Electronic Death Registration In California

Electronic Death Registration In California T R A I N I N G S E S S I O N I 2 0 0 7 _ 0 701

DP Disposition Permit DCDeath Certificate VS-9e VS-11e

PIPersonal InfoMIMedical InfoCICoroner Info VS-11e

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

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

STEP 1 LOG IN & CREATE RECORD • Enter User Name and Password • Record Options > Create New Record • Do not Assign Record Access • Do not alter default values Note: Record Access is to allow other EDRS users to see a given record. Record Access is NOT the Funeral Home, Medical Facility, ME/Coroner, or Local Registrar on the Death Certificate.

Use search browser to auto-populate Embalmer Name & License # in Fields . 42 & 43. Otherwise type Embalmer Name & License # in fields 42 & 43. • Record Options > Sign Embalmer • If not embalmed, type NOT EMBALMED in Field 42 & a hyphen (-) in Field 43. STEP 2 PERSONAL INFORMATION • Enter PI • Validations • Sign for Embalmer, if applicable • Validations > Validate PI • Record Options > Print Working Copy

STEP 2 PERSONAL INFORMATION (continued) • Verify Social Security Number (SSN) • Authenticate PI • Verify status in Decedent Folder • Must enter First Name, Middle Name or initial, Last Name, Date of Birth, Sex, . and SSN in fields 1, 2, 3, 4, 6, and 10 respectively BEFORE SSNV • Must attempt to Verify SSN at least once • Record Options > Request SSN Verification • Must complete both Sign Embalmer and Verify SSN BEFORE AUTH • Record Options > Authenticate PI • PI is now LOCKED for updates • Record Options > Decedent Folder (PI Auth = AUTH)

Use search icon to auto-populate Fields 115 & 116 or enter Physician’s name & • . Title in Field 115, Physician’s License in Field 116. • Fields 115 & 116 may be blank when Submitting MI for LR Review. • If Coroner assigns number BEFORE Physician attests, select Record Options > Refer to ME/Coroner, then enter number in Field 108A • If Coroner assigns number AFTER Physician attests, select Record Options > Refer to ME/Coroner. STEP 3 MEDICAL INFORMATION • Enter MI & CI, if applicable • Validations • Required BEFORE Submitting MI for LR Review, if applicable • Validations > Validate MI • Validations > SpellCheck MI • Record Options > Print Working Copy

STEP 3 MEDICAL INFORMATION (continued) • Submit MI for LR Review, if applicable • Verify status in Decedent Folder • For Coroner Referrals, go to STEP 4A • For Physician Signature, go to STEP 4B • Record Options > Submit MI for LR Review • MI is now LOCKED for updates • Record Options > Decedent Folder • MI Review = SUBM

STEP 4A REFER TO ME/CORONER • Refer to ME/Coroner • Contact the Local Health Department for additional county specific requirements • Verify attestation status in Decedent Folder • Record Options > Refer to ME/Coroner • Record Options > Decedent Folder • REV - ME/C reviews reportable case, assigns coroner referral # • ACC - ME/C accepts case, assigns coroner referral#, ME/C attests • DECL - ME/C declines case, no further action needed, “NONE” will appear • in coroner referral field

Use search icon to auto-populate Fields 115 & 116 or enter Physician’s name & • . Title in Field 115, Physician’s License in Field 116. • If Coroner assigns number BEFORE Physician attests, select Record Options > Refer to ME/Coroner, then enter number in Field 108A • If Coroner assigns number AFTER Physician attests, select Record Options > Refer to ME/Coroner. STEP 4B Remote Attestation • Required BEFORE Requesting Remote Attestation • Request Remote Attestation • Record Options > Request Remote Attestation • Enter Physician’s fax number. • MI is not LOCKED for updates

REMOTE ATTESTATIONThe Physician will Receive…

Physician Fax Coversheet

Physician’s Copy of the Death Certificate. To be signed and Faxed back to CA-EDRS.

STEP 4B Remote Attestation (continued) • Verify attestation status in Decedent Folder • Review Attestation • Record Options > Decedent Folder • MI Rem ATTEST = REQ when requested • MI Rem ATTEST = ATT when attested • View FAX Attestation • Listen to Voice attestation

view FAX remote attestation • or • hearVOICE remoteattestation

View the Remote Attestation from the Medical Certifier / Physician

View Remote Attestation FAX • Confirm: • Physician’s signature • No Changes • No modifications • No additions

Hear the Remote Attestation from the Medical Certifier / Physician Physician’s voice stating Physician name + information is correct + Decedent name Physician’s voice stating License Number = License Number in field 116

STEP 5 DISPOSITION PERMIT • Create Disposition Permit(s) • Enter Information • Save • View Working Copy for items that are too long • Permit Options > Create Permit • Permit Options > Save • Permit Options > Print Working Copy

STEP 6 SUBMIT TO LOCAL REGISTRAR • Final Review • BEFORE you can Submit for Local Registration … • PI must be Authenticated (AUTH) • MI must be Attested (MC ATT or ME/C ATT) • Record Status = COMP • Disposition Permit(s) must be completed • Contact the Local Health Department for additional county specific requirements • Submit for Local Registration • Record Options > Submit to Local Registrar

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

ME/Coroner SIGNS PHYSICIAN SIGNS Steps Steps • 1 • 2 • 3 • 4A if applicable • 4B • 5 • 6 • 1 • 2 • 3 • 4A • 5 • 6 County Name

DUAL SIGNATURE ME/C SIGNS PHYSICIAN SIGNS Steps Steps Steps • 1 • 2 • 3 • 4A if applicable • 4B • 5 • 6 • 1 • 2 • 3 • 4A • 5 • 6 • 1 • 2 • 3 • 4A • 4B • 5 • 6 County Name

THANK YOU This completes Training Session I

Electronic Death Registration In California