1. Basic TER Death Registration – for Local Registrars

2. Agenda Registering Death Certificates Burial Transit Permits
Manual Records
DTP Records
All-electronic Records
Burial Transit Permits
Record Status Screen
Your “Report of Death Queue”
Your Questions

3. Registering Death Certificates

4. Record Types Local Registrar Electronic Manual
Drop-to-Paper
(DTP)
Local Registrars who participate in TER will
handle processing up to three types of death
certificates.

5. What is a Manual Death Certificate?
A ‘Manual’ death record is an 8 ½ x 14 inch (legal size)
printed Certificate of Death form that includes:
Statistical Information (items 43-49)
Includes printed information on the back
Not completed using TER software
Has not been issued an ‘EDR’ or ‘DTP’ number

6. ‘Certificate of Death’
This is the 8 ½ x 14 inch
(legal size)
‘Certificate of Death’
manual form.
Statistical items (43-49)

7. Local Registrar Processing
Accept completed manual death certificate from funeral home.
Review for completeness & accuracy.
Log into TER by clicking on icon on your computer.
Type your User ID and Password

8. Under ‘Processing’, click ‘Death’
This screen is called the Main Menu.

9. Under Functions, click Local Registration
This screen is called the Death Menu.

10. This is the ‘Registration Screen’
Click New Record
This is the ‘Registration Screen’

11. This is the ‘New Screen’

12. The ‘New Screen’ captures information needed to check to see if the record may already be in the system. If the record is already in the system it will be retrieved instead of creating a new record.

13. Enter Date of Death

14. Tab to advance

15. Re-enter Date of Death

16. Click OK

17. Complete the remaining fields
TER is now searching the database for any existing records. If an existing record is found, the following message will generate.
Select Find Record

19. The duplicate cross check message will appear when information on one of the key fields matches an existing record already in TER. This might happen if an existing record contains wrong information such as the wrong SSN. Clicking ‘OK’, allows you to add your record even though it appears to match an existing record.

20. If no duplicate records are found, the following message will generate.

21. Click OK

22. Note, ‘New Screen’ data items automatically populate onto the ‘Registration Screen’

23. Select Record Type

25. Save to initiate Social Security Verification process

26. Incorrect Social Security Numbers represent a large percentage of the amendments made to death records. The SSN verification that is built into the TER death registration process sends information to the Social Security Administration to verify that the number on the record matches other information about the decedent that is on file with Social Security. A response is sent back when saving for the second time to indicate if the number matches the information on file or if it does not agree with one or more items.

27. Note SSN status after save
Note EDR # Assigned
Click OK

28. Do not file the record before receiving a Social Security response.

29. Skip Local File Number
Skip Local File Date

30. Complete all other unresolved items shaded yellow while awaiting a Social Security Verification response.

31. Enter ONLY the First and Last Names for Mother and Father
Enter ONLY the First and Last Names for Mother and Father. Do NOT include middle names or suffixes.

32. Save record
After all items have been resolved, save the record a second time. The social security response should be back.
For a record that passes social security verification, the status ‘PASSED’ will be displayed under Social Security Number.

33. Attempt to verify the information with the funeral home
Attempt to verify the information with the funeral home. Up to five attempts can occur per record. If the record cannot be verified, file it by assigning a local file number and local file date. Do not delay filing.
The following message will appear for a failed social security verification.

34. Assign Local File Number

35. Assign Local File Date

36. Save to Release Record
All items are now complete, the record is ready to be released to the state.

37. Click YES to Release Record

38. Complete the registration process by filing the manual paper death record and assigning the same file number and date, a local registrar’s signature and issuing certified copies.
Click Ok

39. The system found a record that matched what you entered

40. Click OK

41. Click OK

42. Complete the record and SSN validation.

44. If you are registering a manual record, this message indicates that a funeral home initiated the record in TER, but has abandoned the electronic registration.
Notify Help-TER with the identifying information so that we can remove the abandoned record.
You cannot enter your record until the abandoned record is deleted.
Do not access an electronic record to record a manual filing.

45. Record Types Local Registrar Electronic Manual
Drop-to-Paper
(DTP)
Local Registrars who participate in TER will
handle processing up to three types of death
certificates.

46. What is a Drop-to-Paper Death Certificate?
A ‘Drop-to-Paper’ (DTP) death certificate is an 8 ½ x 11 inch (standard size) printed Certificate of Death form that:
Has been completed using TER software
Not ‘fully electronic’ because the medical certifier or funeral home is not using TER
Does not contain printed information on the back
Includes an ‘EDR’ and ‘DTP’ number
Excludes printed statistical information; items (43-49)

47. Electronic Death Registration Number
This is the 8 ½ x 11 inch (standard size)
Certificate of Death ‘DTP’ form. It contains an ‘EDR’ & ‘DTP’ number.
Electronic Death Registration Number
Drop-to-Paper Number
EDR
DTP. NO 1

48. Under ‘Processing’, click ‘Death’
This screen is called the Main Menu.

49. Under Functions, click Local Registration
This screen is called the Death Menu.

50. This is the ‘Registration Screen’
Click Search Icon
This is the ‘Registration Screen’

51. This is the ‘Search Screen’
The ‘EDR’ (Electronic Death Record) number will appear on the lower left-hand corner of a paper death certificate that is printed from TER. If this number is present on the paper certificate being entered it means that the record is definitely in the system and therefore not a manual record. Providing the EDR number will insure that the matching record will be found and then little if any additional data entry will be needed. If there is no EDR number present, exit this screen and refer to the Manual Death Certificate Processing instructions.
This is the ‘Search Screen’
Type EDR #

52. TER is now searching the database for the record
TER is now searching the database for the record. If the record is found, it will be displayed.
Click ‘Find’

53. Select the record from the list below.

54. Click on ‘Select Record(s)’
Click on record

55. Compare the DTP number on the paper to the DTP number on the screen to make sure that you have the most recent version of the ‘drop-to-paper’ form. The DTP number is the count that represents the number of times that the ‘Drop-to-Paper’ death certificate has been printed. This number also prints on the paper copy of the ‘Drop-to-Paper’ death certificate. This number would be ‘1’ for records that are in the system that were printed on paper to be filed. If the number is more than ‘1’ it may mean that the original did not print correctly due to a printer problem. A count of more than ‘1’ on a routine basis from a location might invite a fraud investigation.
For a ‘FAILED’ response, attempt to verify the information with the funeral home. Up to five attempts can occur per record. If the record cannot be verified, file it by assigning a local file number and local file date. Do not delay filing.
The selected record is retrieved. Verify that a social security verification has been initiated and a ‘PASSED’ or ‘FAILED’ response is present.

56. Enter Local File Number

57. Enter Local File Date

58. Save to release record
All items are now complete, the record is ready to be released to the state.

59. Select ‘Yes’

60. 02/01/2006
Click ‘OK’

61. 02/01/2006
02/01/2006
Complete the registration process by filing the DTP death record and assigning the same file number and date, a local registrar’s signature and issuing certified copies.

62. Records DTP’d By Medical Certifiers
HB 1739
Justices of the Peace
ME’s
Increased number of medical certifiers dropping to paper
Medical certifiers do not designate a local registrar

63. Medical Certifier Screen

64. Records DTP’d By Medical Certifiers
Determining if certificate was DTP’d by the medical certifier:
EDR and DTP numbers at bottom
Manually signed by funeral director in item 20
Item 27, Signature of Certifier, contains a printed name and the words “BY ELECTRONIC SIGNATURE”

65. Records DTP’d By Medical Certifiers
These records cannot be accessed through the SEARCH function (binoculars)
You must access them through the NEW screen
From ‘Local Registration’
Select the New icon, or
Click on Registration from the toolbar, and select NEW from the pull-down menu

66. Click the ‘New’ icon

67. Enter the
Date of Death,
EDR #, and Gender
Click ‘Find Record’

68. Click ‘OK’

69. Compare DTP # on paper record to your screen, they must match

70. What if the DTP counter doesn’t match?
Contact the funeral home
Request that they provide to you the record matching the DTP counter
Decision point
Why do the DTP counters not match?
Require replacement record
Contact Help-TER for reset

71. Complete all of the yellow fields

72. Pop Quiz! Father’s name is Jack William Gray, III
What information goes into the Father’s First Name Field?
Where do you enter the Father’s Suffix?

73. SAVE and get SSN validation response

74. SAVE again and get Release prompt

76. Record Types Local Registrar Electronic Manual
Drop-to-Paper
(DTP)
Local Registrars who participate in TER will
handle processing up to three types of death
certificates.

77. What is an Electronic Death Certificate?
An ‘Electronic’ death record is one that is completed entirely
in TER by the Funeral Director, Medical Certifier and Local
Registrar. It requires:
Demographic Data Entry which initiates the record in TER, assigns the appropriate medical certifier, and assigns the appropriate local registrar. The medical certifier is notified by of the record in TER awaiting their completion.
Medical Certification is the electronic equivalent of placing a signature on a paper form. When the medical data entry is complete, the medical certification process is accessed by the medical certifier to apply their PIN to the record.

78. What is an Electronic Death Certificate?
continued . . .
An ‘Electronic’ death record is one that is completed entirely
in TER by the Funeral Director, Medical Certifier and Local
Registrar. It requires:
Demographic Verification which finalizes the duties of the funeral home by electronically signing the record and releases the record to the local registrar for processing.
Local Registrar ‘Record Acceptance’ will contain death records that have been electronically signed by the medical certifier (medically certified) and electronically signed by the funeral director (demographically verified) and that still need to have a local file number and file date assigned.

79. Under ‘Processing’, click ‘Death’
This screen is called the Main Menu.

80. Under Queues, click Local Acceptance
This screen is called the Death Menu.

81. Under Queues, click Local Acceptance
Use ‘Local Acceptance’ to process an Electronic Death Record ONLY.

82. Under Queues, click Local Acceptance
An ‘Electronic Death Record’ is a death certificate that has
been completed by the funeral home and medical certifier
respectively using TER and has now reached the local
registrar for filing. Completing the local registrar process
requires selecting the record from the work queue, assigning
a local file number, local file date, printing the death certificate
and releasing it electronically to the state.

83. This is the ‘Registration Screen’

84. Select record from ‘Work Queue’
The ‘Work Queue’ will contain death records that have been electronically signed by the medical certifier (medically certified) and electronically signed by the funeral director (demographically verified) and that still need to have a local file number and file date added. The list in the work queue will be in order of date of death with the oldest records at the top. A record will remain in the work queue until it is Declined, Rejected or Accepted.

85. Select record from ‘Work Queue’
The ‘Records In Queue’ status number should match up with the number of records in the ‘Work Queue’. The user can refer to ‘Records In Queue’ to see the number of death records that are not yet fully processed.

86. The record will populate once it has been selected from the ‘Work Queue’. Notice that a social security response is present.

87. Note the Place of Death. If the death did not occur in your registration area, you must electronically ‘Decline’ the record.

88. Click the ‘Decline Record’ icon

89. Click ‘Yes’

90. Enter the reason for declining the record
Click ‘Submit Reason’

91. Select the next record from ‘Work Queue’
Note the counter changed to reflect the new number of pending records

93. Assign Local File Number

94. TER prevents duplicate local file numbers

95. Click OK
Correct your entry

96. Save to release the record
Assign Local File Date

97. After release, the record will print automatically
After release, the record will print automatically. Complete the registration process by filing the new death certificate in your files.

98. The electronic local version of the death certificate will include a printed local file number, local file date and printed ‘Registrar-City of ( ), Electronically Filed’ signature. Complete the filing process by printing the record and assigning a local register signature. Do not submit a copy to the state.
The funeral home has already placed an order for certified copies via TER and will be mailed to them from the state. Additional certified copies may by sold to the public.

99. Select the next record from ‘Work Queue’

100. Continue processing until Work Queue is cleared

101. Burial Transit Permits
May be generated by the Local Registrar through TER
Locals can choose to continuing issuing without TER
Funeral Homes can generate Burial Transit Permits from TER, but ONLY if:
The record is all-electronic; and
Has been medically certified; and
The manner of death is ‘Natural’

102. From Local Registration, use the Search function to locate the record

103. Click on ‘Burial Transit Permit’
A Burial Transit Permit may be printed by selecting the ‘Print’ icon while the record is displayed on the screen.

104. Issue the Burial Transit Permit to the funeral home as requested.
Click on
Print icon
Issue the Burial Transit Permit to the funeral home as requested.

105. Record Status Screen “Report of Death Queue”

106. From the Utilities menu, click on ‘Record Status’

107. The Record Status Screen provides a way to see a list of death records in your jurisdiction that are not yet fully processed. This will include records that have not yet appeared in the local acceptance queue but that have been designated to your jurisdiction.

108. Filters allow you to limit the view to a group of records that meet a certain criteria. Records can be accessed by any of the filter options shown.
All Local Pending – all records designated to the local registration area and not yet assigned a local file number or file date. This will include drop-to-paper and all electronic records. This is the “report of death” filter.

109. The screen displays the EDR #, the Date of Death, Name of the Deceased, and the name of the Funeral Home initiating the record.

110. The Medical Office has not released the record yet
This record shows that the funeral home has not released the record (Demo Released)
The Medical Office has not released the record yet
The medical certifier has been designated (Medical Office), so we know it will be an “all electronic” record

111. Access to this information through TER will serve as proper notification by the funeral director to the local registrar - equivalent to providing a Report of Death.

112. Your Questions
Please use to request information or assistance
Monitored by multiple VSU TER staff
Allows staff to obtain assistance from others if needed in order to provide accurate responses

113. Your Questions

114. Thank you!