Site Registration Authority (SRA) Responsibilities in the Illinois Vital Records System. Registering to use the Illinois Vital Records System

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1 (SRA) Responsibilities in the Illinois Vital Records System Site Registration Authorities are critical to Establishing the IVRS location for their office, business or facility Approving their local office staff to participate in the IVRS Performing Site and User Deactivations and Updates Note: After the has been approved. Who will grant approval depends on the role in IVRS. Local Registrar SRA and County Clerk SRA roles are approved by the Vital Records Lead Administrator; all other SRAs are approved by the Local Registrar SRA in their county. The newly established SRA may approve other positions within their offices or facilities (i.e. funeral home, hospital, county clerk s office, and physicians) Registering to use the Illinois Vital Records System All users of the IVRS must have an INDIVIDUAL id and password. Follow the steps in the chart below to initiate your IVRS registration: Access the Internet on your computer Access the IVRS portal Click on New User Registration Security Certificate Error Web portal agreement Enter requested information Print the registration page Click on the Internet Explorer icon. Type in the address bar of Internet Explorer. New User Registration is at the bottom right of the screen. It is underlined in blue. An error message may appear that a problem exists with this sites security certificate. Click on the continue to this website link. Please read the Web Portal Agreement and click on the I Agree icon at the bottom of the agreement. Enter name, address, login name and password. NOTE: Follow the instructions on screen for login name and password format. Use an individual account NOT a shared account. Click on the print icon or click on the file menu, scroll down to print command and click. 1

2 Submit your request Read the message Access the IVRS portal Enter login name and password Enter the IVRS portal Begin the IVRS-Registration process Click on the Submit icon at the bottom of the page. Watch your for a message of IVRS acceptance and instruction. This will occur in 24 to 48 hours. Please write down or remember your login name and password. Type in the address bar of Internet Explorer. In the fields provided type in your IVRS login name and password provided in your , then click the login icon at the bottom of the field. Click on the IVRS icon on the left of your screen. On the home page of the IVRS application click on the File menu, select New and click on Self Registration (begin entering information in the fields requested). See next page for detailed instructions

3 Click on the Log In box. If you are a first time registrant you will experience a Citrix software load on your computer. NOTE: Please don t click on the screen or interrupt this loading process which will take a few minutes. Citrix software allows the IVRS to operate on your computer. To begin the IVRS self registration process click on the file menu located at the top left of the screen, select New > Self Registration. You are now looking at the registration page of IVRS. Follow the steps below to begin the registration process by entering the appropriate information in the following fields. Select User Type Under Applicant Information User Type Select the applicable User type from the drop down list. Registrant Information Name License Number Funeral Director & Physicians only Enter first, middle, last name of the registrant. Enter the license number of the funeral director or physician if required. Phone number Enter the 10 digit phone number of the registrant. address Enter the address of the registrant. Preferred method of contact Choose or phone from the drop down list. Location Information Facility Type Facility Name Select the type of facility from the drop down list. Select the name of the facility from the drop down list or if not listed select New and enter the name of your facility. NOTE: Check carefully to make sure your facility is not listed before selecting new. 3

4 Location Site Owner/Administrator Information Primary SOA Name Enter the first, middle and last name of the primary SOA. Phone Number Enter the phone number of the primary SOA. Enter the address of the primary SOA. Enter Secondary SOA information if applicable Submit Request for Login Select yes from submit request drop down list. At the top of the field click on the blue SAVE icon. A screen message will confirm your submittal. The message will also advise you to print and sign a Memo of Understanding (MOU). This may be faxed or mailed to Local Registrar or Vital Records Lead Administrator. An approval notice will be sent to the address entered. Click on the Request Menu. The only option is to Print: User MOU. This will open a preview window of the MOU. Click Print MOU the printer icon in the upper left corner of the print preview window. This will print the MOU. Sign and submit to the Local Registrar or Vital Records Lead Administrator

5 SRA User Registration Approval Process One of the responsibilities of the SRA is to approve users in their location. Users will make application and submit it electronically to their SRA. Users will also be required to print, sign and submit the memo of understanding to their SRA before they will be approved to use the Illinois Vital Records System. SRA will check the Work Queue for Self Registrations Pending o Click on the Work Queue Menu o Click on Self Registration Pending o Select a Self Registration for Review by double clicking on it Review Self Registration submitted Required Documents Memo of Understanding(MOU) Received MOU signed by Site Owner/Administrator Approval Information Click on the Registration tab to review name, facility of applicant. If the MOU was received select YES in the drop down list. If the MOU was NOT received select NO from the drop down menu. If yes was selected in the MOU received field, the MOU signed by the Site Owner/Administration will be open. Select YES if signed by the SOA or NO if not signed by the SOA. Click on YES to approve the registration (note: the date and by field will automatically populate with the correct information) to reject a request see below. Click on the icon at the top of the form to approve the registration request. Rejecting a Self Registration Request requests may be rejected back up to 3 times before the applicant will have to submit a new request Rejection 1,2,3 Click on YES to reject the applicant. may be added to support or document your decision to approve or reject the registration. Click on the blue icon in the menu bar to save the approval or rejection of the registration. 5

6 Maintenance Functions s (SRA s) are responsible for certain maintenance functions within their jurisdictions. Follow the instructions in the charts below to accomplish the following functions. Site Deactivation facility closure Site Updates facility name, SOA and contact information changes User Deactivation staff changes User Updates name and contact information changes Site Deactivation Click on the File Menu Select New > User / Site Administration Action/Action Type Select Site Deactivation from the drop down list Effective Date Enter the effective date of the deactivation Enter notes if appropriate Message Click on the blue save icon at the top of the screen You will receive a message screen confirming the deactivation

7 Site Update Click on the File Menu Select New > User / Site Administration Action/Action Type Select Site Update from the drop down list Effective Date Enter the effective date of the site update Reason for Update Select the reason for the update from the drop down list Enter new information Update the appropriate data in the fields Enter notes in the field if appropriate Click on the blue icon to save the changes Message You will receive a message screen confirming the change 7

8 User Deactivation Click on the File Menu Select New > User / Site Administration Action/Action Type Select User Deactivation from the drop down list Effective Date Enter the effective date of the user deactivation User Information/User Choose the name of the user to be deactivated from your site Message Enter notes if applicable Click on the blue save icon at the top of the field to save your user deactivation You will receive a message screen confirming the user deactivation User Update Click on the File Menu Select New > User/Site Administration Action/Action Type Select User Update from the drop down list User Information/User Reason for Update Select the name of the user from the drop down list Select Name Change or Contact Information from the drop down list * Depending on your selection the appropriate fields will open for entry Enter notes if applicable Click on the blue save icon at the top of the page Message You will receive a screen message confirming your change 8 2.2

9 IVRS Help Desk Support PHONE: Users requiring IVRS support can contact the IDPH Help Desk via phone at the above number. Voice messages will be responded to within 24 hours, or the next business day. Help Desk business hours are Monday through Friday, 8:30am - 4:30 pm, excluding State Holidays. When contacting the helpdesk, please be sure to include the following information: Name, and the best way to contact you. Facility Name User Role Detailed Description of your problem Providing detailed information will assist the helpdesk in directing your question to the appropriate person, and ensuring a timely response to your questions. 9