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Basic TER Death Registration – for Local Registrars.

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Presentation on theme: "Basic TER Death Registration – for Local Registrars."— Presentation transcript:

1 Basic TER Death Registration – for Local Registrars

2 Agenda Registering Death Certificates 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 ElectronicManual Drop-to-Paper (DTP) Local Registrars who participate in TER will handle processing up to three types of death certificates.

5 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 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:

6 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 UnderProcessing, click Death This screen is called the Main Menu.

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

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

18

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

24

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 Click OK Note SSN status after save Note EDR # Assigned

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. 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 The following message will appear for a failed social security verification. 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.

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

39 The system found a record that matched what you entered

40 Click OK

41

42 Complete the record and SSN validation.

43

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 ElectronicManual 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? 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) A Drop-to-Paper (DTP) death certificate is an 8 ½ x 11 inch (standard size) printed Certificate of Death form that:

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. DTP. NO 1EDR Drop-to-Paper Number

48 UnderProcessing, click Death This screen is called the Main Menu.

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

50 Click Search Icon This is the Registration Screen

51 Type EDR # 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.

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

53 Select the record from the list below.

54 Click on record Click on Select Record(s)

55 The selected record is retrieved. Verify that a social security verification has been initiated and a PASSED or FAILED response is present. 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. 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.

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 Click OK 02/01/2006

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

62 Records DTPd By Medical Certifiers HB 1739 Justices of the Peace MEs Increased number of medical certifiers dropping to paper Medical certifiers do not designate a local registrar

63 Medical Certifier Screen

64 Records DTPd By Medical Certifiers Determining if certificate was DTPd 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 DTPd 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 doesnt 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! Fathers name is Jack William Gray, III What information goes into the Fathers First Name Field? Where do you enter the Fathers Suffix?

73 SAVE and get SSN validation response

74 SAVE again and get Release prompt

75

76 Record Types Local Registrar ElectronicManual 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? 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. An Electronic death record is one that is completed entirely in TER by the Funeral Director, Medical Certifier and Local Registrar. It requires:

78 What is an Electronic Death Certificate? 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. An Electronic death record is one that is completed entirely in TER by the Funeral Director, Medical Certifier and Local Registrar. It requires: continued...

79 UnderProcessing, 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

92

93 Assign Local File Number

94 TER prevents duplicate local file numbers

95 Correct your entry Click OK

96 Assign Local File Date Save to release the record

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

98 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. 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.

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

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

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 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!


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