California EDRS Update Debbie McDowell 916-552-8143 dmcdowe1@dhs.ca.gov All Registrar Meeting June 19, 2006 1
Before EDRS All Registrar Meeting June 19, 2006 2
January 2005 Riverside Yolo 5.5% All Registrar Meeting June 19, 2006 3
January 2006 Imperial Sacramento Santa Clara 13.7% All Registrar Meeting June 19, 2006 4
June 2006 Imperial Kern Monterey Riverside Sacramento San Benito San Diego San Francisco San Mateo Santa Clara Ventura Yolo 31.0% All Registrar Meeting June 19, 2006 5
Commitments From: Butte Kings Marin San Bernardino San Luis Obispo Sonoma Stanislaus Sutter 46.1% All Registrar Meeting June 19, 2006 6
Electronic Death Registration in California Glenna Gobar 916-734-8579 ggobar@ucdavis.edu All Registrar Meeting June 19, 2006 7
Hardware/Software Requirements for CA-EDRS Computer (Standard Office workstation) Adobe reader 7.0+ (free) Web browser Popups & JavaScript enabled IE 6.0 + Netscape 5 + Mozilla 1.4+ (FireFox) Internet Access (high speed preferred) Printer Black/White Laser ONLY CFDA Special Purchase All Registrar Meeting June 19, 2006 8
PI Personal Info MI Medical Info CI Coroner Info All Registrar Meeting June 19, 2006 9
Personal Information- PI All Registrar Meeting June 19, 2006 10
Medical Information- MI All Registrar Meeting June 19, 2006 11
Coroner Information- CI All Registrar Meeting June 19, 2006 12
CA-EDRS Functions Submit MI for LR Review Referred to ME/Coroner Authenticates PI Embalmer signature SSN Verification Print Working Copy Validations ME/Coroner Attests MI Remote Attestation View RA All Registrar Meeting June 19, 2006 13
Data Collection Workflow Decedent s Personal Information Medical Information worksheet Enter Personal & Medical Data Funeral Home Medical Facility ME/Coroner Office All Registrar Meeting June 19, 2006 14
Registration of 100% electronic death certificates in CA-EDRS means no manual handling, quicker registration and electronic issuance of disposition permits All Registrar Meeting June 19, 2006 15
Registration of 100% EDRS DC Funeral Home MF or ME/C LRD FD Submits DC Register DC Issue DP Print Disposition Permit(s) Print Official Copy Issue Certified Copies All Registrar Meeting June 19, 2006 16
Death Certificate VS-11e All Registrar Meeting June 19, 2006 17
CA-EDRS validations check for data quality and consistency All Registrar Meeting June 19, 2006 18
Data quality check runs: Validations against the: CDC Electronic Specifications Birth and Death Registration Handbook Field Edits and Cross-field Edits Compare Dates Check for missing fields Red error messages Yellow warning messages On-line Help Field Sensitive Death Certificate Section Amendment Section Disposition Permit Section All Registrar Meeting June 19, 2006 19
Data consistency through the use of: Drop down lists, search lists where possible Funeral Homes and Embalmers Hospital Facilities Physicians Occupations Kind of Industries States/Countries Hispanic Races Automatic converts to UPPER CASE when saved Calculates AGE with valid Date of Birth when saved Medical Spell check Compare Race & Hispanic terms to reference data All Registrar Meeting June 19, 2006 20
Death certificate field specific help is built into CA-EDRS. These are the relevant sections from the Vital Records Death Registration Handbook All Registrar Meeting June 19, 2006 21
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On-line Social Security Number Verification NEW All Registrar Meeting June 19, 2006 23
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Physician Remote Attestation (Signature) NEW All Registrar Meeting June 19, 2006 25
Physician Remote Attestation is: Electronic attestation of a death certificate The CDHS-approved methods for physician attestation include: Electronic Voice capture and Automated FAX signature capture All Registrar Meeting June 19, 2006 26
Physician Remote Attestation Steps for requesting a remote attestation All Registrar Meeting June 19, 2006 27
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REQ All Registrar Meeting June 19, 2006 30
Remote Attestation What the Physician receives All Registrar Meeting June 19, 2006 31
Physician Fax Coversheet All Registrar Meeting June 19, 2006 32
Physicians Copy of Death Certificate. To be signed and Faxed back to CA-EDRS. All Registrar Meeting June 19, 2006 33
Physician Remote Attestation Voice Attestation Fax Attestation JOHN SMITH MD V @ JOHN SMITH MD F @ All Registrar Meeting June 19, 2006 34
Two examples of remote attestation status as they appear in the decedent s folder All Registrar Meeting June 19, 2006 35
ATT All Registrar Meeting June 19, 2006 36
ATT VOICE All Registrar Meeting June 19, 2006 37
Local Registrar and Funeral Home Staff can view the actual FAX remote attestation or hear the physician s VOICE attestation by simply clicking on the icon NEW All Registrar Meeting June 19, 2006 38
Click on icon to view signed remote attestation from the medical certifier All Registrar Meeting June 19, 2006 39
View remote attestation FAX All Registrar Meeting June 19, 2006 40
Workflow variations in CA-EDRS All Registrar Meeting June 19, 2006 41
Drop to Paper Option Drop to Paper for ink signature when required USE OFFICIAL PAPER Registration Process All Registrar Meeting June 19, 2006 42
Dual-Pass Option Drop to Paper for ink signature if PI is not complete USE OFFICIAL PAPER Reinsert signed form, finish PI and print Dual Pass ALIGNMENT!! 012345 012345 Registration Process All Registrar Meeting June 19, 2006 43
Amendments All Registrar Meeting June 19, 2006 44
Amendments General Amendment VS-24Le FD e-sign LR e-sign Print Working Copy Coroner Amendment Validations VS-24Ae Coroner e-sign All Registrar Meeting June 19, 2006 45
General Amendment VS 24Le DEMO REGISTRAR MD, PHD All Registrar Meeting June 19, 2006 46
Coroner Amendment VS-24Ae DEMO REGISTRAR MD, PHD All Registrar Meeting June 19, 2006 47
Registration of 100% EDRS Amendment LRD ME/Coroner VS-24Ae DC not yet registered with SFN Submit DC registered with SFN State Register Print Official Copy Register WEEKLY Issue Certified Copies All Registrar Meeting June 19, 2006 48
Data Reports MWR Report Pending DC Aging Report Place of Death Report County Death Report Ordered by LRN County Death Report Ordered by Date of Death County Death Report Ordered by Name County Death Report Ordered by Name w/o SSN Cause of Death Report Ordered by LRN Cause of Death Report Ordered by Date of Death Decedents over 18 yrs Report Decedents over 18 yrs Report w/o Address All Registrar Meeting June 19, 2006 49
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Data Export CSV file OVR systems Local Health Department systems Coroner systems Coroner Case Allows downloading for subsequent analysis by data managers with existing tools SAS, SPSS, EPI 2000, Excel, Access All Registrar Meeting June 19, 2006 52
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http://www.edrs.us All Registrar Meeting June 19, 2006 54
Where to go for 24 hour on-line self service information and basic guides for assistance All Registrar Meeting June 19, 2006 55
http://www.edrs.us All Registrar Meeting June 19, 2006 56
50.0% EDRS Implementation 45.0% +San Bernardino + San Luis Obispo +Butte 43.6% +Sonoma 44.6% 46.1% 40.0% 37.8% +Stanislaus + Sutter 35.0% 36.0% +Kings +Marin 31.0% 30.0% 25.0% 26.6% 28.4%. +San Francisco +San Mateo +Kern +Ventura 22.9% +San Benito +San Diego 20.0% 15.0% 13.7% 14.7% +Monterey +Imperial +Sacramento +Santa Clara 10.0% 5.0% Jan-Dec 05 5.5% +Riverside +Yolo Jan-06 Feb-06 Mar-06 Apr-06 May-06 Jun-06 Jul-06 Aug-06 Sep-06 Oct-06 Nov-06 Dec-06 Jan-07 Feb-07 All Registrar Meeting June 19, 2006 57
Keys to Successful Implementation Target 100% EDRS Goal 100% Funeral Home participation Goal 100% Medical Facility/Hospital participation Goal 100% Physician participation (100% Remote Attestation/electronic physician signature) Local Health Departments ACTIVE role & Very involved in implementation Major physician outreach & encouragement Train-the-Trainer model for ongoing/continuing education (designated staff learn ALL roles) Pre-Implementation Planning!!! Checklists!!! All Registrar Meeting June 19, 2006 58
For more information http://www.edrs.us Debbie McDowell dmcdowe1@dhs.ca.gov (916) 552-8143 All Registrar Meeting June 19, 2006 59
Acknowledgements California Funeral Directors Association James Draper Terry Trinidad - California State Registrar Members of the CA-EDRS technical advisory group CA-EDRS implementation and training team California State Office of Vital Records All Registrar Meeting June 19, 2006 60
Q U E S T I O N S A N S W E R S All Registrar Meeting June 19, 2006 61