Ohio Department of Health Bureau of Vital Statistics 2018 EDRS Updates Guide for Funeral Homes Ohio Department of Health, Bureau of Vital Statistics 2018 EDRS Updates Guide for Funeral Homes July 2018 TABLE OF CONTENTS TABLE OF CONTENTS ..................................................................................................................................... 2 INTRODUCTION ............................................................................................................................................. 3 ELECTRONIC CERTIFICATES OF SERVICE ........................................................................................................ 3 DISPOSITION PERMIT APPROVAL AND DATE OF DISPOSITION ..................................................................... 5 FUNERAL HOME NAME CHANGES ................................................................................................................ 6 SSN REDACTION ON DEATH CERTIFICATES ................................................................................................... 6 INFORMANT ADDRESS UPDATE .................................................................................................................... 7 DEATH CERTIFICATE APPEARANCE CHANGES ............................................................................................... 7 Heading ..................................................................................................................................................... 7 Decedent Section ...................................................................................................................................... 8 Disposition Section .................................................................................................................................... 8 Registrar Section ....................................................................................................................................... 8 Certifier Section ........................................................................................................................................ 8 DEATH CORRECTION MODULE...................................................................................................................... 9 Death Correction Applicants and User Roles ............................................................................................ 9 Creating a New Death Correction ............................................................................................................. 9 Proprietary and confidential information for the Ohio Department of Health, Bureau of Vital Statistics June 2018 Page 2 of 18 Ohio Department of Health, Bureau of Vital Statistics 2018 EDRS Updates Guide for Funeral Homes July 2018 INTRODUCTION The Ohio Department of Health, Bureau of Vital Statistics is pleased to provide Ohio funeral directors and funeral home staff with this guide to the changes made in the 2018 EDRS system update. For more specific detail regarding the complete EDRS system, please utilize the resource material found on the Vital Statistics Stakeholder Support Site: www.odh.ohio.gov/vitalstatistics/stakeholder/support.aspx. You may also contact our Vital Statistics Helpdesk by calling 614-466-2531, option 2 then 3, or by email at [email protected]. ELECTRONIC CERTIFICATES OF SERVICE Certificates of Service will become fully electronic records with a certification process like electronic death records. Funeral directors and funeral home staff will continue to begin creation of a new Certificate of Service by using the “File” – “New” – “Certificate of Service” menu pathway. Proprietary and confidential information for the Ohio Department of Health, Bureau of Vital Statistics June 2018 Page 3 of 18 Ohio Department of Health, Bureau of Vital Statistics 2018 EDRS Updates Guide for Funeral Homes July 2018 Funeral home staff will enter the decedent’s information on the Decedent, Veteran, and Disposition tabs. These fields and tabs are unchanged from the previous process and should be completed as fully as possible. ODH Vital Statistics uses data from Certificates of Service to alert county Veterans Service Boards to the grave locations of military veterans. On the final Completed tab, funeral directors will need to select the appropriate local VS registrar for the jurisdiction where disposition occurs, mark the Certificate of Service as “Complete” and certify with an electronic signature. These fields will act as an electronic certification in the same way as the Completed tab on a death record in EDRS; while any funeral home EDRS user may mark a Certificate of Service as “Complete”, only a funeral director may certify and electronically sign the record. Once the Certificate of Service has been certified and saved the status will update to REGISTERED, which can be seen on the Decedent tab. Certificates of Service will not need to be printed and presented to the local VS registrar for filing any longer; a REGISTERED (or PENDING) Certificate of Service should be visible to local VS EDRS users in the district where the disposition will take place without any additional actions. Neither funeral home staff nor local VS staff will have the need to print Certificates of Service going forward. Corrections can be made to REGISTERED or PENDING Certificates of Service at any time by the funeral director who is listed on the record, or by funeral home staff EDRS users located in the funeral home listed on the record by opening the Certificate of Service, entering the new information, and saving the Certificate of Service. No special menu pathway is needed. Proprietary and confidential information for the Ohio Department of Health, Bureau of Vital Statistics June 2018 Page 4 of 18 Ohio Department of Health, Bureau of Vital Statistics 2018 EDRS Updates Guide for Funeral Homes July 2018 DISPOSITION PERMIT APPROVAL AND DATE OF DISPOSITION Permits may continue to be requested from any local registrar or sub-registrar, regardless of the jurisdiction where the death occurred. The way in which EDRS users can view their requested permits (using work queues or by searching for the records individually) have not been changed. Because many of the fields related to disposition permit approval have been removed from the death certificate, EDRS will now allow changes to the Date of Disposition when the death record is in COMPLETE or FILED status by any Local Registrar Supervisor, Local Registrar Clerk, or Sub-Registrar user assigned to the death record by opening the record, selecting the Disposition tab, updating the date, and saving the record. Disposition permits for death records that are in COMPLETE or FILED status will continue to be available for approval on the Registrar tab. For records in REGISTERED status corrections to the Date of Disposition and permit approvals will need to be done through the “Requests” – “Corrections” – “Death Burial/Cremation Update” pathway. Changes to the method of disposition and place of disposition must be made before a record is in FILED/REGISTERED status or a Death Record Correction will need to be created; see the bullet points below for clarification. For Local Registrars and Sub-Registrars Changing the Date of Disposition or Approving a Permit: • If the death record is PENDING, FILED, or COMPLETE simply update the field and save the record. • If the death record is REGISTERED use the “Requests” – “Corrections” – “Death Burial/Cremation Update” menu pathway and save the record. For Funeral Directors and Funeral Home Clerks Changing the Date of Disposition: • If the death record is PENDING or COMPLETE, update the field and save the record. • If the death record is FILED or REGISTERED, contact the local registrar or sub-registrar assigned to approve the permit. For Funeral Directors and Funeral Home Clerks Changing the Method or Place of Disposition: • If the death record is PENDING or COMPLETE, update the field and save the death record. Reprint the paper death record if necessary. • If the death record is FILED or REGISTERED, you must complete a new Death Correction. Proprietary and confidential information for the Ohio Department of Health, Bureau of Vital Statistics June 2018 Page 5 of 18 Ohio Department of Health, Bureau of Vital Statistics 2018 EDRS Updates Guide for Funeral Homes July 2018 FUNERAL HOME NAME CHANGES Funeral directors are responsible for alerting the Vital Statistics Helpdesk when their funeral home has changed its name or license number. Funeral directors will use the “EDRS Support Document” available through the Vital Statistics Support Site to document these changes and submit the completed form via email to [email protected]. New funeral directors or funeral directors who are moving to a different funeral home should also complete the “EDRS Support Document” available through the Support Site and submit the form to the VS Helpdesk. Funeral homes making changes to their names but keeping their license number will retain the ability to view all their death records previously created under the old funeral home name in EDRS; the User Location Code used by EDRS to guide search results will be tied to the license number of the funeral home. This means that funeral home EDRS users with a new funeral home license number will see only death records created under the new license number. Once the requested table updates have been made by VS staff, EDRS users will see the options available to them on the drop-down tables (for funeral director names, funeral