California Electronic Death Registration System

Transcription

1 California Electronic Death Registration System California Conference of Local Health Data Managers June 15, 2004 Sacramento, CA

2 Summary Project background and goals Assumptions System benefits Timeline System functionality Technical Advisory Groups Contacting the CA-EDRS Project Team June 15, 2004 CCLHDM 2

3 Background California AB Mandated an electronic death registration system be developed by DHS and implemented by January Interagency Agreement with UCDHS The CA-EDRS is currently being built. June 15, 2004 CCLHDM 3

4 Background The CA-EDRS project is overseen by a Steering Committee comprised of representatives from: CA Department of Health Services Greg Franklin CA Conference of Local Health Officers CA Funeral Director s Association CA Coroners Association CA Medical Association Gary Feldman Jim Draper Jim Malouf Wesley Bradford June 15, 2004 CCLHDM 4

5 Organization Steering Committee Greg Franklin, Chair Mike Rodrian Rick Vagg Wesley Bradford (CMA) Jim Draper (CFDA) Gary Feldman (CCLHO) Jim Malouf (CSCA) Business Team Lead Larry Portigal Mike Rodrian (Sponsor) Business Team Larry Portigal Rod Palmieri EDRS Task Force Technical Advisory Groups (Focus Groups) Project Sponsor Gregory Franklin, MHA Program Deputy Project Managers Andrea Coldwell Jorge Avila Vendor Technical Team Mike Hogarth (Director) Glenna Gobar Stephanie Reali Kevin Kunkel Dan Dumitru Nagalatha Paruchuri Gan Vaddepalli IV&V and IPO Risk Management Kenneth Moore State Technical Team Steve Moore Security Infrastructure June 15, 2004 CCLHDM 5

6 Project Goals Develop a Web based, secure electronic death registration system for California Design a California-specific EDRS based on the NAPHSIS EDR Model (released Jan 2004) Use Cases Scenarios System Requirements Business Rules June 15, 2004 CCLHDM 6

7 Assumptions In January 2005, CA-EDRS will be available only to the pilot counties. In July 2005, CA-EDRS will be available statewide. Use of CA-EDRS is voluntary. Electronic signature solutions are currently being evaluated for approval. June 15, 2004 CCLHDM 7

8 Benefits Permits for Disposition Local Registrar approves the DC Burial Permit is printed at Funeral Home Amendments Coroner Pending COD automatically started Linked to Death Certificate in the system June 15, 2004 CCLHDM 8

9 Benefits Data Quality Revised CDC specifications California Handbook for Local Registrars of Birth & Death NCHS Medical Dictionary NCHS applicable tables (e.g., Race) June 15, 2004 CCLHDM 9

10 Benefits (Error Reduction) System Edits Compare Dates DOB vs. Age Check for Signatures Attribute Format Drop down lists, pick lists when possible Spell check COD On-line help (Handbook, tutorials) SSN Verification (Pilot testing in other states) Optional COD review by LR prior to submission for registration June 15, 2004 CCLHDM 10

11 Benefits Data Extraction Allows downloading for subsequent analysis by data managers with existing tools (SAS, SPSS, EPI 2000, Excel, Access) Tab-delimited files Comma-delimited files Flat files (fixed) ASCII Other? June 15, 2004 CCLHDM 11

12 Highlights Electronic signature of death certificates PIN from secure, registered connection Local registrar, embalmer, Coroner/ME DHS-approved external e-signature e solution Physician, Coroner/ME June 15, 2004 CCLHDM 12

13 Highlights Role-specific user front end DC view KDE view Message center for notification (option to forward to ) e Ability to render the VS11 form in PDF format dynamically (real time) for printing and ink signature June 15, 2004 CCLHDM 13

14 CA-EDRS Application Overview CA-EDRS Application Message Center Data Files Data Utilities CA-EDRS Databases Death Certificates Permits for Disposition June 15, 2004 CCLHDM 14

15 Electronic Death Certificate FD obtains Decedent s Personal Information FD or Medical Staff obtain Medical Information from worksheet Enter Personal and Medical Data (FD, Medical Facility, Coroner) June 15, 2004 CCLHDM 15

16 CA-EDRS Functions COD reviewed by LRD FD authenticates PI Embalmer signature SSN Verification Referred to ME/C Print Working Copy MC certifies MI Pass Edits June 15, 2004 CCLHDM 16

17 Electronic Registration FD submits to LR LRD registers State registers Disposition Permit Approved Print Disposition Permit(s) Reject Print Certified Copies June 15, 2004 CCLHDM 17

18 CA-EDRS Communication Funeral Director Embalmer Medical Facility Local Registrar Medical Certifier Physician Coroner Medical Examiner State Registrar June 15, 2004 CCLHDM 18

19 Electronic Physician Signatures Speaker / Voice Identification Fax Signature JOHN SMITH JANE DOE June 15, 2004 CCLHDM 19

20 Other esignatures Embalmer UserID PIN Coroner Medical Examiner CA-EDRS-Registered Local Registrar HEALTH June 15, 2004 CCLHDM 20

21 Coroner s Case: Pending COD Death Certificate Registration Process Amendment June 15, 2004 CCLHDM 21

22 Dual-Pass Process Drop to Paper for ink signature Reinsert signed form and print rest Dual Pass Registration Process INK Signature Signature Verified June 15, 2004 CCLHDM 22

23 Drop to Paper Registration Process INK Signature Signature Verified June 15, 2004 CCLHDM 23

24 Batch Entry KDE E D I T S Admin. Amendment Registration Process Amendment To FD June 15, 2004 CCLHDM 24

25 Timeline Oct Nov Apr Dec Jan July 2005 Project Charter finalized UCD-DHS DHS IA signed CA-EDRS Design approved CA-EDRS V1.0 completion Pilot Implementation, Phase 1 Riverside and Yolo User Expansion, Phase 2 Statewide rollout June 15, 2004 CCLHDM 25

26 Technical Advisory Groups Technical Advisory Groups (TAGs) Input into the design for their particular role based functionality Meet in a mutually agreeable venue times to review design Group members Will have access to early releases (alpha, beta, pre- release, etc.) Will be asked to provide feedback through: Face-to-Face meetings Project portal online web-based based user forum Issue tracking system web-based based system June 15, 2004 CCLHDM 26

27 TAG Meetings First round meetings June 1: Local Registration Districts June 14: Funeral Directors June 16: Coroners Second round TAG meetings Tentatively set for mid-july June 15, 2004 CCLHDM 27

28 For more information CA-EDRS Project Office (916) June 15, 2004 CCLHDM 28

29 CA-EDRS User Resource Site June 15, 2004 CCLHDM 29

30 You can help us We are compiling lists of issues, concerns, and questions as we move forward. These will be provided to the technical advisory groups for discussion. Answers and information will be provided on the CA-EDRS User Resource web site. June 15, 2004 CCLHDM 30