EDRS Funeral Directors

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  • The death certificate is the permanent legal record of the fact and cause of death of an individual. It is the official record that: identifies the individual who is deceased provides the cause of death of the deceased includes demographic information of the deceased individual; such as his or her date of birth, residence address, parents’ names, etc. specifies the final disposition of the body provides information about the funeral director and the certifier completing the record
  • The funeral director is responsible for filing a complete and accurate death certificate with the authorized individual(s) responsible for the registration of death events in a jurisdiction. (If the party responsible for filing with the vital records office is someone other than the funeral director in your jurisdiction, for example, the hospital, then indicate so). Jurisdictional law specifies the required time for completing and filing the death certificate. Jurisdiction should insert their time limits for filing here.
  • The information on the death certificate is considered as prima facie evidence of the fact of death that can be introduced in court as evidence when a question about the death arises. The death certificate is also used as a source for mortality statistics at the national and jurisdictional level. Information on the death certificate may be used to allocate research and development funding for certain medical conditions, to establish goals related to public health, and to measure health status at local, state, national, and international levels. Therefore, it is imperative that the information provided on the death certificate is timely, complete and accurate. Some jurisdictions have penalties for knowingly making a false statement on a death certificate. Jurisdiction should insert their penalties here.
  • The Centers for Disease Control and Prevention’s (CDC) National Center for Health Statistics (NCHS), in partnership with the jurisdictions and the National Association for Public Health Statistics and Information Systems (NAPHSIS), provide leadership and coordination in developing a standard certificate of death to serve as a nationwide model. The U.S. Standard Certificate of Death is periodically revised to ensure that the death data collected on the certificate relates to current and anticipated needs. This process is generally carried out every 10 to 15 years. The version of the standard certificate that most jurisdictions are now using was implemented in 1989. A revised version of the standard certificate was approved in late 2003 by Tommy Thompson, Health and Human Services (HHS) Secretary and jurisdictions are being encouraged to adopt the new standards. (Jurisdiction should indicate here when they plan on implementing the new death certificate). As part of the revision process, a set of detailed specifications has been developed for collecting and reporting the items on the death certificate. NCHS recommends that all registration areas follow these standards as closely as possible to promote uniformity in data collection across registration areas. However, jurisdictions may need to make minor modifications to the standard certificate of death to comply with jurisdiction laws and regulations and/or to meet jurisdiction-specific informational needs. More information about the U.S. Standard Death Certificate is available at the following web site:http://www.cdc.gov/nchs/vital_certs_rev.htm.
  • More information about the U.S. Standard Death Certificate is available at the following web site:http://www.cdc.gov/nchs/vital_certs_rev.htm. If you are implementing the new certificate you should include this information. If there are other data items being modified, added, or deleted that are jurisdiction-specific, include these modifications here.
  • The primary purpose of an Electronic Death Registration (EDR) system is to improve the timeliness with the legal registration of a death. EDR enables the participants of death registration to register death certificates with local and state registrars electronically. EDR provides for online access so that decedent fact of death, cause of death, and demographic information can be electronically entered by multiple death registration participants working on the same case.
  • The registration of a death involves funeral directors, physicians, coroners, medical examiners, institutions, and state and possibly local registrars. These participants in the death registration process are faced with the need to complete their portion of the death certificate according to a time schedule that may require them to set aside other pressing business requirements. The current, manual process of completing a death certificate does little to make the completion of the death certificate an easy process. Unnecessary time may be spent by the business partners in interacting among themselves to acquire the needed information and handwritten signatures. A funeral director may need to travel to a physician’s office more than 100 miles away to obtain a handwritten signature. Often times the death certificate is passed between partners through the mail in order for each partner to complete his/her section and then submit the death certificate to the Vital Records Office for registration. An EDR system has the potential to reduce the number of days it takes to complete and register the death certificate by eliminating the need for business partners to mail and/or hand carry the death certificate through to completion and registration. Also, the family of the decedent may be inconvenienced by unnecessary delays when a legal correction is needed because of incorrect information or omission of certain data on the death certificate.
  • An EDR system can use advances in technology which offer opportunities for much greater timeliness and efficiency in collecting and processing death certificate data. An EDR system can take advantage of: the flexibility inherent in use of the Internet the security offered by encryption and assurance of the identity of participants by digital authentication systems real-time editing capabilities of computer applications to capture better quality death data
  • For a funeral director, the benefits of completing and filing death certificates utilizing an EDR system are numerous. An EDR system facilitates online collaboration among multiple death registration system users, including funeral homes, hospitals, nursing homes, physicians, medical examiners and coroners, and local and state registrars. With physicians participating in EDR, the funeral director will not need to physically locate a physician to obtain a signature. This will improve the timeliness of registering death certificates with the Vital Records Office. An EDR system will provide for paperless registration of a death certificate, and if all participants are not online with the EDR system, the system will support the completion and registration of a death certificate that is partially an electronic record and partially a paper certificate.
  • An EDR system will improve the quality of death data by automatically performing checks against the accuracy and completeness of the death data entered. Errors related to decedents SSNs will be reduced because funeral directors will receive notification through the EDR system when SSNs that are entered do not match numbers on SSA files. The EDR system will also allow a funeral director to print a burial transit permit locally at their funeral home. The EDR system will electronically support the trade call process for those funeral homes that perform trade calls for other funeral homes. And because an EDR system enables faster death registration at the Vital Records Office, the turnaround time for funeral directors to obtain certified copies for families will be reduced. In fact, the EDR system will provide the capability for the funeral director to electronically order certified copies, and in some jurisdictions the system will support electronic payments.
  • Ensuring that the social security number (SSN) registered for a decedent is correct is important for many reasons. By instituting a process whereby the SSN can be verified during the course of the registration process and before the death certificate is registered, jurisdictions will have confidence that a verified SSN on a death record provided to SSA is accurate. From the point of view of the SSA, they wish to immediately terminate benefits for a decedent for whom the SSN has been verified. The online verification of the SSN is integrated into the EDR system. When the funeral director enters the decedent’s name, date of birth, gender, and SSN, the EDR system will initiate a request to SSA for the SSN to be electronically verified.
  • With the implementation of online verification of SSN, the funeral directors will no longer need to submit an SSA 721 Form to SSA for survivorship leads. In lieu of the SSA 721 form, SSA will request that the funeral directors provide the family with an SSA fact sheet providing guidance and instructions on how to file for survivors benefits. The benefits of online verification of the decedent’s SSN include: Reducing decedent’s SSN errors on death certificates Improving accuracy of the SSN reported to SSA Speeding notification of fact of death to SSA Eliminating the need for a funeral director to submit an SSA 721 form to SSA
  • The online verification of the SSN is integrated into the EDR system. When the funeral director enters the decedent’s name, date of birth, gender, and SSN, the EDR system will initiate a request to SSA for the SSN to be electronically verified. The funeral director should take the SSN from the Social Security Card of the deceased whenever possible. If the SSN provided is from SSA correspondence or the Medicare Card of the deceased, this SSN should only be used when A, T, TA, M, or M1 follows the number. Examples of other documents that may show the SSN of the deceased include a marriage certificate, driver’s license, income tax statements, or bank statement.
  • The funeral director will have up to five attempts to receive a successful SSN verification. After the fifth attempt to verify the SSN for the same death record, the funeral director will receive a message that the number of attempts to verify the SSN for this death record has been exceeded. Once the SSN has been verified on a death record, the funeral director will not be able to modify the SSN and the SSN field will be locked from further data entry. If the funeral director notices a data entry error in the decedent’s name, date of birth, or gender, even after the SSN has been verified, he/she will be able to correct the information and will then need to re-verify the SSN.
  • Funeral directors will receive notification through the EDR system about the accuracy of the SSN as compared with the decedent’s name, gender, and date of birth reported on the death record. Examples of messages that the funeral director may receive following an SSN verification attempt include: PASSED – The SSN for this decedent has been successfully verified with SSA. FAILSSN – The SSN for this decedent did not pass verification with SSA. The SSN provided is not an established number and has never been issued by SSA. FAILGENDER – The decedent’s SSN did not pass verification with SSA because the gender provided did not match the Social Security records. FAILDOB – The decedent’s SSN did not pass verification with SSA because the date of birth provided did not match the Social Security records. FAILDOBGENDER – The decedent’s SSN did not pass verification with SSA because the gender and date of birth provided did not match Social Security records.
  • FAILNAME – The decedent’s SSN did not pass verification with SSA because the name provided does not match the Social Security records. This SSN may also belong to another individual. It is recommended that you re-check the decedent’s name and SSN before re-submitting your request. AUTHUNAVAIL – The SSA Online Verification System was unable to perform the SSN verification request because the system may be unavailable at this time. Please try your request later. INVALID – The decedent’s SSN could not be verified with the SSA because the SSN Online Verification System encountered an error with the format of the request. Please contact your representative at the Vital Statistics office for assistance.
  • TRANIDERROR – The decedent’s SSN could not be verified with SSA because the SSN Online Verification System encountered an error. Please contact your representative at the Vital Statistics office for assistance. BU01LINKFAIL – The decedent’s SSN could not be verified with SSA because the SSN Online Verification System encountered an error. Please contact your representative at the Vital Statistics office for assistance.
  • The SSA Online Verification System is operational during the following hours: Monday – Friday: 5am – 1am Eastern Time Saturday: 5am – 11pm Eastern Time Sunday: 8am – 10pm Eastern Time Federal Holidays: 5am – 11pm Eastern Time
  • Funeral directors and their assigned staff who will be users of the EDR system must contact their jurisdiction’s Department of Health (or the facility administrator – jurisdictionally dependent) . These participants will need to sign an agreement with their jurisdiction’s Department of Health that stipulates the security and privacy rules for access to the EDR system. They will be assigned a user ID and initial password for access to the EDR system. Funeral directors and their staff can be associated with one or more licensed funeral homes. Each user will have a user profile for each funeral home they are associated with that identifies those features and capabilities of the EDR system for which they have privileges for at that specified funeral home. In addition to a user ID and password, funeral directors who will be ‘electronically’ signing the death certificate may need an additional level of user authentication.
  • The U.S. Standard Death Certificate requires signatures from the funeral director, person pronouncing the death (only when applicable, the person pronouncing may also be the medical certifier), and the medical certifier. Signatures serve as a means to ensure that the information entered for the death certificate is authentic and that by placing their handwritten signature on the death certificate, they are attesting to the accuracy and authenticity of the information thereon. This authentication process provides the death certificate with credibility, not only as a public health data collection form but also as a legal document.
  • With an EDR system, handwritten signatures on the death certificate will be replaced by an electronic authentication. The purpose of electronic authentication is to ensure the identity of the individual and also to attest to the integrity of the death certificate – to guarantee that the information in the portion of the death certificate that was digitally signed has not changed. In addition to being required for the legal standing of the death certificate, authentication is considered critical for fraud prevention. Jurisdictions may vary on the level of electronic authentication required, and may implement this authentication using one or more methods, such as digital certificates, voice recognition, biometrics, etc. (Jurisdictions should include this module if they will be having this level of authentication in their EDR system. They should also indicate what methods of authentication will be provided).
  • For those jurisdictions that don’t require a disposition permit, the section on Printing a disposition permit should be omitted from this module. If a jurisdiction is including disinterment permits in their EDR system, they should have a module that describes this process. If the EDR system in your jurisdiction will support trade calls between funeral homes, the business processes for this function should be included in this module.
  • Using the EDR system, a funeral home will be able to start a new case when a death has occurred. Funeral home staff who can begin a new case include funeral directors and funeral home clerks. (Who can start a new case may vary by jurisdiction. In some jurisdictions only the funeral home can start a case. In some jurisdictions only the medical data provider can start a case. And then in some jurisdictions (and also what is reflected in the national model) either the funeral home or the medical data provider can start the case. The jurisdiction should indicate who can start a case here and include the appropriate process description.) The funeral director (or clerk) will begin by entering key identifying information about the decedent. (Jurisdictions should indicate here what those key data elements are for their EDR system). Using that information, the EDR system will attempt to determine if the case has already been started, either by that funeral director (or clerk), another funeral director (or clerk) at the same funeral home, another funeral home, or a medical certifier or institution.
  • To start a new case or continue with the existing case the funeral director (or clerk) will enter the decedent’s personal information. The EDR system will validate the personal information, along with the decedent’s SSN, for accuracy and completeness. Once the personal information has been entered and validated the personal information on the case is ready to be signed by the funeral director. If the medical information section of the case is not yet certified, the funeral director (or clerk) can use the EDR system to assign and/or notify the medical certifier responsible for certifying the cause of death for this case.
  • If the case has already been started by that funeral director (or clerk) or another funeral director (or clerk) working in the same funeral home, the funeral director, or clerk, can continue with the case, start a new case (if he/she thinks that the existing case is not a duplicate of the case he/she is trying to start), or cancel the process. If the case has already been started by another funeral home, the funeral director (or clerk) can either start a new case (if he/she thinks that the existing case is not a duplicate of the case he/she is trying to start) or cancel the process.
  • If the case has already been started by an institution or physician and is not already being worked on by another funeral home, the funeral director (or clerk) can either continue to work on the existing case, start a new case (if he/she thinks the existing case is not a duplicate of the case he/she is trying to start), or cancel the process.
  • The funeral director (or clerk) can use the EDR system to complete the entry of a decedent’s personal information for a death case already started. The case may have already been started by the funeral director (or clerk), by another funeral director (or clerk) at the same funeral home, or by a facility or medical certifier. The EDR system will validate the personal information, along with the decedent’s SSN for accuracy and completeness. Once the personal information has been entered and validated the personal information on the case is ready to be signed by the funeral director. If the medical information section of the case is not yet certified, the funeral director (or clerk) can use the EDR system to assign and/or notify the medical certifier responsible for certifying the cause of death for this case.
  • The funeral director will use the EDR system to electronically ‘sign’ the personal information for a case, once the personal information is complete. The funeral director would need to be electronically authenticated in order to sign the personal information. If the cause, date, and time of death on the case has already been certified, the case will automatically be submitted for registration once the funeral director signs the personal information. In some jurisdictions, once the case has been ‘signed’ and ‘certified’ it is automatically registered and does not need to go through a registration review process.
  • When a case is started, the funeral director or clerk responsible for the personal information on the case is considered the ‘owner’ of the case. Therefore, if a funeral director (or clerk) has started a case at his/her funeral home, and the family decides to use a different funeral home, the funeral home that started the case should relinquish ‘ownership’ of the case so that the second funeral home can assume ‘ownership’ in order to complete the personal information. When a case is relinquished, any personal information and medical information on that case is retained, however all identifying information about the funeral home is removed.
  • Once the case has been registered with the Vital Records Office, the funeral director (or clerk) can use the EDR system to print the disposition permit for the case. For those jurisdictions that don’t require a disposition permit, this section should be omitted. Jurisdictions may have other business process requirements for printing permits that should be included in this section (such as how many times can a funeral home print the same burial permit, etc.). If a jurisdiction is including disinterment permits in their EDR system, they should have a module that describes this process.
  • If the EDR system in your jurisdiction will support trade calls between funeral homes, the business processes for this function should be included in this module.
  • The EDR system will provide a funeral home the capability to generate reports related to cases for which its funeral home is responsible. The jurisdiction should specify those reports available to funeral homes here.
  • The funeral home will have the capability, through the EDR system, of electronically order certified copies for the family. The funeral home can only order certified copies for cases in which they were a participant. A jurisdiction may impose a ‘time limit’ on how many days after the death the funeral home can electronically order certified copies, and if so, these limits should be included in this module. Also, if the funeral home can specify a local office or the state office where the copies should be produced, describe this here. If your EDR system will support electronic payment authorization or some other payment method, describe here. You should describe what key information the funeral home should enter to search for a death record, or how they will select the death record they want to order certified copies for.
  • To correct personal information on a case that has already been registered at the Vital Records Office, the funeral director will need to file an amendment. The jurisdiction should describe here if the funeral director can do this via the EDR system, or whether it is a manual process. Also, the procedures for filing an amendment may vary by jurisdiction, such as how long after the death can the funeral director file the amendment, what supporting documentation is required, etc. and those procedures should be described here.
  • Many funeral homes have funeral home management software and the capability of an EDR system to import and/or export decedent personal information for a case is very helpful. It reduces the need for a funeral director, or clerk, to have to perform duplicate data entry for the same case. Jurisdictions need to specify if they support these processes in their EDR system and if so, provide more details. Some jurisdictions will support both an import and an export, others will just support import or export (not both), while some jurisdictions may not support either process through their EDR system.
  • When a funeral home uploads death data from its funeral home management application to the EDR system, the EDR system will perform the same validation checks on the decedent’s personal information as if the data had been keyed directly into the EDR system. The format for importing the data will be pre-defined.
  • Funeral homes may also export decedent’s personal information from the EDR system into their funeral home management application. The format for extracting the data will be pre-defined. (Jurisdictions may require that any ‘outside’ system contain all the edits of the EDR system since this will prevent importing of unacceptable data to the system. This will also prevent continual import/export until the data passes the EDR edits.)
  • There are many resources available to funeral directors related to EDR and death registration. NCHS has prepared a Funeral Directors’ Handbook on Death Registration and Fetal Death which contains instructions for funeral directors for completing and filing records of death. It pertains to the 2003 revision of the U.S. Standard Certificate of Death and the 1992 revision of the Model State Vital Statistics Act and Regulations. NCHS has prepared other handbooks that are available as references on preparing and registering death records. These handbooks include: Physicians’ Handbook on Medical Certification of Death Medical Examiners’ and Coroners’ Handbook on Death Registration and Fetal Death Reporting Guidelines for Reporting Occupation and Industry on Death Certificates If your jurisdiction has prepared additional materials to assist the funeral director in the EDR process, including training materials specific to your EDR system, these materials should be listed here.
  • Insert your jurisdictional contact information here
  • EDRS Funeral Directors

    1. 1. Electronic Death Registration (EDR) Funeral Director Training Package
    2. 2. Module One U.S. Standard Certificate of Death
    3. 3. U.S. Standard Certificate of Death Legal Record <ul><li>Permanent legal record of fact and cause of death </li></ul><ul><li>Identifies deceased individual </li></ul><ul><li>Includes demographic information of the deceased, such as: </li></ul><ul><ul><li>Date of birth </li></ul></ul><ul><ul><li>Residence address </li></ul></ul><ul><ul><li>Parents’ names </li></ul></ul><ul><li>Specifies final disposition of the body </li></ul><ul><li>Provides the cause of death of the deceased </li></ul><ul><li>Provides information about the funeral director and medical certifier completing the record </li></ul>
    4. 4. U.S. Standard Certificate of Death Responsible Parties <ul><li>Funeral Director </li></ul><ul><ul><li>Responsible for filing a complete and accurate death certificate for registration with Vital Records Office </li></ul></ul><ul><li>Medical Certifier </li></ul><ul><ul><li>Responsible for providing and certifying cause of death </li></ul></ul><ul><li>Imperative that information on death certificate is: </li></ul><ul><ul><li>Timely, Complete, Accurate </li></ul></ul><ul><li>Jurisdictional law specifies: </li></ul><ul><ul><li>Required time for completing and filing certificate </li></ul></ul><ul><ul><li>Penalties for knowingly making false statement on certificate </li></ul></ul>
    5. 5. U.S. Standard Certificate of Death Usages <ul><li>Information on death certificate considered prima facie evidence </li></ul><ul><ul><li>Can be introduced in court as evidence </li></ul></ul><ul><li>Source of mortality statistics at national and jurisdictional level </li></ul><ul><li>Data used to: </li></ul><ul><ul><li>Allocate research and development funding </li></ul></ul><ul><ul><li>Establish goals related to public health </li></ul></ul><ul><ul><li>Measure health status </li></ul></ul>
    6. 6. U.S. Standard Certificate of Death Nationwide Model <ul><li>Leadership and coordination </li></ul><ul><ul><li>Centers for Disease Control (CDC) National Center for Health Statistics (NCHS) </li></ul></ul><ul><ul><li>National Association for Public Health Statistics and Information Systems (NAPHSIS) </li></ul></ul><ul><ul><li>Jurisdictional representatives </li></ul></ul><ul><li>Certificate revision history </li></ul><ul><ul><li>Periodically revised to ensure death data collected relates to current and anticipated needs </li></ul></ul><ul><ul><li>Revised every 10-15 years </li></ul></ul><ul><ul><li>Most states use 1989 version </li></ul></ul><ul><ul><li>Revised version approved by HHS in 2003 </li></ul></ul><ul><ul><li>Detailed specifications developed for collecting and reporting data items </li></ul></ul>
    7. 7. U.S. Standard Certificate of Death Revised Version <ul><li>Modified Items </li></ul><ul><ul><li>Decedent’s race, captures multiple race identification </li></ul></ul><ul><ul><li>Decedent’s education, captures highest degree attained </li></ul></ul><ul><ul><li>Decedent’s marital status distinguishes ‘Married’ from ‘Married, but separated’ </li></ul></ul><ul><ul><li>Place of death includes hospice facility </li></ul></ul><ul><li>New Items </li></ul><ul><ul><li>If female, pregnancy status at time of death that will help identify maternal and pregnancy-related deaths </li></ul></ul><ul><ul><li>If transportation injury, decedent’s role with respect to vehicles </li></ul></ul><ul><ul><li>Did tobacco use contribute to death </li></ul></ul><ul><ul><li>Separate instructions for funeral director and medical data provider </li></ul></ul>
    8. 8. Module Two EDR System Features
    9. 9. EDR System Features What is an EDR System? <ul><li>Purpose is to improve timeliness and quality of death registration </li></ul><ul><li>Enables participants of death registration to register death certificates with local and state registrars electronically </li></ul><ul><li>Provides for online access so decedent fact of death, cause of death, and demographic information can be entered by multiple death registration participants working on same case </li></ul>
    10. 10. EDR System Features Why the Need for an EDR System? <ul><li>Multiple participants involved </li></ul><ul><ul><li>Funeral directors </li></ul></ul><ul><ul><li>Physicians </li></ul></ul><ul><ul><li>Coroners, Medical Examiners </li></ul></ul><ul><ul><li>Institutions, such as hospitals, nursing homes </li></ul></ul><ul><ul><li>State, and possibly local registrars </li></ul></ul><ul><li>Current manual process is time consuming </li></ul><ul><ul><li>Handwritten signatures required </li></ul></ul><ul><ul><li>Death certificate passed between participants via mail or is hand carried </li></ul></ul><ul><ul><li>Registration can be delayed due to incorrect information or missing information on the certificate </li></ul></ul>
    11. 11. EDR System Features Technological Advances <ul><li>EDR systems can use advances in technology which offer opportunities for greater timeliness and efficiency in collecting and processing death certificates </li></ul><ul><ul><li>Flexibility inherent in use of the Internet </li></ul></ul><ul><ul><li>Security offered by encryption and assurance of identity of participants by digital authentication systems </li></ul></ul><ul><ul><li>Real-time editing capabilities of computer applications to capture better quality death data </li></ul></ul>
    12. 12. EDR System Features Potential Benefits <ul><li>Facilitates online collaboration among multiple death registration system users </li></ul><ul><li>Improves the timeliness of registering death certificates </li></ul><ul><li>Eliminates the need to physically locate physician to obtain signature when physicians utilize the EDR system </li></ul><ul><li>Provides for paperless registration of the death certificate </li></ul><ul><li>Supports completion and registration of a death certificate that is partially electronic and partially paper </li></ul>
    13. 13. EDR System Potential Benefits (continued) <ul><li>Improves quality of death data by automatically checking the accuracy and completeness of death data entered </li></ul><ul><li>Reduces errors related to decedent’s SSN by checking the SSA files for an SSN match </li></ul><ul><li>Supports trade calls electronically </li></ul><ul><li>Allows funeral homes to electronically order certified copies </li></ul><ul><li>Allows funeral homes to print disposition permits without traveling to the local health department </li></ul>
    14. 14. Module Three Online Verification of Social Security Number
    15. 15. Online Verification of SSN Process <ul><li>SSN can be verified during the entry of death data prior to registration </li></ul><ul><li>Online verification integrated into EDR system </li></ul><ul><li>SSN electronically verified after key decedent data items entered: </li></ul><ul><ul><li>Name </li></ul></ul><ul><ul><li>DOB </li></ul></ul><ul><ul><li>Gender </li></ul></ul><ul><ul><li>Social Security Number </li></ul></ul><ul><li>Receive notification through the EDR system about the accuracy of the SSN </li></ul>
    16. 16. Online Verification of SSN Benefits <ul><li>Reduces decedent’s SSN errors on death certificates prior to registration </li></ul><ul><li>Improves accuracy of SSN reported to SSA </li></ul><ul><li>Speeds notification of fact of death to SSA </li></ul><ul><li>Eliminates the need for funeral director to submit an SSA 721 form to SSA </li></ul>
    17. 17. Online Verification of SSN Source of SSN <ul><li>SSN should be taken from Social Security card of the deceased whenever possible </li></ul><ul><li>If SSN provided is from SSA correspondence or Medicare card of deceased, this SSN should only be used when A, T, TA, M, or M1 follows number </li></ul><ul><li>Other documents that may show the SSN: </li></ul><ul><ul><li>Marriage certificate </li></ul></ul><ul><ul><li>Driver’s license </li></ul></ul><ul><ul><li>Income tax statements </li></ul></ul><ul><ul><li>Bank statement </li></ul></ul>
    18. 18. Online Verification of SSN Functionality <ul><li>EDR system allows up to five attempts to receive a successful SSN verification </li></ul><ul><li>After fifth attempt to verify SSN for the same death record a message will be displayed indicating that the number of attempts to verify SSN has been exceeded </li></ul><ul><li>SSN field locked from further data entry after a successful SSN verification </li></ul><ul><li>If decedent name, DOB, or gender is modified after successful SSN verification, the SSN will need to be re-verified </li></ul>
    19. 19. Online Verification of SSN Return Messages <ul><li>PASSED – The SSN for this decedent has been successfully verified with SSA. </li></ul><ul><li>FAILSSN – The SSN for this decedent did not pass verification with SSA. The SSN provided is not an established number and has never been issued by SSA. </li></ul><ul><li>FAILGENDER – The decedent’s SSN did not pass verification with SSA because the gender provided did not match the Social Security records. </li></ul><ul><li>FAILDOB – The decedent’s SSN did not pass verification with SSA because the date of birth provided did not match the Social Security records. </li></ul><ul><li>FAILDOBGENDER – The decedent’s SSN did not pass verification with SSA because the gender and date of birth provided did not match Social Security records. </li></ul>
    20. 20. Online Verification of SSN Return Messages (continued) <ul><li>FAILNAME – The decedent’s SSN did not pass verification with SSA because the name provided does not match the Social Security records. This SSN may also belong to another individual. It is recommended that you re-check the decedent’s name and SSN before re-submitting your request. </li></ul><ul><li>AUTHUNAVAIL – The SSA Online Verification System was unable to perform the SSN verification request because the system may be unavailable at this time. Please try your request later. </li></ul><ul><li>INVALID – The decedent’s SSN could not be verified with the SSA because the SSN Online Verification System encountered an error with the format of the request. Please contact your representative at the Vital Statistics office for assistance. </li></ul>
    21. 21. Online Verification of SSN Return Messages (continued) <ul><li>TRANIDERROR – The decedent’s SSN could not be verified with SSA because the SSN Online Verification System encountered an error. Please contact your representative at the Vital Statistics office for assistance. </li></ul><ul><li>BU01LINKFAIL – The decedent’s SSN could not be verified with SSA because the SSN Online Verification System encountered an error. Please contact your representative at the Vital Statistics office for assistance. </li></ul>
    22. 22. Online Verification of SSN SSA Hours of Operation <ul><li>The SSA Online Verification System is operational during the following hours: </li></ul><ul><ul><ul><li>Monday – Friday: 5am – 1am Eastern Time </li></ul></ul></ul><ul><ul><ul><li>Saturday: 5am – 11pm Eastern Time </li></ul></ul></ul><ul><ul><ul><li>Sunday: 8am – 10pm Eastern Time </li></ul></ul></ul><ul><ul><ul><li>Federal Holidays: 5am – 11pm Eastern Time </li></ul></ul></ul>
    23. 23. Module Four EDR System Access
    24. 24. EDR System Access Obtaining User ID and Password <ul><li>Contact your jurisdiction’s Department of Health (DOH) </li></ul><ul><li>Sign an agreement with the DOH that stipulates security and privacy rules for EDR system access </li></ul><ul><li>Administrator will assign a User ID and initial password </li></ul><ul><li>User profile will be established for each funeral home the data provider is associated with </li></ul><ul><ul><li>Includes identifying information about the data provider </li></ul></ul><ul><ul><li>Specifies EDR system privileges data provider has at each funeral home </li></ul></ul><ul><li>Funeral directors who will be electronically signing the death certificate may need an additional level of user authentication </li></ul>
    25. 25. EDR System Access Signatures on Death Certificate <ul><li>U.S. Standard Death Certificate requires signatures from funeral director, medical certifier, and if applicable, pronouncer </li></ul><ul><li>Handwritten signatures on the death certificate attest to the accuracy and the authenticity of the information </li></ul><ul><li>Signatures provide the death certificate with credibility, as both a public health data collection form and a legal document </li></ul>
    26. 26. EDR System Access Electronic Authentication <ul><li>EDR System will replace handwritten signatures on the death certificate with electronic authentication </li></ul><ul><li>Electronic authentication </li></ul><ul><ul><li>Ensures the identity of the individual </li></ul></ul><ul><ul><li>Attests to the integrity of the death certificate </li></ul></ul><ul><ul><li>Guarantees that the information in the portion of the death certificate digitally signed has not changed </li></ul></ul><ul><ul><li>Required for the legal standing of the death certificate </li></ul></ul><ul><ul><li>Critical for fraud prevention </li></ul></ul><ul><ul><li>May be implemented via one or more methods, such as digital certificates, voice recognition, biometrics, etc. </li></ul></ul>
    27. 27. Module Five EDR System Case Management
    28. 28. EDR System Case Management Case Actions <ul><li>Beginning a case </li></ul><ul><li>Completing an existing case </li></ul><ul><li>Signing the Personal Information on a case </li></ul><ul><li>Relinquishing a case </li></ul><ul><li>Printing a disposition permit </li></ul><ul><li>Handling trade calls </li></ul><ul><li>Generating reports </li></ul>
    29. 29. EDR System Case Management Beginning a Case <ul><li>Funeral home can start a new case when a death has occurred, using the EDR system </li></ul><ul><li>Funeral home staff who can start a new case include funeral directors and funeral home clerks </li></ul><ul><li>Funeral home starts case by entering key decedent identifying data </li></ul><ul><li>EDR system will determine if the case has already been started, either by: </li></ul><ul><ul><li>Person attempting to start the case again </li></ul></ul><ul><ul><li>Another person at that funeral home </li></ul></ul><ul><ul><li>Another funeral home </li></ul></ul><ul><ul><li>A medical certifier or institution </li></ul></ul>
    30. 30. EDR System Case Management Beginning a Case (continued) <ul><li>If the case has not already been started </li></ul><ul><ul><li>Funeral home enters decedent’s personal information </li></ul></ul><ul><ul><li>EDR system will validate the personal information, along with the SSN, for accuracy and completeness </li></ul></ul><ul><ul><li>Case can be saved as incomplete if the funeral home does not have all the personal information readily available </li></ul></ul><ul><ul><li>Case ready to be ‘electronically’ signed by the funeral director once all personal information has been entered and validated </li></ul></ul><ul><ul><li>Funeral home can use the EDR system to assign and/or notify the medical certifier responsible for certifying the cause of death </li></ul></ul>
    31. 31. EDR System Case Management Beginning a Case (continued) <ul><li>If case has already been started by the same person or another person working at the same funeral home, the user can: </li></ul><ul><ul><ul><li>Continue to work on the existing case </li></ul></ul></ul><ul><ul><ul><li>Start a new case if he/she thinks the existing case is not a duplicate of the case being started </li></ul></ul></ul><ul><ul><ul><li>Cancel the process </li></ul></ul></ul><ul><li>If the case has already been started by another funeral home, the user can: </li></ul><ul><ul><li>Start a new case if he/she thinks the existing case is not a duplicate of the case being started </li></ul></ul><ul><ul><li>Cancel the process </li></ul></ul>
    32. 32. EDR System Case Management Beginning a Case (continued) <ul><li>If the case has already been started by an institution or medical certifier and is not owned by another funeral home, the user can: </li></ul><ul><ul><li>Continue to work on the existing case </li></ul></ul><ul><ul><li>Start a new case if he/she thinks the existing case is not a duplicate of the case being started </li></ul></ul><ul><ul><li>Cancel the process </li></ul></ul>
    33. 33. EDR System Case Management Completing an Existing Case <ul><li>Funeral home can complete the entry of decedent personal information for an existing case, using the EDR system </li></ul><ul><li>Funeral home enters decedent’s personal information </li></ul><ul><li>EDR system will validate the personal information, along with the SSN, for accuracy and completeness </li></ul><ul><li>Case ready to be ‘electronically’ signed by the funeral director once all personal information has been entered and validated </li></ul><ul><li>Funeral home can use the EDR system to assign and/or notify the medical certifier responsible for certifying the cause of death </li></ul>
    34. 34. EDR System Case Management Signing the Personal Information <ul><li>Funeral director can electronically sign the personal information for a case, using the EDR system </li></ul><ul><li>Personal information must be complete and validated prior to signature </li></ul><ul><li>EDR system will electronically authenticate the funeral director prior to signature </li></ul><ul><li>Once funeral director signs the case; if cause, date, and time of death have been certified, then case is automatically submitted for registration </li></ul>
    35. 35. EDR System Case Management Relinquishing a Case <ul><li>When a case is started, the funeral home responsible for the personal information is considered the ‘owner’ of the case </li></ul><ul><li>If a funeral home other then the funeral home that started the case is now responsible for the personal information, then the first funeral home must relinquish ‘ownership’ of the case </li></ul><ul><ul><li>Identifying funeral home information removed from the case </li></ul></ul><ul><ul><li>Personal information and medical information retained </li></ul></ul><ul><li>Second funeral home can assume ‘ownership’ of the case after the first funeral home has relinquished ‘ownership’ </li></ul>
    36. 36. EDR System Case Management Printing a Disposition Permit <ul><li>Death certificate must be registered with the vital records office </li></ul><ul><li>Funeral home can print the disposition permit at their location after the death certificate is registered with the vital records office </li></ul>
    37. 37. EDR System Case Management Trade Calls <ul><li>Funeral home ‘one’ acts as a broker for funeral home ‘two’ (which may be an out-of-state funeral home) </li></ul><ul><li>Funeral home ‘one’ enters the decedent’s personal information, using the EDR system </li></ul><ul><li>Funeral home ‘one’ indicates it is performing a service for funeral home ‘two’ and enters information identifying funeral home ‘two’, using the EDR system </li></ul>
    38. 38. EDR System Case Management Generating Reports <ul><li>Funeral Home will be able to generate reports related to cases for which they are responsible </li></ul>
    39. 39. Module Six Online Ordering of Certified Copies
    40. 40. Online Ordering of Certified Copies Placing an Order <ul><li>Funeral home can order certified copies for the family, using the EDR system </li></ul><ul><li>Funeral home can search for and/or select from a case list the death certificate for which certified copies should be produced </li></ul><ul><li>Funeral home can place an online order, specifying: </li></ul><ul><ul><li>Number and type of certified copies </li></ul></ul><ul><ul><li>Method of payment </li></ul></ul><ul><ul><li>Vital records office where copies should be produced </li></ul></ul><ul><ul><li>Method of delivery/pickup of certified copies </li></ul></ul><ul><li>Vital records office will print certified copies and provide to funeral home via specified delivery method </li></ul><ul><li>Various payment methods are accepted; such as electronic payment authorization, cash, check, money order, invoice </li></ul>
    41. 41. Module Seven Amending a Death Certificate
    42. 42. Amending a Death Certificate Submitting a Correction <ul><li>Funeral home must file an amendment with the vital records office to change personal information on a death certificate after the certificate has been registered </li></ul><ul><li>Certain corrections will require supporting documentation depending upon which item(s) on the death certificate are being changed </li></ul><ul><li>For certain corrections, the amendment can be submitted electronically, using the EDR system </li></ul>
    43. 43. Module Eight Importing/Exporting Death Data
    44. 44. Importing/Exporting Death Data Importing Death Data <ul><li>EDR system can upload (import) decedent personal information from a Funeral Home Management Application </li></ul><ul><li>Reduces the need for the funeral home to perform duplicate data entry for the same case </li></ul><ul><li>Uploaded personal information will be validated by the EDR system as if the data had been keyed directly into the EDR system </li></ul><ul><li>Format for importing the personal information will be pre-defined </li></ul>
    45. 45. Importing/Exporting Death Data Exporting Death Data <ul><li>EDR system can download (export) decedent personal information from the EDR system into a Funeral Home Management Application </li></ul><ul><li>Reduces the need for the funeral home to perform duplicate data entry for the same case </li></ul><ul><li>Format for exporting the personal information will be pre-defined </li></ul>
    46. 46. Module Nine Resources
    47. 47. Resources NCHS Resources <ul><li>NCHS has prepared the following handbooks which contain instructions for completing death certificates and registering deaths: </li></ul><ul><ul><li>Funeral Directors’ Handbook on Death Registration and Fetal Death </li></ul></ul><ul><ul><li>Physicians’ Handbook on Medical Certification of Death </li></ul></ul><ul><ul><li>Medical Examiners’ and Coroners’ Handbook on Death Registration and Fetal Death Reporting </li></ul></ul><ul><ul><li>Guidelines for Reporting Occupation and Industry on Death Certificates </li></ul></ul>
    48. 48. Module Ten Contact Information
    49. 49. Contact Information NAPHSIS <ul><li>National Association for Public Health Statistics and Information Systems </li></ul><ul><li>801 Roeder Road, Suite 650 </li></ul><ul><li>Silver Spring, Maryland 20910 </li></ul><ul><li>(301) 563-6001 </li></ul><ul><li>www.naphsis.org </li></ul>
    50. 50. Contact Information Jurisdiction Vital Records Office <ul><ul><li>Jurisdiction’s Department of Health </li></ul></ul><ul><ul><li>Street Address </li></ul></ul><ul><ul><li>City, State Zip Code </li></ul></ul><ul><ul><li>Phone Number </li></ul></ul><ul><ul><li>Website URL </li></ul></ul>

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