Illinois Vital Records System Physician User Manual. Table of Contents

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1 Table of Contents What is the Illinois Vital Records System?... 2 What will the Illinois Vital Records System do?... 2 What is the process to certify a death certificate?... 3 Who can use the Illinois Vital Records System?... 4 User Administration... 4 Physician Roles in IVRS... 5 Registering to use the Illinois Vital Records System... 6 What is the IVRS Work Queue?... 9 Processing Work Queue Items... 9 Physician Work Queues... 9 Physician SRA Work Queues... 9 Rejecting a record back to the Funeral Director Physician Rejects the Case to ME/Coroner or another Physician Physician Certifies Death On Line Searching for Records Using Wildcards in a search Using Parameters in a search Printing a Death Worksheet Fax Attestation Error Codes and Reminder Messages Keyboard Shortcuts for Illinois Vital Records System

2 Physician user Manual What is the Illinois Vital Records System? The Illinois Vital Records system is a web-based application to create and process death certificates. The IVRS will streamline the current paper process of creating and issuing certified death certificates. Once you have requested and received your login information, you will be able to access the system from any computer with internet access. IVRS runs in a standard web browser. What will the Illinois Vital Records System do? The system will allow the electronic registration of all deaths in the State of Illinois. All applicable permits and forms will be printable from within the system. The IVRS will automatically assign the State File Number when the record is registered. Records are available for issuance once accepted by the Local Registrar and can be printed at the funeral home. The records in the system will be identified by their city or county of occurrence and access will be limited to users within that city or county. In addition, the system will track a new certificate in the registration process and route to the appropriate authority as required. Records will be routed electronically, eliminating driving or mailing the certificate to the certifier or registrar for signature. There is a fully functional search included in IVRS to locate death records. Amendments made to records will be done in real time. 2

3 What is the process to certify a death certificate? The basic electronic process is similar to the paper one only the steps will be done electronically. The diagram below shows the flow of a basic death certificate through the IVRS. 3

4 Physician user Manual Who can use the Illinois Vital Records System? Users will be required to submit an application to their Local Registrar for access to the IVRS. The various roles defined in the system are as follows: VR staff Local Registrars Medical Examiners/ Coroners Funeral Directors Physicians Hospital staff County clerks User Administration User administration is limited to the Site Registration Authority (SRA) for your location. Contact your location SRA for any changes to your login or personal information. 4

5 Physician Roles in IVRS Below is a list of all user capabilities in the Illinois Vital Records System. The four Physician and Physician staff roles are listed with capabilities noted with a circle. Physician Staff Physician Physician Physician SRA Staff SRA Manage User Information Create a Death Record Update a Death Record Request Verification for SSN Enter /Update Demographic Info Complete Cause of Death Info Sign Cause of Death Info Sign for Local Registrar Delete unregistered Death Record Void a Registered Death Record Minor Corrections Create a Presumptive/Court Ordered Death Create Delayed Death Record Create Out of State Death Display Special Reg Records Print Certificate Long Form Print Death Worksheet Print Death Short Form Print VR204.1 Permit Print VR205 Permit Print VR207 Permit Run Extracts Create/Modify Extracts View/Search Audit Log Run Death Reports Major Correction Create/Print Adhoc Reports Sign for Funeral Director Sign for Coroner / ME Search for Records View Voided Records Update Temp to Perm 5

6 Physician user Manual Registering to use the Illinois Vital Records System Follow the steps in the chart below to initiate your IVRS registration. All users of the IVRS must have an INDIVIDUAL id and password 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 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 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. Click on the print icon or click on the file menu, scroll down to print command and click. 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 (note please write down or remember your login name and password Access the internet and type 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.) 6

7 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 Select the type of facility from the drop down list Facility name Select the name of the facility from the drop down list or enter New and type in the name of the facility 7

8 Physician user Manual Location Site Owner/Administrator Information Primary SOA Name Enter first, middle and last name of primary SOA Phone Number Enter phone number of Primary SOA Enter address of primary SOA Enter Secondary SOA information if applicable Submit Request Select yes from submit request drop down list Save At the top of the field click on the blue SAVE icon A screen message will confirm your submittal Watch your for an IVRS approval notice 8

9 What is the IVRS Work Queue? The IVRS work queue is where contains items that are waiting for action. When you select the Work Queue menu, there will be a list of the various queues assigned to your role in the system. There are numbers in parenthesis behind the various items in the menu. This is a count of how many items are waiting in that queue. If the number is zero, nothing is in that queue. NOTE: Periodically you will need to select the first menu item, Refresh Work Queue Count; this will update your queue with any new items that have arrived. Processing Work Queue Items When you select work queue menu has several items that appear in it. To select a queue to review click on the name of the queue you wish to review. A search screen will appear with all of the selected queue s items in a spreadsheet view. To review an item, select it from the list and click the display button at the bottom center of the screen. Double clicking will also open the item for review When you complete an item in your queue, it will be automatically routed to the appropriate authority. For example, in a natural causes death scenario, a funeral director initiates a death record, marks it complete, the record will then be routed to the queue of the physician for cause of death and signature. The physician will select the record from his work queue, enter the cause of death and electronically sign the record, it will then be electronically routed back to the funeral director s queue to be completed and signed. Once the funeral director signs the record, it will be routed electronically to the Local Registrar for signature. Physician Work Queues Refresh Work Queue Count This will check the system for new items that have arrived for your review. When logging into the system this automatically occurs. If you have not logged out of the system and logged back in, this does not occur and you must refresh to update your queue with any new items that have arrived. Physician in Progress Death records that have not been marked complete by the Physician. Physician Reject Death records that are rejected back to the funeral director. These can be rejected by the Physician, ME/Coroner or Local Registrar. Physician SRA Work Queues Self Registration - Pending Requests for registration that are pending approval from the site SRA 9

10 Physician user Manual Rejecting a record back to the Funeral Director To reject a record back to the funeral director place a check mark in the Reject to Funeral Director box. This is located on the complete tab, in the funeral director area, below the funeral director name. A checkmark in the box means the option is turned on. Physician Rejects the Case to ME/Coroner or another Physician The physician checks for death cases on the Work Queue Click on the Work Queue Tab o Click on Physician in Progress o Double Click on name of the appropriate record or highlight the name, then click on Display Go to Complete Tab o In the Physician Box, o Click on the Reject to Attending Physician field o Comments Field: The physician can insert comments as the reason(s) is rejecting the record ** The Funeral Director Logs onto the EDRS** Click on the Work Queue Tab o Click on Funeral Director in Progress o Double click or highlight and click on Display to select the record Go to the Certifier Tab o Change Assigned to/ Certifier Type to correct physician or ME/ Coroner 10

11 Physician Certifies Death On Line The physician checks for death cases on the Work Queue Click on Work Queue o Select Physician in Progress o The name(s) of assigned decedents will appear o Double click on the name of the decedent for approval or highlight the name of the appropriate record then Click on Display (the decedent record will appear) Record will be displayed showing the Certifier Tab o Enter Y or N in Attend Deceased field o Enter Date Last Seen Alive in MM/DD/YYYY format o Enter Time of Death in HH:MM format o Enter AM/PM information - choices in the dropdown are AM, PM, Midnight, Noon, Unknown o Enter Y or N in Was Medical Examiner or Coroner Contacted o Select the appropriate Certifier Statement from the dropdown list. Choices are: Physician in attendance at time of death only - To the best of my knowledge, death occurred at the time, date and place, and due to the cuase(s) and manner stated. Physician in charge of patient's care - To the best of my knowledge, death occurred due to the cause(s) and manner stated. Medical Examiner/Coroner - On the basis of examination and/or investigation, in my opinion, death occurred at the time, date and place, and due to the cause(s) and manner stated. o Click on Cause of Death Tab NOTE: Cause of death should not contain abbreviations. There is a spell check capability for this field. If IVRS does not recognize text entered, the spell check will pop up. Enter cause of death information in the Cause of Death field(s) NOTE: Approx Interval - Onset to Death must be entered in Immediate Cause section - this can be UNKOWN o Enter the required Cause of Death(2) information in the appropriate fields Enter Y or N in Autopsy Field If Y - Enter Y or N in Were Autopsy Findings used to complete cause of death Select the appropriate Tobacco Contrubute from the dropdown list. You must choose one of the following: 1. Yes 2. No 3. Probably 4. Unknown Select from the Female pregnant dropdown list if appropriate Select manner of Death from the dropdown list. 11

12 Physician user Manual Go to the Complete Tab: o Enter (Y) in Physician Complete field, complete date will be entered automatically as today's date o Enter (Y) in the Physician Signed Field, date signed will be entered automatically as today's date o Save the cause of death information by clicking on the blue icon at the top of the page Close the record by clicking the X in the upper left corner of the window Searching for Records The Illinois Vital Records System has full function searching capabilities. To find existing records Select the Search menu from the top of the application screen, click on the type of records to be searched. Once the type of record is selected the following search screen will appear: Search Tab Results Tab Button Area On the Search screen, first note that there are two tabs the Search tab and the Results tab. The Search tab, shown above, is the screen where search criteria are entered. 12

13 Any combination of the fields may be searched. To search by name for example, you can enter any combination of first name, middle name and last name. Once the criteria are entered, click the Search button at the bottom left of the screen. The results tab will appear with all records that meet the criteria entered. The number of records found will appear at the bottom of the screen. If there are no records found a None Found message will appear on the screen. To search again, click the Reset/Clear button at the bottom right of the results window and enter new criteria. If the search does not produce the record desired, try entering less information in the search criteria to expand the search. For example, instead of John James Doe enter Doe to retrieve all records with the last name of Doe. NOTE: The system will only return the first 100 entries of a search. Should more than 100 records meet your search criteria, it is probably best to refine the criteria to get fewer records returned. One way to refine your search is to enter more information. For example, enter John Doe with date of birth 02/12/1955. The results window may be sorted by any of the fields. Click once on the grey field name at the top of the column you wish to sort by. Only one field may be sorted at a time. Click on the field name again to sort in the field in descending order Using Wildcards in a search Wildcards are characters that expand your searching capabilities. These may be used to search many of the fields in the IVRS. One of the most common wildcards is the % sign. For example, to find all last names that begin with S enter S% in the last name field. Entering Mc% in the last name and J% in the first name field will give you all records with a last name beginning with the characters Mc and first names that begin with J. 13

14 Physician user Manual Using Parameters in a search Parameter searches will find records that meet comparison criteria. The characters in the following table may be used. NULL and <> NULL can be entered directly in a field. When any of the other characters are entered in a field, a IVRS search helper window will appear. Enter the criteria you want to use in the field box in the window. These are denoted in the table below. > Greater than - search helper will appear. < Less than- search helper will appear. = NULL Equal to- search helper will appear. This can be combined with the greater than, less than. It is a checkbox in the IVRS search helper window. Empty nothing entered in the field. For example, records that have not been registered No entry in the state number. <> NULL Not Empty something is in the field (X+Z) Between X and Z including X and Z IN(A+B+C) Either A or B or C Printing a Death Worksheet The Death Worksheet is available for printing in IVRS under the Blank Forms menu. BLANK FORMS > D BLANK DEATH WORKSHEET Fax Attestation A Physician must attest to the cause of death by signing the death record. New technology enables medical professionals to sign an attestation document by fax from wherever they happen to be during the course of day. The Funeral Director can fax the death worksheet for cause of death information and signature from the IVRS instead of driving the death worksheet to the physician to obtain the information. 14

15 For example, the funeral director will initiate the record, fax a work copy to the physician s office using the fax attestation. The physician will write in the cause of death and fax it back to the funeral director. The funeral director will then type in the cause of death information provided by the physician and fax the attestation copy back to the physician. If the physician does not agree with the typed death information, he will cross it out, write any corrections and fax it back to the funeral director, funeral director will then make any corrections and fax it back to the physician for review. This record can go back and forth between the physician and funeral director as many times as necessary to get it right. Once the physician agrees with the typed information in the cause of death field, he will then sign and date the record and fax it back. FAX ATT INSTRUCTIONS 15

16 Physician user Manual Error Codes and Reminder Messages When an error or reminder message appears in the IVRS application, most times reading the message will help discover how to clear the error or keep it from happening in the future. Below are some of the common error messages that will be encountered in IVRS. I/O Error - this error will appear when a window is already loading for IVRS. Click the Ok button to clear this error. To avoid this error in the future, allow time for the IVRS application to load before clicking on the IVRS icon again. Geocoding Reminder this will appear after address information. It is not an error, just a reminder message to check your address information. To move forward click No. If you need to reenter address information click yes. Father s last name error this error will occur when the father s last name does not agree with decedent s last name.. Click re-key the field to reenter data, click override edit to keep the cause as is and move forward, click Skip for Now to skip the field and return to it. IVRS will prompt you to return to skipped fields before it will save the record. 16

17 Township error on residence when entered the city of residence do not select a township select the city the township is located in. Cancer Specifics Reminder this will appear any time cancer is entered as a cause of death. It is not an error, but a reminder message to specify location and cell type or if cancer has metastasized. To move forward click the OK button. Condition Reminder will appear when a cause of death is entered that is usually a complication of another disease. Click Re-key the field to reenter data, click override edit to keep the cause as is and move forward, click skip for now to skip the field and return to it. NOTE: IVRS will prompt you to return to skipped fields before it will save the record. 17

18 Physician user Manual Required Field you must enter a value in the field. Clicking the re-key the field will take you back to the field to reenter the data. Clicking Skip for Now will place a dark blue green background in the field. To save the record a value must be entered into the field. IVRS will prompt you to return to skipped fields with the window below: The Field Edit Results Display Screen, shown above, presents all fields within a given Event record that in one way or another need attention. The fields are grouped by category such as those fields having QUERY status, those having OVERRIDE status, etc. which are then displayed within separate windows upon the screen. 18

19 This screen is accessed, or activated, in two manners. The first is upon the Save of the record. When the record is saved, this screen will automatically be presented to the user should there be any fields needing any type of attention. The screen can also be accessed at any time for a given Event record when that record is active (displayed) by following the Actions / Review Errors/Queries menu path. When any of the entries upon the Field Edits Results Display Screen are clicked upon, the user is taken directly to that field. So, for example, clicking upon the FATHER_DOB_STRING field found under the Fields in QUERY status window will take the user directly to the father's date of birth field under the Father Tab within the Birth Event. 19

20 Physician user Manual Keyboard Shortcuts for Illinois Vital Records System New Record Ctrl - D Move to next field Tab key Move to next Tab in IVRS Ctrl - Tab Key Move to previous field Shift - Tab Key Move to previous Tab in IVRS Shift - Ctrl - Tab Key Move to first field of next section Ctrl - P Clear a field clears field where cursor is Ctrl - Z Enter today s date in a date field T Select a checkbox Hit spacebar or click this places a checkmark OR clears a checkmark Close Window Alt - F4 20

21 Marital Status Field Tobacco Contribute Field If Female Field Manner of Death Field 1. Married 2. Married but Separated 3. Widowed 4. Divorced 5. Never Married 6. Unknown 1. Yes 2. No 3. Probably 4. Unknown 1. Not pregnant within last 12 mos 2. Not pregnant, but pregnant within 42 days of death 3. Not pregnant, but pregnant 43 days to 1 year before death 4. Pregnant at time of death 5. Pregnant within one year of death but time unknown 6. Unknown if pregnant within the past 12 months 1. Natural 2. Accident 3. Suicide 4. Homicide 5. Could not be determined 6. Pending Investigation 21