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Electronic Death Registration

Published byDorthy Nora Atkinson Modified over 9 years ago

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Presentation on theme: "Electronic Death Registration"— Presentation transcript:

1 Electronic Death Registration
In California T R A I N I N G S E S S I O N L R D _07.01

2 DC Death Certificate DP Disposition Permit VS-11e VS-9e

3 PI Personal Info MI Medical Info CI Coroner Info
VS-11e PI Personal Info MI Medical Info CI Coroner Info

4 ? Icons Field Sensitive Help Select Date Remote Attestation
Search Lists State/Foreign Country Hispanic Race Occupation Kind of Industry Embalmers Funeral Homes Medical Facilities Physicians (MDs & DOs) Field Sensitive Help Select Date Remote Attestation View PAC Fax image Listen to Voice

5 TRAINING NOTE: When using the Training Environment of EDRS,
DO NOT create a Death Certificate of any live person Please use Cartoon, TV, Movie or other fictional characters Creating a DC of a living person is a violation of privacy

6 SORT BY SEARCH COLUMN BY - Last Name - Last Name - First Name
- Date of Death - Attest Status - MI Review Status - Coroner Status - Record Number - Record Status - # of Disp - Amendment Status - Last Name - First Name - LRN - SFN - Record Number - Date of Death - Date of Creation - Record Status - Amendment Status - Attestation Status - Coroner Status - MI Review Status

7 PERSONALIZE SEARCH FILTERS
Create a new custom search filter Update an existing custom search filter Select Filter Name from dropdown list Select Manage Search Filters Enter Filter Name Check Set as Default, if appropriate Enter Search Criteria Save as New Select Manage Search Filters Select Filter Name Change Search Criteria, Default status, name, etc. Save

8 MI REVIEW Search for records submitted for MI Review Review Record
MI Review = SUBM Review Record Perform manual review and edits of MI Check Causes of Death Record Options > Print Working Copy MI Review Record Options > MI Review Select ACCEPT or NOT ACCEPT If NOT ACCEPT Enter reason for not accepting

9 REVIEW SUBMITTED DC DC STEP 1 Search for Records Submitted for Local Registration Review Decedent Folder Validations Record Status = SUBM LR Record Options > Decedent Folder Check MI review status & other statuses Validate PI, MI, CI Manual review & edits of DC Review RA - Fax Image or Voice recordings Record Options > View Working Copy

10 REVIEW PERMIT View Permit Register Death Certificate DC STEP 2
Permit Option > Find Permit View Permit(s) Manual review & edits of DP Permit Option > Print Working Copy Permit Option > View Record DC If accept, go to STEP 3A If reject, go to STEP 3B

11 REGISTER DC Register Death Certificate Issue Permit(s)
DC STEP 3A Register Death Certificate Record Options > Register Local Select Option Register Issue Permit(s) Permit Option > Find Permit View Permit Permit Option > Issue Optional: Print color copy 4 for internal records Permit Option > Print Official Copy Issue Certified Copies Permit Option > View Record DC Record Options > Print Official Copy (official paper, 100%) Using Official Copy, follow normal process to print Certified Copies on Bank Note Paper

12 REJECT DC Reject Death Certificate Unlock appropriate section
DC STEP 3B Reject Death Certificate Unlock appropriate section Record Options > Register Local Select Option Reject Enter reason for Rejection Unlock appropriate section: PI, MI, CI as appropriate. If rejecting only for DP, unlock the PI.

13 Death Certificate VS-11e
DEMO REGISTRAR, MD MPH DEMO PHYSICIAN MD

14 NON 100% EDRS DOCUMENTS IMPORTANT
Paper or Paper Hybrid Death Certificates Paper or Paper Hybrid Amendments Additional Steps Required

15 CAUTIONS WHEN PRINTING!
For DCs, use only Official DC Paper supplied by the State (worksheet on back, blank on front) For Amendments, use only Official Amendment Paper supplied by the State (blank on front & back) Print correct orientation (top of DC is top of worksheet) Print 100% size Print Page Scaling = NONE Black & White only

16 STATE WILL REJECT — DO NOT ACCEPT
DCs not printed on Official DC Paper (blank on front, worksheet on back) DCs not printed in correct orientation (top of DC is top of worksheet) DCs not printed 100% size DCs not printed Page Scaling = NONE DCs printed in color Amendments not printed on Official Amendment Paper (blank front & back) Amendments not printed 100% size Amendments not printed Page Scaling = NONE Amendments printed in color

17 SUBMITTED DTP DC Confirm Correct Printing Search for Record
DTP STEP 1 Confirm Correct Printing Confirm Printed Black & White only (no color) Confirm Printed 100% size Confirm Printed correct orientation Confirm Printed on correct Official Paper Search for Record Record Number printed to right of barcode Review Decedent Folder Record Options > Decedent Folder Paper status = DTP (Drop to Paper) Validations Record Options > Validate PI, MI, CI Manual review & edits of DC Confirm Paper = Electronic (Record Options > View Working Copy) Enter SV in field 115 Enter License # & date if written on DC in fields 116 & 117 respectively

18 REVIEW PERMIT View Permit Register Death Certificate DTP STEP 2
Permit Options > Find Permit View Permit(s) Manual review & edits of DP Permit Option > Print Working Copy Permit Option > View Record DC Register Death Certificate If accept, go to STEP 3A If reject, go to STEP 3B

19 REGISTER DTP DC Register Death Certificate Print Local Registrar Info
DTP STEP 3A Register Death Certificate Record Options > Register Paper DC Select Option Register Print Local Registrar Info Confirm Printer Settings (Page Scaling = NONE, 100%) Confirm correct orientation of DC in printer Print Issue Permit(s) Permit Option > Find Permit View Permit Permit Option > Issue Optional: Print color copy 4 for internal records Permit Option > Print Official Copy Issue Certified Copies Using signed DTP, follow normal process to print Certified Copies on Bank Note Paper

20 REJECT DTP DC Reject Death Certificate Abandon Death Certificate
DTP STEP 3B Reject Death Certificate Record Options > Register Paper DC Select Option Reject Enter reason for Rejection Abandon Death Certificate Record Options > Abandon

21 Drop to Paper Death Certificate
VS-11e DEMO REGISTRAR, MD MPH Demo Physician MD

22 SUBMITTED DUAL DC Confirm Correct Printing Search for Record
DUAL STEP 1 Confirm Correct Printing Confirm 2 stacked numbers printed to right of barcode are exact match Confirm Printed Black & White only (no color) Confirm Printed 100% size Confirm Printed correct orientation Confirm Printed on correct official Paper Search for Record Record Number printed to right of barcode Review Decedent Folder Record Options > Decedent Folder Paper status = DUAL (Dual Pass) Validations Record Options > Validate PI, MI, CI Manual review & edits of DC Confirm Paper = Electronic (Record Option > View Working Copy) Enter SV in field 115 Enter License # & date if written on DC in fields 116 & 117 respectively

23 REVIEW PERMIT View Permit Register Death Certificate DUAL STEP 2
Permit Option > Find Permit View Permit(s) Manual review & edits of DP Permit Option > Print Working Copy Permit Option > View Record DC Register Death Certificate If accept, go to STEP 3A If reject, go to STEP 3B

24 REGISTER DUAL DC Register Death Certificate Print Local Registrar Info
DUAL STEP 3A Register Death Certificate Record Options > Register Paper DC Select Option Register Print Local Registrar Info Confirm Printer Settings (Page Scaling = NONE, 100%) Confirm correct orientation of DC in printer Print Issue Permit(s) Permit Option > Find Permit View Permit Permit Option > Issue Optional: Print color copy 4 for internal records Permit Option > Print Official Copy Issue Certified Copies Using signed DTP, follow normal process to print Certified Copies on Bank Note Paper

25 REJECT DUAL DC Reject Death Certificate Abandon Death Certificate
DUAL STEP 3B Reject Death Certificate Record Options > Register Paper DC Select Option Reject Enter reason for Rejection Abandon Death Certificate Record Options > Abandon

26 Dual Pass Death Certificate VS-11e
DEMO REGISTRAR, MD MPH Demo Physician MD

27 ENTERING PAPER DC Record Options > Create Record Enter Information
PAPER STEP 1 Record Options > Create Record Enter First Name, Last Name, DOD as it appears on the paper DC Select Continue Enter Information Enter remaining information as it appears on the paper DC If Embalmer’s ink signature, enter SV in field 43 If Physician’s ink signature, enter SV in field 115 If ME/Coroner’s ink signature, enter SV in field 126 Validations Validation Option > Validate PI, MI, CI Validation Option > Spell Check M I Record Options > Print Working Copy Manual review & edits

28 REGISTER PAPER DC Register DC Print Local Registrar Info
PAPER STEP 2A Register DC Record Options > Register Paper DC Select Register option Print Local Registrar Info Record Options > Print Local Registrar Info Confirm Printer Settings (Page Scaling = NONE, 100%) Confirm correct orientation of DC in printer Print Issue Certified Copies Using signed paper DC, follow normal process to print Certified Copies on Bank Note Paper

29 REJECT PAPER DC Reject DC If record entered in EDRS PAPER STEP 2B
Process as before (return DC for correction, replacement, etc) If record entered in EDRS Suggest, leave record as INCOMPLETE When corrected DC is resubmitted, resume entry & registration process.

30 Paper Death Certificate VS-11
Demo Embalmer DEMO REGISTRAR, MD MPH Demo Physician MD

31 AMENDMENTS GENERAL AMENDMENT = VS-24Le CORONER AMENDMENT = VS-24Ae
Amendments that can be registered by LRD DC Record Status is SUBM SR Original DC is not yet registered at the state. No SFN yet. Amendments that must be registered by the State DC Record Status is REG SR Original DC is registered at the state. SFN is assigned GENERAL AMENDMENT = VS-24Le CORONER AMENDMENT = VS-24Ae

32 REVIEW 24Le ELECTRONIC SIGNATURES
24L e-SIG STEP 1 Search for Submitted Amendments Search for Amendment Status = SUBM & Record Status = SUBM SR Review General Amendment Amendment Options > Find Amendment View Amendment Validations Manual review & edits Validation > Validate Amendment Options > Print Working Copy OPTIONAL: If Disposition Permit Required, View Permit Permit Option > Find Permit View Permit Manual review & edits of DP

33 REGISTER 24Le ELECTRONIC SIGNATURES
24L e-SIG STEP 2A Register Amendment Amendment Options > Register Select Option Register Optional: Issue Permit Permit Option > Find Permit View Permit Permit Option > Issue Optional: Print color copy 4 for internal records Permit Option > Print Official Copy Issue Certified Copies Amendment Options > Find Amendment Amendment Options > Print Official Copy (official paper, 100%) Using Official Copy, follow normal process to print Certified Copies on Bank Note Paper

34 REJECT 24Le ELECTRONIC SIGNATURES (continued)
24L e-SIG STEP 2B Reject Amendment Amendment Option > Register Select Option Reject Enter Reason for Rejection Abandon Amendment Amendment Option > Abandon

35 General Amendment VS 24Le e-signatures
When entering information into an amendment, the EDRS application will look identical to the DC form that you normally use. But once you PRINT the amendment as a working copy, you will see that the amendment is in the proper VS-24Le format. This is an example of a general amendment that has been signed electronically by two different funeral directors and registered electronically. Note the new numbering system This is page 1 of the second amendment. FIRST SIGNATURE SECOND SIGNATURE DEMO REGISTRAR MD, PHD

36 REVIEW 24Le INK SIGNATURE(S)
24L ink-SIG STEP 1 Review General Amendment Amendment Options > Find Amendment View Amendment Validations Manual review & edits Validation > Validate Amendment Options > Print Working Copy Enter Signatory’s Information Amendment Options > Update Signatures Enter SV for signatures Enter Signatory’s Information from paper 24L OPTIONAL: If Disposition Permit Required, View Permit Permit Option > Find Permit View Permit Manual review & edits of DP

37 REGISTER 24Le INK SIGNATURE(S)
24L ink-SIG STEP 2 Register Amendment Amendment Options > Register Paper Amendment Select Option Register Print Registrar Info Amendment Options > Print Registrar Info Confirm Printer Settings (Page Scaling = NONE, 100%) Confirm correct orientation of Amendment in printer Print Issue Certified Copies Using signed Amendment, follow normal process to print Certified Copies on Bank Note Paper

38 REGISTER 24Le INK SIGNATURE(S) (continued)
24L ink-SIG STEP 2 Optional: Issue Permit Permit Option > Find Permit View Permit Permit Option > Issue Optional: Print color copy 4 for internal records Permit Option > Print Official Copy

39 REJECT 24Le INK SIGNATURE(S)
24L ink-SIG STEP 2B Reject Amendment Amendment Options > Register Paper Amendment Select Option Reject Enter Reason for Rejection Abandon Amendment Amendment Options > Abandon

40 General Amendment VS 24Le 2 INK-signatures
When entering information into an amendment, the EDRS application will look identical to the DC form that you normally use. But once you PRINT the amendment as a working copy, you will see that the amendment is in the proper VS-24Le format. This is an example of a general amendment that has been signed electronically by two different funeral directors and registered electronically. Note the new numbering system This is page 1 of the second amendment. First Signature Second Signature DEMO REGISTRAR MD, PHD

41 General Amendment VS 24Le 1 e-signature & 1 INK-signature
When entering information into an amendment, the EDRS application will look identical to the DC form that you normally use. But once you PRINT the amendment as a working copy, you will see that the amendment is in the proper VS-24Le format. This is an example of a general amendment that has been signed electronically by two different funeral directors and registered electronically. Note the new numbering system This is page 1 of the second amendment. FIRST SIGNATURE Second Signature DEMO REGISTRAR MD, PHD

42 REVIEW SUBMITTED 24Ae Search for Submitted Amendments
24Ae STEP 1 REVIEW SUBMITTED 24Ae Search for Submitted Amendments Search for Amendment Status = SUBM & Record Status = SUBM SR Review ME/Coroner Amendment Amendment Options > Find Amendment View Amendment Validations Manual review & edits Validation > Validate Validation > Spell Check MI Amendment Options > Print Working Copy OPTIONAL: If Disposition Permit Required, View Permit Permit Option > Find Permit View Permit Manual review & edits of DP

43 REGISTER 24Ae Register Amendment Optional: Issue Permit
24Ae STEP 2 REGISTER 24Ae Register Amendment Amendment Options > Register Select Option Register Optional: Issue Permit Permit Option > Find Permit View Permit Permit Option > Issue Optional: Print color copy 4 for internal records Permit Option > Print Official Copy Issue Certified Copies Amendment Options > Find Amendment Amendment Options > Print Official Copy (official paper, 100%) Using Official Copy, follow normal process to print Certified Copies on Bank Note Paper

44 REJECT 24Ae Reject Amendment Abandon Amendment 24Ae STEP 2B
Amendment Options > Register Select Option Reject Enter Reason for Rejection Abandon Amendment Amendment Options > Abandon

45 ME/Coroner Amendment VS-24Ae
When entering information into a coroner amendment, the EDRS application will look identical to the DC form that you normally use. But once you PRINT the amendment as a working copy, you will see that the amendment is in the proper VS-24Ae format. One difference with EDRS Coroner amendments is that only the coroner’s title appears in field 13. It no longer displays both the name and title. This is numbered 1.1 This is the first page of the first amendment. EDRS does allow for multiple page amendments. For example, if this was a coroner case where everything was originally UNK, and all fields were amended, this could be 2 pages. The second page would be numbered 1.2… the second page of the first amendment. DEMO CORONER DEMO REGISTRAR MD, PHD

46 ENTERING PAPER 24L Enter Amended Information Validations
PAPER 24L STEP 1 ENTERING PAPER 24L Amendment Options > Create General - Paper LRD leaves DTN blank Enter Reason & signatory’s info as it appears on the paper 24L Enter SV for signatures Select Continue Enter Amended Information Overwrite original value with the amended value as it appears on the paper 24L Validations Validation > Validate Amendment Options > Print Working Copy Manual review & edits

47 REGISTER PAPER 24L Register 24L Print Registrar Info
PAPER 24L STEP 2A REGISTER PAPER 24L Register 24L Amendment Options > Register Paper Amendment Select Register option Print Registrar Info Amendment Options > Print Registrar Info Confirm Printer Settings (Page Scaling = NONE, 100%) Confirm correct orientation of Amendment in printer Print Issue Certified Copies Using signed paper Amendment, follow normal process to print Certified Copies on Bank Note Paper

48 REJECT PAPER 24L Reject Amendment If record entered in EDRS
PAPER 24L STEP 2B REJECT PAPER 24L Reject Amendment Process as before (return Amendment for correction, replacement, etc) If record entered in EDRS Suggest, leave record as INCOMPLETE When corrected Amendment is resubmitted, resume entry & registration process.

49 Affidavit to Amend A Record Paper VS 24L
When entering information into an amendment, the EDRS application will look identical to the DC form that you normally use. But once you PRINT the amendment as a working copy, you will see that the amendment is in the proper VS-24Le format. This is an example of a general amendment that has been signed electronically by two different funeral directors and registered electronically. Note the new numbering system This is page 1 of the second amendment. FIRST SIGNATURE SECOND SIGNATURE DEMO REGISTRAR, MD MPH

50 ENTERING PAPER 24A Physician signing 24A (not ME/Coroner)
PAPER 24A STEP 1 ENTERING PAPER 24A Physician signing 24A (not ME/Coroner) Amendment Options > Create Coroner - Paper LRD leaves DTN blank Enter signatory’s info as it appears on the paper 24A Enter SV for signature Select Continue Enter Amended Information Overwrite original value with the amended value as it appears on the paper 24A Validations Validation > Validate Validation > SpellCheck MI Amendment Options > Print Working Copy Manual review & edits

51 REGISTER PAPER 24A Register 24A Print Registrar Info
PAPER 24A STEP 2A REGISTER PAPER 24A Register 24A Amendment Options > Register Paper Amendment Select Register option Print Registrar Info Amendment Options > Print Registrar Info Confirm Printer Settings (Page Scaling = NONE, 100%) Confirm correct orientation of Amendment in printer Print Issue Certified Copies Using signed paper Amendment, follow normal process to print Certified Copies on Bank Note Paper

52 REJECT PAPER 24A Reject Amendment If record entered in EDRS
PAPER 24A STEP 2B REJECT PAPER 24A Reject Amendment Process as before (return Amendment for correction, replacement, etc) If record entered in EDRS Suggest, leave record as INCOMPLETE When corrected Amendment is resubmitted, resume entry & registration process.

53 Physician/Coroner Amendment Paper VS-24A
When entering information into a coroner amendment, the EDRS application will look identical to the DC form that you normally use. But once you PRINT the amendment as a working copy, you will see that the amendment is in the proper VS-24Ae format. One difference with EDRS Coroner amendments is that only the coroner’s title appears in field 13. It no longer displays both the name and title. This is numbered 1.1 This is the first page of the first amendment. EDRS does allow for multiple page amendments. For example, if this was a coroner case where everything was originally UNK, and all fields were amended, this could be 2 pages. The second page would be numbered 1.2… the second page of the first amendment. Demo Physician MD Demo Physician MD, Attending Physician DEMO REGISTRAR MD, PHD

54 REPORTS Select Reporting Option Enter date range Select Report Type

55 EXPORTS Select Reporting Option Enter date range Select Export Type
Note: This export will display all fields except SFN for all records for the date range plus record status. Note: Data Specifications documentation is available on-line at

56 THANK YOU This completes Training Session LRD

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