Electronic Death Registration In California OVERVIEW PRESENTATION

EDRS OVERVIEW 2 Hardware/Software Requirements Computer (Standard office workstation) Adobe reader 7.0+ (free) Web browser –Popups & JavaScript enabled –IE –Netscape 5 + –Mozilla 1.4+ (FireFox) Internet Access (high speed preferred) Printer –Black/White Laser ONLY –CFDA Special Purchase

EDRS OVERVIEW 3 DC Death Certificate VS-11e VS-9e DP Disposition Permit

EDRS OVERVIEW 4 PI Personal Info MI Medical Info CI Coroner Info VS-11e

EDRS OVERVIEW 5 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 ?

EDRS OVERVIEW 6 Personal Information - PI

EDRS OVERVIEW 7 Medical Information - MI

EDRS OVERVIEW 8 ME/Coroner Information - CI

EDRS OVERVIEW 9 Submit MI for LR Review SSN Verification Validations Referred to ME/Coroner Remote Attestation Authenticate PI Embalmer signature ME/Coroner Attests MI View RA Search Filters Transfer SpellCheck MI Print Working Copy

EDRS OVERVIEW 10 Data Collection Workflows Decedent’s Personal Information Medical Information worksheet Enter Personal & Medical Data Funeral Home Medical Facility ME/Coroner Office

EDRS OVERVIEW 11 Registration of 100% EDRS electronic Death Certificates means … No manual handling of paper DCs Quicker registration Online issuance of DPs

EDRS OVERVIEW 12 Registration of 100% EDRS DC Register DC Issue DP Print Disposition Permit(s) Submit DC (including DP) Funeral Home LRD MF or ME/C Print Official Copy Issue Certified Copies

EDRS OVERVIEW 13 Death Certificate VS-11e DEMO REGISTRAR MD, PHD

EDRS OVERVIEW 14 Validations Validations from: –CDC Electronic Specifications –Birth and Death Registration Handbook Field Edits and Cross-field Edits Compare Dates Check for missing fields Red error messages Yellow warning messages

EDRS OVERVIEW 15 Conveniences Drop down lists, search lists where possible Funeral Homes Funeral Directors Embalmers Hospital Facilities Physicians Automatic converts to “UPPER CASE” when saved Calculates AGE with valid Date of Birth when saved Medical “Spell check” Compare Race & Hispanic terms to reference data Occupations Kind of Industries States/Countries Hispanic Races

EDRS OVERVIEW 16 On-Line Handbook ?

EDRS OVERVIEW 17 Field Sensitive Help

EDRS OVERVIEW 18 Death Certificate Section Amendment Section Disposition Permit Section

EDRS OVERVIEW 19 On-line Social Security Number Verification

EDRS OVERVIEW 20 FN + MI + LN + DOB + SEX + SSN

EDRS OVERVIEW 21 Physician Remote Attestation (Signature)

EDRS OVERVIEW 22 Voice capture Automated FAX signature capture State of California approved methods for Physician Attestation

EDRS OVERVIEW 23 Complete MI Validate MI Spell Check Review Working Copy Submit MI for LR Review

EDRS OVERVIEW 24

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EDRS OVERVIEW 26 The Physician will Receive…

EDRS OVERVIEW 27 Physician Fax Coversheet X X X X X

EDRS OVERVIEW 28 Physician’s Copy of the Death Certificate. To be signed and Faxed back to CA-EDRS.

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EDRS OVERVIEW 30 Physician Fax Coversheet X X X X X

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EDRS OVERVIEW 32 view FAX remote attestation or hear VOICE remote attestation

EDRS OVERVIEW 33 View the Remote Attestation from the Medical Certifier / Physician

EDRS OVERVIEW 34 View Remote Attestation FAX Confirm: Physician’s signature No Changes No modifications No additions

EDRS OVERVIEW 35 View Remote Attestation FAX Confirm: Physician’s signature No Changes No modifications No additions

EDRS OVERVIEW 36 Hear the Remote Attestation from the Medical Certifier / Physician

EDRS OVERVIEW 37 Physician Remote Attestation Voice Attestation Fax Attestation JOHN SMITH MD

EDRS OVERVIEW 38 Search Filters

EDRS OVERVIEW 39 Search by … Last Name First Name Record Number Date of Death Date of Creation Various Status fields

EDRS OVERVIEW 40 Record Status INC COMP SUBM LR SUBM SR REG SR ABAND VOID DUP

EDRS OVERVIEW 41 Amendment Status INC COMP SUBM REG REG W/EX ABAND VOID

EDRS OVERVIEW 42 Attest Status UN ATT MC ATT ME/C ATT ME/C-MC ATT

EDRS OVERVIEW 43 Sort by Column Header … Last Name First Name Date of Death Attest Status MI Review Status Coroner Status Record Number Record Status # of Disp Amendment Status

EDRS OVERVIEW 44

EDRS OVERVIEW 45 Create Personal Custom Filters

EDRS OVERVIEW 46 List of Custom Search Filters

EDRS OVERVIEW 47 Paper Hybrid Options Using EDRS in NON-EDRS Counties

EDRS OVERVIEW 48 Drop to Paper Option Drop to Paper for ink signature when required USE OFFICIAL PAPER Complete Registration Process Manually

EDRS OVERVIEW 49 Dual Pass Option Reinsert signed form, finish PI and print. NOTE: Check Paper Alignment Drop to Paper for ink signature if PI is not complete USE OFFICIAL PAPER Dual Pass Complete Registration Process Manually

EDRS OVERVIEW 50 Not Acceptable Color Inkjet or other non-Laser printer Not Printed 100% size Not Printed on Official Paper Not Printed in correct orientation Printer: HP 2420 B & W Laser

EDRS OVERVIEW 51 Amendments

EDRS OVERVIEW 52 Coroner Amendment VS-24Ae Validations General Amendment VS-24Le LR e-sign FD e-sign Coroner e-sign SpellCheck MI Print Working Copy

EDRS OVERVIEW 53 DEMO REGISTRAR MD, PHD General Amendment VS 24Le FIRST SIGNATURE SECOND SIGNATURE

EDRS OVERVIEW 54 DEMO REGISTRAR MD, PHD ME/Coroner Amendment VS-24Ae DEMO CORONER

EDRS OVERVIEW 55 Registering 100% EDRS Amendments DC not yet registered with SFN Submit LRD ME/Coroner VS-24Ae Print Official Copy Issue Certified Copies DC registered with SFN Register State Register

EDRS OVERVIEW 56 Data Reports MWR Report Pending DC Aging Report Place of Death Report County Death Report Ordered by LRN County Death Report Ordered by Date of Death County Death Report Ordered by Name County Death Report Ordered by Name w/o SSN Cause of Death Report Ordered by LRN Cause of Death Report Ordered by Date of Death Decedents over 18 yrs Report Decedents over 18 yrs Report w/o Address

EDRS OVERVIEW 57 Pending DC Aging Report

EDRS OVERVIEW 58 County Death Report Ordered by Name

EDRS OVERVIEW 59 Decedents over 18 yrs Report w/o Address

EDRS OVERVIEW 60 Data Export Flat file –OVR systems –Local Health Department systems –ME/Coroner systems –Individual Coroner Case Allows downloading for subsequent analysis by data managers with existing tools –SAS, SPSS, EPI 2000, Excel, Access …

EDRS OVERVIEW 61

EDRS OVERVIEW 62 Data Export Specifications

EDRS OVERVIEW 63 Keys to Success Target 100% EDRS –Goal 100% Funeral Home participation –Goal 100% Medical Facility/Hospital participation –Goal 100% Physician participation (100% Remote Attestation/electronic physician signature) Major physician outreach & encouragement Train-the-Trainer model for ongoing continuing education

EDRS OVERVIEW 64 Before EDRS

EDRS OVERVIEW 65 January 2005 Riverside Yolo 5.5%

EDRS OVERVIEW 66 January 2006 Imperial Sacramento Santa Clara 13.7%

EDRS OVERVIEW 67 February 2006 Monterey 14.7%

EDRS OVERVIEW 68 March 2006 San Benito San Diego 22.9%

EDRS OVERVIEW 69 April 2006 Kern Ventura 26.6%

EDRS OVERVIEW 70 May 2006 San Mateo 28.4%

EDRS OVERVIEW 71 June 2006 San Francisco 31.0%

EDRS OVERVIEW 72 September 2006 Kings Marin 32.1%

EDRS OVERVIEW 73 October 2006 Stanislaus Sutter 33.9%

EDRS OVERVIEW 74 November 2006 San Bernardino San Luis Obispo 39.7%

EDRS OVERVIEW 75 December 2006 Butte El Dorado Nevada 41.4%

EDRS OVERVIEW 76 February 2007 Alameda Berkeley Sonoma 46.9%

EDRS OVERVIEW 77 March 2007 Mendocino Placer 48.3%

EDRS OVERVIEW 78 April 2007 Fresno Napa Solano 52.2%

EDRS OVERVIEW 79 May 2007 Contra Costa Lake Yuba 55.5%

EDRS OVERVIEW 80 October 2007 Los Angeles Long Beach Pasadena 82.2%

EDRS OVERVIEW 81 EDRS Implementation

EDRS OVERVIEW 82

EDRS OVERVIEW 83 For more information … – – dhs.ca.gov –(916)

EDRS OVERVIEW 84 Acknowledgments James Draper - California Funeral Directors Association Mike Rodrian – former California State Registrar Terry Trinidad - California State Registrar California State Office of Vital Records Members of the CA-EDRS technical advisory groups CA-EDRS implementation and training teams

EDRS OVERVIEW 85 A Q & QU E S T I O N S A N S W E R S