Training Local Registrar User

Transcription

1 Training Local Registrar User

2 MI REVIEW PROCESS: 1 MI REVIEW 1 CA-EDRS DEATH CERTIFICATE REGISTRATION PROCESS: 1 1. REVIEW SUBMITTED DC 1 2. REVIEW DISPOSTION PERMIT(DP) 2 A. REGISTER DC 2 B. REGISTER DC WITH EXCEPTION (Limited to Local Deputy Registrar Supervisor role) 3 C. REJECT DC 3 DROP TO PAPER (DTP) PART ELECTRONIC DEATH CERTIFICATE REGISTRATION PROCESS: 5 1. SUBMITTED DTP DC 5 2. REVIEW DISPOSITION PERMIT 5 3. REGISTER DEATH CERTIFICATE 6 A. REGISTER DTP DC 6 B. REGISTER DTP DC WITH EXCEPTION (Limited to Local Deputy Registrar Supervisor role) 7 C. REJECT DTP DC 7 PAPER DEATH CERTIFICATE REGISTRATION PROCESS 8 1. ENTERING PAPER DC 8 A. REGISTER PAPER DC 8 B. REGISTER PAPER DC WITH EXCEPTION (Limited to Local Deputy Registrar Supervisor role) 9 C. REJECT PAPER DC 9 CA-EDRS ELECTRONIC AMENDMENTS 10 CA-EDRS VS-24e GENERAL AMENDMENT WITH ELECTRONIC SIGNATURES REGISTRATION PROCESS: REVIEW SUBMITTED VS-24e WITH ELECTRONIC SIGNATURES 11 A. REGISTER VS-24e WITH ELECTRONIC SIGNATURES 11 B. REGISTER VS-24e WITH ELECTRONIC SIGNATURES WITH EXCEPTION (Limited to Deputy Local Registrar Supervisor role) 12 C. REJECT VS-24e WITH ELECTRONIC SIGNATURES REVIEW SUBMITTED DTP VS-24e WITH INK SIGNATURE(S) 13 A. REGISTER VS-24e WITH INK SIGNATURE(S) 13 B. REGISTER DTP VS-24e WITH INK SIGNATURE(S) WITH EXCEPTION (Limited to Local Deputy Registrar Supervisor role) 14 CA-EDRS VS-24Ae PHYSICIAN/CORONER S AMENDMENT REGISTRATION PROCESS: 14 REVIEW SUBMITTED VS-24Ae 14 A. REGISTER VS-24Ae 15 B. REGISTER WITH EXCEPTION VS-24Ae (Limited to Local Deputy Registrar Supervisor role) 15 C. REJECT VS-24Ae 15 ENTERING PAPER VS A. REGISTER PAPER VS B. REGISTER PAPER VS-24 WITH EXCEPTION (Limited to Local Deputy Registrar Supervisor role) 17 C. REJECT PAPER VS PAPER VS-24A PHYSICIAN/CORONER S AMENDMENT REGISTRATION PROCESS: ENTERING PAPER VS-24A 18 A. REGISTER PAPER VS-24A 18 B. REGISTER PAPER VS-24A (WITH EXCEPTION) (Limited to Local Deputy Registrar Supervisor role) 19 C. REJECT PAPER VS-24A 19 REPORTS 20 EXPORTS 20

3 MI REVIEW PROCESS: MI REVIEW Search for records submitted for MI review o MI Review = SUBM Review Record Perform manual review & edits of MI o Check Causes of Death o Validate MI o Spell Check MI o Record Options > Print Working Copy MI Review o Record Options > Review Medical Info o Select ACCEPT or NOT ACCEPT If NOT ACCEPT o Enter reason for not accepting CA-EDRS DEATH CERTIFICATE REGISTRATION PROCESS: 1. REVIEW SUBMITTED DC Search for Records Submitted for Local Registration o Record Status = SUBM LR Review Decedent Folder o Record Option > Decedent Folder o Check MI review status & other statuses Validations o Validate PI, MI, CI o Spell Check MI o Manual review & edits of DC o Review RA - Fax Image or Voice recordings (blue icon) o Record Option > View Working Copy The Regents of the University of California. All rights reserved. 1 of 20

4 2. REVIEW DISPOSTION PERMIT(DP) View Permit o Permit Option > Find Permit o View Permit(s) o Manual review & edits of DP o Permit Option > Print Working Copy o Return to DC (Permit Option > View Record) 3. REGISTER DEATH CERTIFICATE If accept, go to STEP A If accept with exception (Action Limited to the Local Deputy Registrar Supervisor role), go to STEP B If reject, go to STEP C A. REGISTER DC Register Death Certificate o Record Options > Local Register o Select Option Register Record Issue Permit(s) o Permit Option > Find Permit o View Permit o Permit Option > Issue Optional: Print copy 4 for internal records o Permit Option > Print Official Copy o Permit Option > View Record o Record Options > Print Official Copy (Official paper, 100%, page scaling = NONE ) o Using Official Copy, follow normal process to print Certified Copies on Bank Note Paper The Regents of the University of California. All rights reserved. 2 of 20

5 B. REGISTER DC WITH EXCEPTION (Limited to Local Deputy Registrar Supervisor role) Register Death Certificate o Record Options > Local Register o Select Option Register Record With Exception o Enter a valid Reason for Exception (Reason will appear in Decedent s Folder) Issue Permit(s) o Permit Option > Find Permit o View Permit o Permit Option > Issue Optional: Print copy 4 for internal records o Permit Option > Print Official Copy o Permit Option > View Record o Record Options > Print Official Copy (Official paper, 100%, page scaling = NONE ) o Using Official Copy, follow normal process to print Certified Copies on Bank Note Paper C. REJECT DC Reject Death Certificate o Record Options > Local Register o Select Option Reject Record o Enter reason for Rejection (Reason will appear in decedent s folder) Unlock appropriate section o Unlock at least one section: PI, MI, CI as appropriate. o If rejecting only for Disposition Permit, unlock the PI if appropriate. NON 100% CA-EDRS DOCUMENTS: Paper or Partially Electronic Certificates Paper or Partially Electronic Amendments The Regents of the University of California. All rights reserved. 3 of 20

6 CAUTIONS WHEN PRINTING!!! For DCs, use only Official DC Paper (Worksheet on back, blank on front) supplied by the State For Amendments, use only Official Amendment Paper (blank on front & back) supplied by the State Print correct orientation (Top of DC is top of worksheet) Print 100% size Print Page Scaling = NONE Black & White only STATE WILL REJECT - DO NOT ACCEPT: DCs not printed on Official DC Paper (Worksheet on back, blank on front) DCs not printed in correct orientation (Top of DC is top of worksheet) DCs not printed 100% size DCs not printed Page Scaling = NONE DCs printed in color Amendments not printed on Official Amendment Paper (Blank front & back) Amendments not printed 100% size Amendments not printed Page Scaling = NONE Amendments printed in color The Regents of the University of California. All rights reserved. 4 of 20

7 DROP TO PAPER (DTP) PARTIALLY ELECTRONIC DEATH CERTIFICATE REGISTRATION PROCESS: 1. SUBMITTED DTP DC Confirm Correct Printing o Confirm Printed Black & White only (no color) o Confirm Printed 100% size o Confirm Printed correct orientation o Confirm Printed on correct DC Official Paper Verify medical certifier s ink signature is present in Box 115, license number in Box 116, and date in Box 117. Find Record in CA-EDRS o Use Record Number (Right digits of barcode at the bottom of the DC) Review Decedent Folder o Record Options > Decedent Folder o Paper status = DTP (Drop to Paper) Validations o Record Options > Validate PI, MI, CI o Manual review & edits of DC o Confirm Paper = Electronic (Record Options > View Working Copy) o Enter SV in field 115 o Enter license number & date if written on DC in fields 116 & 117 respectively 2. REVIEW DISPOSITION PERMIT View Permit o Permit Option > Find Permit o View Permit(s) o Manual review & edits of DP o Permit Option > Print Working Copy o Return to DC (Permit Option > View Record) The Regents of the University of California. All rights reserved. 5 of 20

8 3. REGISTER DEATH CERTIFICATE If accept, go to STEP A If accept with exception (Action Limited to the Local Deputy Registrar Supervisor role), go to STEP B If reject, go to STEP C A. REGISTER DTP DC Register Death Certificate o Record Options > Register Paper DC o Select Option Register Print Local Registrar Information o Confirm Printer Settings (Page Scaling = NONE, 100%) o Confirm correct orientation of DC in printer o Print Issue Permit(s) o Permit Option > Find Permit o View Permit o Permit Option > Issue Optional: Print copy 4 for internal records o Permit Option > Print Official Copy o Using signed DTP death certificate, follow normal process to print Certified Copies on Bank Note Paper The Regents of the University of California. All rights reserved. 6 of 20

9 B. REGISTER DTP DC WITH EXCEPTION (Limited to Local Deputy Registrar Supervisor role) Register Death Certificate o Record Options > Register Paper DC o Select Option Register Record With Exception o Enter a valid Reason for Exception (Reason will appear in Decedent s folder) Print Local Registrar Info o Confirm Printer Settings (Page Scaling = NONE, 100%) o Confirm correct orientation of DC in printer o Print Issue Permit(s) o Permit Option > Find Permit o View Permit o Permit Option > Issue Optional: Print copy 4 for internal records o Permit Option > Print Official Copy o Using signed DTP, follow normal process to print Certified Copies on Bank Note Paper C. REJECT DTP DC Reject Death Certificate o Record Options > Register Paper DC o Select Option Reject Record o Enter reason for Rejection (Reason will appear in Decedent s folder) Abandon Death Certificate o Record Options > Abandon The Regents of the University of California. All rights reserved. 7 of 20

10 PAPER DEATH CERTIFICATE REGISTRATION PROCESS 1. ENTERING PAPER DC Record Options > Create Record o Enter First Name, Middle Name, Last Name, DOD as it appears on the paper DC o Select Continue Enter DC Information o Enter remaining information as it appears on the paper DC o If Embalmer s ink signature, enter SV in field 43 o If Physician s ink signature, enter SV in field 115 o If ME/Coroner s ink signature, enter SV in field 126 Validations o Validation Option > Validate PI, MI, CI o Validation Option > Spell Check MI o Record Options > Print Working Copy o Manual review & edits Register Death Certificate o If accept, go to STEP A o If accept with exception (Action Limited to the Local Deputy Registrar Supervisor role), go to STEP B o If reject, go to STEP C A. REGISTER PAPER DC Register DC o Record Options > Register Paper DC o Select Register option Print Local Registrar Info o Record Options > Print Local Registrar Info o Confirm Printer Settings (Page Scaling = NONE, 100%) o Confirm correct orientation of DC in printer o Print o Using signed paper DC, follow normal process to print Certified Copies on Bank Note Paper The Regents of the University of California. All rights reserved. 8 of 20

11 B. REGISTER PAPER DC WITH EXCEPTION (Limited to Local Deputy Registrar Supervisor role) Register DC o Record Options > Register Paper DC o Select Register with Exception option o Enter a valid Reason for Exception (Reason will appear in Decedent s folder) Print Local Registrar Info o Record Options > Print Local Registrar Info o Confirm Printer Settings (Page Scaling = NONE, 100%) o Confirm correct orientation of DC in printer o Print o Using signed paper DC, follow normal process to print Certified Copies on Bank Note Paper C. REJECT PAPER DC Reject DC o Process as before (Return DC for correction, replacement, etc) If record entered in CA-EDRS o Suggest, leave record as INCOMPLETE o When corrected DC is resubmitted, resume entry & registration process. The Regents of the University of California. All rights reserved. 9 of 20

12 CA-EDRS ELECTRONIC AMENDMENTS Amendments that can be registered by LRD o DC Record Status is SUBM SR o Original DC is not yet registered at the state. o No SFN yet Amendments that must be registered by the State o DC Record Status is REG SR o Original DC is registered at the State. o SFN is assigned GENERAL AMENDMENT = VS-24e CORONER AMENDMENT = VS-24Ae The Regents of the University of California. All rights reserved. 10 of 20

13 CA-EDRS VS-24e GENERAL AMENDMENT WITH ELECTRONIC SIGNATURES REGISTRATION PROCESS: 1. REVIEW SUBMITTED VS-24e WITH ELECTRONIC SIGNATURES Search for Submitted Amendments o Search for Amendment Status = SUBM & Record Status = SUBM SR Review General Amendment (GA) o Amendment Options > Find Amendment o View Amendment Validations o Manual review & edits o Validation > Validate o Amendment Options > Print Working Copy Register Amendment o If accept, go to STEP A o If accept with exception (Action Limited to the Local Deputy Registrar Supervisor role), go to STEP B o If reject, go to STEP C A. REGISTER VS-24e WITH ELECTRONIC SIGNATURES Register Amendment o Amendment Options > Register o Select Option Register o Amendment Options > Find Amendment o Amendment Options > Print Official Copy (Official paper, 100%) o Using Official Copy of the DC, follow normal process to print Certified Copies on Bank Note Paper The Regents of the University of California. All rights reserved. 11 of 20

14 B. REGISTER VS-24e WITH ELECTRONIC SIGNATURES WITH EXCEPTION (Limited to Deputy Local Registrar Supervisor role) Register Amendment o Amendment Options > Register o Select Option Register with Exception o Enter valid reason for exception (Reason will appear in Amendment Browser) o Amendment Options > Find Amendment o Amendment Options > Print Official Copy (Official paper, 100%) o Using Official Copy, follow normal process to print Certified Copies on Bank Note Paper C. REJECT VS-24e WITH ELECTRONIC SIGNATURES Reject Amendment o Amendment Options > Register o Select Option Reject o Enter Reason for Rejection (Reason will appear in Amendment Browser) Abandon Amendment, if appropriate o Amendment Option > Abandon The Regents of the University of California. All rights reserved. 12 of 20

15 CA-EDRS VS-24e DROP TO PAPER (DTP) AMENDMENT WITH INK SIGNATURE(S) REGISTRATION PROCESS: 1. REVIEW SUBMITTED DTP VS-24e WITH INK SIGNATURE(S) Review General Amendment (GA) o Amendment Options > Find Amendment o View Amendment Validations o Manual review & edits o Validation > Validate o Amendment Options > Print Working Copy Enter Signatory s Information o Amendment Options > Update Signatures o Enter SV for signatures o Enter Signatory s Information from paper VS-24 Register Amendment o If accept, go to STEP A o If accept with exception (Action Limited to the Local Deputy Registrar Supervisor role), go to STEP B A. REGISTER VS-24e WITH INK SIGNATURE(S) Register Amendment o Amendment Options > Register Paper Amendment o Select Option Register Amendment Print Registrar Info o Amendment Options > Print Local Registrar Info o Confirm Printer Settings (Page Scaling = NONE, 100%) o Confirm correct orientation of Amendment in printer o Print o Using signed Amendment, follow normal process to print Certified Copies on Bank Note Paper The Regents of the University of California. All rights reserved. 13 of 20

16 B. REGISTER DTP VS-24e WITH INK SIGNATURE(S) WITH EXCEPTION (Limited to Local Deputy Registrar Supervisor role) Register Amendment o Amendment Options > Register Paper Amendment o Select Option Register with Exception o Enter valid reason for exception (Reason will appear in Amendment Browser) Print Registrar Info o Amendment Options > Print Local Registrar Info o Confirm Printer Settings (Page Scaling = NONE, 100%) o Confirm correct orientation of Amendment in printer o Print o Using signed Amendment, follow normal process to print Certified Copies on Bank Note Paper CA-EDRS VS-24Ae PHYSICIAN/CORONER S AMENDMENT REGISTRATION PROCESS: REVIEW SUBMITTED VS-24Ae Search for Submitted Amendments o Search for Amendment Status = SUBM & Record Status = SUBM SR Review ME/Coroner Amendment o Amendment Options > Find Amendment o View Amendment Validations o Manual review & edits o Validation > Validate o Validation > Spell Check MI o Amendment Options > Print Working Copy Register Amendment o If accept, go to STEP A o If accept with exception (Action Limited to the Local Deputy Registrar Supervisor role), go to STEP B o If reject, go to STEP C The Regents of the University of California. All rights reserved. 14 of 20

17 A. REGISTER VS-24Ae Register Amendment o Amendment Options > Register o Select Option Register Amendment o Amendment Options > Find Amendment o Amendment Options > Print Official Copy (Official paper, 100%) o Using Official Copy, follow normal process to print Certified Copies on Bank Note Paper B. REGISTER WITH EXCEPTION VS-24Ae (Limited to Local Deputy Registrar Supervisor role) Register Amendment o Amendment Options > Register o Select Option Register with exception o Enter valid reason for the exception (Reason will appear in Amendment Browser) o Amendment Options > Find Amendment o Amendment Options > Print Official Copy (Official paper, 100%) o Using Official Copy, follow normal process to print Certified Copies on Bank Note Paper C. REJECT VS-24Ae Reject Amendment o Amendment Options > Register o Select Option Reject Amendment o Enter Reason for Rejection (Reason will appear in Amendment Browser) Abandon Amendment o Amendment Option > Abandon The Regents of the University of California. All rights reserved. 15 of 20

18 PAPER VS-24 GENERAL AMENDMENT REGISTRATION PROCESS: ENTERING PAPER VS-24 Amendment Options > Create General - Paper o LRD leaves DTN blank o Enter reason & signatory s information as it appears on the paper VS-24 o Enter SV for signatures o Select Continue Enter Amended Information o Overwrite original value with the amended value as it appears on the paper VS-24 Validations o Validation > Validate o Amendment Options > Print Working Copy o Manual review & edits Register Amendment o If accept, go to STEP A o If accept with exception (Action Limited to the Local Deputy Registrar Supervisor role), go to STEP B o If reject, go to STEP C A. REGISTER PAPER VS-24 Register VS-24 o Amendment Options > Register Paper Amendment o Select Register option Print Registrar Info o Amendment Options > Print Local Registrar Info o Confirm Printer Settings (Page Scaling = NONE, 100%) o Confirm correct orientation of Amendment in printer o Print o Using signed paper Amendment, follow normal process to print Certified Copies on Bank Note Paper The Regents of the University of California. All rights reserved. 16 of 20

19 B. REGISTER PAPER VS-24 WITH EXCEPTION (Limited to Local Deputy Registrar Supervisor role) Register VS-24 o Amendment Options > Register Paper Amendment o Select Register with exception option o Enter valid reason for exception (Reason will appear in Amendment Browser) Print Registrar Info o Amendment Options > Print Local Registrar Info o Confirm Printer Settings (Page Scaling = NONE, 100%) o Confirm correct orientation of Amendment in printer o Print o Using signed paper Amendment, follow normal process to print Certified Copies on Bank Note Paper C. REJECT PAPER VS-24 Reject Amendment o Process as before (Return Amendment for correction, replacement, etc) If record entered in CA-EDRS o Suggest, leave record as INCOMPLETE o When corrected Amendment is resubmitted, resume entry & registration process. The Regents of the University of California. All rights reserved. 17 of 20

20 PAPER VS-24A PHYSICIAN/CORONER S AMENDMENT REGISTRATION PROCESS: 1. ENTERING PAPER VS-24A Amendment Options > Create Coroner - Paper o LRD leaves DTN blank o Enter signatory s info as it appears on the paper VS-24A o Enter SV for signature o Select Continue Enter Amended Information o Overwrite original value with the amended value as it appears on the paper VS- 24A Validations o Validation > Validate o Validation > Spell Check MI o Amendment Options > Print Working Copy o Manual review & edits Register Amendment o If accept, go to STEP A o If accept with exception (Limited to Local Deputy Registrar supervisor role), go to STEP B o If reject, go to STEP C A. REGISTER PAPER VS-24A Register VS-24A o Amendment Options > Register Paper Amendment o Select Register Amendment option Print Registrar Info o Amendment Options > Print Local Registrar Info o Confirm Printer Settings (Page Scaling = NONE, 100%) o Confirm correct orientation of Amendment in printer o Print o Using signed paper Amendment, follow normal process to print Certified Copies on Bank Note Paper The Regents of the University of California. All rights reserved. 18 of 20

21 B. REGISTER PAPER VS-24A (WITH EXCEPTION) (Limited to Local Deputy Registrar Supervisor role) Register VS-24A o Amendment Options > Register Paper Amendment o Select Register with exception option o Enter valid reason for exception (Reason will appear in Amendment Browser) Print Registrar Info o Amendment Options > Print Local Registrar Info o Confirm Printer Settings (Page Scaling = NONE, 100%) o Confirm correct orientation of Amendment in printer o Print o Using signed paper Amendment, follow normal process to print Certified Copies on Bank Note Paper C. REJECT PAPER VS-24A Reject Amendment o Process as before (Return Amendment for correction, replacement, etc) If record entered in CA-EDRS o Suggest, leave record as INCOMPLETE o When corrected Amendment is resubmitted, resume entry & registration process. The Regents of the University of California. All rights reserved. 19 of 20

22 REPORTS Select Reporting Option Enter date range Select Report Type EXPORTS Select Reporting Option Enter date range Select Export Type Note: This export will display all fields except SFN for all records for the date range plus record status. Note: Data Specifications documentation is available on-line at The Regents of the University of California. All rights reserved. 20 of 20