BC Vital Statistics Agency

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Facts and Fiction of Online Death Registration

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BC Vital Statistics Agency

  1. 1. Vital Statistics Agency “ FACTS AND FICTION OF ONLINE DEATH REGISTRATION”
  2. 2. Vital Statistic: The death rate in British Columbia is one per person!!! <ul><li>Vital Statistics Registers approximately 41,448 deaths a year </li></ul><ul><li>Registration service is provided by 122 Funeral Homes and 675 Vital Statistics Registrars </li></ul><ul><li>All Funeral Homes are currently using the Electric Death Registration Program </li></ul><ul><li>Vital Statistics Act Sections 17 to 24, 29, 30, and 40.1 govern death registration and issuing death certificates </li></ul>
  3. 3. DECEASED’S IDENTITY DID WE JUST FIND JIMMY HOFFA?
  4. 4. Deceased’s Identity <ul><li>Why is it a requirement to view the deceased’s identification? </li></ul><ul><ul><ul><li>Obtain correct spelling of deceased’s name </li></ul></ul></ul><ul><ul><ul><li>Date of birth </li></ul></ul></ul><ul><ul><ul><li>Place of birth </li></ul></ul></ul><ul><li>What is acceptable? </li></ul><ul><ul><li>Primary Identification: </li></ul></ul><ul><ul><ul><li>Birth Certificate if born in Canada </li></ul></ul></ul><ul><ul><ul><li>Canadian Citizenship card </li></ul></ul></ul><ul><ul><ul><li>Permanent Resident card </li></ul></ul></ul><ul><ul><ul><li>Landed Immigrant documents </li></ul></ul></ul>
  5. 5. Deceased’s Identity <ul><li>What is acceptable? </li></ul><ul><ul><li>Other Acceptable Identification: </li></ul></ul><ul><ul><ul><li>Canadian driver’s licence </li></ul></ul></ul><ul><ul><ul><li>Canadian Passport </li></ul></ul></ul><ul><ul><ul><li>Provincial identification card, BC ID, Medical Card </li></ul></ul></ul><ul><ul><ul><li>Combination of other identification if not born in Canada, Canadian Citizen or Landed Immigrant </li></ul></ul></ul>
  6. 6. DEATH REGISTRATION DATA QUALITY
  7. 7. Death Registration Data Quality <ul><li>Data on the Death Registration must always be checked against the Medical Certificate of Death previous to registering the event </li></ul><ul><li>Refer fractures; falls; recent surgery.. listed on a Physician’s Medical Certificate of Death to the Coroner even when the Doctor has ticked ‘manner of death’ as ‘Natural’. </li></ul><ul><li>Vital Statistics review of data quality indicates there are many small errors, that cause us all extra work </li></ul><ul><li>Common errors </li></ul><ul><li>Formal amendment verses administrative amendment </li></ul>
  8. 8. Death Registration Data Quality <ul><li>Common Errors: </li></ul><ul><ul><li>Place of death on death registration does not match Medical Certificate of Death </li></ul></ul><ul><ul><li>Date of death on registration does not match Medical Certificate of Death. </li></ul></ul><ul><ul><li>Certification by Physicians missing or incomplete </li></ul></ul>
  9. 9. Death Registration Data Quality <ul><li>Amendments to Death Registrations: </li></ul><ul><ul><li>Formal Amendment </li></ul></ul><ul><ul><ul><li>Funeral Home determines an error has been made after the registration has been submitted electronically or manually to Vital Statistics </li></ul></ul></ul><ul><ul><ul><li>Within 10 days no amendment fee after 10 days $27 fee </li></ul></ul></ul><ul><ul><ul><li>Amendment request faxed to Vital Statistics Regional office for processing </li></ul></ul></ul><ul><ul><ul><li>Can take up to 5 business day to process </li></ul></ul></ul>
  10. 10. Death Registration Data Quality <ul><li>Administrative amendment Vital Statistics </li></ul><ul><ul><li>Generated based on discrepancies between the Medical Certificate of Death and death registration </li></ul></ul><ul><ul><li>Funeral Homes will receive letters asking for clarification of information </li></ul></ul><ul><ul><li>No fee to process these amendments </li></ul></ul>
  11. 11. POSTAL CODES DOES IT REALLY MATTER WHEN THEY WON’T BE RECEIVING MAIL ANYMORE?
  12. 12. Postal Codes <ul><li>Yes!! The postal code must be entered even if the death occurred in a location that doesn’t have a postal code. </li></ul><ul><ul><li>Postal code is based on place of death </li></ul></ul><ul><ul><li>Postal code used to capture statistical information by BC Health Region </li></ul></ul>
  13. 13. DEATH ON AIRCRAFT OR SHIP
  14. 14. Death on Aircraft or Ship <ul><li>Vital Statistics Act: Section 24 </li></ul><ul><ul><li>If the birth or death of a person occurs on an aircraft or ship whose first stop after the birth or death is in British Columbia, the chief executive officer may register the birth or death. </li></ul></ul><ul><li>What does that really mean? </li></ul><ul><ul><li>“ Address” will always be the best estimate of location. </li></ul></ul><ul><ul><li>e.g.: Longitude and Latitude </li></ul></ul><ul><ul><li>“ City” will always be the city of landing/docking </li></ul></ul><ul><ul><li>There must be a medical certificate of death completed by a BC physician or coroner(usually a coroner in these circumstances) </li></ul></ul><ul><li>REMINDER: If you have a question or concern, please contact your Regional Office. </li></ul>
  15. 15. DUPLICATE MCOD’S
  16. 16. Duplicate MCOD’s <ul><li>Have you ever wondered why Electronic Death Registration Program gives you a duplicate Medical Certificate of Death message? </li></ul><ul><ul><li>Two common causes of this error message: </li></ul></ul><ul><ul><ul><li>The death registration has already been entered into Electric Death Registration Program but is not completed </li></ul></ul></ul><ul><ul><ul><li>The hospital, doctor’s office or medical clinic have photocopied the Medical Certificate of Death not realizing the document control number is unique </li></ul></ul></ul>
  17. 17. STILLBIRTHS & UNREGISTERABLE EVENTS
  18. 18. Stillbirths <ul><li>Vital Statistics Act: Definitions </li></ul><ul><ul><li>“ Stillbirth” means the complete expulsion or extraction from its mother after at least 20 weeks’ pregnancy, or after attaining a weight of at least 500 grams, of a product of conception in which, after the expulsion or extraction, there is no breathing, beating of the heart, pulsation of the umbilical cord or unmistakable movement of voluntary muscle. </li></ul></ul>
  19. 19. Stillbirths <ul><li>REMEMBER: </li></ul><ul><li>If the pregnancy was of at least 20 weeks duration it is a Stillbirth, </li></ul><ul><li>OR </li></ul><ul><li>If the product of conception was at least 500 grams in weight it is a Stillbirth. </li></ul>
  20. 20. <ul><li>A stillbirth is simultaneously both a birth and a death event. </li></ul><ul><li>Medical particulars of the death are provided by the physician or coroner on the “Medical Certificate of Stillbirth” which is on the back of the parent registration form. </li></ul>Stillbirths
  21. 21. Stillbirths <ul><li>Every stillbirth must be registered and a burial permit issued before disposition of the remains may take place. </li></ul><ul><li>If a funeral service provider has been contracted by the parent(s) they must obtain the Registration of Stillbirth (with Medical Certificate of Stillbirth completed on reverse). </li></ul>
  22. 22. Stillbirths <ul><li>Stillbirth events are registered manually by the Funeral Home and a Burial Permit is issued. These events are not entered in the Electronic Death Registration Program. </li></ul><ul><li>REMINDER: No Death Certificate are issued for these events. </li></ul><ul><li>Families can apply directly to Vital Statistics for a ‘Certificate of Remebrance’ . </li></ul>
  23. 23. Unregisterable Events <ul><li>A funeral service provider may be contracted by parents to handle the disposition of fetal remains(product of conception) resulting from extraction or expulsion that did not qualify as a stillbirth event. </li></ul><ul><li>Such an event is not registerable under the provisions of the Vital Statistics Act and no burial permit may be issued. </li></ul>
  24. 24. Unregisterable Events <ul><li>Cemeteries and crematorium may require some documentation or assurance to allow disposition in the absence of a burial permit. </li></ul><ul><li>It will be necessary for the attending or family physician to document the medical criteria excluding the event from registration. </li></ul>
  25. 25. PRIVATE DISPOSITIONS
  26. 26. Private Dispositions <ul><li>Funeral Service Providers may be approached by families seeking information on how to proceed with private disposition. </li></ul><ul><li>Private disposition allows a person who is not acting in a business capacity to transfer the remains of a deceased to a cemetery or crematorium. </li></ul>
  27. 27. Private Dispositions <ul><li>All individuals should be referred to the Business Practices & Consumer Protection Authority or local Service BC office who will advise them on how to obtain the required private transport permit and authorities. </li></ul><ul><li>In addition, they should be referred to your Vital Statistics Regional Office for direction on registering the death and obtaining a burial permit. </li></ul>
  28. 28. TIMELINESS & INTEGRITY
  29. 29. Timeliness & Integrity <ul><li>Death Registrations & Medical Certificates of Death to be forwarded daily </li></ul><ul><li>Registration number transposed onto Medical Certificate of Death </li></ul><ul><li>Registration & Medical Certificate of Death are “NOT” to be stapled together </li></ul><ul><li>Sorted by Registration Number in ascending order </li></ul><ul><li>Agency provides postage-paid envelopes </li></ul>
  30. 30. DEATH CERTIFICATES/ PROOF OF DEATH
  31. 31. Death Certificates/Proof of Death <ul><li>Can issue Death Certificates for death event previously registered by the funeral home </li></ul><ul><li>Death Certificates are the only legal proof of death </li></ul><ul><li>Funeral Directors are now allowed to “confirm” photocopies of original provincial death certificates for the sole purpose of CPP Death Benefits. Using the wording: “This photocopy is a true copy of the original document which has not been altered in any way.” </li></ul>
  32. 32. EDRP HELP DESK and VITAL STATISTICS OFFICE REGIONAL SUPPORT
  33. 33. EDRP Help Desk and Vital Statistics Office Regional Support <ul><li>Help Desk phone contact (250) 952-9090 or Toll Free: 1-888-212-1188 press 4 </li></ul><ul><li>Regional Office Contacts </li></ul>

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