Are birth certificate data really accurate?

Background: Electronic birth certificate (EBC) data are an important source of information for researchers, policy makers, providers, and state officials. In order to best utilize EBC data, the quality of the data must be examined.

Objective:1)To determine the process of EBC data collection/entry in Regional Perinatal Centers (RPCs) across NY State (NYS);2)To determine how gestational age (GA) for the EBC is assessed

Methods:As part of a quality assurance project, a multiple choice survey tool was distributed to NYS RPCs to assess data acquisition for the EBC. Respondents chose all response(s) that applied.

Results:We surveyed the 8 centers utilizing the EBC at that time (representing 26,000 live births) out of 19 RPCs in NYS. Data was collected by a wide range of personnel (NP, resident, RN, attending, fellow, midwife, clerk/birth registrar) from various divisions (OB, Pediatrics, Neonatal, or Medical Records). Data collection/entry training varied from upon hire, annually, upon changes to EBC, and ongoing/as needed. There was no consistency on how missing data were handled: submit with missing data (5/8); default value (3/8); secretary/clerk determines answer (2/8); assistance sought from RN (2/8), physician (1/8), or parents (5/8). There was, however, a consensus on data sources for clinical estimation of GA (clinician determination using perinatal factors/ultrasound) and last menstrual period (prenatal chart).

Conclusions:Our results demonstrate that training for data entry/collection and which staff collect EBC data varied extensively. Prior to utilizing these data to compare outcomes, the quality of NYS EBC data may be improved through such initiatives as ongoing/consistent training.