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Indiana Death Registration System (IDRS)

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1 Indiana Death Registration System (IDRS)
Funeral Director Information Package

2 U.S. Standard Certificate of Death Revised Version
Modified Items Decedent’s race, captures multiple race identification Decedent’s education, captures highest degree attained Decedent’s marital status distinguishes ‘Married’ from ‘Married, but separated’ Place of death includes hospice facility New Items If female, pregnancy status at time of death that will help identify maternal and pregnancy-related deaths If transportation injury, decedent’s role with respect to vehicles Did tobacco use contribute to death Separate instructions for funeral director and medical data provider More information about the U.S. Standard Death Certificate is available at the following web site:http://www.cdc.gov/nchs/vital_certs_rev.htm. If you are implementing the new certificate you should include this information. If there are other data items being modified, added, or deleted that are jurisdiction-specific, include these modifications here.

3 Indiana Death Registration System
Purpose is to improve timeliness and quality of death registration Enables participants of death registration to register death certificates with local and state registrars electronically Provides for online access so decedent fact of death, cause of death, and demographic information can be entered by multiple death registration participants working on same case The primary purpose of an Electronic Death Registration (EDR) system is to improve the timeliness with the legal registration of a death. EDR enables the participants of death registration to register death certificates with local and state registrars electronically. EDR provides for online access so that decedent fact of death, cause of death, and demographic information can be electronically entered by multiple death registration participants working on the same case.

4 Why the Need for IDRS? Multiple participants involved
Funeral directors Physicians Coroners Institutions, such as hospitals, nursing homes State, and local registrars The registration of a death involves funeral directors, physicians, coroners, medical examiners, institutions, and state and possibly local registrars. These participants in the death registration process are faced with the need to complete their portion of the death certificate according to a time schedule that may require them to set aside other pressing business requirements. The current, manual process of completing a death certificate does little to make the completion of the death certificate an easy process. Unnecessary time may be spent by the business partners in interacting among themselves to acquire the needed information and handwritten signatures. A funeral director may need to travel to a physician’s office more than 100 miles away to obtain a handwritten signature. Often times the death certificate is passed between partners through the mail in order for each partner to complete his/her section and then submit the death certificate to the Vital Records Office for registration. An EDR system has the potential to reduce the number of days it takes to complete and register the death certificate by eliminating the need for business partners to mail and/or hand carry the death certificate through to completion and registration. Also, the family of the decedent may be inconvenienced by unnecessary delays when a legal correction is needed because of incorrect information or omission of certain data on the death certificate.

5 Technological Advances
IDRS uses advances technology which offer opportunities for greater timeliness and efficiency in collecting and processing death certificates Flexibility inherent in use of the Internet Security offered by encryption and assurance of identity of participants by digital authentication systems Real-time editing capabilities of computer applications to capture better quality death data An EDR system can use advances in technology which offer opportunities for much greater timeliness and efficiency in collecting and processing death certificate data. An EDR system can take advantage of: the flexibility inherent in use of the Internet the security offered by encryption and assurance of the identity of participants by digital authentication systems real-time editing capabilities of computer applications to capture better quality death data

6 IDRS Features & Benefits
Facilitates online collaboration among multiple death registration system users Improves the timeliness of registering death certificates Eliminates the need to physically locate physician to obtain signature when physicians utilize the IDRS Provides for paperless registration of the death certificate Supports completion and registration of a death certificate that is partially electronic and partially paper Improves quality of death data by automatically checking the accuracy and completeness of death data entered Reduces errors related to decedent’s SSN by checking the SSA files for an SSN match For a funeral director, the benefits of completing and filing death certificates utilizing an EDR system are numerous. An EDR system facilitates online collaboration among multiple death registration system users, including funeral homes, hospitals, nursing homes, physicians, medical examiners and coroners, and local and state registrars. With physicians participating in EDR, the funeral director will not need to physically locate a physician to obtain a signature. This will improve the timeliness of registering death certificates with the Vital Records Office. An EDR system will provide for paperless registration of a death certificate, and if all participants are not online with the EDR system, the system will support the completion and registration of a death certificate that is partially an electronic record and partially a paper certificate.

7 SSN Online Verification Process
SSN can be verified during the entry of death data prior to registration Online verification integrated into IDRS SSN electronically verified after key decedent data items entered: Name DOB Gender Social Security Number Receive notification through the IDRS system about the accuracy of the SSN Ensuring that the social security number (SSN) registered for a decedent is correct is important for many reasons. By instituting a process whereby the SSN can be verified during the course of the registration process and before the death certificate is registered, jurisdictions will have confidence that a verified SSN on a death record provided to SSA is accurate. From the point of view of the SSA, they wish to immediately terminate benefits for a decedent for whom the SSN has been verified. The online verification of the SSN is integrated into the EDR system. When the funeral director enters the decedent’s name, date of birth, gender, and SSN, the EDR system will initiate a request to SSA for the SSN to be electronically verified.

8 SSN Online Verification Benefits
Reduces decedent’s SSN errors on death certificates prior to registration Improves accuracy of SSN reported to SSA Speeds notification of fact of death to SSA Eliminates the need for funeral director to submit an SSA 721 form to SSA With the implementation of online verification of SSN, the funeral directors will no longer need to submit an SSA 721 Form to SSA for survivorship leads. In lieu of the SSA 721 form, SSA will request that the funeral directors provide the family with an SSA fact sheet providing guidance and instructions on how to file for survivors benefits. The benefits of online verification of the decedent’s SSN include: Reducing decedent’s SSN errors on death certificates Improving accuracy of the SSN reported to SSA Speeding notification of fact of death to SSA Eliminating the need for a funeral director to submit an SSA 721 form to SSA

9 SSN Online Verification Functionality
IDRS allows up to five attempts to receive a successful SSN verification After fifth attempt to verify SSN for the same death record a message will be displayed indicating that the number of attempts to verify SSN has been exceeded SSN field locked from further data entry after a successful SSN verification If decedent name, DOB, or gender is modified after successful SSN verification, the SSN will need to be re-verified The funeral director will have up to five attempts to receive a successful SSN verification. After the fifth attempt to verify the SSN for the same death record, the funeral director will receive a message that the number of attempts to verify the SSN for this death record has been exceeded. Once the SSN has been verified on a death record, the funeral director will not be able to modify the SSN and the SSN field will be locked from further data entry. If the funeral director notices a data entry error in the decedent’s name, date of birth, or gender, even after the SSN has been verified, he/she will be able to correct the information and will then need to re-verify the SSN.

10 SSN Online Verification Returned Messages
PASSED – The SSN for this decedent has been successfully verified with SSA. FAILSSN – The SSN for this decedent did not pass verification with SSA. The SSN provided is not an established number and has never been issued by SSA. FAILGENDER – The decedent’s SSN did not pass verification with SSA because the gender provided did not match the Social Security records. FAILDOB – The decedent’s SSN did not pass verification with SSA because the date of birth provided did not match the Social Security records. FAILDOBGENDER – The decedent’s SSN did not pass verification with SSA because the gender and date of birth provided did not match Social Security records. Funeral directors will receive notification through the EDR system about the accuracy of the SSN as compared with the decedent’s name, gender, and date of birth reported on the death record. Examples of messages that the funeral director may receive following an SSN verification attempt include: PASSED – The SSN for this decedent has been successfully verified with SSA. FAILSSN – The SSN for this decedent did not pass verification with SSA. The SSN provided is not an established number and has never been issued by SSA. FAILGENDER – The decedent’s SSN did not pass verification with SSA because the gender provided did not match the Social Security records. FAILDOB – The decedent’s SSN did not pass verification with SSA because the date of birth provided did not match the Social Security records. FAILDOBGENDER – The decedent’s SSN did not pass verification with SSA because the gender and date of birth provided did not match Social Security records.

11 SSN Online Verification Returned Messages (continued)
FAILNAME – The decedent’s SSN did not pass verification with SSA because the name provided does not match the Social Security records. This SSN may also belong to another individual. It is recommended that you re-check the decedent’s name and SSN before re-submitting your request. AUTHUNAVAIL – The SSA Online Verification System was unable to perform the SSN verification request because the system may be unavailable at this time. Please try your request later. INVALID – The decedent’s SSN could not be verified with the SSA because the SSN Online Verification System encountered an error with the format of the request. Please contact your representative at the Vital Statistics office for assistance. FAILNAME – The decedent’s SSN did not pass verification with SSA because the name provided does not match the Social Security records. This SSN may also belong to another individual. It is recommended that you re-check the decedent’s name and SSN before re-submitting your request. AUTHUNAVAIL – The SSA Online Verification System was unable to perform the SSN verification request because the system may be unavailable at this time. Please try your request later. INVALID – The decedent’s SSN could not be verified with the SSA because the SSN Online Verification System encountered an error with the format of the request. Please contact your representative at the Vital Statistics office for assistance.

12 SSN Online Verification Returned Messages (continued)
TRANIDERROR – The decedent’s SSN could not be verified with SSA because the SSN Online Verification System encountered an error. Please contact your representative at the Vital Statistics office for assistance. BU01LINKFAIL – The decedent’s SSN could not be verified with SSA because the SSN Online Verification System encountered an error. Please contact your representative at the Vital Statistics office for assistance. Note: The record can still be filed with any of the above error messages. TRANIDERROR – The decedent’s SSN could not be verified with SSA because the SSN Online Verification System encountered an error. Please contact your representative at the Vital Statistics office for assistance. BU01LINKFAIL – The decedent’s SSN could not be verified with SSA because the SSN Online Verification System encountered an error. Please contact your representative at the Vital Statistics office for assistance.

13 SSN Online Verification Hours of Operation
The SSA Online Verification System is operational during the following hours: Monday – Friday: 5am – 1am Eastern Time Saturday: 5am – 11pm Eastern Time Sunday: 8am – 10pm Eastern Time Federal Holidays: 5am – 11pm Eastern Time The SSA Online Verification System is operational during the following hours: Monday – Friday: 5am – 1am Eastern Time Saturday: 5am – 11pm Eastern Time Sunday: 8am – 10pm Eastern Time Federal Holidays: 5am – 11pm Eastern Time

14 Obtaining User ID and Password
Contact the Indiana State Department of Health (ISDH) Sign an agreement with the ISDH that stipulates security and privacy rules for the IDRS Administrator will assign a User ID and initial password Funeral directors who electronically signs the death certificate will need an additional level of user authentication Funeral directors and their assigned staff who will be users of the EDR system must contact their jurisdiction’s Department of Health (or the facility administrator – jurisdictionally dependent). These participants will need to sign an agreement with their jurisdiction’s Department of Health that stipulates the security and privacy rules for access to the EDR system. They will be assigned a user ID and initial password for access to the EDR system. Funeral directors and their staff can be associated with one or more licensed funeral homes. Each user will have a user profile for each funeral home they are associated with that identifies those features and capabilities of the EDR system for which they have privileges for at that specified funeral home. In addition to a user ID and password, funeral directors who will be ‘electronically’ signing the death certificate may need an additional level of user authentication.

15 IDRS Electronic Signature
IDRS will replace handwritten signatures on the death certificate with electronic authentication Electronic authentication Ensures the identity of the individual Attests to the integrity of the death certificate Guarantees that the information in the portion of the death certificate digitally signed has not changed Required for the legal standing of the death certificate Critical for fraud prevention With an EDR system, handwritten signatures on the death certificate will be replaced by an electronic authentication. The purpose of electronic authentication is to ensure the identity of the individual and also to attest to the integrity of the death certificate – to guarantee that the information in the portion of the death certificate that was digitally signed has not changed. In addition to being required for the legal standing of the death certificate, authentication is considered critical for fraud prevention. Jurisdictions may vary on the level of electronic authentication required, and may implement this authentication using one or more methods, such as digital certificates, voice recognition, biometrics, etc. (Jurisdictions should include this module if they will be having this level of authentication in their EDR system. They should also indicate what methods of authentication will be provided).

16 Beginning a Case Funeral home staff who can start a new case include funeral directors and funeral home clerks Funeral home starts case by entering key decedent identifying data IDRS will determine if the case has already been started, either by: Person attempting to start the case again Another person at that funeral home Another funeral home A medical certifier or institution Using the EDR system, a funeral home will be able to start a new case when a death has occurred. Funeral home staff who can begin a new case include funeral directors and funeral home clerks. (Who can start a new case may vary by jurisdiction. In some jurisdictions only the funeral home can start a case. In some jurisdictions only the medical data provider can start a case. And then in some jurisdictions (and also what is reflected in the national model) either the funeral home or the medical data provider can start the case. The jurisdiction should indicate who can start a case here and include the appropriate process description.) The funeral director (or clerk) will begin by entering key identifying information about the decedent. (Jurisdictions should indicate here what those key data elements are for their EDR system). Using that information, the EDR system will attempt to determine if the case has already been started, either by that funeral director (or clerk), another funeral director (or clerk) at the same funeral home, another funeral home, or a medical certifier or institution.

17 Beginning a Case (continued)
If the case has not already been started Funeral home enters decedent’s personal information IDRS will validate the personal information, along with the SSN, for accuracy and completeness Case can be saved as incomplete if the funeral home does not have all the personal information readily available Case ready to be ‘electronically’ signed by the funeral director once all personal information has been entered and validated Funeral home can use the IDRS to assign and/or notify the medical certifier responsible for certifying the cause of death To start a new case or continue with the existing case the funeral director (or clerk) will enter the decedent’s personal information. The EDR system will validate the personal information, along with the decedent’s SSN, for accuracy and completeness. Once the personal information has been entered and validated the personal information on the case is ready to be signed by the funeral director. If the medical information section of the case is not yet certified, the funeral director (or clerk) can use the EDR system to assign and/or notify the medical certifier responsible for certifying the cause of death for this case.

18 Beginning a Case (continued)
If case has already been started by the same person or another person working at the same funeral home, the user can: Continue to work on the existing case Start a new case if he/she thinks the existing case is not a duplicate of the case being started Cancel the process If the case has already been started by another funeral home, the user can: If the case has already been started by that funeral director (or clerk) or another funeral director (or clerk) working in the same funeral home, the funeral director, or clerk, can continue with the case, start a new case (if he/she thinks that the existing case is not a duplicate of the case he/she is trying to start), or cancel the process. If the case has already been started by another funeral home, the funeral director (or clerk) can either start a new case (if he/she thinks that the existing case is not a duplicate of the case he/she is trying to start) or cancel the process.

19 Beginning a Case (continued)
If the case has already been started by an institution or medical certifier and is not owned by another funeral home, the user can: Continue to work on the existing case Start a new case if he/she thinks the existing case is not a duplicate of the case being started Cancel the process If the case has already been started by an institution or physician and is not already being worked on by another funeral home, the funeral director (or clerk) can either continue to work on the existing case, start a new case (if he/she thinks the existing case is not a duplicate of the case he/she is trying to start), or cancel the process.

20 Completing Your Existing Case
Funeral home can complete the entry of decedent personal information for an existing case, using the IDRS Funeral home enters decedent’s personal information IDRS will validate the personal information, along with the SSN, for accuracy and completeness Case ready to be ‘electronically’ signed by the funeral director once all personal information has been entered and validated Funeral home can use the IDRS to assign and/or notify the medical certifier responsible for certifying the cause of death The funeral director (or clerk) can use the EDR system to complete the entry of a decedent’s personal information for a death case already started. The case may have already been started by the funeral director (or clerk), by another funeral director (or clerk) at the same funeral home, or by a facility or medical certifier. The EDR system will validate the personal information, along with the decedent’s SSN for accuracy and completeness. Once the personal information has been entered and validated the personal information on the case is ready to be signed by the funeral director. If the medical information section of the case is not yet certified, the funeral director (or clerk) can use the EDR system to assign and/or notify the medical certifier responsible for certifying the cause of death for this case.

21 Signing Personal Information
Funeral director can electronically sign the personal information for a case, using the IDRS Personal information must be complete and validated prior to signature IDRS requires a PIN authentication by the funeral director prior to signature Once funeral directors signs the case electronically the record is available for drop to paper or the certifier can be notified electronically The funeral director will use the EDR system to electronically ‘sign’ the personal information for a case, once the personal information is complete. The funeral director would need to be electronically authenticated in order to sign the personal information. If the cause, date, and time of death on the case has already been certified, the case will automatically be submitted for registration once the funeral director signs the personal information. In some jurisdictions, once the case has been ‘signed’ and ‘certified’ it is automatically registered and does not need to go through a registration review process.

22 Relinquishing a Case When a case is started, the funeral home responsible for the personal information is considered the ‘owner’ of the case If a funeral home other then the funeral home that started the case is now responsible for the personal information, then the first funeral home must relinquish ‘ownership’ of the case Identifying funeral home information removed from the case Personal information and medical information retained Second funeral home can assume ‘ownership’ of the case after the first funeral home has relinquished ‘ownership’ When a case is started, the funeral director or clerk responsible for the personal information on the case is considered the ‘owner’ of the case. Therefore, if a funeral director (or clerk) has started a case at his/her funeral home, and the family decides to use a different funeral home, the funeral home that started the case should relinquish ‘ownership’ of the case so that the second funeral home can assume ‘ownership’ in order to complete the personal information. When a case is relinquished, any personal information and medical information on that case is retained, however all identifying information about the funeral home is removed.

23 Printing a Disposition Permit
Death certificate must be registered with the vital records office Funeral home can print the disposition permit at their location after the death certificate is registered with the vital records office NOTE: Burial Transmit Permits will be handled outside of the system until further notice Once the case has been registered with the Vital Records Office, the funeral director (or clerk) can use the EDR system to print the disposition permit for the case. For those jurisdictions that don’t require a disposition permit, this section should be omitted. Jurisdictions may have other business process requirements for printing permits that should be included in this section (such as how many times can a funeral home print the same burial permit, etc.). If a jurisdiction is including disinterment permits in their EDR system, they should have a module that describes this process.

24 Trade Calls Funeral home ‘one’ acts as a broker for funeral home ‘two’ (which may be an out-of-state funeral home) Funeral home ‘one’ enters the decedent’s personal information, using the IDRS Funeral home ‘one’ indicates it is performing a service for funeral home ‘two’ and enters the information identifying funeral home ‘two’ in the IDRS. (Additional Funeral Service Provider field) If the EDR system in your jurisdiction will support trade calls between funeral homes, the business processes for this function should be included in this module.

25 Amending a Death Certificate
Funeral home must file an amendment with the vital records office to change personal information on a death certificate after the certificate has been registered The funeral director who verified the record initially will access the record needing to be corrected by entering a PIN Once the personal information has been changed and re-verified it is sent electronically to the appropriate local health department “work queue” to be accepted or rejected To correct personal information on a case that has already been registered at the Vital Records Office, the funeral director will need to file an amendment. The jurisdiction should describe here if the funeral director can do this via the EDR system, or whether it is a manual process. Also, the procedures for filing an amendment may vary by jurisdiction, such as how long after the death can the funeral director file the amendment, what supporting documentation is required, etc. and those procedures should be described here.

26 Exporting Death Data IDRS can download (export) decedent personal information from the IDRS into a Funeral Home Management Application Reduces the need for the funeral home to perform duplicate data entry for the same case Format for exporting the personal information will be pre-defined Funeral homes may also export decedent’s personal information from the EDR system into their funeral home management application. The format for extracting the data will be pre-defined. (Jurisdictions may require that any ‘outside’ system contain all the edits of the EDR system since this will prevent importing of unacceptable data to the system. This will also prevent continual import/export until the data passes the EDR edits.)

27 IDRS Contact Information Indiana State Department of Health Vital Records Department Helpdesk:


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