California Electronic Death Registration System California Conference of Local Health Data Managers June 15, 2004 Sacramento, CA
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
Background California AB2550 2002 -- Mandated an electronic death registration system be developed by DHS and implemented by January 2005. Interagency Agreement with UCDHS The CA-EDRS is currently being built. June 15, 2004 CCLHDM 3
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
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
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) http://www.naphsis.org.org Use Cases Scenarios System Requirements Business Rules June 15, 2004 CCLHDM 6
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
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
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
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
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
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
Highlights Role-specific user front end DC view KDE view Message center for notification (option to forward to e-mail) e Ability to render the VS11 form in PDF format dynamically (real time) for printing and ink signature June 15, 2004 CCLHDM 13
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
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
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
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
CA-EDRS Communication Funeral Director Embalmer Medical Facility Local Registrar Medical Certifier Physician Coroner Medical Examiner State Registrar June 15, 2004 CCLHDM 18
Electronic Physician Signatures Speaker / Voice Identification Fax Signature JOHN SMITH MD @vsig JANE DOE MD @fsig June 15, 2004 CCLHDM 19
Other esignatures Embalmer UserID PIN Coroner Medical Examiner CA-EDRS-Registered Local Registrar HEALTH OFFICER @esig June 15, 2004 CCLHDM 20
Coroner s Case: Pending COD Death Certificate Registration Process Amendment June 15, 2004 CCLHDM 21
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
Drop to Paper Registration Process INK Signature Signature Verified June 15, 2004 CCLHDM 23
Batch Entry KDE E D I T S Admin. Amendment Registration Process Amendment To FD June 15, 2004 CCLHDM 24
Timeline Oct. 2003 Nov. 2003 Apr. 2004 Dec. 2004 Jan. 2005 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
Technical Advisory Groups Technical Advisory Groups (TAGs) Input into the design for their particular role based functionality Meet in a mutually agreeable venue 2-32 3 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
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
For more information http://edrs.ucdavis.edu lportiga@dhs.ca.gov sreali@ucdavis.edu CA-EDRS Project Office (916) 734-4563 4563 June 15, 2004 CCLHDM 28
CA-EDRS User Resource Site http://edrs.ucdavis.edu June 15, 2004 CCLHDM 29
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