1. Nuts & Bolts of TER Local Registration
Sandra Lackey, Group Manager
Electronic Registration

2. Agenda User Setup & Maintenance Registering Birth Certificates
Registering Death Certificates
Local Registrar Print Queue
Record Status Screen
Rejections & Errors
FAQ’s
Your Questions

3. User Setup & Maintenance

4. Security
Each facility/office should have two ‘TER Local Administrators’
Local Administrators are responsible for:
Confidentiality statements
Maintained internally
New user setups
Password resets
User maintenance

5. User Setup Assign user ID & Password Assign user Processes
Assign user Location

6. Usernames and Passwords
From the Main menu, choose SECURITY
Choose USER MAINTENANCE

7. To add a new user, click “New” icon for blank screen
New User Setup, Cont.
To add a new user, click “New” icon for blank screen

8. For new user “Ann Example”, enter user name ‘AEXAMPLE”
New User Setup, Cont.
For new user “Ann Example”, enter user name ‘AEXAMPLE”
Choose a password that is at least 8 characters long, including alpha and numeric – “AN01EXAM” and re-type to verify

9. New User Setup, Cont. Basic information – follow this general format
Choose “Not an Administrator”

10. Assign a location by clicking on the ‘Location’ icon
New User Setup - Locations
Click the ‘SAVE’ icon
Assign a location by clicking on the ‘Location’ icon

11. New User Setup - Locations
Click the down arrow to the right of the ‘Locations’ pull-down and select ‘DOH/Local Registrar’

12. New User Setup - Locations
Double-click the plus symbol to the left of ‘DOH/Local Registrar’ to reveal list of locations to choose from

13. New User Setup - Locations
Choose and highlight a facility from the list of locations on the left
Click the right arrow to move selection to User Location, click save

14. New User Setup – Security Processes
Choose the ‘Processes’ icon from this screen OR the previous information screen

15. Click the ‘SAVE’ icon to complete setup
New User Setup – Security Processes
Using the same steps as Location, choose security processes appropriate for your staff.
Click the ‘SAVE’ icon to complete setup

16. Password Resets User forgets password Disabling accounts
And they were set up by a local administrator in your location
Disabling accounts

17. Passwords Resets From the Main menu, choose SECURITY
Choose USER MAINTENANCE

18. Password Resets, Cont.
Find the user on the “Current Users” grid and CLICK to highlight
Information will display on screen

19. Password Reset, Cont.
Highlight the password field and type new password
<TAB>
‘Verify Password’ screen will appear – enter new password to confirm
Click ‘OK’

20. The password is now changed!
Password Reset, Cont.
Click ‘SAVE’
The password is now changed!

21. User Maintenance
Be sure to remove TER access when staff/employees leave your office!
To remove a TER User ID
Locate the User ID on the User Table
Click the ‘Delete’ icon
If the absence is temporary, you can reset the password – then provide the new password to the user upon return

22. Knowledge Check
What is the minimum recommended number of local administrators per facility?
Four for every ten users
One
Two
Who can reset a password for a TER user?
Local Administrator
Help-TER
Depends on who originally set up the user

23. Registering Birth Certificates
Receiving records from VSU
Check your birth queue regularly

24. Under Queues, click Record Acceptance

25. The first record in the queue will populate on the screen
Note….

26. There are 48 records in the queue to be processed…

27. Registering Birth Certificates
Receiving records from VSU
Check your birth queue regularly
Verify the place of birth BEFORE accepting

28. Note the Place of Birth. If the birth did not occur in your registration area, you must electronically decline the record.

29. Click the ‘Decline/Relinquish’ icon
Click ‘Yes’

30. The fields will lock down and the record will now appear back in the hospital’s Unresolved Queue
Click the Down Arrow of your work queue and click on the next record you want to process

31. Enter your Local File Number and Local File Date
Click the ‘Save’ icon

32. Your file copy is sent to your printer
Your file copy is sent to your printer. Do not mail a copy to the State office.

33. Registering Birth Certificates
Receiving records from VSU
Check your birth queue regularly
Verify the place of birth BEFORE accepting
Reprint from Record Acceptance Queue

34. Click the ‘Search’ icon
Enter Local File Number and click ‘OK’

35. Click on the record you were searching for to bring it to the screen
The queue will populate with all of the electronic birth records matching that local file number – regardless of year of event
Click on the record you were searching for to bring it to the screen

36. Click the ‘Print’ icon
Click ‘Yes’

37. Registering Birth Certificates
Entering non-institutional births into TER
Manual records submitted by midwives
File paper record with VSU
Home births registered by parents
Complete and file paper record with VSU, ~or~
Enter birth into TER

38. Entering Births in TER Points to remember
Local Registrar must be set up in TER as certifier
Parent(s) must complete and sign worksheet
Worksheets can be ordered from VSU
Completed worksheets must be maintained for six (6) years

39. Entering Births in TER Points to remember
After entering birth information in TER, VSU must accept and process the electronic record before the local registrar’s file copy is available
Record will appear in the Record Acceptance queue within three (3) business days

40. Manual filings and TER Registrations
Paternity guidelines must be followed for father to be listed on birth certificate
Local Registrars must be AOP-certified – session at 1:30
Parent(s) must provide statutorily required proof (TAC ):
Proof of pregnancy
Proof there was an infant born alive
Proof the birth occurred in the registration district
Proof the birth occurred on the date stated

41. Knowledge Check
What is the first thing to do before accepting an electronic birth record?
Check your queue regularly
Enter your local registrar file number
Verify place of birth is in your registration area
How long should you maintain parent worksheets?
6 years
3 years
Until the end of the calendar year

42. Registering Death Certificates

43. Record Types Local Registrar Electronic Manual
Drop-to-Paper
(DTP)
Local Registrars who participate in TER will
handle processing up to three types of death
certificates.

44. What is a “Manual” Death Certificate?
A ‘Manual’ death record is an 8 ½ x 14 inch (legal size)
printed Certificate of Death form that:
includes statistical information (items 43-49)
includes printed information on the back
was not completed using TER software
has not been issued an ‘EDR’ or ‘DTP’ number

45. Under Processing, click Death

46. Click the ‘Local Registration’ icon
This screen is called the Death Menu.

47. Click the ‘New Record’ icon
This is the ‘Registration Screen’

48. The ‘New Screen’ captures information needed to check to see if the record may already be in the system. If the record is already in the system it will be retrieved instead of creating a new record.

49. Move from field to field using your ‘Tab’ key
Minimum fields to be completed are Date of Death, SSN, and Gender
Down-arrow to right of box indicates pull-down list

50. Complete the fields
Click ‘Find Record’
TER is now searching the database for any existing records. If an existing record is found, the following message will generate.

52. The duplicate cross check message will appear when information on one of the key fields matches an existing record already in TER. This might happen if an existing record contains wrong information such as the wrong SSN. Clicking ‘Yes’, allows you to add your record even though it appears to match an existing record.

53. If no duplicate records are found, the following message will generate.

54. Click ‘OK’

55. Select Record Type
If the deceased is named, select IDENTIFIED. If the certificate is for an unknown person (John Doe, etc), select UNIDENTIFIED

56. Save to initiate Social Security Verification process

57. Incorrect Social Security Numbers represent a large percentage of the amendments made to death records. The SSN verification that is built into the TER death registration process sends information to the Social Security Administration to verify that the number on the record matches other information about the decedent that is on file with Social Security. A response is sent back when saving for the second time to indicate if the number matches the information on file or if it does not agree with one or more items.

58. Note SSN status after save
Note EDR # Assigned
Click ‘OK’

59. Do not file the record before receiving a Social Security response.

60. Skip Local File Number
Skip Local File Date

61. Complete all other unresolved items shaded yellow while awaiting a Social Security Verification response.

62. Date of Death Type is “Actual” unless the word “Found” or some other descriptor is listed with the date of death on the paper certificate

63. If last name is same as maiden name, enter same name in each field.
TAB past Suffix and any other fields that need to be left blank – DO NOT leave them bright yellow
If last name is same as maiden name, enter same name in each field.

64. If death did not occur in a facility - City, County, and Zip Codes will be entered by VSU staff at a later time.
Enter ONLY the First and Last Names for Mother and Father. Do NOT include middle names or suffixes.

65. Clear ALL of the bright yellow!
If Social Security Number is blank or “Unknown” on the death certificate
Enter one question mark - ?
If the city of birth is blank
Enter “UNKNOWN”
If one (or both) of the parents’ names are unknown
TAB past the first name field to clear the yellow
Enter “UNKNOWN” in the last name field

66. Click the ‘Save’ icon
For a record that passes social security verification, the status ‘PASSED’ will be displayed under Social Security Number.
After all items have been resolved, save the record a second time. The social security response should be back.

67. If response is FAILED - attempt to verify the information with the funeral home. Up to five attempts can occur per record. Even if the Social Security Number cannot be verified you will still file the record, assigning a local file number and local file date. Do not delay filing.

68. Enter Local File Number

69. TER will verify that you have not entered this file number for this event year

70. Correct the file number on the edit screen and click ‘Ok’

71. Enter the Local File Date and Click the ‘SAVE’ icon

72. Click ‘Yes’ to Release Record
All items are now complete, the record is ready to be released to the state.
Click ‘Yes’ to Release Record

73. Complete the registration process by filing the manual paper death record. Record your local file number and file date on the record, along with your local registrar’s signature. Make your file copy and mail the original to the state office.

74. When things go a little differently…
What about…..
When things go a little differently…

75. The system found a record that partially matched what you entered

76. Click ‘OK’

77. Click ‘Add New Record’

78. Complete the record and SSN validation.

79. Or what if….

80. TER found a record in the database that exactly matches the information you entered

81. If you are registering a manual record, this message indicates that a funeral home initiated the record in TER, but has abandoned the electronic registration.
Notify Help-TER with the identifying information so that we can remove the abandoned record.
You cannot enter your record until the abandoned record is deleted.
Do not access an electronic record to record a manual filing.

82. Be Sure to Keep Your Queue Clear!

83. Check for Records in Queue at a glance!

84. Click into the bright yellow field and ‘TAB’ out to clear
State Release won’t be offered until ALL bright yellow fields are resolved.

85. If a record is complete, click ‘SAVE’ to get the State Release prompt.
Click the ‘Save’ icon
If a record is complete, click ‘SAVE’ to get the State Release prompt.

86. Knowledge Check
If the Social Security validation fails, you cannot file the death certificate
True
False
When registering a manual death certificate in TER, what do you do with the original paper record?
Return it to the funeral home
Forward to the state VSU
Retain it in your files for issuance

87. Record Types Local Registrar Electronic Manual
Drop-to-Paper
(DTP)
Local Registrars who participate in TER will
handle processing up to three types of death
certificates.

88. What is a Drop-to-Paper Death Certificate?
A ‘Drop-to-Paper’ (DTP) death certificate is an 8 ½ x 11 inch (standard size) printed Certificate of Death form that:
Has been completed using TER software
Is not ‘fully electronic’ because the medical certifier or funeral home is not using TER
Does not contain printed information on the back
Includes an ‘EDR’ and ‘DTP’ number
Excludes printed statistical information; items (43-49)

89. Electronic Death Registration Number
This is the 8 ½ x 11 inch (standard size)
Certificate of Death ‘DTP’ form. It contains an ‘EDR’ & ‘DTP’ number.
Electronic Death Registration Number
Drop-to-Paper Number
EDR
DTP. NO 1

90. Going back to Death, Local Registration
Click the ‘Search’ icon
Going back to Death, Local Registration

91. This is the ‘Search Screen’
The ‘EDR’ (Electronic Death Record) number will appear on the lower left-hand corner of a paper death certificate that is printed from TER. If this number is present on the paper certificate being entered it means that the record is definitely in the system and therefore not a manual record. Providing the EDR number will insure that the matching record will be found and then little if any additional data entry will be needed. If there is no EDR number present, exit this screen and refer to the Manual Death Certificate Processing instructions.
This is the ‘Search Screen’
Type EDR #

92. TER is now searching the database for the record
TER is now searching the database for the record. If the record is found, it will be displayed.
Click ‘Find’

93. Select the record from the list below.

94. Click on ‘Select Record(s)’
Click on record

95. Compare the DTP number on the paper to the DTP number on the screen to make sure that you have the most recent version of the ‘drop-to-paper’ form. The DTP number is the count that represents the number of times that the ‘Drop-to-Paper’ death certificate has been printed. This number also prints on the paper copy of the ‘Drop-to-Paper’ death certificate. This number would be ‘1’ for records that are in the system that were printed on paper to be filed. If the number is more than ‘1’ it may mean that the original did not print correctly due to a printer problem. A count of more than ‘1’ on a routine basis from a location might invite a fraud investigation.
For a ‘FAILED’ response, attempt to verify the information with the funeral home. Up to five attempts can occur per record. If the record cannot be verified, file it by assigning a local file number and local file date. Do not delay filing.
The selected record is retrieved. Verify that a social security verification has been initiated and a ‘PASSED’ or ‘FAILED’ response is present.

96. Enter Local File Number
Enter Local File Date
Enter Local File Number

97. Click the ‘Save’ icon to release record
All items are now complete, the record is ready to be released to the state.

98. Select ‘Yes’

99. 02/01/2006
02/01/2006
Complete the registration process by filing the DTP death record and assigning the same file number and date, a local registrar’s signature and issuing certified copies.

100. Oh yeah…another one of those “different” things!
What about…..
Oh yeah…another one of those “different” things!

101. Records DTP’d By Medical Certifiers
HB 1739
Justices of the Peace
ME’s
Increased number of medical certifiers dropping to paper
Medical certifiers do not designate a local registrar

102. Records DTP’d By Medical Certifiers
Determining if certificate was DTP’d by the medical certifier:
EDR and DTP numbers at bottom
Manually signed by funeral director in item 20
Item 27, Signature of Certifier, contains a printed name and the words “BY ELECTRONIC SIGNATURE”

103. Records DTP’d By Medical Certifiers
These records cannot be accessed through the SEARCH function (binoculars)
You must access them through the NEW screen
From ‘Local Registration’
Select the New icon, or
Click on Registration from the toolbar, and select NEW from the pull-down menu

104. Click the ‘New’ icon

105. Enter the
Date of Death,
EDR #, and Gender
Click ‘Find Record’

106. Click ‘OK’

107. Compare DTP # on paper record to your screen, they must match

108. What if the DTP counter doesn’t match?
Contact the funeral home
Request that they provide to you the record matching the DTP counter
Decision point
Why do the DTP counters not match?
Require replacement record
Contact Help-TER for reset

109. Complete all of the yellow fields

110. SAVE and get SSN validation response

111. SAVE again and get Release prompt

113. Knowledge Check
If the DTP number on the death certificate doesn’t match, you should file the record anyway.
True
False
You can tell if a death certificate was DTP’d by a medical certifier because:
It has a DTP number in the lower right corner
The funeral director manually signed the record
Item 27 contains the printed words “By Electronic Signature”

114. Record Types Local Registrar Electronic Manual
Drop-to-Paper
(DTP)
Local Registrars who participate in TER will
handle processing up to three types of death
certificates.

115. Under Queues, click Local Acceptance
Use ‘Local Acceptance’ to process an Electronic Death Record ONLY

116. An ‘Electronic Death Record’ is a death certificate that has
been completed by the funeral home and medical certifier
respectively using TER and has now reached the local
registrar for filing. Completing the local registrar process
requires selecting the record from the work queue, assigning
a local file number, local file date, printing the death certificate
and releasing it electronically to the state.

117. Click down-arrow to view your ‘Work Queue’
The ‘Work Queue’ will contain death records that have been electronically signed by the medical certifier (medically certified), electronically signed by the funeral director (demographically verified) and still need to have a local file number and file date added. The list in the work queue will be in order of date of death with the oldest records at the top. A record will remain in the work queue until it is Declined, Rejected or Accepted.

118. Select record from ‘Work Queue’
The ‘Records In Queue’ status number should match up with the number of records in the ‘Work Queue’. The user can refer to ‘Records In Queue’ to see the number of death records that are not yet fully processed.

119. The record will populate once it has been selected from the ‘Work Queue’. Notice that a social security response is present.

120. Note the Place of Death. If the death did not occur in your registration area, you must electronically decline the record.

121. Click the ‘Decline Record’ icon

122. Click ‘Yes’

123. Enter the reason for declining the record
Click ‘Submit Reason’

124. Select the next record from ‘Work Queue’

125. Assign Local File Number

126. Click the ‘Save’ icon to release the record
Assign Local File Date

127. After release, the record will print automatically
After release, the record will print automatically. Complete the registration process by filing the new death certificate in your files.

128. The electronic local version of the death certificate will include a printed local file number, local file date and printed ‘Registrar-City of ( ), Electronically Filed’ signature. Complete the filing process by printing the record and assigning a local register signature. Do not submit a copy to the state.
The funeral home has already placed an order for certified copies via TER and will be mailed to them from the state. Additional certified copies may by sold to the public.

129. Burial Transit Permits
May be generated by the Local Registrar through TER
Locals can choose to continuing issuing without TER
Funeral Homes can generate Burial Transit Permits from TER, but ONLY if:
The record is all-electronic; and
has been medically certified; and
has been demographically verified; and
the manner of death is ‘Natural’

130. From Local Registration, use the Search function to locate the record

131. Click on ‘Burial Transit Permit’
Click the ‘Print’ icon
A Burial Transit Permit may be printed by selecting the ‘Print’ icon while the record is displayed on the screen.

132. Issue the Burial Transit Permit to the funeral home as requested.
Click on the
‘Print’ icon
Issue the Burial Transit Permit to the funeral home as requested.

133. Knowledge Check
A local registrar can decline an all-electronic record after adding their local file number and file date.
True
False
After registering an all-electronic record, you should make a copy and mail the original to the state VSU office.

134. Local Registrar Print Queue

135. Local Registrar Print Queue
Locals using TER now receive birth, death, and medical amendments, and new records based on adoption and paternity, via TER
Amendments are available to you immediately upon filing with VSU
Effective for amendments filed as of June 13, 2007

136. Local Registrar Print Queue
Before accessing the Local Registrar Print Queue for the first time, you must first set your printers for all of the forms you will be able to print from the Local Registrar Print Queue.  The forms you will need to set up are:
Amendment to Certificate of Birth-VS171;
Birth Certificate-VS161;
DSHS Amendment Cover Letter;
Local Print Queue Listing;
Amendment to Certificate of Death-VS173; and
Amendment to Medical Certification-VS174.1.

137. From the Utilities Menu - Select
‘Printer Setup’

138. Set the printer for each report indicated

139. Local Registrar Print Queue
Now you are ready to access the queue…
NOTE:
You will do this from the Birth screen, even to retrieve death amendments

140. Under Processing, click on
‘Birth’

141. Local Registrar Print Queue
The ‘Local Registrar Print Queue’ is under Queues on your toolbar

142. Local Registrar Print Queue
You will first print out a list of the records in the Local Registrar Print Queue by clicking on ‘Listing.’ This provides you with information on all of the records currently in the queue.
*** Please note: You will need to print the listing prior to printing any records from the queue. The listing may be your only method to determine which record is associated with each amendment or replacement record you will be printing.***

143. Click ‘Listing’ to generate a list of the documents to be printed

145. Local Registrar Print Queue
You will be receiving the following records in your queue:
Birth amendments
Replacement records
New records based on adoption
New records based on parentage
Death demographic amendments
Amendments to Medical Certification of Certificate of Death

146. Local Registrar Print Queue
Next, in the Document Filter drop-down field, select from the following: All Documents, Birth Amendments, Replacement Records, Death Demo Amendments, and Death Med Amendments.

147. Click the down arrow to view the filter list

148. Local Registrar Print Queue
You will NOT be receiving valid Disinterment Permits at this time
If you receive a Disinterment Permit in your queue, print it and destroy it
File copies of Disinterment Permits are still being mailed to local registrars

149. Local Registrar Print Queue
In the ‘In Queue’ drop down field, select the record you want to print and click ‘Print’.

150. Click the down arrow to view the records in queue.
Click on the desired record to bring to screen

151. Click ‘Print’ to print the document

152. Local Registrar Print Queue
Repeat until all records have been printed for each type of document.
If you need a record re-sent because of a printing failure, send your request to Please be sure to state in your that you were accessing the record from the “Local Registrar Print Queue” so that the support person will know what type of record you are requesting.

153. Record Status Screen
Your “Report of Death Queue”

154. From the Utilities menu, click on ‘Record Status’

155. The Record Status Screen provides a way to see a list of death records in your jurisdiction that are not yet fully processed. This will include records that have not yet appeared in the local acceptance queue but that have been designated to your jurisdiction.

156. Filters allow you to limit the view to a group of records that meet a certain criteria. Records can be accessed by any of the filter options shown.
All Local Pending – all records designated to the local registration area and not yet assigned a local file number or file date. This will include drop-to-paper and all electronic records. This is the “report of death” filter.

157. The screen displays the EDR #, the Date of Death, Name of the Deceased, and the name of the Funeral Home initiating the record.

158. The Medical Office has not released the record yet
This record shows that the funeral home has not released the record (Demo Released)
The Medical Office has not released the record yet
The medical certifier has been designated (Medical Office), so we know it will be an “all electronic” record

159. Access to this information through TER will serve as proper notification by the funeral director to the local registrar - equivalent to providing a Report of Death.

160. Knowledge Check
Most amendments completed at the state office appear in your Local Registrar Print Queue immediately upon filing.
True
False
A Report of Death is required to be mailed or faxed to the local registrar within 24 hours for all TER death certificates.

161. Rejections & Errors

162. “Ownership” of TER Records
Please note – once the Local Registrar has accessed a record in TER and clicked SAVE, the funeral home and/or medical certifier can no longer access that record

163. “Ownership” of TER Records
Even if you do not enter any information, clicking SAVE takes possession of the record and locks the record to all other TER users
If you are viewing a record, but it is not ready to be processed by your office – DO NOT SAVE

164. “Ownership” of TER Records
If the Local Registrar has taken possession of a record, but the funeral home needs to DTP again:
Contact to request that the record be unlocked
The local registrar will access the record from the Search function after the new record is presented for registration

165. Returning Records
Return the record to the funeral home with a full explanation of the reason for return
The funeral home is responsible for insuring the DTP number matches
In general, do not refer the funeral home to VSU for instructions – they must recreate their record

166. Returning Records
Provided you did not SAVE the record in TER, the funeral home can then:
Access the TER record through the Search function
De-verify the record
Verify the record again, which will generate a new DTP form and increase the DTP counter
Have the certifier complete the record
Return to your office for filing

167. Returning Records
If you SAVED the record, but did not RELEASE it to the state, you can Decline the record:
Access the TER record from your unresolved queue
Click ‘Decline’
Enter the reason for the decline
Submit
The record will now appear in the funeral home’s Unresolved Records queue

168. 2. Click the ‘Decline Record’ icon 1. Access record from Work Queue

169. Click ‘Yes’

170. Enter reason for Decline
Click ‘Submit’

171. What To Do When Errors Occur
LFN Errors
If you discover that you have made an error in entering a Local File Number, or
Local File Date
and the record is manual or DTP

172. What To Do When Errors Occur
LFN Errors
Contact
Provide information to identify the record
Name, Date of Death, Place of Death
Or EDR # and Name
Provide the correct information
If the record is not all-electronic, TER staff will make the necessary corrections
VSU will not make LFN corrections on all-electronic records

173. What To Do When Errors Occur
Duplicate Entries
If you notice multiple entries for the same person, notify
We will help you determine which is the appropriate record to use
You may be contacted regarding duplicate entries

174. FAQ’s

175. The record is grayed out, why can’t I access it?
If the record is a DTP
This usually happens when a medical certifier has entered information or saved the record, but the record has been declined or relinquished and DTP’d.
What you should do
Contact Help-TER with the EDR #, name on record, and stating that you can bring the record up, but can’t enter your info.
We may be able to clear the medical fields, but only if there has not been too much activity on the record.

176. The record is grayed out, why can’t I access it?
If the record is all electronic
First, be sure you are accessing the record from Local Acceptance and not from Local Registration
If you are in Local Acceptance, this is usually the opposite of the previous situation. The funeral home (or medical certifier) dropped the record to paper, then it was “reverted” to all electronic.
What you should do
Contact Help-TER with the EDR #, name on record, and stating that the record is in your Local Acceptance queue, but that you can’t enter your info.
We may be able to clear the DTP counter to give you access, but only if there has not been too much activity on the record.

177. The record is in my Local Acceptance queue….
… but I’m not certain it is my record. How can I view without filing?
You can print a copy of the record from your Local Acceptance queue prior to entering your local file number and file date.
If the record is yours, you can then enter the filing information and complete your registration.
If the record is not yours, you can decline the record.

178. This will NOT affect the DTP counter
Click the ‘Print’ icon and select ‘DTP/Death Certificate’ to print the document
This will NOT affect the DTP counter

179. How do Medical Amendments work in TER?
Medical certifiers can choose to participate in electronic medical amendments.
Only all-electronic death certificates can be electronically amended.
The medical certifier, or designated staff, accesses the death record in TER, then enters the amended information and saves the record.
The medical certifier accesses the record in TER, verifies the information, and electronically signs the record by entering his/her PIN.

180. How do Medical Amendments work in TER?
The amended information will not be reflected on the record until VSU has processed the amendment in-house.
Amendments are processed by VSU daily.
After VSU has processed the amendment, it will be sent to the Local Registrar through the ‘Local Registrar Print Queue’
Local Registrars will continue to file paper Medical Amendments as well. Paper (or manual) Medical Amendments will still be filed with the Local Registrar first, then mailed to VSU.

181. The place of death on a manual death certificate isn’t on the list in TER…
…How do I add it?
Unfortunately, users cannot add information to the place of death tables in TER.
Send the request to Help-TER.
Please include the name of the facility and the address, as well as the type of facility (hospital, nursing home, hospice, etc).
TER support staff will need to verify the facility information and will add it to the table.

182. The funeral home had to change the Local Registrar designation…
… and now the DTP counter doesn’t match.
If you are comfortable that the information on the record did not change, Help-TER and request that the DTP counter be changed.
Please include the EDR number, the name on the record, and the number that you want the counter to be changed TO.
Otherwise, the funeral must have a new record completed and signed by the medical certifier.

183. Requesting Assistance
Please use to request information or assistance
Monitored by multiple VSU TER staff
Allows staff to obtain assistance from others if needed in order to provide accurate responses

184. Help-TER s
Please include information in the Subject line that describes your general problem.
Good Subject Lines
Trouble Logging In
Need Place of Death Added
Cannot Access Death Record
LFN Correction
Not So Good Subject Lines
HELP
Death Certificate
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Let us know who you are, what office you are with – and please include a telephone number. Sometimes we need to call rather than play “ tag.”

185. Your Questions