Transcript Indiana Death Registration System (IDRS) Funeral Director Information Package U.S. Standard Certificate of Death Revised Version • Modified Items – Decedent’s race, captures multiple race identification – Decedent’s.

Indiana Death
Registration System
(IDRS)
Funeral Director Information Package
U.S. Standard Certificate of Death
Revised Version
• Modified Items
– Decedent’s race, captures
multiple race identification
– Decedent’s education,
captures highest degree
attained
– Decedent’s marital status
distinguishes ‘Married’ from
‘Married, but separated’
– Place of death includes
hospice facility
• New Items
– If female, pregnancy status
at time of death that will
help identify maternal and
pregnancy-related deaths
– If transportation injury,
decedent’s role with
respect to vehicles
– Did tobacco use contribute
to death
– Separate instructions for
funeral director and
medical data provider
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Indiana Death Registration System
• Purpose is to improve timeliness and quality of death
registration
• Enables participants of death registration to register
death certificates with local and state registrars
electronically
• 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
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Why the Need for IDRS?
• Multiple participants involved
– Funeral directors
– Physicians
– Coroners
– Institutions, such as hospitals, nursing homes
– State, and local registrars
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Technological Advances
• IDRS uses advances technology which offer
opportunities for greater timeliness and efficiency in
collecting and processing death certificates
– Flexibility inherent in use of the Internet
– Security offered by encryption and assurance of
identity of participants by digital authentication
systems
– Real-time editing capabilities of computer applications
to capture better quality death data
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IDRS Features & Benefits
• Facilitates online collaboration among multiple death registration
system users
• Improves the timeliness of registering death certificates
• Eliminates the need to physically locate physician to obtain signature
when physicians utilize the IDRS
• Provides for paperless registration of the death certificate
• Supports completion and registration of a death certificate that is
partially electronic and partially paper
• Improves quality of death data by automatically checking the
accuracy and completeness of death data entered
• Reduces errors related to decedent’s SSN by checking the SSA files
for an SSN match
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SSN Online Verification Process
• SSN can be verified during the entry of death data prior
to registration
• Online verification integrated into IDRS
• SSN electronically verified after key decedent data items
entered:
–
–
–
–
Name
DOB
Gender
Social Security Number
• Receive notification through the IDRS system about the
accuracy of the SSN
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SSN Online Verification Benefits
• Reduces decedent’s SSN errors on death certificates
prior to registration
• Improves accuracy of SSN reported to SSA
• Speeds notification of fact of death to SSA
• Eliminates the need for funeral director to submit an SSA
721 form to SSA
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SSN Online Verification Functionality
• IDRS allows up to five attempts to receive a
successful SSN verification
• 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
• SSN field locked from further data entry after a
successful SSN verification
• If decedent name, DOB, or gender is modified
after successful SSN verification, the SSN will
need to be re-verified
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SSN Online Verification
Returned Messages
• 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.
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SSN Online Verification
Returned Messages (continued)
• 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.
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SSN Online Verification
Returned Messages (continued)
• 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.
• Note: The record can still be filed with any of
the above error messages.
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SSN Online Verification
Hours of Operation
• The SSA Online Verification System is operational during
the following hours:
Monday – Friday:
Saturday:
Sunday:
Federal Holidays:
5am – 1am Eastern Time
5am – 11pm Eastern Time
8am – 10pm Eastern Time
5am – 11pm Eastern Time
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Obtaining User ID and Password
• Contact the Indiana State Department of Health (ISDH)
• Sign an agreement with the ISDH that stipulates security
and privacy rules for the IDRS
• Administrator will assign a User ID and initial password
• Funeral directors who electronically signs the death
certificate will need an additional level of user
authentication
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IDRS Electronic Signature
• IDRS will replace handwritten signatures on the
death certificate with electronic authentication
• Electronic authentication
– Ensures the identity of the individual
– Attests to the integrity of the death certificate
– Guarantees that the information in the portion of
the death certificate digitally signed has not
changed
– Required for the legal standing of the death
certificate
– Critical for fraud prevention
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Beginning a Case
• Funeral home staff who can start a new case
include funeral directors and funeral home clerks
• Funeral home starts case by entering key
decedent identifying data
• IDRS will determine if the case has already been
started, either by:
– Person attempting to start the case again
– Another person at that funeral home
– Another funeral home
– A medical certifier or institution
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Beginning a Case (continued)
• If the case has not already been started
– Funeral home enters decedent’s personal information
– IDRS will validate the personal information, along with
the SSN, for accuracy and completeness
– Case can be saved as incomplete if the funeral home
does not have all the personal information readily
available
– Case ready to be ‘electronically’ signed by the funeral
director once all personal information has been
entered and validated
– Funeral home can use the IDRS to assign and/or
notify the medical certifier responsible for certifying
the cause of death
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Beginning a Case (continued)
• If case has already been started by the same person or
another person working at the same funeral home, the
user can:
• 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 being started
• Cancel the process
• If the case has already been started by another funeral
home, the user can:
– Start a new case if he/she thinks the existing case is not a
duplicate of the case being started
– Cancel the process
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Beginning a Case (continued)
• If the case has already been started by an institution or
medical certifier and is not owned by another funeral
home, the user can:
– 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 being started
– Cancel the process
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Completing Your Existing Case
• Funeral home can complete the entry of decedent
personal information for an existing case, using the IDRS
• Funeral home enters decedent’s personal information
• IDRS will validate the personal information, along with
the SSN, for accuracy and completeness
• Case ready to be ‘electronically’ signed by the funeral
director once all personal information has been entered
and validated
• Funeral home can use the IDRS to assign and/or notify
the medical certifier responsible for certifying the cause
of death
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Signing Personal Information
• Funeral director can electronically sign the personal
information for a case, using the IDRS
• Personal information must be complete and validated
prior to signature
• IDRS requires a PIN authentication by the funeral
director prior to signature
• Once funeral directors signs the case electronically the
record is available for drop to paper or the certifier can
be notified electronically
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Relinquishing a Case
• When a case is started, the funeral home responsible for
the personal information is considered the ‘owner’ of the
case
• 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
– Identifying funeral home information removed from the
case
– Personal information and medical information retained
• Second funeral home can assume ‘ownership’ of the
case after the first funeral home has relinquished
‘ownership’
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Printing a Disposition Permit
• Death certificate must be registered with the vital records
office
• Funeral home can print the disposition permit at their
location after the death certificate is registered with the
vital records office
• NOTE: Burial Transmit Permits will be
handled outside of the system until
further notice
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Trade Calls
• Funeral home ‘one’ acts as a broker for funeral home
‘two’ (which may be an out-of-state funeral home)
• Funeral home ‘one’ enters the decedent’s personal
information, using the IDRS
• Funeral home ‘one’ indicates it is performing a service
for funeral home ‘two’ and enters the information
identifying funeral home ‘two’ in the IDRS. (Additional
Funeral Service Provider field)
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Amending a Death Certificate
• 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
• The funeral director who verified the record initially will
access the record needing to be corrected by entering a
PIN
• Once the personal information has been changed and
re-verified it is sent electronically to the appropriate local
health department “work queue” to be accepted or
rejected
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Exporting Death Data
• IDRS can download (export) decedent personal
information from the IDRS into a Funeral Home
Management Application
• Reduces the need for the funeral home to perform
duplicate data entry for the same case
• Format for exporting the personal information will be predefined
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IDRS Contact Information
Indiana State Department of Health
Vital Records Department
Helpdesk: 317-233-7989
[email protected]
www.vitalrecords.in.gov
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