2.5. Funeral Director / Staff User Manual. Michigan EDRS. Michigan Department of Information Technology. (Electronic Death Registration System)

Transcription

1 December Michigan Department of Information Technology Funeral Director / Staff User Manual Michigan EDRS (Electronic Death Registration System) EDRS Funeral Director User Manual

2 COPYRIGHT INFORMATION Copyright 2010 State of Michigan All rights reserved. This publication is protected by copyright and international treaty. No part of this publication may be reproduced in any form by any means without prior written authorization from Michigan Office of the State Registrar, Michigan Department of Health and Human Services. Version 2.5 December 2017 EDRS Funeral Director/Staff User Manual 2

3 CONTENT MICHIGAN DEPARTMENT OF INFORMATION TECHNOLOGY... 1 COPYRIGHT INFORMATION... 2 CONTENT... 3 REVISION HISTORY INTRODUCTION PURPOSE REGISTERING FOR EDRS ACCESS REGISTERING AS A MILOGIN USER ACCESSING EDRS MILOGIN SCREEN THE MILOGIN APPLICATION PORTAL TERMS & CONDITIONS: ELECTRONIC DEATH REGISTRY SYSTEM BIOMETRIC IDENTIFICATION Registering your Fingerprint for Biometric Identification Using Fingerprint Biometric Access Fingerprint Biometric Use PRIVACY AGREEMENT ORGANIZATION/LOCATION SELECTION A GUIDED TOUR OF EDRS EDRS PROCESS ORGANIZATION CASE RECEIVED BY FUNERAL DIRECTOR Add New Record Search Potential Matches No Potential Matches Found Create New Case Completing Decedent Identification Information Location of Death & Residence Information Birth Place, Race, & Ancestry Parental Information Informant Information Disposition Verify SSN Final Funeral Director Review of Personal Status Validating the Death Record Working with Validation Results Referring the Death Case to the Medical Certifier (MC) Attesting to the Medical Section MEDICAL CERTIFIER (MC) LOCAL REGISTRAR (LR) EDRS COMPONENTS HOME SCREEN CASE MANAGEMENT Search Filter Screen Search Results Screen View Death Record Details (Last Name link on Search Results screen) View Case Summary Screen (Search Results screen) ADD NEW RECORD Add New Record (Search Potential Matches) Screen Add New Record (Search Potential Matches- Errors) Screen Add New Record Screen Add New Record (Add Certificate of Death) PRINT BLANK FORMS EDRS Funeral Director/Staff User Manual 3

4 4.5 REPORTS ASSIGNED WORK QUEUES Using Your Work Queues MESSAGES Message Inbox Message Inbox View Message REQUESTING A CREMATION AUTHORIZATION Completing the Request for Cremation Approval Medical Examiner Review and Approval Printing the Cremation Permit PRINTING BURIAL TRANSIT PERMITS REQUEST CORRECTIONS OF CASE Applicant Information Notes Documentary Evidence Correcting the Certificate of Death Correction Comparison Notification of Correction Acceptance WORKING WITH DEATH RECORDS CERTIFICATE OF DEATH Certificate of Death Action Buttons Edit Death Case ACTIVITY HISTORY COMMENTS MESSAGES Send Message Message History IMAGES Image History Images (Attach Image Errors) INFO (DEATH RECORD INFORMATION) CORRECTIONS (HISTORY) RUN ERROR CHECKS LOCAL ADMINISTRATION WORK QUEUE MANAGER Add New Work Queue Naming the New Work Queue Customizing the New Work Queue Edit Existing Work Queue Adding a User Changing Queue Criteria EXITING EDRS EDRS Funeral Director/Staff User Manual 4

5 REVISION HISTORY Name Date Reason For Changes Version Kavitha Palaniswamy 05/30/2008 Original Version 1.0 Kavitha Palaniswamy 07/09/2008 Changed the Spelling(Dearth to Death) 1.1 Jim Monkiewicz 11/24/2009 Updates to latest EDRS version 1.2 Jim Monkiewicz 12/22/2009 Updates to latest EDRS version 1.4 Jim Monkiewicz 02/15/2010 Updates to latest EDRS version 1.43 Jim Monkiewicz 03/12/2010 Updates to latest EDRS version 1.44 Jim Monkiewicz 03/30/2010 Updates to latest EDRS version 2.0 Michigan Public Health Institute 04/18/2014 Updates to latest EDRS version 2.1 Michigan Public Health Institute 02/04/2015 Updates to latest EDRS version 2.2 Michigan Public Health Institute 02/22/2016 Updates to latest EDRS version 2.3 Michigan Public Health Institute 02/15/2017 Updates to EDRS Login Section 2.4 Michigan Public Health Institute 12/18/2017 Updates to EDRS Login Section 2.5 EDRS Funeral Director/Staff User Manual 5

6 1 INTRODUCTION 1.1 Purpose The purpose of this document is to provide the funeral director and his/her staff with step-by-step instructions on how to use the Michigan Electronic Death Registration System (EDRS). The material contained in this manual covers those areas that are pertinent to funeral directors and the processing of death cases. Though the material is intended to be as complete as possible, it will certainly not cover all situations or problems that will arise. When you are confronted with an issue or problem and you are not sure what course to follow, you can contact your local registrar or the State Vital Records office for assistance. 1 REGISTERING FOR EDRS ACCESS In order to access EDRS, each authorized individual will need to register as a State of Michigan MILogin user. MILogin registration and subsequent access to an active account will be done through your PC's web browser at Please note: The biometric scanner used to access EDRS will only work in Internet Explorer. 1.1 Registering as a MILogin User As a new, first-time user, you will need to request a User ID from the MILogin screen using the Sign Up button. EDRS Funeral Director/Staff User Manual 6

7 A new screen will be displayed requesting personal identification information about you in order to complete your MILogin registration. Enter the required information, answer the verification question, and click the terms & conditions link to read the terms & conditions. Once all required fields are complete and you have checked the box indicating you agree to the terms & conditions, click the Next button. Please note: Fields marked with an asterisk (*) are required fields. EDRS Funeral Director/Staff User Manual 7

8 Next, create a User ID and Password using the guidelines listed on the website. You will also need to select one or more of the Security Options ( , Mobile (Text/SMS), and/or Security Question). Once you have created your User ID and password, and selected your security option(s), click the Create Account button to continue. You will receive a message that Your account has been successfully created. The page will refresh. Click the Login to your account link to continue the process. Please note: In your inbox, you will receive a confirmation from MILogin@michigan.gov. This will contain the User ID that you just created. A link to the Helpdesk information and a contact number will also be provided in the . EDRS Funeral Director/Staff User Manual 8

9 2 ACCESSING EDRS 2.1 MILogin Screen Whenever you use EDRS in the future, return to Enter your assigned User ID and password, then click the Login button. Please note: Do not save User ID and password in your browser. If you have forgotten your password, enter your User ID and click the Forgot your password? link. You will be contacted in the manner that you selected in your initial registration. A new temporary password will be issued. MILogin will redirect you to a page to change your password. 2.2 The MILogin Application Portal Once you have successfully logged in, the Application Portal screen will be displayed. You must have the Electronic Death Registry System link available in order to access EDRS. If the link does not appear on the application list, then either the application has not yet been approved or you have not yet requested your subscription to EDRS. You will need to request access to EDRS by clicking on Request Access from your home page. EDRS Funeral Director/Staff User Manual 9

10 There are two options when selecting an application: Either type your search criteria in the Search Application field, then click the Search button, OR click the Michigan Department of Health & Human Services option in the agency list. Then select the Electronic Death Registry System option. Once you have selected the Electronic Death Registry System application, click the Request Access button. You will also need to complete and sign an MDHHS Security Agreement prior to using EDRS. Please note: Subscription requests will normally be approved within 1-2 business days. Once you receive a subscription approval , you may begin using the EDR System. EDRS Funeral Director/Staff User Manual 10

11 2.3 Terms & Conditions: Electronic Death Registry System Terms & Conditions: Electronic Death Registry System Notification page will appear every time you log into the EDRS application. This notification is asking you to agree to the terms of use regarding the electronic system. Please read through this information carefully so that you have a full understanding of the system user expectations. Click the Acknowledge/Agree button to continue. EDRS Funeral Director/Staff User Manual 11

12 2.4 Biometric Identification To help maintain the highest possible security, EDRS has incorporated the use of biometric identification in the form of a fingerprint scan to identify you for authorized access to the system. Prior to using EDRS, your IT staff will need to install the biometric scanning device and its supporting software on your computer. The supporting software that needs to be installed can be found by clicking the Help link at the top of the EDRS page. A pop-up window will appear; click the Hardware Installation tab at the top. By clicking the Need required software option, a list of software programs that can be installed will generate. Choose Futronic FS80 Fingerprint Reader Drivers to install Registering your Fingerprint for Biometric Identification Once enrolled, your fingerprint is then used as positive identification each time you enter EDRS and as your electronic signature for any certification or attestation activities. Your assigned role and privileges will determine any operations that will require your biometric, electronic signature. The first time you log into EDRS, you will be presented with a screen similar to the following: EDRS Funeral Director/Staff User Manual 12

13 This screen is used to walk you through five separate scans of the finger you select as your identifier. To enroll your fingerprint, place one of your fingers on the biometric scanner and lift. Repeat five times. The five attempts will help ensure that the system has a variety of scans to choose from when you attempt to enter the system. Once you have completed five successful scans, EDRS will notify you that you have successfully enrolled your fingerprint and allow you access to the system Using Fingerprint Biometric Access Each time you log into EDRS for a new session, you may see a similar Security Warning screen from Java, with a Run button to allow you to continue the login process. This warning dialog is just an alert that your system may not recognize the security software certificate used by EDRS. As long as you see Publisher: State of Michigan and from: you can be assured that the application s digital signature can be trusted, and you can select the Run button. EDRS Funeral Director/Staff User Manual 13

14 2.4.3 Fingerprint Biometric Use Once your fingerprint is enrolled, you will only need to place your finger down once to login. Please note: Use the same finger that you used when you registered your fingerprint. 2.5 Privacy Agreement Once you have selected the Electronic Death Registry System application and have been authorized using your biometric fingerprint scan, you will see the Privacy Agreement screen below. You will need to read this screen carefully and thoroughly the first time you use the system and before clicking on the Accept button. Please note: You must accept the Privacy Agreement in order to gain access to EDRS. If you choose not to accept and agree to the privacy agreement, then you will need to click on the Decline button. If the Decline button is selected, you will be returned to the main MiLogin screen. EDRS Funeral Director/Staff User Manual 14

15 2.6 Organization/Location Selection Once you log into EDRS and have accepted the Privacy Agreement, the Organizations & Locations screen may be displayed. You will need to select an organization from the list and then select the Proceed button, which allows you to process electronic death records for that facility. However, in the event that you only work in one location, then you will never see this option and you will be taken directly from the Privacy Agreement page to your Home screen. EDRS Funeral Director/Staff User Manual 15

16 3 A GUIDED TOUR OF EDRS This section of the document is intended as a brief, guided tour for processing an electronic death record from start to finish using EDRS. This represents one possible scenario for using EDRS. Other available options are described in subsequent chapters of the manual. 3.1 EDRS Process Organization Work Flow Step Record Status New New Data Entry Personal Data Entry Medical Review Referral Ready for Filing Filed Registered Amendment Processing In Progress Active Partially-Printed Incomplete 3.2 Case Received by Funeral Director Work Flow Step Record Status New New Following the death of a loved one, the family initiates the process by contacting the funeral home of their choice. As part of establishing the funeral arrangements, the decedent s family will provide the funeral home with all required personal information to enable the recording of the death record information Add New Record Once all personal information associated with the decedent has been collected, the funeral home staff will begin the preparation of a new electronic death record. From their funeral home staff Home screen, the Add New Record link is selected to begin the process. EDRS Funeral Director/Staff User Manual 16

17 3.2.2 Search Potential Matches The Search Potential Matches screen is now displayed. This screen is used to confirm that a record does not already exist within EDRS for the decedent. All required fields (as indicated by the *) must be filled in to complete the search. Be sure to include appropriate initial capitalization for first and last name information as all search information will be carried over to the Create New Case screen as the death record is processed. Once all information has been completed, the Search Potential Matches button is selected to start the search. Please note: The SSN field does not have an asterisk and should NOT be populated when searching to pick up a record already started in the system No Potential Matches Found If no Potential Matches are found, the Create New Case button can be selected to continue with the Death Record. Please Note: In the event that the medical certifier or medical examiner has already begun the case in the EDRS application, you will see a record available in the field (See image 1). Click the Last Name of the decedent. You will be presented with a pop-up window stating that the Current Death Case is un-owned, Do you wish to accept the ownership? (See image 2). If you click the OK button, you will be taken into the death certificate where you can add the personal information of a decedent to the death record. Image 1 Image 2 EDRS Funeral Director/Staff User Manual 17

18 3.2.4 Create New Case Work Flow Step Record Status Data Entry Personal In Progress The Add Certificate of Death screen is now displayed. You will notice that all personal information used in the Duplicate Search screen has been transferred to the new death record Completing Decedent Identification Information Beginning with certificate Fields 1a through 4, review all transferred information for accuracy and make any necessary changes. Review Fields 5 through 6c and fill in any additional required information. Then, move on to Location and Residence Information section of the death record. Please Note: The button may be used to view online help associated with each field on the death record input form Location of Death & Residence Information Beginning with Field 7 and continuing through Field 8d, enter any missing information regarding the Location of Death and Current Residence (not just mailing address) of the deceased. Notice that because the Location of Death was originally entered as a Michigan County, the Country, State, and County are already filled in. Now, move on to Birth Place & Ancestry information. EDRS Funeral Director/Staff User Manual 18

19 Birth Place, Race, & Ancestry Field 9 is the next in a series of several fields (through Field 18) provided for the collection and input of Birth Place, Social Security Number (possibly carried over from initial search screen), Education, Ancestry information, Occupation, and Marital Status and Identification. The online Help button provides additional information regarding each field. Please Note: The system allows for a maximum of 5 different Races and Ancestries for a decedent. The type-ahead feature will allow race/ancestry options to become available to you as you start to type in the information. Your selections for race and ancestry will appear in the order you have selected. EDRS Funeral Director/Staff User Manual 19

20 Parental Information Fields 19 & 20 provide an area for the collection of parental data for the decedent. Complete name information should be entered, if available. Please Note: The mother s name information is for her maiden name. Also, if the parents names are unknown, enter unknown in the First and Last name fields. If you don t know the middle name, please leave that field blank Informant Information Field 21a through 21c are provided to identify the individual used as the source of information regarding the decedent Disposition The Disposition section (Fields 22 through 23d) identifies the designated method of disposition of the decedent s remains. Much of the funeral facility and funeral director information is automatically supplied based on information linked to the certifying funeral director (i.e., the funeral home responsible for input of the death record). You also have an option to key-in the funeral home that will be handling the disposition (Field 26e), if different than your own. This field is used in the event that you are doing a trade call for another funeral home. If this is the case, you can input the funeral home facility name and address into this field, which will appear on the death certificate. If you are not performing a trade call, this field may be left blank. EDRS Funeral Director/Staff User Manual 20

21 Once this section has been completed, the record may be saved using the Save button at the bottom of the screen. If no errors are detected during the save process, the death case screen will be displayed along with a confirmation message that the record has been Successfully Updated. Please Note: If you navigate to a different screen (e.g., use the Cancel button or select the Home button) before saving the record, any information entered or edits for your current session will be lost Verify SSN Once a record has been saved and is in the Data Entry workflow step, the funeral home can complete Social Security Number (SSN) verification and provide the Social Security Administration (SSA) with a Fact of Death notification. In Field 10, click the SSN Verification icon (See Image 1). The SSN Verification screen (See Image 2) will display. In order to conduct the SSN verification and notify the SSA of the pending death record completion, click the Verify SSN button. A message will appear at the top of the SSN Verification screen notifying you whether the SSN has been verified or not (See Image 3). Image 1 Image 2 Image 3 Please Note: The N under SSN verification status in Image 1 will turn to a V once the SSN has been verified. EDRS Funeral Director/Staff User Manual 21

22 3.2.6 Final Funeral Director Review of Personal Status Work Flow Step Record Status Review In Progress As the Data Entry Work Flow Step is completed and the death record is saved, it enters the Review Work Flow Step and becomes available for the funeral director s final review and certification. Typically, a specific work queue will be established by the funeral home in order to quickly locate those In Progress records. Our example funeral home has an In Progress work queue available for this purpose. Clicking on the work queue name displays that work queue and all associated death records. Clicking on the Last Name link (See Image on Right) from the In Progress Records queue will display the record for further review Validating the Death Record Validation of the record can be accomplished by selecting the Run Error Checks tab; select the checkboxes for each section that you would like to validate or select the Select checkbox at the top to validate all sections. Then click the Validate button to run the error check. For this example, only the personal section checkboxes are selected. EDRS Funeral Director/Staff User Manual 22

23 3.2.8 Working with Validation Results As the Error Check Validation is completed, the Validation Status screen is redisplayed with the results of the Error Check. Validation results may display as either Error(s) or Warning(s). Error(s) must be corrected before certification can be completed. Warning(s) may be resolved by editing the record, or the Ignore Warning(s) button may be used to override the warnings then proceed with certification. In the image above, the Decedent Middle Name field has a description of Field is Blank. Clicking on the Decedent Middle Name link will open the record for editing. You will be presented with the Edit Certificate of Death tab on the left side with the field(s) that need editing highlighted in yellow with a red border. On the right side, in the Errors tab, there will be a list of all errors or warnings that need to be corrected. Use your mouse or the provided arrows to navigate through the list and correct the record. After all the necessary changes are made and the record is saved you must go through the Run Error Checks Validation process again before you can certify the record. Please Note: If you have an Error and Warning in the same field, it will appear on the list on the right, but you will be unable to use the arrows in the upper-right corner to navigate through that item on the list. You will have to use your mouse to select the item(s) in the Error column and make the change in the death certificate. EDRS Funeral Director/Staff User Manual 23

24 Selecting the Certificate of Death tab displays the record, enabling a final review of the personal information prior to certification. Scrolling to the bottom of the Certificate of Death tab, you will see the certify button options. If no additional issues have been identified, the Certify Case or Certify with Exceptions buttons should be selected. Information regarding the Decline Certification button is available later in this manual. Please Note: If warnings were ignored, the Certify Case button will be replaced with the Certify with Exceptions button. Using the Certify Case button will display a series of two Certification-related screens. The first screen to be displayed is the Warning(s) tab (See Image 1). This tab will identify any existing Warnings associated with the record. It also contains a Message section that requests confirmation of the decision to certify the record. To proceed, select the Continue button. Image 1 Image 2 The second and final Certification screen displayed will be the Fingerprint Verification tab (See Image 2). This screen requires the use of your unique, stored, fingerprint signature to finalize the certification of the personal information. Successful capture of your fingerprint will finalize certification and display the Certificate of Death screen and a confirmation that the certification has been successful. EDRS Funeral Director/Staff User Manual 24

25 3.2.9 Referring the Death Case to the Medical Certifier (MC) Work Flow Step Record Status Referral In Progress Following the personal section certification by a licensed funeral director, the death case can be referred to a medical certifier to enter the Cause of Death information and complete medical certification. Death cases can be referred using the EDRS secure messaging system, as long as both parties are EDRS users. From the Certification of Death screen, select the Messages tab. Selecting the Address Book button provides a list of EDRS users with a series of filter options at the top. Select the appropriate County and User Type option to find the desired EDRS user. When you find the person you are looking for, click on their name and it will populate the To: field of the message. Enter a brief, descriptive Subject. Select Referral as the Message Type from the drop-down list and include an informational Message. Finally, select Send Message to refer the case to the medical certifier. Once the referral is sent, the record status remains In Progress and the Work Flow Step remains in Data Entry. The Certificate of Death screen will again be displayed and provide confirmation that the Message has been successfully sent. EDRS Funeral Director/Staff User Manual 25

26 Attesting to the Medical Section In the event that the medical professional certifying the case is not on the EDRS, you can still complete the death record process electronically by attesting to the medical section for a physician. After completing the personal section of the death certificate, the funeral home can scroll to the bottom of the record and click the Drop to Paper button. This will print a properly formatted death certificate with the personal information completed. The funeral home can then fax a copy of the death certificate to the necessary physician. After completing and signing the medical portion of the death certificate, the doctor will return the printed copy to the funeral home to scan into the electronic record. Now the funeral director or staff can search for the necessary death record and in edit mode, scroll down to the bottom of the certificate and check the box that says Enter cause of death information from a medical certificate provided by the Medical Certifier. This will give them the ability to enter all of the medical information directly into the EDRS. After the information is entered, the funeral home MUST scan the death certificate, with the medical information completed and signed by the physician, into the system as documentary evidence (See Section 6.5 Images). At this time, the licensed funeral director can now Run an Error Check and use their fingerprint to certify the personal section and attest to the medical portion of the death certificate. Please Note: If the funeral home is entering medical information for the certifying physician and attesting to it, the record CANNOT be attested to by the funeral director until the medical information has been entered and the record signed by the certifying physician has been scanned into the system. While the funeral staff can enter information into the system, the licensed funeral director is the only person who, using their fingerprint, can certify cases and attest to medical information. EDRS Funeral Director/Staff User Manual 26

27 3.3 Medical Certifier (MC) Work Flow Step Record Status Data Entry Personal In Progress If the death case message referral is sent securely from the funeral director to the medical certifier, the next time the medical certifier or designated staff logs into their account, a new message will be available for review and death case processing. 3.4 Local Registrar (LR) As mentioned earlier, EDRS will automatically route death records at the Work Flow Step Ready for Filing to the responsible local registrar. The local registrar will review all submitted death record data for the decedent. If no issues are discovered, the local register will number and file the record. The record will remain at the local level for 30 days. After this time, the record will be automatically sent to the State Registrar for review. EDRS Funeral Director/Staff User Manual 27

28 4 EDRS COMPONENTS 4.1 Home Screen Once you ve been successfully authorized through the MILogin interface, each time you log into EDRS, the funeral director s Home screen will appear. Several options are available depending on what access privileges you have been granted. The Help link located at the top right hand side of the User Identification bar is available for general help information. Clicking on the underlined hyperlinks will provide access to perform any required tasks. Four general areas of the User Home screen are available for your use: # Area Description 1 The CASE MANAGEMENT area offers tools to manage and perform operations on death cases currently associated with your office. The tools listed have been assigned based on your assigned role and privileges The ADMINISTRATION area provides tools to manage EDRS activities within your office. You will only see tools available to you based on your role and privileges (See Section 6 Local Administration). The WORK QUEUES area identifies those groupings of tasks (queues) assigned to you or your work team. The queues are managed by the local User Manager. Use of the # new link will provide access to your EDRS secure messages. Messages may include case referrals, comments, or information. EDRS Funeral Director/Staff User Manual 28

29 4.2 Case Management The Case Management area provides tools associated with common death record processing tasks Search Filter Screen Clicking the Search link on the Home screen will display the Search Filter screen. Values may be added to the available fields to narrow down the search results. You must search for a record by typing information in one or more of the following fields: Last Name, SSN, State File Number, or Local File Number. If you fail to put values in one of these fields, you will receive an error message and will not be allowed to perform your search. If you are searching for a death case by the decedent s name, you may use the % symbol as a wildcard search feature. A letter must be first entered before the % is used. Letters may follow the % to further narrow the search results (e.g., entering J%n in the First Name field would find all records for John, Jon, Jan, etc.). The wildcard search will not work when searching by name if the Last Name field is blank. As the example above illustrates, search filters have been set as: a Last Name beginning with S (followed by the % wildcard character), a First Name beginning with J (followed by %). Please Note: You will only be able to search for records that are owned by your facility. You will receive an error if % is only used or if % is used before any letter. If no results are found, the message No matching records found for the search criteria will appear. The % can only be used in First or Last Name search fields and one of the required fields must be completed Search Results Screen The screen on the right is a sample list of death cases that matched the search criteria entered. The user may choose to view a summary of the case by clicking on the View link. You may view the actual death certificate by clicking on the Last Name link. If you choose to modify your search, click the Modify Search button. You will then be returned to the Search screen so that the original information can be modified. EDRS Funeral Director/Staff User Manual 29

30 View Death Record Details (Last Name link on Search Results screen) To view a death record, you would click on the Last Name link on the Search Results screen (See Image 1). A screen similar to the example below will be displayed (See Image 2). Using the tabs at the top of the death certificate, you can perform various actions on the death certificate. Image 1 Image 2 EDRS Funeral Director/Staff User Manual 30

31 View Case Summary Screen (Search Results screen) If you click the View link in the Search Results screen (See Image 1), a screen similar to the one below will appear (See Image 2). This screen provides the case summary and contact information for the individuals responsible for the death case. Image 1 Image Add New Record From the funeral director Home screen, if the user chooses the Add New Record link, then the Search Potential Matches screen will appear. The user needs to enter all required information (*) to search for potential matches. EDRS Funeral Director/Staff User Manual 31

32 4.3.1 Add New Record (Search Potential Matches) Screen Enter in the required fields to search in the system for a potential match. If there are any results from the criteria entered, the results will be displayed as a list. Once the information is entered, click on Search Potential Matches. Please Note: When entering Last and First Name field information, be sure to capitalize initial name characters, as this and all other death search fact information will be transferred automatically to the new record Add New Record (Search Potential Matches- Errors) Screen The errors shown below will appear when no values are entered into the fields provided. Even if only one of the fields is missing, information there will be an error. All fields, except for the social security number, need to be entered, unlike a regular search. The user will have the option to create a new case if the information is not found. EDRS Funeral Director/Staff User Manual 32

33 4.3.2 Add New Record Screen If no potential matches are returned, you may either select the Modify Search button to change your search criteria or select the Create New Case button to begin entry of the death record. If you choose to use the Modify Search button, your search criteria can be changed to improve or narrow down your search results. A screen similar to the search results will appear Add New Record (Add Certificate of Death) Selecting the Create New Case button from Potential Match Results screen will display the Add Certificate of Death screen (see example). The information that was entered in the original search criteria will automatically be filled into the appropriate fields. You will only have to enter the additional information required into the remaining fields on the certificate. After entering the information, you may choose to Save, or Cancel the death case. EDRS Funeral Director/Staff User Manual 33

34 4.4 Print Blank Forms Choosing the Print Blank Forms link from the funeral director Home screen will display a list of the available blank forms that may be printed. You may choose any of the available forms by clicking on the underlined name of the form. Other options available include zoom in/out and moving between pages on multi-page forms. EDRS Funeral Director/Staff User Manual 34

35 4.5 Reports EDRS provides several standardized reports for use by funeral directors to help manage and monitor local death processing information. Appropriate roles and privileges are required in order to access or customize reports. Roles and access are controlled by the local User Manager. EDRS Funeral Director/Staff User Manual 35

36 4.6 Assigned Work Queues Clicking a work queue on the Home screen (for example, Filed) will open your Work Queues screen. Once the Work Queues screen is displayed, you may navigate to other work queues by choosing them from the drop-down list next to the Work Queue field (See Image Below). A listing of death cases assigned to the queue is displayed along with the status of each record. Death cases are accessed by clicking on the underlined Decedent Name link. Choosing the Close button will return you to your Home screen. EDRS Funeral Director/Staff User Manual 36

37 4.6.1 Using Your Work Queues Once a decedent has been selected, the Certificate of Death screen will be displayed. You may then review the record and its supporting information and determine the appropriate action to follow in your death case process. EDRS Funeral Director/Staff User Manual 37

38 4.7 Messages An important tool on the funeral director Home screen is the New Message link that provides access to your EDRS secure messages. Messages may include case referrals, case communications or information. Clicking on the # new link will display your Message Inbox and available messages Message Inbox Your Message Inbox displays all messages sent to you, as well as tools to filter the results to help focus on your specific requirements. As an example, filters may be applied to limit the display to selected message types, time periods, originator of the message, Date Sent On, etc Message Inbox View Message When you click on a message Subject link, in the inbox, a copy of the message will be opened in a new screen. The message includes the originator s name, date sent, the message type, the subject, the complete message text and information regarding the Associated Death Case. You may use the Reply button to respond back to the sender or print the message using the Print button. Once you have completed viewing the message, you may click on the Close button to exit and return to the Message Inbox screen. You can also view details of a case by clicking on the View Case Details link under the Associated Death Case section. EDRS Funeral Director/Staff User Manual 38

39 4.8 Requesting a Cremation Authorization Once the medical section is certified, a cremation authorization may be requested from the medical examiner by the responsible funeral home. Opening the death record following the completion of medical certification will display the Cremation Approval button at the bottom of the death record screen. Please Note: You may also request cremation authorization when referring a case to a medical examiner by checking the appropriate box while completing the message portion of the referral Completing the Request for Cremation Approval Selection of the Cremation Approval button will display the death record Messages tab. The Send Message pane will be blank with the exception of a pre-selected, Cremation Approval message type. The cremation approval is requested using a Cremation Approval message to the responsible medical examiner (located using the message Address Book). An appropriate Subject line and Message* (required) pertaining to the death case must also be provided. The Send Request button is then used to send the message to the medical examiner for review. The successful transmission of the request will be acknowledged by a message on the Death Case View screen. EDRS Funeral Director/Staff User Manual 39

40 4.8.2 Medical Examiner Review and Approval The medical examiner will receive the message request through their Message Inbox or, as illustrated below, in a queue developed for handling cremation requests. Selection of the Last Name link displays the View Message pane with a death record link to View Case Details. Once the case review is complete, the medical examiner can select the Approve Cremation Request button. This will automatically generate the cremation request acceptance message to the original requestor and a CC: to the medical certifier. EDRS Funeral Director/Staff User Manual 40

41 4.8.3 Printing the Cremation Permit Selecting the View Case Details link will display the death record and the Death Certificate tab. Selecting the Print button will display the Death Case Print screen providing the ability to View or Print copies of the cremation permit. 4.9 Printing Burial Transit Permits Once the personal and medical certifications are complete, the funeral home may print a Burial Transit Permit. From the Death Case View screen, scroll to the bottom of the screen and select the Print button. The Print screen will be displayed and the number of copies can be selected from the drop-down list. The View link will produce and display a PDF formatted document which can be saved, printed, or ed for use with the case. EDRS Funeral Director/Staff User Manual 41

42 4.10 Request Corrections of Case The funeral home may request a correction to be made to the death case within 30 days after local filing. You will need to click on the Request Correction button located at the bottom of the Certificate of Death screen Applicant Information Once a correction is requested, a series of four steps will be displayed as tabs to fully document the submitter and the requested change(s). The first step is to fully identify yourself and provide contact information as the Applicant for the change. Click the Next Step button or the Notes tab to continue Notes The Notes tab identifies the decedent and provides a text input area to describe any required changes to the record. Click the Next Step button or the Documentary Evidence tab to continue Documentary Evidence The Documentary Evidence tab provides the ability to scan in supporting documentation associated with any changes. Please Note: You do not need to scan in documentary evidence for any changes to the personal section. However, you will need to scan in documentary evidence when requesting a correction for the medical section of the death certificate. Click the Next Step button or the Correct Certificate tab to continue. EDRS Funeral Director/Staff User Manual 42

43 Correcting the Certificate of Death The Correct Certificate tab displays the active Certificate of Death screen and opens it for editing. All required changes should be completed before saving and submitting the record. Successful saving of the corrected record will display a message on the Certificate of Death screen stating Death case correction request submitted and triggers the automatic submission to the local registrar for review and acceptance. Selecting the Corrections tab will now display the status of any previously submitted corrections and/or any corrections pending acceptance. In this case, the user is waiting for the correction to be accepted. At the bottom, under Pending Correction Request(s), there are two links; one for Compare, and the other, for Withdraw. The user may click on the Compare link to see what needs to be corrected by comparing the value of the corrected field(s). The user may also choose the Withdraw link to withdraw the correction request Correction Comparison A screen similar to the one below will be displayed when you select the Compare link in the Corrections tab. The comparison below shows the current value in the field that needs to be changed. It shows the current value, and the new value being requested. Clicking on the Certificate of Death tab or the Close button will return you to the certificate of death screen. EDRS Funeral Director/Staff User Manual 43

44 Notification of Correction Acceptance Once approved by the local registrar, the original submitter is sent a notification message regarding the outcome of the requested change. No further action is required for the associated correction. 5 WORKING WITH DEATH RECORDS Death records that need to be worked on are normally accessed using decedent name links displayed in individual queues, or secure messages received from other agencies or associates. As an example, selecting the decedent Last Name link (e.g., Decedent) from the work queue list will display the Death Case View screen for the decedent. In addition to the Certificate of Death, seven additional tabs are available supporting different activities associated with the death record. Selecting any individual tab will present the requested information or tool for managing the case. If an activity tab is picked, the selected tab and Certificate of Death tab will be displayed. Selecting the Close button or the Certificate of Death tab will re-display all tabs for the record. This section will introduce and discuss individual tabs and their functions. EDRS Funeral Director/Staff User Manual 44

45 5.1 Certificate of Death The Certificate of Death tab is the primary launch point for each death record. This is the tab that is displayed when the death case is initiated and active for input of decedent-related information. As the case proceeds through the process, the Certificate of Death tab may be in a Read-Only state; meaning that additional input is not permitted until the record is activated for editing (by selecting the available Edit button at the bottom of the screen) Certificate of Death Action Buttons As death record sections are certified, then referred or transferred on to others for review and certification, you may notice that the buttons available at the bottom of the Certificate of Death screen will change. This is generally based on the current Work Flow Step and Record Status. The following examples illustrate these context sensitive changes. Record Status: In Progress/Work Flow Step: Data Entry Record Status: In Progress/Work Flow Step: Ready For Filing Record Status: Active/Work Flow Step: Filed The following table identifies and describes buttons that may appear on the Certificate of Death screen. Record Status In Progress Active Button Description When the Record Status is In Progress, the Edit button will be displayed providing the ability to modify un-filed or certified death records. Edits to previously certified records will require re-certification. X X X The Print button can be used to print Burial Transit Permits for all Active and In Progress records, File Copy records, etc. X The Drop to Paper button allows a properly formatted print of a record for the continuation of a paper record filing. X A death case may be Relinquished to a new owner. X X The Close button takes you off the page you are currently on and returns you to the page you were previously on. EDRS Funeral Director/Staff User Manual 45

46 5.1.2 Edit Death Case Death cases may be edited to correct any errors or omissions. Selecting the Edit button displays the Death Case Edit screen. This screen is similar to the Certificate of Death screen except that only a single tab (titled Edit Certificate of Death) is displayed. Any edits performed on a previously certified record will require that record to be re-certified before it can be issued. Once the corrections or changes are made, you must click on the Save button to ensure that the changes are saved. EDRS Funeral Director/Staff User Manual 46

47 5.2 Activity History The Activity History tab displays the list of changes that have been made to the death case. Clicking on the Certificate of Death tab or the Close button will return you to the original death case record. EDRS Funeral Director/Staff User Manual 47

48 5.3 Comments Any form of comments you feel that will be important regarding the death case can be entered here. A list of any previously entered comments will also be displayed on the Comments screen. To leave a comment, click the New button on the top of the screen. A New Comment pop-up will appear. Type in your comment in the space provided. Once the comments are entered, click on the Save button to ensure that the comments are saved with the death record. Once saved, a comment cannot be deleted. Clicking on the Certificate of Death tab or the Close button will return you to the original death case record. EDRS Funeral Director/Staff User Manual 48

49 5.4 Messages The Messages tab provides the capability for sending of messages or referrals associated with the current death case. Additionally, your Messages History is displayed and options are provided for managing those messages. Clicking on the Certificate of Death tab or the Close button will return you to the original death case record Send Message The Send Message section of the Messages tab provides access to the EDRS Address Book to select recipients for the message being created. Selecting the Address Book button will display the Address book, with name links/ addresses for other EDRS users. Selecting a Name link will populate the To line with the recipients address. The To recipient is a requirement (*) in order to send a message Next, enter a subject for your message. Try to keep the subject short, but reasonably descriptive. The message Type (Message or Referral) must also be selected from the dropdown list. As a funeral director, the only Referral message type that you would normally send would be to a medical certifier or medical examiner. If you are referring a case to a medical examiner, you may also check the box to the right of the message Type drop-down which will request cremation approval, if needed. Please Note: The checkbox option will only be operational if you are referring a case to a medical examiner. You also have the option to select a priority type for a message. Finally, you are also required (*) to enter your actual Message body. EDRS Funeral Director/Staff User Manual 49

50 5.4.2 Message History The Message History section of the Messages tab can be used to review and manage messages associated with the current death case. Information is provided regarding the originator, recipient, message type, subject and message date. Selecting the Subject link will display a summary of the original message. 5.5 Images Attaching images to a death record is a key factor in working with electronic death certificates. This function allows you to upload documentary evidence directly into the application so that EDRS users can attest to medical information, as well as accurately submit medical corrections. A scanned image is mandatory when attesting to medical information or when submitting a correction request for the medical information of a death certificate. First, from the Death Case screen, select the Images tab from the top of the death certificate. You will be taken to the Images screen where you will see two sections. The top portion is the Image History, where you will find any images that have already been uploaded into the system. The bottom portion is where we would attach an image to the death record. Here you will see three buttons: Scan Image, Upload Image, and Reset Image. The Scan Image button, when clicked, will allow you to scan a document into the bottom portion of the screen. The Upload Image button will only be available to you after an image has been scanned into the application. This option, when clicked, will upload your document in the system. The Reset button will remove your initial scan. Please Note: In order to scan a document properly into the system, you must have a Twain compliant scanner that is connected to your computer. Your scanner must be set to a resolution of 300 dpi and Grayscale when scanning an image. If there is no scanner attached, you will receive an error. EDRS Funeral Director/Staff User Manual 50

51 You can click the Scan Image button to scan your documentary evidence into the system. After the document scans, an image will generate in the Attach Image section of the page. You can see that the document is not legible. This view simply allows you to verify that your document has, in fact, scanned. If you think you will be unhappy with the image or something went wrong, just click the Reset Image button and you can rescan your document. However, if you are satisfied with your image, select the Upload Image button Image History Once the image has been uploaded, you will see it populate in your Image History at the top of the page. You will notice 3 icons in the Image History section that offer different functions you can perform on the attached image. The View icon, when clicked, allows you to view a clear, visible preview of your document so that you can ensure all fields are legible, nothing is cut off, and any signatures are evident. The Print icon, when clicked, will allow you to print out a hard copy of the scanned image. The Delete icon, when clicked, will allow you to delete a scanned image if you decide that it is not legible, clear, or acceptable. Uploaded Image View (Image History) View Screen EDRS Funeral Director/Staff User Manual 51

52 5.5.2 Images (Attach Image Errors) To work with images associated with the death case, you will choose the Images tab. You will then be able to scan the image that pertains to the case from the scanner, by clicking on the Scan button. If there is no scanner attached, you will receive an error similar to the one below. An Image History list of the scanned images is available to the user to View or Print. Clicking on the Certificate of Death tab or the Close button will return to the original death case record. 5.6 Info (Death Record Information) The Info tab shows all available information about the death case. For example, you can see who created/modified the record and the death case status. Clicking on the Certificate of Death tab or the Close button will return you to the certificate of death. 5.7 Corrections (History) The Corrections tab will display a complete listing of all corrections performed on the current record. The List of Correction(s) area of the Corrections screen provides information regarding the type of corrections performed as well as the specific fields that were corrected. EDRS Funeral Director/Staff User Manual 52

53 5.8 Run Error Checks Choosing the Run Error Checks tab provides the current Validation Status of the death record. You may select one or all of the sections to validate. Once your selections are complete, selecting the Validate button will run the validation routines and edits against all available data in the record. Any errors or warnings found in the death case will be displayed in a list. Errors must be corrected; while warnings may not need correction before the processing of the record is complete. You must re-validate the record after any corrections. Clicking on the Certificate of Death tab or the Close button will return you to the original death case record. Please Note: There is also a checkbox available that you can click to run a spell check for the Cause of Death section only. Results will be displayed at the bottom of the screen once the Validate button is clicked. EDRS Funeral Director/Staff User Manual 53

54 6 LOCAL ADMINISTRATION Local Administration capabilities are typically assigned to a single or small group of users within an organization. The ability to see and access Administration capabilities are restricted by your individually assigned role and privileges. Roles and privileges are assigned by the state registrar s office. 6.1 Work Queue Manager Users with the appropriate privilege assignments can access the Work Queue Manager by choosing the Work Queue Manager link from the Home screen (See 4.1 Home Screen). The Work Queue Manager displays the names of the currently active work queues for the assigned facility; their description; the queue type; the number of users assigned to each queue; and when the queue was completed. Users may be added to the work queue by clicking on the queue name hyperlink listed under Queue Name (e.g., Pending Cremation Requests) on the Work Queue Manager screen. Two additional control buttons are available for queue management: 1. New work queues can be created clicking on the New button from the Work Queue Manager screen. 2. Work queues can be deleted by clicking on the Select checkbox for any work queue, then clicking on Delete button. EDRS Funeral Director/Staff User Manual 54

55 6.1.1 Add New Work Queue Choosing New from the Work Queue Manager screen displays the Add Work Queue Manager screen. Field headings followed by the * (e.g., Name *) are required and must be completed. At a minimum, the queue Name, Death Case Status and Assigned Users fields must be completed to establish a valid queue. EDRS Funeral Director/Staff User Manual 55

56 Naming the New Work Queue Each queue must have a unique work queue Name* assigned (the Name field is required). Ideally, the name should be short but as descriptive as possible. Work queue names may not contain any numeric characters. Additional information, regarding the queue s purpose, may be entered in the description field. This description appears in the Work Queue Manager screen and may be useful as other queues are added in the future. In our example, the work queue Name will be In Progress and the description is entered as Records that have not been completed Customizing the New Work Queue Our example work queue will establish a filter for records with a Death Case Status* (this is a required field) of In Progress. The filter options are selected from their associated drop-down lists. One final field requirement for the queue will be the selection of Assigned Users*. In our example, all Available users in the list will be assigned to the new queue. Selecting the >> button, between the lists will move all Available users to the Assigned users list. After all the required selections are complete, use the Save button to establish the new queue for use. EDRS Funeral Director/Staff User Manual 56

57 6.1.2 Edit Existing Work Queue An authorized user may edit the current work queue information. To do this, you may choose the Work Queue Manager link from the Home screen. Clicking the Name link on the Queue Name list will display the Edit Work Queue Manager screen to complete any edits or changes. After completing all required changes, choose the Save button to record any changes to the queue Adding a User From the Assign Users section of the Edit Work Queue Manager screen, select an Available user (highlighted in blue) to be given queue access. Next, select the > button and the highlighted user will be added to the Assigned* users list. Users may be removed from the Assigned* users list by highlighting the name and selecting the < button Changing Queue Criteria On occasion, you may determine that work queue criteria should be refined to better suit your work flow requirements. From the Edit Work Queue Manager screen, select additional or new filter options to customize the work queue for your needs. In the example below, the Record Age filter radio button has been selected to display only those records that are less than 30 days old versus the original setting of All records. Please remember that the resulting work queue will only display records that meet all of the selected filter criteria. Please Note: If you find that the resulting work queue does not show expected results, closely examine individual records, that you believe should qualify, using the Info tab, to confirm that your filter criteria is correct. EDRS Funeral Director/Staff User Manual 57

58 7 EXITING EDRS You may exit EDRS at any time by choosing the Exit Application link from the user bar to the right of the Help button. If you are on an active EDRS record screen, be sure to return to the Certificate of Death tab and save the record before you exit EDRS. EDRS Funeral Director/Staff User Manual 58