Basic TER Death Registration – for Local Registrars.

Basic TER Death Registration –

for Local Registrars

Agenda

Registering Death CertificatesManual RecordsDTP RecordsAll-electronic Records

Burial Transit Permits

Record Status ScreenYour “Report of Death Queue”

Your Questions

Registering Death Certificates

Record Types

Local Registrar

ElectronicManualDrop-to-Paper

(DTP)

Local Registrars who participate in TER willhandle processing up to three types of death

certificates.

Statistical Information (items 43-49)

Includes printed information on the back

Not completed using TER software

Has not been issued an ‘EDR’ or ‘DTP’ number

What is a Manual Death Certificate?

A ‘Manual’ death record is an 8 ½ x 14 inch (legal size) printed Certificate of Death form that includes:

This is the 8 ½ x 14 inch (legal size)

‘Certificate of Death’ manual form.

Statistical items (43-49)

Local Registrar Processing

Accept completed manual death certificate from funeral home.

Review for completeness & accuracy.

Log into TER by clicking on icon on your computer.

Type your User ID and Password

Under ‘Processing’, click ‘Death’

This screen is called the Main

Menu.

Under Functions, click Local

Registration

This screen is called the Death

Menu.

Click New Record

This is the ‘Registration Screen’

This is the ‘New Screen’

The ‘New Screen’ captures information needed to check to see if the record may already be in the system. If the record is already in the system it will be retrieved instead of creating a new record.

Enter Date of Death

Tab to advance

Re-enter Date of Death

Click OK

Select Find Record

TER is now searching the database for any existing

records. If an existing record is found, the following message

will generate.

Complete the remaining fields

The duplicate cross check message will appear when information on one of the key fields

matches an existing record already in TER. This might happen if an existing record

contains wrong information such as the wrong SSN. Clicking ‘OK’, allows you to add your

record even though it appears to match an existing record.

If no duplicate records are found, the

following message will generate.

Click OK

Note, ‘New Screen’ data items

automatically populate onto the ‘Registration

Screen’

Select Record Type

Save to initiate Social Security Verification

process

Incorrect Social Security Numbers represent a large percentage of the amendments made to death records. The SSN verification that is built into the TER death registration process sends information to the Social Security Administration to verify that the number on the record matches other information about the decedent that is on file with Social Security. A response is sent back when saving for the second time to indicate if the number matches the information on file or if it does not agree with one or more items.

Click OK

Note SSN status after save

Note EDR # Assigned

Do not file the record before receiving a Social

Security response.

Skip Local File Number

Skip Local File Date

Complete all other unresolved items shaded yellow while awaiting a

Social Security Verification response.

Enter ONLY the First and Last Names for Mother and Father. Do

NOT include middle names or suffixes.

Save record

After all items have been resolved, save the record a

second time. The social security response should be back.

For a record that passes social security verification,

the status ‘PASSED’ will be displayed under Social

Security Number.

The following message will appear for a failed

social security verification.

Attempt to verify the information with the funeral home. Up to five attempts can occur per record. If the record cannot be verified, file it by assigning a local file number and

local file date. Do not delay filing.

Assign Local File Number

Assign Local File Date

Save to Release Record

All items are now complete, the record is ready to be released to

the state.

Click YES to Release Record

Click Ok

Complete the registration process by filing the manual paper death record

and assigning the same file number and date, a local registrar’s signature and

issuing certified copies.

The system found a record that matched what you

entered

Click OK

Complete the record and SSN validation.

If you are registering a manual record, this message indicates that a funeral home initiated the record in TER, but has abandoned the electronic registration.

Notify Help-TER with the identifying information so that we can remove the abandoned record.

You cannot enter your record until the abandoned record is deleted.

Do not access an electronic record to record a manual filing.

Record Types

Local Registrar


(DTP)


certificates.

What is a Drop-to-Paper Death Certificate?

Has been completed using TER software

Not ‘fully electronic’ because the medical certifier or funeral home is not using TER

Does not contain printed information on the back

Includes an ‘EDR’ and ‘DTP’ number

Excludes printed statistical information; items (43-49)

A ‘Drop-to-Paper’ (DTP) death certificate is an 8 ½ x 11 inch (standard size) printed Certificate of Death form that:

Electronic Death Registration Number

This is the 8 ½ x 11 inch (standard size) Certificate of Death ‘DTP’ form. It contains an ‘EDR’ & ‘DTP’ number.

DTP. NO 1EDR 000000000271

Drop-to-Paper Number



Menu.

Under Functions, click Local

Registration


Menu.

Click Search Icon


Type EDR #

This is the ‘Search Screen’

The ‘EDR’ (Electronic Death Record) number will appear on the lower left-hand corner of a paper death certificate that is printed from TER. If this number is present on the paper certificate being entered it means that the record is definitely in the system and therefore not a manual record. Providing the EDR number will insure that the matching record will be found and then little if any additional data entry will be needed. If there is no EDR number present, exit this screen and refer to the Manual Death Certificate Processing instructions.

Click ‘Find’

TER is now searching the database for the record. If the record is

found, it will be displayed.

Select the record from the list below.

Click on record

Click on ‘Select Record(s)’

The selected record is retrieved. Verify that a social security verification has been initiated and a ‘PASSED’ or ‘FAILED’ response is present.

For a ‘FAILED’ response, attempt to verify the information with the funeral

home. Up to five attempts can occur per record. If the record cannot be verified, file it by assigning a local file number

and local file date. Do not delay filing.

Compare the DTP number on the paper to the DTP number on the screen to make sure that you have the most recent version of the ‘drop-to-paper’ form. The DTP number is the count that represents the number of times that the ‘Drop-to-Paper’ death certificate has been printed. This number also prints on the paper copy of the ‘Drop-to-Paper’ death certificate. This number would be ‘1’ for records that are in the system that were printed on paper to be filed. If the number is more than ‘1’ it may mean that the original did not print correctly due to a printer problem. A count of more than ‘1’ on a routine basis from a location might invite a fraud investigation.

Enter Local File Number

Enter Local File Date

Save to release record

All items are now complete, the record is ready to be released to

the state.

Select ‘Yes’

Click ‘OK’

02/01/2006

Complete the registration process by filing the DTP death record and

assigning the same file number and date, a local registrar’s signature and

issuing certified copies.

02/01/200602/01/2006

Records DTP’d By Medical Certifiers

HB 1739Justices of the PeaceME’s

Increased number of medical certifiers dropping to paper

Medical certifiers do not designate a local registrar

Medical Certifier Screen


Determining if certificate was DTP’d by the medical certifier:EDR and DTP numbers at bottomManually signed by funeral director in

item 20Item 27, Signature of Certifier,

contains a printed name and the words “BY ELECTRONIC SIGNATURE”


These records cannot be accessed through the SEARCH function (binoculars)

You must access them through the NEW screenFrom ‘Local Registration’Select the New icon, orClick on Registration from the toolbar, and

select NEW from the pull-down menu

Click the ‘New’ icon

Enter the Date of Death,

EDR #, and Gender

Click ‘Find Record’

Click ‘OK’

Compare DTP # on paper record to your

screen, they must match

What if the DTP counter doesn’t match?

Contact the funeral homeRequest that they provide to you the

record matching the DTP counter Decision point

Why do the DTP counters not match?Require replacement recordContact Help-TER for reset

Complete all of the yellow fields

Pop Quiz!

Father’s name is Jack William Gray, III What information goes into the Father’s

First Name Field? Where do you enter the Father’s

Suffix?

SAVE and get SSN validation

response

SAVE again and get Release

prompt

Record Types

Local Registrar


(DTP)


certificates.

What is an Electronic Death Certificate?

Demographic Data Entry which initiates the record in TER, assigns the appropriate medical certifier, and assigns the appropriate local registrar. The medical certifier is notified by email of the record in TER awaiting their completion.

Medical Certification is the electronic equivalent of placing a signature on a paper form. When the medical data entry is complete, the medical certification process is accessed by the medical certifier to apply their PIN to the record.

An ‘Electronic’ death record is one that is completed entirelyin TER by the Funeral Director, Medical Certifier and LocalRegistrar. It requires:

What is an Electronic Death Certificate?

Demographic Verification which finalizes the duties of the funeral home by electronically signing the record and releases the record to the local registrar for processing.

Local Registrar ‘Record Acceptance’ will contain death records that have been electronically signed by the medical certifier (medically certified) and electronically signed by the funeral director (demographically verified) and that still need to have a local file number and file date assigned.

An ‘Electronic’ death record is one that is completed entirelyin TER by the Funeral Director, Medical Certifier and LocalRegistrar. It requires:

continued . . .



Menu.

Under Queues, click Local Acceptance


Menu.


Use ‘Local Acceptance’ to

process an Electronic Death Record ONLY.


An ‘Electronic Death Record’ is a death certificate that hasbeen completed by the funeral home and medical certifierrespectively using TER and has now reached the local registrar for filing. Completing the local registrar process requires selecting the record from the work queue, assigninga local file number, local file date, printing the death certificateand releasing it electronically to the state.

Select record from ‘Work Queue’

The ‘Work Queue’ will contain death records that have been electronically signed by the medical certifier (medically certified) and electronically signed by the funeral director (demographically verified) and that still need to have a local file number and file date added. The list in the work queue will be in order of date of death with the oldest records at the top. A record will remain in the work queue until it is Declined, Rejected or Accepted.

Select record from ‘Work Queue’

The ‘Records In Queue’ status number should match up with the number of records in the ‘Work Queue’. The user can refer to ‘Records In Queue’ to see the number of death records that are not yet fully processed.

The record will populate once it has been selected from the ‘Work Queue’. Notice that a social security response is present.

Note the Place of Death. If the death did not occur in your registration area, you must

electronically ‘Decline’ the record.

Click the ‘Decline Record’ icon

Click ‘Yes’

Enter the reason for declining the record

Click ‘Submit Reason’

Select the next record from ‘Work Queue’

Note the counter changed to reflect the new number

of pending records

Assign Local File Number

TER prevents duplicate local file numbers

Correct your entry

Click OK

Assign Local File Date

Save to release the record

After release, the record will print automatically. Complete the

registration process by filing the new death certificate in your files.

The funeral home has already placed an order for certified copies via TER and will be

mailed to them from the state. Additional certified copies may by sold to the public.

The electronic local version of the death certificate will include a printed local file

number, local file date and printed ‘Registrar-City of ( ), Electronically Filed’ signature.

Complete the filing process by printing the record and assigning a local register signature.

Do not submit a copy to the state.

Select the next record from ‘Work Queue’

Continue processing until Work Queue is cleared

Burial Transit Permits

May be generated by the Local Registrar through TER

Locals can choose to continuing issuing without TER

Funeral Homes can generate Burial Transit Permits from TER, but ONLY if: The record is all-electronic; and Has been medically certified; and The manner of death is ‘Natural’

From Local Registration, use the Search function to locate the record

A Burial Transit Permit may be printed by selecting the ‘Print’ icon while the

record is displayed on the screen.

Click on ‘Burial Transit

Permit’

Click on Print icon

Issue the Burial Transit Permit to the funeral home as requested.

Record Status Screen“Report of Death Queue”

From the Utilities menu, click on ‘Record Status’

The Record Status Screen provides a way to see a list of death records in your jurisdiction that are not yet fully processed. This will include records that have not yet appeared in the local acceptance

queue but that have been designated to your jurisdiction.

Filters allow you to limit the view to a group of records that meet a certain criteria. Records can be accessed by any of the filter options shown.

• All Local Pending – all records designated to the local registration area and not yet assigned a local file number or file date. This will include drop-to-paper and all electronic records. This is the “report of death” filter.

The screen displays the EDR #, the Date of Death, Name of the Deceased, and the name of the Funeral Home initiating the record.

This record shows that the funeral home has not

released the record (Demo Released)

The medical certifier has been designated (Medical Office), so

we know it will be an “all electronic” record

The Medical Office has not released the

record yet

Access to this information through TER will serve as proper notification by the funeral director to the local registrar - equivalent to providing a Report of Death.

Your Questions

Please use [email protected] to request information or assistance

Monitored by multiple VSU TER staff Allows staff to obtain assistance from others

if needed in order to provide accurate responses

Your Questions

Thank you!

Basic TER Death Registration – for Local Registrars.

Documents

Transcript of Basic TER Death Registration – for Local Registrars.