electronic death registration in california overview presentation

Electronic Death RegistrationIn California

OVERVIEW PRESENTATION

EDRS OVERVIEW2

Hardware/Software Requirements

• Computer (Standard office workstation)• Adobe reader 7.0+ (free)• Web browser

– Popups & JavaScript enabled– IE 6.0 +– Netscape 5 +– Mozilla 1.4+ (FireFox)

• Internet Access (high speed preferred)• Printer

– Black/White Laser ONLY– CFDA Special Purchase

EDRS OVERVIEW3

DCDeath Certificate

VS-11e VS-9e

DP Disposition Permit

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PI Personal Info

MI Medical Info

CI Coroner Info

VS-11e

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Icons

– 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

?

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Personal Information - PI

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Medical Information - MI

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ME/Coroner Information - CI

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Submit MI for LR Review

SSN Verification

Validations

Referred to ME/Coroner

Remote Attestation

Authenticate PI Embalmer signature

ME/CoronerAttests MI

View RA

Search Filters

Transfer

SpellCheck MI Print Working Copy

EDRS OVERVIEW10

Data Collection Workflows

Decedent’s Personal

Information

Medical Information worksheet

Enter Personal & Medical

Data

Funeral HomeMedical Facility

ME/Coroner Office

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Registration of100% EDRS electronic Death Certificates means …

• No manual handling of paper DCs• Quicker registration• Online issuance of DPs

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Registration of 100% EDRS DC

Register DCIssue DP

Print Disposition Permit(s)

Submit DC (including DP)

Funeral Home LRDMF or ME/C

Print Official CopyIssue Certified Copies

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Death Certificate

VS-11e

DEMO REGISTRAR MD, PHD

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Validations

• Validations from:– CDC Electronic Specifications– Birth and Death Registration Handbook

• Field Edits and Cross-field Edits• Compare Dates• Check for missing fields• Red error messages • Yellow warning messages

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Conveniences

• Drop down lists, search lists where possible• Funeral Homes• Funeral Directors• Embalmers• Hospital Facilities• Physicians

• Automatic converts to “UPPER CASE” when saved• Calculates AGE with valid Date of Birth when saved• Medical “Spell check”• Compare Race & Hispanic terms to reference data

• Occupations • Kind of

Industries• States/

Countries• Hispanic• Races

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On-Line Handbook

?

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Field Sensitive Help

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Death Certificate SectionAmendment Section

Disposition Permit Section

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On-line Social Security Number Verification

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FN + MI + LN + DOB + SEX + SSN

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Physician Remote Attestation

(Signature)

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•Voice capture

•Automated FAX signature capture

State of California approved methods for Physician

Attestation

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•Complete MI•Validate MI•Spell Check•Review Working Copy•Submit MI for LR Review

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The Physician will Receive…

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PhysicianFax

CoversheetX X X X X

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Physician’sCopy of the

Death Certificate.

To be signed and Faxed back to

CA-EDRS.

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EDRS OVERVIEW30

PhysicianFax

CoversheetX X X X X

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view FAX remote attestation

or hear VOICE remote attestation

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View the Remote Attestation from the Medical Certifier / Physician

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View Remote

Attestation FAX

Confirm:•Physician’s signature•No Changes•No modifications•No additions

EDRS OVERVIEW35

View Remote

Attestation FAX

Confirm:•Physician’s signature•No Changes•No modifications•No additions

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Hear the Remote Attestation from the Medical Certifier / Physician

EDRS OVERVIEW37

Physician Remote Attestation

Voice Attestation

Fax Attestation

JOHN SMITH MD JOHN SMITH MD

V@

F@

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Search Filters

EDRS OVERVIEW39

Search by …

• Last Name• First Name• Record Number• Date of Death• Date of Creation• Various Status fields

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Record Status

•INC•COMP•SUBM LR•SUBM SR•REG SR•ABAND•VOID•DUP

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Amendment Status

•INC•COMP•SUBM•REG•REG W/EX•ABAND•VOID

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Attest Status

•UN ATT•MC ATT•ME/C ATT•ME/C-MC ATT

EDRS OVERVIEW43

Sort by Column Header …

• Last Name• First Name• Date of Death• Attest Status• MI Review Status• Coroner Status• Record Number• Record Status• # of Disp• Amendment Status

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Create Personal Custom Filters

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List of Custom Search Filters

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Paper Hybrid OptionsUsing EDRS in NON-EDRS Counties

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Drop to Paper Option

Drop to Paper for ink signature when required

USE OFFICIAL PAPER

Complete Registration

ProcessManually

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Dual Pass Option

Reinsert signed form, finish PI and print.

NOTE: Check Paper Alignment

Drop to Paper for ink signature if PI is not complete

USE OFFICIAL PAPER Dual Pass

Complete Registration ProcessManually

012345012345

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Not Acceptable

• Color • Inkjet or other non-Laser printer• Not Printed 100% size • Not Printed on Official Paper• Not Printed in correct

orientation

Printer: HP 2420 B&W Laser

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Amendments

EDRS OVERVIEW52

Coroner Amendment

VS-24Ae

Validations

General Amendment

VS-24Le

LR e-signFD e-sign

Coroner e-sign

SpellCheck MI

Print WorkingCopy

EDRS OVERVIEW53 DEMO REGISTRAR MD, PHD

General Amendment

VS 24Le

FIRST SIGNATURE

SECOND SIGNATURE

EDRS OVERVIEW54

DEMO REGISTRAR MD, PHD

ME/CoronerAmendment

VS-24Ae

DEMO CORONER

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Registering 100% EDRS Amendments

DC not yet registered with SFN

Submit

LRD

ME/CoronerVS-24Ae

Print Official Copy

Issue Certified Copies

DC registered with SFN

Register

StateRegister

EDRS OVERVIEW56

Data Reports

• MWR Report• Pending DC Aging Report• Place of Death Report• County Death Report Ordered by LRN• County Death Report Ordered by Date of Death• County Death Report Ordered by Name• County Death Report Ordered by Name w/o SSN• Cause of Death Report Ordered by LRN• Cause of Death Report Ordered by Date of Death• Decedents over 18 yrs Report• Decedents over 18 yrs Report w/o Address

EDRS OVERVIEW57

Pending DC

Aging Report

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County Death Report Ordered by

Name

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Decedents over 18 yrs Report

w/o Address

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Data Export

• Flat file– OVR systems– Local Health Department systems– ME/Coroner systems– Individual Coroner Case

• Allows downloading for subsequent analysis by data managers with existing tools

– SAS, SPSS, EPI 2000, Excel, Access …

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http://www.edrs.us

Data Export Specifications

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Keys to Success

• Target 100% EDRS– Goal 100% Funeral Home participation– Goal 100% Medical Facility/Hospital participation– Goal 100% Physician participation (100% Remote Attestation/electronic physician signature)

• Major physician outreach & encouragement

• Train-the-Trainer model for ongoing continuing education

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BeforeEDRS

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January2005

RiversideYolo

5.5%

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January2006

ImperialSacramentoSanta Clara

13.7%

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February2006

Monterey

14.7%

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March2006

San BenitoSan Diego

22.9%

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April2006

KernVentura

26.6%

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May2006

San Mateo

28.4%

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June2006

San Francisco

31.0%

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September2006

KingsMarin

32.1%

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October2006

StanislausSutter

33.9%

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November2006

San BernardinoSan Luis Obispo

39.7%

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December2006

ButteEl DoradoNevada

41.4%

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February2007

AlamedaBerkeleySonoma

46.9%

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March2007

MendocinoPlacer

48.3%

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April2007

FresnoNapa

Solano

52.2%

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May2007

Contra CostaLake Yuba

55.5%

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October2007

Los AngelesLong Beach

Pasadena

82.2%

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82.2%

46.9%

33.9%

28.4%

26.6%

22.9%

14.7%

5.5%

55.5%

52.2%

48.3%

41.4%

39.7%

32.1%

31.0%

13.7%

5.0%

15.0%

25.0%

35.0%

45.0%

55.0%

65.0%

75.0%

85.0%

95.0%

Dec-0

5

Jan-0

6

Feb-0

6

Mar-

06

Apr-

06

May-0

6

Jun-0

6

Jul-06

Aug-0

6

Sep-0

6

Oct-

06

Nov-0

6

Dec-0

6

Jan-0

7

Feb-0

7

Mar-

07

Apr-

07

May-0

7

Jun-0

7

Jul-07

Aug-0

7

Sep-0

7

Oct-

07

Nov-0

7

Dec-0

7

EDRS Implementation

EDRS OVERVIEW82

http://www.edrs.us

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For more information …

–http://www.edrs.us– edrshelp@dhs.ca.gov

– (916) 552-8123

EDRS OVERVIEW84

Acknowledgments

James Draper - California Funeral Directors AssociationMike Rodrian – former California State Registrar

Terry Trinidad - California State RegistrarCalifornia State Office of Vital Records

Members of the CA-EDRS technical advisory groupsCA-EDRS implementation and training teams

EDRS OVERVIEW85

AQ&QU E S T I O N S

A N S W E R S