EDRS Scope Statement

Program Management Office (PMO)

______

Scope Statement

ELECTRONIC DEATH

REGISTRATION SYSTEM

(EDRS)

Document Version 1.1: Initial Draft

Document Date: 09/20/2016

Revision History

Revision / Date / Revised By / Changes Made – Reasons for the Change
Two edits regarding language about availablility of the death certificate to families / 9-14-16 / David Haugh / Page 4, last paragraph revised to read: It will increase the accuracy of the information on the death certificate; reduce the time necessary for the physician to complete the death certification and speed up the availability of the death certificate to the family of the deceased.
Page 5: added “up the” into last bullet under Detailed scope and deliverables.
Both highlighted in red on this revision.

Table of Contents

Revision History 2

Business Objectives 4

Project Priority 4

Detailed Scope and Deliverables 5

Project Assumptions 5

Project Exclusions 5

Project Constraints 5

Scope Sign-off 6

Project Scope Statement

The Commonwealth of Virginia implemented the Electronic Death Registration System (EDRS) in November 2014. Use of the EDRS was mandated for State Hospitals (April 15, 2018) in the latest session of the Virginia General Assembly and it is the preferred method for electronically registering attended and unattended deaths over the use of paper death certificates because it facilitates collaboration among multiple death registration users, including funeral homes, hospitals, nursing homes, physicians, medical examiners and the Division of Vital Records. The EDRS allows for a faster processing of the death certificate which is beneficial to all parties, and is especially beneficial to the families of the deceased. It should be noted that not all funeral homes participate in the system at this time.

Business Objectives

The primary purpose of an EDRS is to enable the participants of death registration to file death records with local and state registrars electronically. EDRS provides for on-line access so that decedent fact-of-death and cause-of-death information can be registered electronically by multiple death registration participants working on the same case. With an EDRS the ability to report cause-of-death with increased accuracy and timeliness can be an integral part of patient care and will also improve cause-of-death data for disease surveillance systems.

Business Objectives

Project Priority

1: / A discretionary project that provides significant business value or one that is highly aligned with the strategic direction for the organization.
2: / A discretionary project that provides moderate business value or one that is moderately aligned with the strategic direction for the organization.
3: / A discretionary project that provides limited business value or one that is not aligned with the strategic direction for the organization.
x Non-Discretionary: / The project fulfills a regulatory requirement, operational requirement or other reason for being mandatory.

It will increase the accuracy of the information on the death certificate; reduce the time necessary for the physician to complete the death certification and speed up the availability of the death certificate to the family of the deceased.

Detailed Scope and Deliverables

·  Provides for paperless filing of a death record

·  Facilitates on-line collaboration among multiple death registration system users, including funeral homes, hospitals, physicians, medical examiners and local and state registrars

·  Supports the completion and filing of a death record that is partially an electronic record and partially a paper certificate if all participants are not on-line

·  Improves the timeliness and quality of cause-of-death reporting

·  Saves time and effort by enabling death certificate completion electronically

·  Reduces rejection and required rework of death certificates incorrectly filled out

·  Promotes uniformity in cause-of-death statistics

·  Provides for electronic submission of supplemental cause-of-death information for pending investigations by the medical examiner

·  Enables faster death registration at the Division of Vital Records office, which will speed up the turnaround time for obtaining certified copies for families

Project Assumptions

·  A pilot program will be established for three month with a small group of nurse practitioners

·  Decedent Affairs will perform the Administrator Role during the pilot program.

·  At the end of the pilot HIT will assume the Administrator Role

Project Exclusions

·  None

Project Constraints

·  Physicians will have to maintain their password which will expire every 90 days. They will be notified by email of the expiration.

Scope Sign-off

Project Owner (David Haugh) Date

EDRS Page 6 of 6

May 12, 2017 Draft