Program Review - Confidential Program Review - Confidential 24-Sep-2009Town Clerks and Registrars - EDRS Briefing Electronic Death Registry Project - EDRS Beth Frugale

Program Review - Confidential 24-Sep-2009Town Clerks and Registrars – EDRS Briefing 2 Purpose & Agenda The purpose of this presentation is to provide the Town Clerks and Registrars of Vital Records an update on the EDRS Project and to solicit your input on its implementation. AGENDA Project Overview Overview of Application Functionality Deployment Approach Project Timeline Q&A

Program Review - Confidential 24-Sep-2009Town Clerks and Registrars – EDRS Briefing 3 Project Objectives: a Replace current paper based Death Certificate processes with a web-based system a Provide data in real time or near real time to external users who are authorized to create and access Death Certificate information a Provide accurate, legible Death Certificates and records in a cost effective manner a Implement Netsmart’s Electronic Death Registry System that is being configured to address the State’s requirements Project Benefits: a Eliminate the manual completion of Death Certificates and reduce the level of effort needed to complete, file, and register Death Certificates a Automate the issuance of Burial Permits, and Cremation Certificates a Real time access for Users a Improve quality and timeliness of information and processes a Fulfill requirements of data sharing with federal, state, and local agencies a Improve the timeliness of reporting of pandemic diseases The EDRS project will address the implementation of Death Certificate functionality and the establishment of the infrastructure components to support a new, web-based Electronic Death Registry System. Project Overview

Program Review - Confidential 24-Sep-2009Town Clerks and Registrars – EDRS Briefing 4 Project enables the electronic creation, filing, registration and issuance of Death Certificates and related forms Users:  Local and State Registrars & Staff  Funeral Directors, Embalmers. & Staffs  Hospitals, Nursing Homes, Hospice Centers, Physicians, & Staff  Medical Examiner & Staff System Components:  24 x 7 Web access to State hosted Vital Records System  Data Capture Screens configured to CT specifications  Electronic Signature (Funeral Directors, Embalmer, Medical Certifier, Town Registrar, State Registrar)  Online SSN Verification  Workflow assisted processes  Capture of Demographic and Cause of Death Information  Drop to Paper process to accommodate medical certifiers that are not on-line  Automation Issuance of Burial Permits, Cremation Certificates, & Disinterment Permits  Reports available to Town Registrars & Staff  Batch Printing of Death Certificates for Vault Copies  Billing report for generating invoices for issued Burial Permits  Certificates for Issuing (Towns no longer need to make copies from Vault copy)  Deaths for Registrar of Voters Project Scope

Program Review - Confidential 24-Sep-2009Town Clerks and Registrars – EDRS Briefing Registrar Office Requirements  Workstations Requirements PC with MS XP or Vista operating system High Speed Internet Connection Laser or Inkjet Printer  Optional Equipment: Document Scanner  Address Town Registrar and Individual Staff Members Generic Address for EDRS – e.g. (recommended but not required)

Program Review - Confidential 24-Sep-2009Town Clerks and Registrars – EDRS Briefing 6 Funeral Director Data Entry Screen

Program Review - Confidential 24-Sep-2009Town Clerks and Registrars – EDRS Briefing 7 Funeral Director Data Entry Screen (cont)

Program Review - Confidential 24-Sep-2009Town Clerks and Registrars – EDRS Briefing 8 Cause of Death Data Entry Screen

Program Review - Confidential 24-Sep-2009Town Clerks and Registrars – EDRS Briefing 9 Medical Certification Screen

Program Review - Confidential 24-Sep-2009Town Clerks and Registrars – EDRS Briefing 10 Signature Screen

Program Review - Confidential 24-Sep-2009Town Clerks and Registrars – EDRS Briefing 11 Signature Screen (cont)

Program Review - Confidential 24-Sep-2009Town Clerks and Registrars – EDRS Briefing Deployment Approach Testing: Engage Funeral Directors, Medical Examiner, Physicians, and Local Registrars in testing the system Training Role Based Training (e.g. Registrars, Funeral Homes, Hospitals and Nursing Homes, etc) Multiple Training Opportunities Hosted Webinars Self paced / web-based training “Sandbox” to practice creation of electronic death records Vital Records Help Desk Pilot Deployment City-wide deployment Hospital & Nursing Homes Funeral Homes Medical Examiner Identify and implement needed changes State-Wide Deployment All Funeral Homes All Hospitals and Nursing Homes Participating Physicians

Program Review - Confidential 24-Sep-2009Town Clerks and Registrars – EDRS Briefing Project Timeline STATE-WIDE DEPLOYMENT

Program Review - Confidential 24-Sep-2009Town Clerks and Registrars – EDRS Briefing Q&A