTIL FURTHER NOTICE, NEW BIRTH USERS WILL BE ENROLLED IN NYC MED AND EBRS BY EBRS STAFF MEMBERS AT THE DOHMH. FACILITY SYSTEM ADMINISTRATORS/DEPUTY SYSTEM ADMINISTRATORS SHOULD NOT ATTEMPT TO ENROLL THEIR OWN BIRTH USERS. ANY TIME A NEW USER ACCOUNT IS NEEDED FOR EBRS, CONTACT THE EBRS TEAM AT EBRS@HEALTH.NYC.GOV OR (212) 788-4575. Once you are notified by the DOHMH that you have been enrolled in NYC MED and EBRS, do the following to access NYC MED: 1. Open your Internet Explorer browser NYC EBRS User Guide 7

NYC MED 2. Type the web address: http://www.nyc.gov/health/nycmed in the Address bar and click on Go or press Enter This web address can be saved in your Favorites so you can access NYC MED without having to type the address in every time. 3. Enter your NYC MED username and Password and select Login If you have problems accessing NYC MED or your username has been locked out due to too many incorrect login attempts, please email nycmed@health.nyc.gov or call 1-888-NYCMED9 (1-888-692-6339). (EBRS team members do not have access to reset NYC MED passwords.) NYC EBRS User Guide 8

EBRS Login III. ELECTRONIC BIRTH REGISTRATION SYSTEM 1. System Login Once you enter NYC MED you will see the screen that contains a list of the NYC Department of Health and Mental Hygiene applications on the left hand side. Step 1: Click on Electronic Vital Events Registration System (EVERS). Step 2: A new Internet Explorer window will open with a new link. Click on EVERS - Click Here NYC EBRS User Guide 9

EBRS Login Step 3: A new Internet Explorer window will open with the EBRS application Login screen. Step 4: Enter your EBRS User Name and password. Your EBRS User Name will most likely be same as your NYC MED User Name, but your passwords for each may differ. Keep in mind that User Names and Passwords are case-sensitive. Please use the EBRS User Name provided to you by DOHMH or your System Administrator. Remember, user IDs and passwords are casesensitive (i.e. Testuser is different than testuser)! Step 5: Click Login. Step 6: If you are affiliated with more than one facility, you will need to select the facility to which you want to log in. If you are only affiliated with one facility, you will be taken to the Home Page (continue on the next page of this User Guide). Click on the arrow for the dropdown menu to display the available facilities. Click on the name of the facility to select it. Once the correct facility is displayed as the Office, click the Continue button. NYC EBRS User Guide 10

Menu Structure 2. Menu Structure When you enter the EBRS application you will be taken to the system Home Page. Your home page contains the following: Main Menu, Current Activities, Messages, Your User Name and Institution, and Logoff Main Menu headings that appear with a sideways arrow ( ) indicate that the menu contains sub-menus. When the arrow points downward ( ), it means that the menu has been expanded to view the sub-menus. The Main Menu headings and sub-menus displayed change depending on the permissions allowed by user s security profile. For example, a facility System Administrator will see different headings and sub-menus in his or her Main Menu than a birth facility data entry clerk. Click on any of the headings in the Main Menu to navigate through the menu. Clicking on the links provided in the sub-menus will take you to the corresponding screens. The Main Menu for Facility Users and Certifiers contains the following sub-menus: Main o Home o Change Office (only if you are affiliated with more than one institution) o Change Password o Messages o Logout Life Events o Birth Locate Case Start New Case Queues o Registration Work Queues o Registration Work Queue Summary Help o Biometric Setup Files NYC EBRS User Guide 11

Menu Structure The Current Activities and Messages displayed are specific to your facility and user role. They serve as a to do list or reminder list of records in need of attention. Current Activities displays a listing of the Queues that contain records requiring immediate attention. The Queue Name is displayed along with a count of records in the queue, and the age of the oldest record in the queue. Queues are only displayed in the Current Activities page if there are records placed in them; for example, if there are currently no records with a Legal Pending status, you will not see the Legal Pending queue displayed here. Click on the link provided on the queue name to access the queue. See page 65 for more information about Statuses and Queues. Messages will contain any messages that were sent to you within the EBRS application. Some messages are sent from user to user, while others are system-generated. System-generated messages are most often sent to an office (or facility) rather than to an individual user. All users affiliated with the facility will be able to view the message. The Message list will display From, the Message Text (may be truncated), and the Date Sent. See page 84 for more information about Messages. NYC EBRS User Guide 12

Locate a Case 3. Locate a Case This function is used to search for an existing birth record started by your facility in the system. Step 1: From the Main Menu Life Events Birth submenu, select Locate Case Step 2: To locate a case that was previously started in the system, you can enter any information that you have about the case, such as name(s), case ID, or date of birth. You only need to enter information in one field, but can enter information into as many fields as you would like to narrow your search. Once you have entered your search criteria, click Search. Your case will show up in the Results list. Step 3: Click on the link on the child s name to access the case or on the Preview link to view a summary of the case. NYC EBRS User Guide 13

Locate a Case For any search that you conduct, if there are no cases in the system that match the criteria you entered, you will see the following screen. Click the New Search button to perform the search with new criteria. To perform a wild card search you must use the % sign. In any search field, if you enter a % to search, it will bring up all records/items in the list. For example, if you enter a % into the Child s Last Name field, it will bring up all of the birth records entered by your facility. Please note that conducting a broad search, such as calling up all records entered, will affect system performance. In addition, depending upon the number of records that are in the system, the search results might be truncated at a certain point because the number of records shown in your results list has reached the maximum limit. If you would like to narrow your search, you can enter one or more characters and then the % sign into a certain field, or use a wild-card feature in one field and combine it with another field. Example 1: If you are looking for a last name that begins with a C, enter c% into the last name field and select Search. NYC EBRS User Guide 14

Locate a Case All cases where the last name begins with C will show in the Results list. If you wish to access any of the records, click on the link on the Child s Name. If you are not sure which one is the case you want, you can click on the Preview link to view a summary of the case. Example 2: If you are looking for a child born on 3/1/08 and know the last name starts with S, but are not sure of the spelling of the last name, you can enter the Date of Birth and use s% in the last name field. Click Search when you have entered the desired criteria. The cases matching these criteria will appear in your search results. NYC EBRS User Guide 15

Start New Case 4. Start a New Case This function is used to start a new birth record in the system. Step 1: From the Main Menu Life Events Birth submenu, select Start New Case You will see the following screen: Red arrows indicate required fields. In order to Start a New Case in the system, you need certain minimum required information about the child. On the screen, a red arrow indicator shows which fields are required. Currently, the minimum required information to Start a New Case is: Child s Last Name, Date of Birth, Sex, Child s Medical Record Number and Mother s Medical Record Number. Medical Record numbers are required to be entered twice to verify accuracy. (The medical record numbers are not required fields for midwives who are not associated with a hospital.) NYC EBRS User Guide 16

Start New Case All dates must be entered using one of the following formats: a. MONDDYYY - where MON represents the letter abbreviation of the month s name, DD represents the two digit day of the month and YYYY represents a four digit entry for the year. (For example, AUG132008) b. MM/DD/YYYY - where MM represents the two digit month number, DD represents the two digit day of the month and YYYY represents a four digit entry for the year. (For example, 08/13/2008) c. MM-DD-YYYY - where MM represents the two digit month number, DD represents the two digit day of the month and YYYY represents a four digit entry for the year. (For example, 08-13-2008) d. MMDDYYYY - where MM represents the two digit month number, DD represents the two digit day of the month and YYYY represents a four digit entry for the year. (For example, 08132008) Regardless of the format used to enter a date, the format used to display dates will always be MON-DD-YYYY. (For example, AUG-13-2008) Another method for entering dates is to use the Calendar Control. By clicking on the calendar icon ( ), you will bring up the Calendar Control shown below. By default, the current Month, Day and Year are pre-selected and shown in red. If the correct month and year are displayed, click on the desired day of the month and the correctly formatted date will automatically populate the date field. If you need to change the date from the default setting, click on the Month dropdown list and select the desired month from the list. NYC EBRS User Guide 17

Start New Case Next, click on the Year dropdown list and select the desired year. Lastly, once the correct month of the correct year is displayed simply click on the desired Day of the month and the correctly formatted date will automatically populate the date field. Calendar Control Hints: To quickly key in the current day s date, click on the Today link on the bottom of the control or use the F12 key on your keyboard. Click Clear to clear out a previously selected date or click Cancel to close the control without saving any changes. Step 2: Enter the minimum required information for the child and click Search. NYC EBRS User Guide 18

Start New Case Step 3: When you select Search, the system performs a duplicate check to see whether there are any cases with the information that you entered already present in the system. Please note that when you click the Search button and the Results page displays, you have not yet created the new case. This screen simply displays the duplicate check before the new case is created. AT THIS POINT YOU WILL SEE ONE OF TWO RESULTS, BASED UPON WHETHER THE SYSTEM IDENTIFIED A PREVIOUSLY-ENTERED RECORD THAT HAS MATCHING INFORMATION TO THE CASE YOU ARE ATTEMPTING TO START. 1. Information you entered matches another case(s) in the system. If there are any cases in the system that match the information you entered, you will see matches in a Results list. You can now click on the Preview link to view a summary of each case to determine if any one of them could be a duplicate of the one you are starting: NYC EBRS User Guide 19

Start New Case A. If you determine that a case listed is the one that you were attempting to start, DO NOT START A NEW CASE-THIS WILL CREATE A DUPLICATE RECORD. DO NOT CLICK HERE IF THE CASE LISTED ABOVE IS THE ONE FOR WHICH YOU WANT TO ENTER DATA!!! Instead, click on the link provided on the Child s Name or the Select link to access the case and continue entering data. B. If you determine that none of the cases listed in the Results list is the case you are starting, you may start your case by selecting the If the case does not appear above, start new case button. You will be taken into the child s record where you may begin entering data. NYC EBRS User Guide 20

Start New Case 2. Information you entered DOES NOT match any case(s) in the system. If there are no matches to your case, your Results list will not contain any cases. This means that this case has not been previously created and you can safely start a new case. Select the If the case does not appear above, start new case button to begin your case. At this point your case will be created. You will be taken into the new record where you may begin entering data. The information you entered into the Start New Case page will be filled into the appropriate data fields by the system. NYC EBRS User Guide 21

Screen Navigation 5. Screen Navigation The system provides navigational buttons on all screens to assist you in moving from screen to screen. In general, any text displayed with an underline will lead to another page when it is clicked with your mouse - these are called links. Use of the buttons and links provided in the system is recommended for navigation. The Back button on the Internet Explorer web browser tool bar should be avoided when working with the application. The use of this button may result in the loss of data. The application often provides a Return button or similar feature that can be used to return to a previously viewed page. Menus After a case is started in the system you will notice that the Main Menu is collapsed and the Birth Registration Menu has appeared and opened up. An up-arrow indicates that the menu is expanded You can open or close any menu at any time by clicking on the bar with the menu label. For example, you may go back to Main Menu by clicking on the Main Menu bar. A down-arrow indicates that the menu is collapsed Clicking on the Birth Registration Menu bar will collapse the Main Menu again and open the Birth Registration Menu. NYC EBRS User Guide 22

Screen Navigation Each of the Birth Registration pages can be selected from the links in the Birth Registration Menu. To view the information or to enter data into any of the pages contained in Parent Information or Facility Information, simply click on the link for that page. IMPORTANT: If you are entering data for a record and using the links in the Birth Registration Menu to move from one page to another, make sure you save your data or validate the page (see the next section: Navigational Buttons) before you move on to another page; if you do not save, the information you entered on the current page will be lost. For example, if you want to go from where you are now (the Child page) to the Newborn page, first click the Save button and then click here on the Newborn link. You will be taken directly to the Newborn page. NYC EBRS User Guide 23

Screen Navigation Navigational Buttons There are five navigational buttons that can be found on each Birth Registration page: VALIDATE PAGE When selected, edit and validation rules that are built into the system are run for this page as well as for the complete case. It will also SAVE the information entered on the page. If there are any edits or validation rules that have failed on this page, you will see yellow or red coloring in data fields on the page and a list of errors on the bottom. You will also see colored arrows next to each page link in the Birth Registration Menu. Refer to the EDITS and VALIDATION section (page 46) for further explanation. NEXT When selected, you will go to the next page in the record. The information entered on this page will also be saved. CLEAR When selected, the information on the current page that was entered after your last save action will be cleared. You will lose any information that has not yet been saved. SAVE When selected, the information entered on this page will be saved. NYC EBRS User Guide 24

Screen Navigation RETURN When selected, you will go to the previous page. If you entered information on this page you must SAVE it before selecting Return. You will lose any information if you do not save. ***Make sure you SAVE your information before you navigate off of a page. You can save information you have entered on any page by selecting SAVE, VALIDATE PAGE or the NEXT buttons (but not if you click on a link to another page in the Birth Registration Menu!). Your data will be saved if you use the VALIDATE PAGE, NEXT, or SAVE buttons. Moving from Field to Field Inside a Page The most common way of proceeding through a record is by clicking on each question and/or entry option with your mouse. This is also the slowest and least efficient way of going from one field to the next. Instead, use the Tab key on your keyboard to advance forward through fields on a page. Alt-Tab, which is triggered by holding down the Alt key while pressing the Tab key, will move you back to the previous field. Tabbing off of data fields with dropdowns when you have made your selection will also help you avoid unintentionally changing the answer by accidentally moving the scroll wheel of your mouse when the data field is highlighted. NYC EBRS User Guide 25

Screen Navigation The Registration Header The Registration Header helps you keep track of missing data that can prevent a birth record from being registered. It is also a valuable tool for tracking the status of a birth case. The Registration Header can be viewed from any of the pages of information in the Birth Registration Menu. Locate the blue bar at the top of the information window. This bar displays the: Case ID #, Mother s Medical Record #, Child s Medical Record #, Child s Name, & Child s Date of Birth Clicking on this bar or the darker blue arrow at the upper right corner will expand the header and show the statuses associated with this particular record: The initial status assigned to a new electronic case is New Event/New Event/Uncertified/Not Registered. These statuses will change as information is entered and validated for the case, and as actions are taken to prepare a case for registration. Please refer to the Record Statuses and Work Queues section (page 65) for a detailed explanation of the statuses that can be associated with a record. Clicking either the Registration Header or the blue arrow a second time will close the header. NYC EBRS User Guide 26

Data Entry Screens-Child Page 6. Data Entry Screens Data items are grouped into pages (or screens) with related information, and follow the order of the items found on the worksheets. The pages under Parent Information consist of information mostly from the Mother s Worksheet (form VR-203), while the pages under Facility Information consist of information from the Facility Worksheet for Newborn Registration (form VR-204). For detailed descriptions and definitions of each data item, please see the Guidelines for the New York City Electronic Birth Registration System (EBRS): Basic Procedures and Data Definitions. (EBRS Manual, rev. 9/4/08, Available at http://www.nyc.gov/html/doh/html/vr/vr-evers.shtml) A glossary of commonly used icons and controls on these pages can be found in Appendix A. Please familiarize yourself with these controls. Any special icons or controls found on a specific page will be noted below. A. Parent Information Child Page The information that you entered on the Start/Edit New Case page will be auto-populated in applicable fields. NYC EBRS User Guide 27

Data Entry Screens-Mother Page Mother Page Clicking this button will copy the entry of the Mother s Current Legal Name into the Mother s Maiden Name fields. You may make changes to any field, if needed, after it is copied. Clicking None will fill 000-00-000 into the Mother s SSN field. Clicking Unknown will fill 999-99-9999 into the Mother s SSN field. Note the special control buttons on this page: 1. - The button is an auto-calculate button. Clicking on this button will auto-fill the age field, calculated from the date of birth that was entered. 2. - The icon is called the Places icon. It allows for selection of a place from pre-filled menus. Use of this icon is strongly recommended, as it will fill in proper capitalization, spelling, and placement of place names. Data can be entered by typing the information in directly but it is NOT the preferred method. To use, click the icon and the Places table will display. You must choose each level down from Country, to State, to City. After each choice is selected, you must click the arrow button to the right to fill in the next level. Please note that not all geographic information for places is available yet. If you are using the Places table to fill an address and notice that the correct information is not included in the City level, you can fill in some of the Address (for example, the Country and State) using the Places table and then type the rest of the information into the record. Once you have filled in each level of the Address, click the Select button and the information will fill into the Address fields. NYC EBRS User Guide 28

Data Entry Screens-Mother Address Page Mother Address Page If the Usual Residence Address and the Mailing Address are the same, click on the Same As Residence Address checkbox to copy the information from the Residence Address fields into the Mailing Address fields. Clicking on the No Mailing Address checkbox will fill the Mailing Address fields with Unknown. The icon is the Places icon. It allows for selection of a place from pre-filled menus. Use of this icon is strongly recommended, as it will fill in proper capitalization, spelling, and placement of place names. Data can be entered by typing the information in directly but it is NOT the preferred method. For help with using the Places icon, please see the instructions on the Mother Page (previous page). NYC EBRS User Guide 29

Data Entry Screens-Mother Attributes Page Mother Attributes Page Using a look-up menu ( ): If you are specifying a non-hispanic ancestry, you must choose the ancestry from the look-up menu. You cannot enter it in manually. After you select the radio button next to Non Hispanic, click on the magnifying glass icon: You will see a window pop up that looks like this: NYC EBRS User Guide 30

Data Entry Screens-Mother Attributes Page Enter the first letter of the ancestry, and then the % sign to do a wild-card search. Here, as an example, we will be looking up someone who entered Russian as their ancestry: Enter R% in the search field: Once you click the Search button, you will see a menu listing all of the ancestries that begin with an R: Click on the select link for the ancestry you want, and it will fill into your Ancestry field on the screen. Click on the Erase icon ( ) if you need to clear what was entered. NYC EBRS User Guide 31

Data Entry Screens-Mother Health Page Mother Health Page NYC EBRS User Guide 32

Data Entry Screens-Paternity Page, Father Page Paternity Page You must answer this question. Select the appropriate choice from the dropdown and select NEXT. You will only be able to see the Father s screens if your answer is Yes, Married or Yes, Paternity Acknowledgment. If you selected either of the Yes answers and entered the father s information, and subsequently wish to remove the Father s information for any reason (for example, the Office of Vital Records asks you to remove the Father because of an error or information missing on the AOP), you can simply change this answer to No and the Father s information will be removed from the record. Father Page Clicking None will fill 000-00-000 into the Father s SSN field. Clicking Unknown will fill 999-99-9999 into the Father s SSN field. The button is an auto-calculate button. Clicking on this button will auto-fill the age field, calculated from the date of birth that was entered. The icon is called the Places icon. It allows for selection of a place from pre-filled menus. Use of this icon is strongly recommended, as it will fill in proper capitalization, spelling, and placement of place names. For help with using the Places icon, please see the instructions on the Mother Page (page 28). NYC EBRS User Guide 33

Data Entry Screens-Father Attributes Page Father Attributes Page See the Mother s Attributes Page (page 30) for instructions on how to use the Ancestry look-up menu ( ) and the Erase icon ( ). NYC EBRS User Guide 34

Data Entry Screens-Place of Birth Page B. Facility Information Place of Birth Page The system automatically fills in the place of birth information based upon the user profile of the person who is logged in to enter the data. If logged in as a hospital or birthing center site, the information should be automatically filled in. The name and address filled in by the system should be correct and cannot be edited. If there are errors in the name or address of your institution, you must notify the EBRS team at (212) 788-4575. If the birth occurred at a location other than the usual site (e.g. home birth, en route to the hospital in an ambulance, or other location such as street), you may change the Type of Place selection and provide the location of birth information. NYC EBRS User Guide 35

Data Entry Screens-Prenatal Page Prenatal Page NYC EBRS User Guide 36

Data Entry Screens-Pregnancy Factors Page Pregnancy Factors Page NYC EBRS User Guide 37

Data Entry Screens-Labor Page Labor Page NYC EBRS User Guide 38

Data Entry Screens-Delivery Page Delivery Page You will only be able to view the Indications for Forceps if the answer to Was delivery with forceps attempted but unsuccessful? is Attempted and successful or Attempted but unsuccessful. You will only be able to view the Indications for Vacuum if the answer to Was delivery with vacuum extraction attempted but unsuccessful? is Attempted and successful or Attempted but unsuccessful. You will only be able to view the If Cesarean, was a trial of labor attempted? and the Indications for C- section if the answer to Final Route and Method of Delivery is Cesarean. Complications from any of the above? refers to Anesthesia only and will disappear if None of the above or Unknown is selected for Anesthesia. NYC EBRS User Guide 39

Data Entry Screens-Newborn Page Newborn Page NYC EBRS User Guide 40

Data Entry Screens-Newborn Factors Page Newborn Factors Page NYC EBRS User Guide 41

Data Entry Screens-Admissions and Discharges Page Admissions and Discharges Page NYC EBRS User Guide 42

Data Entry Screens-Attendant/Certifier Page Attendant/Certifier Page If you are a Certifier (i.e. you have the ability to sign/certify birth certificates), and you started the case, your information will be auto-populated into the Certifier information on this page: NYC EBRS User Guide 43

Data Entry Screens-Attendant/Certifier Page If you are not a Certifier, you will be able to select the certifier from look-up menu. You can access the Certifier look-up menu by selecting the magnifying glass icon next to the Certifier label. A search box will then pop up: Enter a % sign in the Last Name field to search all available Certifiers or enter the last name of the Certifier you would like to select. Click Search when you have entered your criteria. Your list will be displayed: Click the select link to choose your Certifier. NYC EBRS User Guide 44

Data Entry Screens-Attendant/Certifier Page The name and address of the Certifier you selected will appear on the record in grey type: If you need to remove the Certifier listed in the record, click on the Erase icon ( ). After you confirm the message asking you if you are sure you want to clear the Certifier data, the name section will be cleared. You can then use the look-up menu to insert the new Certifier. Make sure you save this information after making the change! Attendant at Birth can be typed into the fields or selected from the Attendant look-up menu.* (Follow the same steps used for selecting a Certifier.) *Please note that the Attendant look-up menu will only be populated with names if your facility s EBRS System Administrator has submitted a list of Attendants to DOHMH to be entered into the system. If your Attendant look-up menu is not populated with names, please contact your facility s EBRS System Administrator and request that they submit a list of birth Attendants to the DOHMH EBRS team. ONCE YOU FINISH ENTERING ALL AVAILABLE INFORMATION INTO THE BIRTH REGISTRATION PAGES, YOU MUST VALIDATE THE REGISTRATION TO RUN EDIT RULES THAT CHECK THE QUALITY AND COMPLETENESS OF THE DATA. PLEASE SEE THE NEXT SECTION FOR EXPLANATION AND INSTRUCTIONS ON USING THE VALIDATION FUNCTIONS. NYC EBRS User Guide 45

Edits and Validation 7. Edits and Validation The EBRS system has built-in edit and validation rules to help you enter the data and improve its quality. Edit and validation rules can be invoked on each page by selecting the Validate Page button or for the entire record by selecting the Validate Registration link in the Birth Registration Menu. Validate Page When selected, edit and validation rules are invoked for this page as well as the complete case. It will also SAVE the information you have entered on the page. If there are any edits or validation rules that have failed on this page, you will see yellow or red coloring in data fields on the page and a list of errors on the bottom. You will also see colored arrows next to each page link on the Birth Registration Menu. Red means that there are edits and validation rules that have not passed. These edits and validation rules are called HARD EDITS. Unless you perform corrective action, you will not be able to submit this record for registration. Yellow means that there are edits and validation rules that have not passed. These edits and validation rules are called SOFT EDITS. Unless you verify and/or correct information entered, you will not be able to submit this record for registration. When you verify the information and override the rule, the yellow arrow will still show, signaling that this page has a valid with exceptions status. Once the rules are overridden and saved, you will be able to submit this record for registration though the yellow arrows still appear. Green means that all edits and validation rules have passed. These two pages have green arrows, meaning that all edits have passed. These pages have not been completed yet and therefore still display red arrows This is a Soft Edit, meaning that you need to verify or correct the information in this field before the record can be submitted for registration. This is a Hard Edit, meaning you must perform a corrective action (enter information or change what was entered) before the record can be submitted for registration. NYC EBRS User Guide 46

Edits and Validation When you select the Validate Page button, notice that the Validation Results window at the bottom of the screen only takes up a small fraction of the height of the screen. If you are on a page where multiple edits are failing, the screen will be divided between the birth registration page and the Validation Results window. Pull this scroll bar down with your mouse to view the rest of the birth registration page Birth Registration Page Pull this scroll bar down with your mouse to view the rest of the Validation Results Validation Results window You may only see the first error message; the rest of the error messages are hidden until you either scroll through or expand the Validation Results window. To expand the window, place the tip of the arrow of your mouse cursor over the top grey line of the Validation Results window, click your left mouse button on the line and hold it down to drag the line upwards. Place the tip of the arrow of your mouse cursor on this grey line, click your left mouse button and hold it down as you move your mouse upwards. This will drag the line upwards and expand the Validation Results window so it takes up more of the screen. NYC EBRS User Guide 47

Edits and Validation The window will expand to take up more of the screen: You may also decrease the size of the window the same way, except this time drag the grey line downwards. NYC EBRS User Guide 48

Edits and Validation Validate Registration Edit and validation rules can also be invoked at any time by selecting the Validate Registration link from the Other Links submenu on the Birth Registration Menu. When you Validate Registration, a page will display all the edits and validation rules that have failed for this case. This list displays both HARD and SOFT edits and validation rule failures The colored arrows indicate which pages have passed all rules and which have not. NYC EBRS User Guide 49

Edits and Validation Edit or Validation Rule Failures SOFT EDIT failures require you to check certain unknown answers, out of range values, or inconsistent entries. All items in yellow must be verified and corrected when necessary. If you verify that an item showing in yellow is correct, you have the option to override the failure (see page 52 for instructions on soft edit failures). For HARD EDIT failures, you must perform corrective action. You cannot override the failure. These are HARD EDITS (notice there is no override checkbox). They cannot be overridden; you must perform corrective action. These are SOFT EDITS. You must verify your entry and either perform corrective action or override the edit. Whether you Validate Registration or Validate Page you have a couple of options to verify and/or correct the information using the Validation Results: Goto Field Popup Go to Field You can click on the FIX button in the Goto Field column and the system will take you to the page and field that requires verification and/or correction. Click on the FIX button to go to the field NYC EBRS User Guide 50

Edits and Validation After you click the FIX button, the system will go to the field that needs correction. MAKE SURE TO SAVE AFTER YOU HAVE MADE YOUR CHANGES!!! Please note that the error message and red coloring will not disappear until you have validated the record again (either by using the Validate Page button or the Validate Registration link). Popup You can click on the FIX button in the Popup column and the system will open another window with the field(s) that need to be verified and/or corrected. Click on the FIX button to open a popup window with the field to correct NYC EBRS User Guide 51

Edits and Validation Make your selection here and then click Save. MAKE SURE TO SAVE AFTER YOU HAVE MADE YOUR CHANGES!!! Once you click the Save button in the Validation Popup window, the information will be saved and the record will be validated again. Soft Edit Failures For soft edit failures you must verify the information entered in the field. If the information is incorrect, you must perform corrective action. If the information entered is correct, you have the option to override the failure. For example, if you received the following error messages: First do a Popup to check what was entered in the Mother s weight field. Oops! This was supposed to be 141 pounds. NYC EBRS User Guide 52

Edits and Validation Enter the correct value and click Save. Your validation results refresh and only one edit remains: The above edit is a verification edit. You left the first name of the child blank. The system is asking you to make sure you want to leave it blank. If you did not mean to leave it blank, you can enter the first name now. In this sample case, you do wish to leave it blank, because the parents have not yet chosen a first name for their child. You need to override this edit so you can proceed with certification. Overriding a Soft Edit You verified the information entered for a field where a soft edit has fired, and you want to leave it the way it was entered. To override, click on the check box in the Override column corresponding to the edit you want to override. Once you see a check mark, click on Save Overrides. The error message and yellow arrow for that page will not change, but the override has been saved. Once you re-validate the registration, if you have passed and/or overridden all of the edits on the record, you will now be able to proceed to certification. NYC EBRS User Guide 53

Certifying and Authentication 8. Certification and Authentication In order to certify a birth case, you must: Have the Certifier role assigned to your username. Be biometrically enrolled. This means that you must have at least one fingerprint associated with your profile for the system to verify. (Facility EBRS System Administrator will enroll your fingerprints.) Have a biometric device attached and installed on your workstation. (See your System Administrator, IT department or the Biometric Set-up instructions). Be logged into your account. Have your name entered into the Certifier s information on the Attendant/Certifier page in the birth record. EBRS will allow you to certify and authenticate the case only after you have validated the case and all edits have passed (green arrows) or soft edits have been verified (overridden) and/or corrected (yellow arrows). Once the case has achieved valid status, you will notice a Certify link appear under the Attendant/Certifier Page link on the left hand side of the screen in the Birth Registration Menu. This case is ready to be certified, because all edits have passed on most pages (green arrows to the left), and the soft edits on the Child and Prenatal pages (yellow arrows to the left and Validation Results above) were verified and overridden. The Certify link will appear for all users entering a record, regardless of your user role. However, if users who do not have certifying privileges click on this link, the certification page will not be enabled: NYC EBRS User Guide 54

Certifying and Authentication Certification Step 1: Click on the Certify link from the Birth Registration Menu. Click Certify. You will see the Affirmation Page. Step 2: Complete the affirmation by clicking on the checkbox next to the affirmation statement. Click Affirm. 2. Click in this box to place a checkmark. 3. Click Affirm. You will notice the instruction 1-Place finger appear under the green square. NYC EBRS User Guide 55

Certifying and Authentication Step 3: Place your finger on the biometric device as instructed by your System Administrator during your initial biometric enrollment. If you see the above two screens in succession, your certification/authentication was successful. You now have a check mark next to the Certify link in the Birth Registration Menu. Upon certification, if there is no Acknowledgment of Paternity (AOP) to be submitted with the case (you indicated the parents are married or you did not enter the father s information), the record will be automatically registered. If you indicated there is an AOP with the case, the record will be placed in a queue to be reviewed for registration approval after the AOP form is received by the DOHMH Office of Vital Records. You are finished with this case. When you click on the Return button, the system will take you to the Child Page. You are no longer able to edit any information on any of the pages (the data will be greyed-out). You may now either Logout or you can go to Main Menu on the left hand side and Start a New Case or search for another case using Locate Case. There is also a shortcut to certification provided through a link in the Birth Certification Required queue. For help with the use of work queues, please see the Record Statuses and Work Queues section (page 65). The detailed instructions for the use of the certification link in the Birth Certification Queue are provided on page 72. NYC EBRS User Guide 56

Certifying and Authentication Troubleshooting for Unsuccessful Attempts at Certification If your authentication was not successful, you will get one of several messages: 1. Bad Data : The device could not read your fingerprint. Place your finger on the device and try again. 2. Verification failed Invalid user : This means that the verification software was unable to match the fingerprint with the profile of the person who was selected to be the Certifier in the birth record. You will need to check several things: Make sure your name is entered into the Certifier portion of the birth record and was selected from the look-up menu as opposed to being typed into the fields. If you need to change the name, make sure you save the changes. Make sure the finger you are trying to use is being recognized properly by the system. Contact your System Administrator for assistance with verifying and testing that your fingerprints are enrolled in your user profile. 3. Not initialized : The device is not connected properly to the computer. Check the connection between the device and the computer. Pull out the USB plug and plug it in again. If re-inserting the device into the USB connection does not work, you may need to reinstall the driver software. Contact your System Administrator for assistance. If you continue to have problems, contact your System Administrator. Uncertifying a Case Sometimes after a record has been certified, it is determined that a mistake was made on the record. You can make changes to a record up until the point it has been registered. Records without a Paternity Acknowledgment (AOP) will be automatically registered once they are certified, but records with an AOP will not be registered until the AOP is received and approved by DOHMH, which therefore gives a short time window for changes after certification. Birth users who are not certifiers will not have the security privilege to uncertify a birth record. Only users who have the role of Certifier will be able to uncertify a record and resubmit the case to the DOHMH. To make changes to a record that has already been certified, but not registered, a person with certifying rights at your institution will need to uncertify the electronic record, make the changes, and then certify the record again using the following steps: NYC EBRS User Guide 57

Certifying and Authentication Open up the child s record. You will see that all of the data entered into the pages are greyed out and is unable to be modified. If you do not see the Certify link with a check mark next to it in the Birth Registration Menu, click Validate Registration in the Birth Registration Menu. If you do not see this, Click here The Certify link in the Birth Registration Menu will then show up with check mark next to it. Click on the Certify link. Once the page opens, you will see a message stating that the record has been certified. Click Uncertify. You will be asked if you are sure you want to unaffirm the registration. Click OK. You will see a message stating that the record has been uncertified. Click Return. You can now go into any page in the record and make changes. Once you have finished, use the Certify link to re-certify the record. NYC EBRS User Guide 58

Link Plural Delivery 9. Link a Plural Delivery Any time you have a multiple birth, it is to your advantage to use the Link Plural Delivery function in the system. Once the first record from the set has been entered, this function can be used to replicate the mother s, father s (if applicable), and some of the birth information into the second record, without having to type it over again. It is also a useful tool to use since the linkage between the records can help you monitor whether all records were submitted correctly for a multiple birth. To link a second record to the first record created for a multiple delivery: Enter all information for one of the infants. If you have indicated on the Newborn page that the infant was one of a multiple delivery, once you have finished entering the data, validated the data, fixed any errors and/or overridden any soft edits, and saved the record, you should click on the Link Plural Delivery link under the Birth Registration Menu/Other Links. Please note that Link Plural Delivery will not show up until you indicate in the Newborn page that the infant is one of a multiple delivery. If you selected that this is a singleton birth, you will not see this link in the Birth Registration Menu. NYC EBRS User Guide 59

Link Plural Delivery You will see a summary of the current case. To link a second record, click on the Link New Case button. A Link Plural Delivery window will pop up. Select the Event Type as Birth. NYC EBRS User Guide 60

Link Plural Delivery Enter the information for the second record you will be entering for the set. At a minimum, last name, date of birth, and gender are required. Click Search. At this point you will see one of two screens, based upon whether the second case was created prior to the current case you are attempting to link. 1. If the second case was NOT created prior to the current case you are attempting to link, you will see the following screen with a message in red stating that there are no cases matching the criteria you have entered. Click Start New Case to proceed with the next case in this multiple delivery. NYC EBRS User Guide 61

Link Plural Delivery You will now see a screen with both cases listed. Note two things: a Linkage ID number has been created, and Unlink is showing on the right. Your cases have now been successfully linked. In addition, the screen shows a Birth Order column which shows the order of the infant(s) already entered. To enter the information for the second case, click on the link for the second child s name in the list and you will be taken into the record. Notice that the parents information and certain birth items have been pre-filled into the record from the first. You can continue entering the rest of the information for the case. If this is an error and you do not want them to be linked, you can select the Unlink and the two cases will no longer be linked. If there are more than two live births in the delivery, follow the instructions over again to link the third, fourth, etc. record(s). NYC EBRS User Guide 62

Link Plural Delivery 2. If the second case was created prior to the current case you are attempting to link, you will see the following screen with the search results. Note that the first case is listed and displayed as the Current Case in the summary. Second case displayed in search results First case If you are unsure that the other case found by the search is the second one that you want to link, you can click the Compare link and view both cases: First case Second case NYC EBRS User Guide 63

Link Plural Delivery After reviewing the two cases and verifying that these are twins, triplets, etc., click on Link. Note two things: a Linkage ID number has been created, and Unlink is showing on the right. Your cases have now been successfully linked. In addition, the screen shows a Birth Order column which shows the order of the infant(s) already entered. If this is an error and you do not want them to be linked, you can select the Unlink and the two cases will no longer be linked. If you need to continue entering information for the second case, click on the link for the second child s name in the list and you will be taken into the record. NYC EBRS User Guide 64

Record Statuses and Work Queues 10. Record Statuses and Work Queues The EVERS application provides work flow and data quality management through the assignment of statuses. The birth registration process involves many steps that are completed by several parties. In order to track these steps, the system assigns one or more statuses to the record when an action is performed (e.g. certification of the case) or event occurs (e.g. validation rule failure). Many statuses are associated with work queues, which serve as lists to group records together that are still missing information or awaiting action. Record Statuses The initial status assigned to a new electronic case is New Event/New Event/Uncertified/Unregistered. The goal of all parties in the registration process is to obtain a perfect status. A perfect status would indicate the highest data quality and completion of all steps in the registration process (e.g., Legal Valid/Medical Valid/Certified/Registered). Sometimes a birth record may contain values which are valid, however, those values cause soft edit rule failures which in turn have been overridden, indicated by the Legal (or Medical) Valid with exceptions status. Therefore, it is also possible to have a registered record with a Legal Valid with exceptions /Medical Valid with exceptions/ Certified/Registered status or any combination of valid and valid with exceptions. The table below lists the possible statuses that can be assigned to a record throughout the registration process and describes what each status means. Legal portion of the certificate Medical portion of the certificate Certification Statuses Assigned New Event Legal Invalid Legal Pending Legal Valid with exceptions Legal Valid New Event Medical Invalid Medical Pending Medical Valid with exceptions Medical Valid Uncertified Birth Certification Required Certified Table is continued on the next page What does this status mean? No information is entered or the data corresponding to the legal portion has not been validated. Legal data has one or more errors/omissions requiring correction; hard edits are still firing on legal data and/or soft edits have not been overridden. You will not be allowed to proceed to certification. Required legal data is missing or invalid; hard edits are still firing on legal data and/or soft edits have not been overridden. Soft edits on the required legal data are overridden. You will be allowed to proceed to certification. All required legal data passed the edit checks. You will be allowed to proceed to certification. No information is entered or the data corresponding to the medical portion has not yet been validated. Medical data has one or more errors/omissions requiring correction; hard edits are still firing on medical data and/or soft edits have not been overridden. You will not be allowed to proceed to certification. Required medical data is missing or invalid; hard edits are still firing on medical data and/or soft edits have not been overridden. Soft edits on the required medical data are overridden. You will be allowed to proceed to certification. All required medical data passed the edit checks. You will be allowed to proceed to certification. This record is not certified. Appears as a status for the case up until the point it is certified, regardless of the status of the Legal and Medical portions of the data. This record is not certified. Only appears as a status when the record is given a Valid or Valid with exceptions status for both the Legal and Medical portions. This indicates that the record is ready for certification. The record is certified. NYC EBRS User Guide 65

Record Statuses and Work Queues Registration Acknowledgment of Paternity Relationships between Records Statuses Assigned Not Registered Registration Approval Required - AOP Registration Approval Required Registered Abandoned Void AOP Pending Completion AOP Pending AOP AOP Rejected Birth Potential Duplicate Plural Delivery Linkage Required What does this status mean? The record is not registered. The record is placed in a queue awaiting review and approval of the AOP by the Office of Vital Records. Since the Place of Birth was indicated to be a Homebirth or somewhere with an Other specification, the record is placed in a queue awaiting review and approval of the case by the Office of Vital Records. The record is registered. This unregistered record was abandoned by the Office of Vital Records in response to a notification from the facility that the record is a duplicate or was erroneously entered. This registered record was voided by the Office of Vital Records in response to a notification from the facility that the record is a duplicate or was erroneously entered. The case has not yet been selected for inclusion on an AOP Transmittal Sheet. (Currently not enabled in the system.) The AOP for the case is awaiting approval by the Office of Vital Records. Appears for registered cases indicating that an AOP was submitted and approved for the case. The AOP for the case was rejected by the Office of Vital Records and the case needs to be resubmitted for registration. The system has identified that there is a possible duplicate record entered for this case. This case is part of a multiple birth but not linked to the other records from this delivery. Work Queues As registrations work their way through EBRS, they will pass from one work queue to another. Queues are the categories or status levels associated with the record entry and processing. Your queue list serves as a to do list or reminder list of records in need of attention. There are seven work queues that are assigned to all external (birthing institution) users: 1. Legal Pending - This queue lists records that are incomplete or still have unresolved edits firing on the legal portion of the birth record. 2. Medical Pending - This queue lists records that are incomplete or still have unresolved edits firing on the medical portion of the birth record. 3. Birth Certification Required - This queue lists records that are complete but still need to be electronically signed (certified using the biometric device). 4. Birth Potential Duplicate - This queue lists records that were identified by the system as potential duplicate records. 5. AOP Rejected - This queue lists records with an accompanying Acknowledgment of Paternity (AOP) that were rejected by the Office of Vital Records during the registration approval process. 6. Legal Info Rejected - This queue lists records that were rejected by the Office of Vital Records during the registration approval process due to errors in the legal portion of the record (may or may not have a concurrent AOP rejection). 7. Medical Info Rejected - This queue lists records that were rejected by the Office of Vital Records during the registration approval process due to errors in the medical portion of the record (may or may not have a concurrent AOP rejection). In the future, additional work queues may be added as system functionality increases. NYC EBRS User Guide 66

Record Statuses and Work Queues There are several things to note: Records appearing in one work queue can also appear in another work queue. For example, if a record is unfinished (missing information in both the legal and medical sections), it will appear in both the Legal and Medical Pending queues. Access to certain work queues is specific to your user role (controlled by EBRS administration at DOHMH). Certifiers at your institution might have access to different queues than data entry clerks. You can access your work queues either from the Current Activities on the Home page or by selecting Queues Registration Work Queues from the Main Menu. Queues are only shown in the Current Activities window when there are cases placed in them with that specific status. For example, if there are no cases with the Birth Certification Required status (in other words, no cases are ready for certification at the current point in time), the Birth Certification Required queue will not appear in your Current Activities list. Clicking on the link provided on the queue name from the Current Activities will take you to the queue list, where you can access the case needing action. For example, clicking on the Birth Certification Required link will take you to the Birth Certification Required queue list. You can use the link provided on the child s name or the Case ID number to access the case and perform whatever action is needed. NYC EBRS User Guide 67

Record Statuses and Work Queues If accessing your work queues from the Main Menu (Main Menu Queues Registration Work Queues), you will see a slightly different queue search window: You must use the Queue dropdown menu to specify which queue you want to view: Once you make your selection from the dropdown menu, the queue will display. You can use the link provided on the child s name or the Case ID number to access the case and perform whatever action is needed. NYC EBRS User Guide 68

Record Statuses and Work Queues Advanced Use of Work Queues There are additional display options, search functions, and filters that can be applied to your queues. Links are also provided at the bottom of work queues as shortcuts to other functions. Display Options If your queue contains more than 20 records, the default is for the system to divide groups of 20 records into pages on the screen: The system default is set at displaying 20 records per page. You can navigate to the next pages of 20 records using the links found here. The total number of records in the queue is displayed here. If you would like to change the number of records displayed per page, you can change the number and then click Search, or, you can display all records on one page by clicking the Show All Rows button: You can change the number of records to display per page and then click Search to change the display. Or, you can click the Search All Rows button to display all records on one page. NYC EBRS User Guide 69

Record Statuses and Work Queues Search Functions and Filters If your queue contains a large number of records, you may want to search for a specific record, or apply filters to narrow your search. To search for a specific record by Case ID number, select Case Number from the Search Type dropdown menu and specify the Case ID number in the Value field. Click Search. To search for a specific case, change Search Type to Case Number enter the Case ID number and click Search. If the case is found, it will be returned: You can use the link provided on the child s name or the Case ID number to access the case and perform whatever action is needed. You can also narrow the results of the queue by using filters. Filters can return a group of records that fit specified criteria. Here, the most useful filter will be the Age filter. This filter will return a group of records that fall into a certain specified range of days since the birth date indicated on the record. Select Age from the dropdown menu for Filter which will then refresh the page and display the Value dropdown. NYC EBRS User Guide 70

Record Statuses and Work Queues Select the age range of the records you would like to display and click Search. The results will show only cases that fit the specified age range. Other Functions Links are provided at the bottom of the queue list as shortcuts to other system functions. These include: Certify Registration Comments Print Queue List NYC EBRS User Guide 71

Record Statuses and Work Queues Certify Registration This link provides a shortcut to the certification page in records that are awaiting certification. Please note that this link is only applicable to the Birth Certification Required queue, though it appears in all of the Registration Work Queues. Since the records placed in the other queues are usually not ready for certification, if you attempt to use the Certify Registration link for a selected case in these other queues, you will see a message stating The registration you have selected is invalid and cannot be certified. Please correct errors. To use this link, go into your Birth Certification Required queue. Place a check mark next to the record you wish to certify, and then click on the Certify Registration link. 1. Access your Birth Certification Required queue. 2. Click here to place a check mark on the record you wish to certify. Note: Only one record can be selected at a time. 3. Click the Certify Registration link. You will be taken to the Affirmations page in the record where you can proceed with certification. For detailed instructions on certifying records, please refer to page 54. NYC EBRS User Guide 72

Record Statuses and Work Queues Comments This link provides a shortcut to insert a comment on a record. You may use this link from any of the Registration Work Queues. To use this link, go into any queue that contains the record for which you wish to insert a comment. Place a check mark next to the record, and then click on the Comments link. 1. Access any queue that contains the record for which you wish to insert a comment. 2. Click here to place a check mark on the record. Note: Only one record can be selected at a time. 3. Click the Comments link. The Comments window will then open up. You can now proceed with entering your comment. For detailed instructions on entering comments, please refer to page 81. NYC EBRS User Guide 73

Record Statuses and Work Queues Print Queue List Selecting the Print Queue List link will launch a standard printing window, allowing you to print out the list of cases in the queue. Click here to print out a list of all the cases in a particular queue. Registration Work Queue Summary The Main Menu also provides an option to navigate to your Registration Work Queue Summary. When the above link is clicked, a listing of the queues available to the user and a brief breakdown of the cases in each queue will display. This summary is identical to the Current Activities window that appears on your Home screen when you log in. You can use the links provided on the queue names to access the queues. NYC EBRS User Guide 74

Potential Duplicates 11. Potential Duplicates Once certain information about the Child and Mother (such as dates of birth and names) are entered into a birth record, and the case has been validated, the system will perform a check for duplicate records. If any potential duplicates are found, an error message will appear in the Validation Results: The case will also be placed in a Birth Potential Dupicate queue: Click on the link to access the records in the Potential Duplicate queue. Click on the link provided on the queue name to access the queue. The records that the system has identified as potential duplicates will be displayed. Click on the link provided on the child s name to access the record and view the records the system identified as potential duplicates. If you wish to review a case and view the potential duplicates identified, click on the link provided in the Child s name, which will take you into the record: NYC EBRS User Guide 75

Potential Duplicates Click on the Validate Registration link to access the Potential Duplicate edit rule. The Validation Results window will appear. The number of other edit rule failures appearing will depend upon the status of the case; if you have not finished entering data into the case, you will see many other edit rule failures (as shown in our example below). If the case was finished, certified, and/or registered you may see no other rule failures or just a few previously overridden soft edits. Locate rule failure BR0614. To view the records that were identified as potential duplicates, click on the Potential Duplicates link provided in the edit rule failure. NYC EBRS User Guide 76

Potential Duplicates The Duplicate Resolution page displays a list of all records belonging to your facility that were identified as possible duplicates (matched on the name and date of birth), as well as a summary of the current case. Notice the names are greyed-out. This means that you cannot access either case from this window. The Current Case window provides a summary of the current record. Selecting the Compare link on the other case will display the Potential Duplicate Case window beneath the Current Case window. Comparing the summaries will help you determine whether the cases are truly duplicates. Potential Duplicate Click the Compare link on the Potential Duplicate case to view summaries of both cases. Current Case NYC EBRS User Guide 77

Potential Duplicates You can now Compare the two cases. Notice that the Compare link on the potential duplicate case now reads Select. If the summaries do not provide enough information, then you can click on the Select link to open the potential duplicate record for review. NYC EBRS User Guide 78

Potential Duplicates When you have finished reviewing the potential duplicate case, click the Return link at the bottom of the page to return to the Duplicate Resolution window. IF YOU DETERMINE THAT THESE CASES ARE DUPLICATES: You must notify the Office of Vital Records via a system message that duplicates exist. This message should also request that the Office of Vital Records abandon one (or more) of the duplicate cases (see page 87 for instructions on sending system messages). This message MUST state the following for the Office of Vital Records to be able to approve and proceed with the abandonment request: You are requesting abandonment Why you are requesting the abandonment Case ID number, name, DOB, and sex of the case you wish to abandon Case ID number of the correct case you wish to keep Example: Case ID 11111 (Betty Smith, DOB 8/15/08, female) is a duplicate of Case ID 55555. Please abandon case 11111. NYC EBRS User Guide 79

Potential Duplicates IF YOU DETERMINE THAT THESE CASES ARE NOT DUPLICATES: You must override the potential duplicate rule failure. From the Duplicate Resolution window, click the Return to Rule Failures button. Click the Return to Rule Failures to return to the Validation Results for the current case. Again, locate the BR0614 rule failure. Click on the box in the Override column to place a check mark. Click the Save Overrides button. 1. Click the box to place a check mark in the Override column. 2. Click the Save Overrides button to save your override. After you override the edit, you must Validate Registration again to remove the case from the Birth Potential Duplicate queue. We recommend that every case placed in the Birth Potential Duplicate queue be reviewed to check for duplicates. Please be aware that currently, children from a multiple birth are being placed in the queue, regardless of whether a duplicate exists. This will be fixed in a future release. In the meantime, we still ask that you review your cases before overriding the edit as there are instances where a duplicate record was entered in error for multiple births. NYC EBRS User Guide 80

Comments 12. Inserting a Comment on a Record During the process of preparing and finalizing a birth record, it is sometimes necessary to save comments for clarification about the case. The comments can be accessed by anyone viewing the case and can serve as reminders or as instructions to others who will work on the case. For example, if a certain case is a duplicate record, a comment should be inserted to indicate to other users that the case is a duplicate and should not have any further data entered or be certified. Once a comment has been entered on a record, a check mark will appear next to Comments. Comments on records should be read prior to any data entry. Users must look for this checkmark. If checked, read any comments attached to the case before entering data or attempting to certify. When a record is validated, there are instances where an edit will fire, requiring you to enter a comment for the record. For example, if the No Mailing Address checkbox is checked on the Mother s Address page, you must enter a comment stating the reason why the mailing address was omitted. The Comments feature will also be used by the Office of Vital Records to place a notation on the record if the birth certificate or a copy of the filed Acknowledgment of Paternity form has been returned to the DOHMH by the Post Office as undeliverable. NYC EBRS User Guide 81

Comments To insert a comment in a case on which you are working, click on Comments under Other Links in the Birth Registration Menu. A comment window will pop up. Click on New Comment. Select a Comment Type using the dropdown menu. Available comment types are: Confidential Medical Event* Late Reason No Mailing Address *The Event comment type can be used as your general comment type. You may select this for any comments other than a reason for No Mailing Address. NYC EBRS User Guide 82

Comments Type your comment into the Comment area. You can type in any phrase or instructions that you wish to communicate to other users; the message shown below is just an example. Once you have entered your comment, click Save. The comment will be stored: If you see the comment stored, you can click New Comment to enter a second comment or click Close. The ability to Edit or Delete comments is determined by the individual user s security configuration. Depending upon your user role, you may or may not be able to Edit or Delete existing comments. When you close the window, a check mark will appear next to Comments. NYC EBRS User Guide 83

Messaging 13. Messaging Functions Your message list can be found on the Home screen after you log in or accessed at any time through the Main Menu. Your messages appear on the Home screen upon login to the system. You can also access your messages at any time by clicking on the link provided in the Main Menu. The From column displays the name of the user who sent the message. The Message Text typically displays only a portion of the message, though shorter messages may be displayed in their entirety. Date Sent displays the date and time the message was sent. Viewing Messages Clicking on the underlined link in the From column of the Messages window will open that message for review. Click on the link provided in the From column to view the entire message. Click on the link provided in the Message Text to go into the child s birth record. NYC EBRS User Guide 84

Messaging The Message window is a popup that appears: Notice that you can see the Sender s office affiliation here. The full text of the message will display here if it was truncated in the Message summary. Click the Close button to return to the Messages screen. Deleting Messages Messages are kept in a user s account until the user deletes them. If a user has never deleted his or her messages, this list will contain all messages that the user ever received. A large number of messages stored in a user s account can affect system speed when the user logs in or navigates through the Main Menu. It is our recommendation that you delete any unnecessary messages. If a case has already been registered, you should delete any messages pertaining to that record. NOTE: When a user deletes a message, the message is only deleted from that user s account; other users at the institution will still have the message until they independently delete it from their own account. Messages cannot be removed until they are selected for deletion (notice that the Remove from List button is disabled when you log in or access the Messages from the Main Menu). NYC EBRS User Guide 85

Messaging To delete all of the messages found on a page (10 messages at a time): 1) Click the box to the right of the Date Sent column heading to insert a checkmark. 2) The system will fill checkmarks next to all of the messages on the page, indicating that all messages are selected for deletion. 3) Click the Remove from List button. The 10 messages on this page will be deleted. 3. Click the Remove from List button 1. Click in this box to insert a check mark 2. These check marks will fill in once you insert the top check mark To delete one or several messages, but not the entire page: 1) Click the box to the right of the message(s) to insert a checkmark. This indicates that the message(s) are selected for deletion. 2) Click the Remove from List button. The message(s) selected will be deleted. 2. Click the Remove from List button 1. Click in the box to insert a check mark NOTE: The maximum number of total records displayed in your list is 100, even if more than 100 are stored in your account. If you have more than 100 stored, when you begin deleting messages you may notice that the number of total records does not change from 100 or 99, even though you have deleted some. You must continue deleting until the number begins to display less than 100. NYC EBRS User Guide 86

Messaging Sending Messages You can send messages to any user in EBRS or to all users affiliated with a certain office-for example, you can send a message to all users at your facility or to the Office of Vital Records. From your Messages screen, click on Send Message. The Send Message page displays: To, Send By and Subject are marked by red arrows, indicating that these are required fields that must be completed before the message can be sent. NYC EBRS User Guide 87

Messaging Click on To: At this point you must indicate whether you would like to send the message to one person, or to all of the users at a certain office. To send a message to one person: After you click on the To: link (shown above), the Choose Recipients window will open. Leave the Type of Search dropdown selected as Person and enter the person s name in the search fields. Click the Find button. 1. Leave the Type of Search as Person. 2. Enter the recipient s first and last names in the search fields. 3. Click the Find button once you ve entered the name. NYC EBRS User Guide 88

Messaging To send a message to an office: From the Choose Recipients window, change Type of Search to Organization. 1. Change Type of Search to Organization. Enter the name of the office in the search field and then click the Find button. 2. Enter the full name of the office in the search field, -orenter the first few letters of the office name, followed by a % sign for a wild-card search. 3. Click the Find button once you ve entered the name. To search for the Office of Vital Records as an Organization, enter %records in the Name search box and click Find. Please note that the narrowed wild card search for the name field is not working correctly for the Office of Vital Records; if you enter anything else with a wild card (such as office% or %vital%), you will not see the Office of Vital Records. NYC EBRS User Guide 89

Messaging Once you conduct the person/organization search: If the system found the desired individual or office, click place a checkmark next to the name and click the Add button. 1. If found, the name will appear here. 2. Click this box to place a checkmark. 3. Click the Add button. The screen will refresh and display the new recipient in the Selected Recipients box. If this recipient was added in error, place a checkmark next to the name and click the Remove button. To add additional recipients to the message, repeat the Find and Add process above. Otherwise, click Save to add the recipient to the message. Repeat the Find and Add process if you want to add more recipients to the message. If you are finished adding recipients, click the Save button. To remove this recipient, place a checkmark in this box and click the Remove button. NYC EBRS User Guide 90

Messaging The recipient will now show in the To: line. If you need to remove any recipients here, the Remove Recipient button can be used to remove them. The Send By: function controls the method by which the message is sent. Selecting Email will send the message to the recipient s external e-mail. The message will not appear in the EBRS messages list. Selecting Notify will send the message via system messaging only. Selecting Email and Notification will send the message via system messaging and external e-mail. We recommend that you use the Notify function only, as many of the users in EBRS do not have valid external e-mails entered into their user profiles. If you select Email notification, and the user does not have a valid external e-mail address saved in his or her user profile, your message will not be received. In addition, information regarding birth records often contains confidential information (such as a name or date of birth) that should not be sent through unsecured pathways such as e-mail. To remove this recipient, click the Remove Recipient button. Email=sent to external e-mail address Notify/Notification=sent through system messaging We recommend that you use Notify, not the external e-mail function! IMPORTANT: When sending a message to the Office of Vital Records requesting abandonment of cases, the message MUST include the following: (1) You are requesting abandonment, (2) Why you are requesting abandonment, (3) Case ID, name, DOB, sex of the case you wish to abandon, (4) If a duplicate, case ID number of correct case you wish to keep. EXAMPLE: Case ID 11111 (Betty Smith, DOB 8/15/08, female) is a duplicate of Case ID 55555. Please abandon case 11111. Type your Subject and the body of your message and click Send when you are done. An onscreen notification will be provided if the message was successfully sent: This means your message was successfully sent. Click OK. You will then be returned to the Send Message screen where you can send a new message to someone else or navigate away to another EBRS function. NYC EBRS User Guide 91

APPENDIX A GLOSSARY OF ICONS AND CONTROLS There are several different types of icons and controls used in EVERS. Many of these are standard or universal controls that you may already be familiar with from using other programs and/or websites. Others are EVERS-specific controls that you will not find anywhere else. - Labels: Most controls have labels. A label simply tells you what type of information is displayed in a control or what type of information to place in a control. - Text Entry Boxes: These are controls used to capture information by typing the entry into the field. Text entry boxes can be formatted to accept only text, a combination of text and numbers, numbers only, or dates. In this example, the text entry box is being used to capture someone s first name. Some text entry boxes are display only and do not allow entry of information into the field. - Checkboxes: These controls can be clicked on using your mouse s left click button. Checkboxes are used for making selections among various onscreen options. More than one checkbox can be selected at a time, compared to radio buttons, which can only be selected one at a time (see below). Checkboxes display two ways: Checked and Unchecked. To check a checkbox, just click on the box with your left mouse button. Clicking once will place a checkmark in the checkbox. Clicking on a checked checkbox will remove the checkmark. Keyboard Shortcut: If you are answering a question with checkbox choices, pressing the spacebar on the keyboard will also check or uncheck the chosen checkbox. - Radio Buttons: These controls can be selected using your mouse s left click button. Clicking on a radio button will fill in its circle with a black dot. Unlike checkboxes, which allow for multiple selections, only one radio button per group of buttons corresponding to a data item may be selected at one time. For example, you might use a radio button to select Hispanic ancestry versus Non-Hispanic ancestry, but use checkboxes to select multiple races. Keyboard Shortcut: If you are answering a question with radio button choices, pressing the spacebar on the keyboard will also select the chosen radio button. Keyboard Shortcut: The most common way of proceeding through a record is by clicking on each question and/or entry option with your mouse. This is also the slowest and least efficient way of going from one control to the next. Instead, learn to use the Tab key on your keyboard to advance forwards through controls on a page. Alt-Tab, which is triggered by holding down the Alt key while pressing the Tab key, will move you back to the previous control. Tabbing off of data fields with dropdowns when you have made your selection will also help you avoid unintentionally changing the answer by accidentally moving the scroll wheel of your mouse when the data field is highlighted. NYC EBRS User Guide 92

- Dropdown Lists: These controls can be selected using your mouse s left click button. Clicking on the drop-down arrow button on the right side of the entry box will cause a list of selectable options to drop down. Clicking on any item in the list will select it and cause it to be displayed in the text box portion of the control. Keyboard Shortcut: If you know the first letter of the option you want to select, then just type that letter. The highlighted portion will then shift down to the first option beginning with that letter. If there are multiple selections beginning with that letter, then keep typing it until your desired option shows up. You can then Tab off of the list to save that selection. In addition, you can also use the up and down arrows on your keyboard to scroll through the list of options. When the correct option is highlighted, use the Tab key to save that selection and move to the next control. - Click Buttons: These controls can be clicked on using your mouse s left click button. They are used to accept data inputs, write information to be saved, and usually trigger some action by the system. The click buttons in EVERS are used to save information, to run validation edits, return to previous pages, or to progress to the next page in the sequence of data entry and/or actions being performed by the system. - Auto-populate Button: This is a control that can be clicked on using your mouse s left click button. This control is used in conjunction with entries in another field to auto-fill information relevant to the previous entry. - Calendar Icon: This control can be clicked on using your mouse s left click button. This icon is used in conjunction with Date Entry text boxes. Clicking on this icon will bring up the Calendar Control that can be used to select a specific date (see below). Keyboard Shortcut: If you are in a Date Entry text box and would like to select today s date, simply press the F12 key on your keyboard. The current date will fill into the box using the proper format. - Calendar Control: This is a control containing several other controls. There are two dropdown lists, one for selecting the month and the other for selecting the year. The default calendar displayed will be for the current month and year with the current day displayed in red and yesterday s date displayed in grey. Once the month and year have been selected from the dropdown menus, clicking on the day will cause that date to be displayed in the corresponding Date Entry text box using a MON-DD-YYYY format. NYC EBRS User Guide 93

- Places Icon: This control can be clicked on using your mouse s left click button. This icon is used in conjunction with Address Entry text boxes. Clicking on this icon will bring up the Places control, which contains dropdown menus that can be used to select a specific place, working down from the most general geographical entry (usually country) to the unique identifier (usually city or zip code). The selections made in this window will be system-filled into the appropriate data fields. - Erase Icon: This control can be clicked on using your mouse s left click button. Clicking on this icon will erase the information entered into the data fields related to one question or data item. - Look-up Icon: This control can be clicked on using your mouse s left click button. This icon is used in conjunction with pre-filled tables of information in EVERS, such as facility names and the names of a facility s Certifiers or Attendants. Clicking on this icon will bring up a Search window to locate the facility or person in a list. The selection can be made from this window and the corresponding information will be system-filled into the appropriate data fields. - Fix Icon: This control appears only in the EVERS Validation window. Clicking on this icon will send the cursor to the item that needs to be corrected. - Validation Arrow-Green: This is a display-only icon. Clicking on it has no effect. This icon is used in the Birth Registration Menu and indicates that an information page contains valid information (has passed all edits on that page). - Validation Arrow-Yellow: This is a display-only icon. Clicking on it has no effect. This icon is used in the Birth Registration Menu and indicates that an information page contains information that may be invalid and must be corrected or overridden before certification will be allowed. - Validation Arrow-Red: This is a display-only icon. Clicking on it has no effect. This icon is used in the Birth Registration Menu and indicates that an information page contains invalid information that must be corrected before certification will be allowed. NYC EBRS User Guide 94

APPENDIX B SOFTWARE AND HARDWARE REQUIREMENTS EBRS is a web-based application that will allow users to electronically complete and submit birth records with biometric authentication. The EBRS system will require no local storage of information, no diskettes, no paper certificates, and it will not limit the number of individuals who can use the system at the same time. Birthing institutions can have as many workstations set up as needed. Hardware Computer workstation* Operating system: MS Windows XP SP2 (Service Pack 2) or MS Windows Vista CPU: 300 MHz or faster with at least 64MB of RAM USB port Laser printer: Only needed for printing a file- or work-copy of the birth certificate, or for printing an Acknowledgment of Paternity. (Birth certificates will be completed and submitted electronically, so there will be no need to print certificates for signature.) Fingerprint recognition device: This device will only be required on workstations used for biometrically signing certificates. DOHMH will provide up to four devices per institution. Get more information on the APC Biopod at http://www.apc.com. DO NOT use the installation software from this website. Use the software provided through the EBRS application. (See Appendix C-Biometric Installation) *EBRS is currently only supported on PCs. It cannot be used on Mac computers. Internet Connection Hi-speed internet connection: DSL, Cable, T-line or equivalent Software The EBRS software will reside on DOHMH servers, so the only software that will need to be installed on local PCs are Internet Explorer 6.0 Service Pack 2 or higher (http://www.microsoft.com ) Adobe Reader 5.0 or higher (http://www.adobe.com ) Microsoft.NET 2.0 framework Biometric software: Provided through the EBRS application. This software will be required only on workstations used for biometrically signing certificates. (See Appendix C-Biometric Installation) NYC EBRS User Guide 95

APPENDIX C BIOMETRIC INSTALLATION NOTE: We will be providing up to four biometric devices per facility. If you purchase a fingerprint device DO NOT install the software that comes with the device. This will create conflicts with EVERS (EBRS). Only EVERS (EBRS)-specific software must be installed following these instructions: ALL users can access the Biometric Setup Files from the Main Menu in the Help submenu on the left side of the screen. Important: Do not plug in the device until instructed. Click on Biometric Setup Files. NYC EBRS User Guide 96

BiometricInstallForDave.exe contains the Biometric software and 2.0.NET framework. BiometricInstallForDaveMinimum.exe contains only the Biometric Software. Select it if you know you have 2.0.NET framework already installed on your computer. Follow the print screens until you finish the installation. NYC EBRS User Guide 97

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Please note that sometimes the Finish window minimizes in the taskbar when the installation is complete. If you do not see this window, check for it in the taskbar. We are now ready to install the driver: Minimize your EVERS (EBRS) window(s). You will now create a folder on your desktop to save the driver installation files. Use your mouse to right click on any blank area on your desktop. Select New then click on Folder. Rename the new folder EVERS. NYC EBRS User Guide 99

Click on APC Biometric Drivers XP.zip to load the driver to your computer. Save it to the EVERS folder you just created on your desktop. Save the driver to the newly created EVERS folder and unzip the files. When you unzip there are 4 files. Take the 4 files and drag them into the EVERS folder. NYC EBRS User Guide 100

The unzipped files should be inside the EVERS folder located on your desktop as follows: Connect the biometric device to the USB port on your computer and point it to the driver (unzipped) which is inside the EVERS folder on your desktop. Note: Do not let the system select the driver automatically. Select Install from a list or specific location and then click Next. NYC EBRS User Guide 101

Click on Browse. Point to the desktop, find and click on the EVERS folder and click OK. NYC EBRS User Guide 102

You will see the following on your screen with the magnifying glass moving. Click Finish If you do not see the above screen, check the task bar at the bottom of the screen. Sometimes it gets minimized. NYC EBRS User Guide 103

To verify that it was properly installed: Right click My Computer on the desktop. Click on Properties, then select the Hardware tab. Click the Device Manager button. Click on Universal Serial Bus controllers. You should see the AuthenTec AES3500 TruePrint Sensor as follows. This means the device was installed properly. NYC EBRS User Guide 104

If you get a bad installation you will see a yellow exclamation sign: Right click on the exclamation sign, select Update Driver and follow the steps as above from the Hardware Update Wizard (page 101). If you have any questions or do not feel comfortable with the installation please call us at 212-788-4575 and ask for an EVERS team member. We will help you with the process. NYC EBRS User Guide 105