electronic death registration in california overview presentation
TRANSCRIPT
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
EDRS OVERVIEW4
PI Personal Info
MI Medical Info
CI Coroner Info
VS-11e
EDRS OVERVIEW5
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
?
EDRS OVERVIEW6
Personal Information - PI
EDRS OVERVIEW7
Medical Information - MI
EDRS OVERVIEW8
ME/Coroner Information - CI
EDRS OVERVIEW9
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
EDRS OVERVIEW11
Registration of100% EDRS electronic Death Certificates means …
• No manual handling of paper DCs• Quicker registration• Online issuance of DPs
EDRS OVERVIEW12
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
EDRS OVERVIEW13
Death Certificate
VS-11e
DEMO REGISTRAR MD, PHD
EDRS OVERVIEW14
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
EDRS OVERVIEW15
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
EDRS OVERVIEW16
On-Line Handbook
?
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Field Sensitive Help
EDRS OVERVIEW18
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)
EDRS OVERVIEW22
•Voice capture
•Automated FAX signature capture
State of California approved methods for Physician
Attestation
EDRS OVERVIEW23
•Complete MI•Validate MI•Spell Check•Review Working Copy•Submit MI for LR Review
EDRS OVERVIEW24
EDRS OVERVIEW25
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The Physician will Receive…
EDRS OVERVIEW27
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.
EDRS OVERVIEW29
EDRS OVERVIEW30
PhysicianFax
CoversheetX X X X X
EDRS OVERVIEW31
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view FAX remote attestation
or hear VOICE remote attestation
EDRS OVERVIEW33
View the Remote Attestation from the Medical Certifier / Physician
EDRS OVERVIEW34
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
EDRS OVERVIEW36
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@
EDRS OVERVIEW38
Search Filters
EDRS OVERVIEW39
Search by …
• Last Name• First Name• Record Number• Date of Death• Date of Creation• Various Status fields
EDRS OVERVIEW40
Record Status
•INC•COMP•SUBM LR•SUBM SR•REG SR•ABAND•VOID•DUP
EDRS OVERVIEW41
Amendment Status
•INC•COMP•SUBM•REG•REG W/EX•ABAND•VOID
EDRS OVERVIEW42
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
EDRS OVERVIEW44
EDRS OVERVIEW45
Create Personal Custom Filters
EDRS OVERVIEW46
List of Custom Search Filters
EDRS OVERVIEW47
Paper Hybrid OptionsUsing EDRS in NON-EDRS Counties
EDRS OVERVIEW48
Drop to Paper Option
Drop to Paper for ink signature when required
USE OFFICIAL PAPER
Complete Registration
ProcessManually
EDRS OVERVIEW49
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
EDRS OVERVIEW50
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
EDRS OVERVIEW51
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
EDRS OVERVIEW55
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
EDRS OVERVIEW58
County Death Report Ordered by
Name
EDRS OVERVIEW59
Decedents over 18 yrs Report
w/o Address
EDRS OVERVIEW60
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 …
EDRS OVERVIEW61
EDRS OVERVIEW62
http://www.edrs.us
Data Export Specifications
EDRS OVERVIEW63
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
EDRS OVERVIEW64
BeforeEDRS
EDRS OVERVIEW65
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%
EDRS OVERVIEW81
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
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