electronic death registration in california

Electronic Death RegistrationIn California

T R A I N I N G S E S S I O N L R D

2 0 0 7_07.01

2 T R A I N I N G S E S S I O N L R D

DCDeath Certificate

VS-11e VS-9e

DP Disposition Permit


PI Personal Info

MI Medical Info

CI Coroner Info

VS-11e


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

?


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


- 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

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

SEARCHBY

SORT BYCOLUMN


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


MI REVIEW

• Search for records submitted for MI Review• 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


REVIEW SUBMITTED DC

• Search for Records Submitted for Local Registration

• Review Decedent Folder

• Validations

DC STEP 1

• 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


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


REGISTER DC

• 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

DC STEP 3A


REJECT DC

• Reject Death Certificate

• Unlock appropriate section

DC STEP 3B

• 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.


Death Certificate VS-11e

DEMO REGISTRAR, MD MPH

DEMO PHYSICIAN MD


NON 100% EDRS DOCUMENTS

IMPORTANTPaper or Paper Hybrid Death Certificates

Paper or Paper Hybrid Amendments

Additional Steps Required


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


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


SUBMITTED DTP DC• 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

DTP STEP 1


REVIEW PERMIT

• View Permit• 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

DTP STEP 2


REGISTER DTP DC• 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 Certified Copies• Using signed DTP, follow normal process to print Certified Copies on Bank

Note Paper

DTP STEP 3A


REJECT DTP DC

• Reject Death Certificate• Record Options > Register Paper DC• Select Option Reject• Enter reason for Rejection

• Abandon Death Certificate• Record Options > Abandon

DTP STEP 3B


Drop to Paper Death Certificate VS-11e

Demo Physician MD


12345678


SUBMITTED DUAL DC• 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

DUAL STEP 1


REVIEW PERMIT

• View Permit• 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

DUAL STEP 2


REGISTER DUAL DC• 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


• 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

DUAL STEP 3A


REJECT DUAL DC

• Reject Death Certificate• Record Options > Register Paper DC• Select Option Reject• Enter reason for Rejection

• Abandon Death Certificate• Record Options > Abandon

DUAL STEP 3B


Dual Pass Death Certificate

VS-11e

Demo Physician MD


12345678 12345678


ENTERING PAPER DC

• 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

PAPER STEP 1


REGISTER PAPER DC

• 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

PAPER STEP 2A


REJECT PAPER DC

• Reject DC• 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.

PAPER STEP 2B


Paper Death Certificate

VS-11

Demo Physician MD


Demo Embalmer


AMENDMENTS

• 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-24LeCORONER AMENDMENT = VS-24Ae


REVIEW 24Le ELECTRONIC SIGNATURES

• 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

• Amendment Options > Find Amendment

24L e-SIG STEP 1


REGISTER 24Le ELECTRONIC SIGNATURES

• Register Amendment• Amendment Options > Register• Select Option Register

• Optional: Issue Permit• Permit Option > Find Permit• View Permit• Permit Option > Issue


• 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

24L e-SIG STEP 2A


REJECT 24Le ELECTRONIC SIGNATURES (continued)

• Reject Amendment• Amendment Option > Register• Select Option Reject• Enter Reason for Rejection

• Abandon Amendment• Amendment Option > Abandon

24L e-SIG STEP 2B

35 T R A I N I N G S E S S I O N L R D DEMO REGISTRAR MD, PHD

General Amendment

VS 24Lee-signatures

FIRST SIGNATURE

SECOND SIGNATURE


REVIEW 24Le INK SIGNATURE(S)

• 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• Amendment Options > Find Amendment

24L ink-SIG STEP 1


REGISTER 24Le INK SIGNATURE(S)

• 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

24L ink-SIG STEP 2


REGISTER 24Le INK SIGNATURE(S) (continued)




24L ink-SIG STEP 2


REJECT 24Le INK SIGNATURE(S)

• Reject Amendment• Amendment Options > Register Paper Amendment• Select Option Reject• Enter Reason for Rejection

• Abandon Amendment• Amendment Options > Abandon

24L ink-SIG STEP 2B


General Amendment

VS 24Le2 INK-signatures

First Signature

Second Signature


General Amendment

VS 24Le1 e-signature

&1 INK-signature

Second Signature

FIRST SIGNATURE


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• Amendment Options > Find Amendment

24Ae STEP 1


REGISTER 24Ae

• Register Amendment• Amendment Options > Register• Select Option Register




• 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

24Ae STEP 2


REJECT 24Ae

• Reject Amendment• Amendment Options > Register• Select Option Reject• Enter Reason for Rejection

• Abandon Amendment• Amendment Options > Abandon

24Ae STEP 2B


DEMO REGISTRAR MD, PHD

ME/CoronerAmendment

VS-24Ae

DEMO CORONER


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

PAPER 24L STEP 1


REGISTER PAPER 24L

• Register 24L• Amendment Options > Register Paper Amendment• Select Register option


• Issue Certified Copies• Using signed paper Amendment, follow normal process to print Certified Copies

on Bank Note Paper

PAPER 24L STEP 2A


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.

PAPER 24L STEP 2B


Affidavit to

Amend A Record

Paper

VS 24L


SECOND SIGNATURE

FIRST SIGNATURE


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

PAPER 24A STEP 1


REGISTER PAPER 24A

• Register 24A• Amendment Options > Register Paper Amendment• Select Register option


• Issue Certified Copies• Using signed paper Amendment, follow normal process to print Certified

Copies on Bank Note Paper

PAPER 24A STEP 2A


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.

PAPER 24A STEP 2B


Physician/Coroner

Amendment

Paper

VS-24A

DEMO REGISTRAR MD, PHD

Demo Physician MD Demo Physician MD, Attending Physician


REPORTS

• Select Reporting Option

• Enter date range

• Select Report Type


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 http://www.edrs.us


THANK YOUThis completes Training Session LRD

electronic death registration in california

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