(EDRS) User Manual for The Office of the Chief Medical Examiner and
Contents
1. Date of Death Modifier Time of Death Time of Death Modifier 05 05 2014 mm dd yyyy 12 00 AM Y v Was Medical Examiner Contacted Actual Date Of Death Approximate Date of Death Presumed Date of Death Save Undo Previous Next Date Found On EDUDED Determination of Death Case 454 Decedent GRISHAM JOHN Date of Death Date of Death Modifier Time of Death Time of Death Modifier 05 05 2014 mm dd yyyy 12 00 AM Was Medical Examiner Contacted Save Undo Previous Next Actual Time Of Death Approximate Time of Death Presumed Time of Death Time Found On Unknown Time of Death EDUDED Save the information and navigate to the next screen This will navigate you to the CAUSE OF DEATH SCREEN 12 STEP 9 3 4 CAUSE OF DEATH Below is an illustration of the cause of death screen Cause of Death Case 454 Decedent GRISHAM JOHN Line a Line b Line c Line d NCHS Recommendations for entry of Cause of Death Enter the diseases injuries or complications that caused the death Do not enter the mode of dying such as cardiac or respiratory arrest shock or heart failure Enter only one cause on a line Check if Cause of Death has not yet been determined or is PENDING Cause of Death Immediate Cause Final disease or condition resulting in death Due or as a consequence of Due or as a consequence of Due2. Changes are saved successfully NCHS Recommendations for entry of Cause of Death Enter the diseases injuries or complications that caused the death Do not enter the mode of dying such as cardiac or respiratory arrest shock or heart failure Enter only one cause on a line Check if Cause of Death has not yet been determined or is PENDING Cause of Death Interval between Onset and Death Immediate Cause Final disease or condition resulting in death Line a tuberclosis 4 Maximum Text Length 120 Characters Left 109 Due or as a consequence of S 2 g Maximum Text Length 120 Characters Left 120 Due or as a consequence of A H Maximum Text Length 120 Characters Left 120 Due or as a consequence of Line d L B Maximum Text Length 420 Characters Left 1 Yv Maximum Text Length 240 Characters Left 240 x Save Undo Previous Next Other Significant Conditions e Hover your mouse over the misspelled word to get a recommendation from this CDC web service and click on the appropriate recommendation to rectify the mistake Changes are saved successfully NCHS Recommendations for entry of Cause of Death Enter the diseases injuries or complications that caused the death Do not enter the mode of dying such as cardiac or respiratory arrest shock or heart failure Enter only one cause on a line Check if Cause of Death has not yet been determined or is PENDING Cause o
3. i User 1 1 Facility Central District Electronic Death Registration System Decedent New Medical Examiner Case Please select one of the following options Are you creating case for District Medical C Are you creating a case for Local Medical Examiner Are you creating this case for a district other than yours Will the Local Medical Examiner view the decedent at an OCME Location EDIRBT STEP 5 The decedent s demographic information is the responsibility of the Funeral Homes Enter as much of the decedent s demographic information as you can at a minimum you must enter the decedent s First Name Last Name Gender and the Date of Death Enter this information and click on the save button at the bottom of the page Electronic Death Registration System O eere me Central District Death Registration Menu Decedent Information A Demographics Decedent Information First Name Middle Name Last Name Maiden Name Decedent Residence JOHN GRISHAM Gender Date of Birth Date of Death Was Decedent ever in Armed Forces Decedent Personal Data H 5 2014 Imm ddiyyyy Decedent Family Also Known As A K A Informant Data None Add e Di Disposition Age at Tine of nias eSignature Years If less than 1 year If under
4. Y Demographics FY Medical Certification Place of Death Determination of Death Cause of Death Other Factors j e Certification ees Assign to Fursgral Forme 19 5 2 DIGITALSIGNATURES e Below is an illustration of the Digital Signature screen Medical Certification Case 454 Decedent JOHN GRISHAM affirm under the penalty of perjury that am the authorized signatory whose name will appear on this certificate You must enter your secured pin for verification to continue Enter Pin Re enter Pin Note Entering your secure PIN and clicking on Submit will electronically sign this Death Certificate Your electronic signature is legally binding Submit Clear Previous EDIMCT e Checkthe acknowledgement checkbox Enter amp Re Enter your PIN then click on SUBMIT e Aconfirmation message will indicate that the case was successfully certified 20 6 ASSIGNING A CASE TO A FUNERAL HOME e In order to associate a funeral home with a case begin by clicking on the ASSIGN TO FUNERAL HOME link in the left navigation bar This link will only be activated once you have selected the case from your ACTIVE CASES list e ASSIGN to funeral home link is grouped under the Medical Certification link in the left navigation bar Death Registration Menu Case Summary Y Demographi ry Medical Certification Place of Death Case Id e Determination of Death Demographics St
5. Recent Active Cases OCME_STAFF OCME_DIS Active Cases 4 DIS OCME District Cases Completed Cases Case ID Case Type First Middle Last Gender DOB DOD Current Owner Status Release Decedent 454 RB JOHN GRISHAM MALE 03 19 1981 05 05 2014 OCME CENTRAL DISTRICT Case Creation Cremation Reconciliation A L BENNETT amp SON FUNERAL HOM 284 RB BOLEYN FEMALE 04 24 2014 AE Sign Requested OCME Referrals 283 RB OCME DAYE LONG FEMALE 04 24 2014 OCME CENTRAL DISTRICT Medical Certification Requested Reports Extracts EN 265 RB JACKIE SMITH FEMALE 05 31 1926 01 01 2014 es S Personal Information Sign Requested User Preferences 324 RB Other Dist OCME MARTHA JONES FEMALE 01 01 2014 OCME CENTRAL DISTRICT Dropped to Paper Message Center 32 292 RB Other Dist OCME PIG PEN MALE 04 15 2014 OCME TIDEWATER DISTRICT Medical Certification Requested 290 RB OCME PEPPERMINT PATTY FEMALE 04 15 2014 HAMLAR CURTIS FUNERAL HOME INC Personal Information Completion In EDRS Menu NEUE 283 RB Other Dist OCME SANSA STARK JONES FEMALE 04 15 2014 OCME NORTHERN DISTRICT Medical Certification Requested 4 enu m 268 RB IRON N MALE 04 13 2014 SMITH O H amp SON FUNERAL HOME Personal Information Completion In Logout me INC progress 267 RB MARCO SMITH MALE 04 15 2014 WOODY CENTRAL FUNERAL HOME Personal Informatio
6. Injury Address Type Street Address Country Zip Code v Y L City County State Home County s L Certifier Name Title Other Title Signed Date STMARY_PH_1 STMARY PH 1 L Y 07 18 2014 Address Type Street Address Zip Code City Complete 5801 BREMO ROAD RICHMOND L County State Home County License No HENRICO COUNTY L L Designee Physician Name Address Type Street Address Zip Code City m Po IL L County State Home County L L L Save Undo Next gt gt EDIEME Save the above information then click on NEXT 28 STEP 6 resulting page will show a consolidated list of Amendments that you made Click on the next button to proceed Electronic Amendment 1 Amend Data ss Review DataChanges 3 Certify amp Submit Amendment 4 Confirmation List of Item Changes For Amendment Item Description Information on the Original Certificate Information Requested for Change Remove Cause of Death Line a cardiac arrest pulmonary cardiac arrest C Save Undo lt lt Prev Next gt gt EDUEA2 NOTE The next screen is for you to review the changes made You do not need to click save If you would like to remove any of the amendments from this list check the corresponding remove checkbox and click on save See Illustration below This will delete the respective amendment from the list and revert the item back to the original val
7. List Injury Description E If Transportation Injury Specify Other Specify x Location of Complete US Address Partial US Address Foreign Countries Street Number Pre Directional Street Name Street Suffix Post Directional Apt E O 1 m Zip Code City State Postal County County if other than postal L zi L Save Undo Previous Next If an autopsy was not performed the question relating to autopsy findings will be disabled denoted by a light gray arrow for the dropdown list Was an autopsy performed NO m Were autopsy findings available prior to completion of the cause of death If the decedent was a male the pregnancy question will be disabled denoted by a light gray arrow for the dropdown list If decedent was FEMALE enter the pregnancy status One of the following manners of death must be selected 15 You must enter the injury information if the Manner of Death is selected as anything other than NATURAL If you select NATURAL as the manner of death the injury fields will be disabled denoted by grayed out textboxes illustration below Manner of Death Date of Injury Check If Unknown Time of Injury Check If Unknown Injury at Work mm dd yyyy s j Place of Specify if Not in the List Injury Description L If Transportation Specify Other Specify g Location of Inj
8. for editing denoted by grey text Address of the place of death gt v Check here if Decedent Home address is same as Decedent s Residence Complete US Address Partial US Address Street Number Pre Directional Street Name D Post Directional Apt bul 13700 ST FRANCIS BOULEVARD Zip Code City State County if other than postal 23114 L MIDLOTHIAN Virginia CHESTERFIELD COUNTY L Save Undo e Click on the save button at the bottom of the screen Once saved navigate to the next screen by clicking on NEXT at the bottom of the page or by using the link in the left navigation bar Death Registration Menu Place of Death Y Demographics FY Medical Certification Changes are saved succt LLL Place of Death Facility Name Address of the place of de Assign to Funeral Ho Check here if Decedent Complete US Address Case Validation Jer Pre D Case Summary Case Comments Case Events X Preview Certificate Create Print Farms e EDRS Menu 11 STEP 8 3 3 DETERMINATION OF DEATH Enter all information in the Determination of Death Screen This screen will allow you to enter the date and time of death as well as choose whether the date and time of death were actual approximate presumed or found on See illustrations below Determination of Death Case 454 Decedent GRISHAM JOHN Date of Death
9. status of the case says READY TO AMEND Certificate No Case ID Case Type Decedent Name First Middle Last Gender Date of Birth Date of Death Status 2000000002 411 Green Border JOHN EDWARD SMITH MALE 07 29 1950 07 29 2000 E AmendueniDemograpiice UUUUUUUZ Pending with DVR 2010000001 427 Green Border JOSEPH JOE SMITH MALE 10 21 1999 02 21 2010 E Amendment Demographics Pending with DVR 2012281282 438 Green Border KIM LISA SMITH FEMALE 01 01 1956 05 16 2012 E Amondmont Demographics Pending with DVR 2013000009 399 Green Border JANE BERTHA SMITH FEMALE 12 05 2013 E Amendment Demographics IEEE Pending with DVR 2013015121 575 Green Border JOHN S SMITH MALE 01 01 1901 07 11 2013 Ready to Amend 2013333006 55 Red Border OCME MARY ANN SMITH FEMALE 03 18 1974 06 05 2013 E Amendment Medical Pending 2013333006 55 Red Border OCME MARY ANN SMITH FEMALE 03 18 1974 06 05 2013 E Amendment Demographics Pending with DVR 2014000005 388 Green Border SMITH FEMALE 05 05 2014 Ready to Amend 2014000070 223 Red Border OCME WANDA SMITH FEMALE 05 04 1960 04 01 2014 iis E CREE D MR 2014000080 436 Green Border JOHN ERIC SMITH MALE 03 09 1949 07 02 2014 E Amendmeni Demographics TET cata ME Pending with DVR Your search returned 17 records Records 1 through 10 are displayed New Query Next 10 Records gt EDLEME 27 STEP 5 The resulting page will display editable fields for some basic decedent Demographics and also fields for Medical I
10. which houses various links allowing you to move around in the system This Navigation Bar is very dynamic in nature and will change from user to user based on what roles a user has The illustration below depicts a typical navigation bar in the home screen for a MLDI Death Registration Menu Create Case Active Cases Completed Cases Release Decedent Cremation Reconciliation OCME Referrals Reports Extracts User Preferences Message Centers EDRS Menu e WESTS Menu Logout 2 2 SETTING USER PREFERENCES Click on the user preferences link in the navigation bar On the resulting page you may enter up to three e mail addresses to receive notifications pertaining to cases in your facility Also you may choose the type of notifications you wish to receive Death Registration Menu User Preferences Create Case x C This system is designed to help you keep informed of any changes related to death certificate cases you are involved by sending E mail notifications Active Cases Completed Cases If you would like to be notified of status changes related to your cases please enter E mail address es e Release Decedent Primary E mail Address DA LA UP TO THREE E MAIL Cremation Reconciliation Second E mail Address ADDRESSES OCME Referrals Third E mail Address Reports Extracts z User Preferences is V SSaue Vell e VVESTS Menu When an assignee has accepted the c
11. 1 day US State of Birth Foreign Country of Birth Request MC Months Days Hours Minutes E OR E Medical Certification OR OR Social Security Number m Case Validation Case Summary Case Comments Available O None Unknown O Not Obtainable Preview Certificate Case Events Create Print Forms EDIDEC EDRS Menu Logout STEP 6 Click on the MEDICAL CERTIFICATION Link in the left navigation bar This action will collapse the Demographic Grouping of links and expand the Medical Certification Grouping of links See illustration on Right v Demographics F Medical Certification First Name Place of Death Determination of Death Cause of Death Other Factors VDH DEPARTMENT OF HEALTH Prada fee baa Tuus natnm Decedent Information NOTE If you have created the case as a Medical Examiner and wish to perform medical certification on that case you must first assign the case to the medical examiner s pool and then accept it from that pool Expanded list of links under medical certification Assign to Funeral Home E less fz E al T Social Security Number c Bess Case Validation Case Summary Case Comments Case Events Preview Certificate Available None Unknown reate Print Create Print Forms S lu j Next EDRS M
12. 101 ELM AVE SW ROANOKE VA 24029 1906 BELLEVIEW AVENUE ROANOKE VA 24011 1 HEALTH CIRCLE LEXINGTON VA 24450 1 TAYLOR AVENUE PEARISBURG VA 24134 5525 CATAWBA HOSPITAL DR CATAWBA VA 24070 25317 WEST WASHINGTON STREET PETERSBURG VA 23803 735 BATTLEFIELD BLVD NORTH RICHMOND VA 23225 1118 CHESTERFIELD AVE CHESTERFIELD VA 23832 800 OLNEY ROAD NORFOLK VA 23507 7101 JAHNKE ROAD RICHMOND VA 23225 1401 JOHNSTON WILLIS DRIVE RICHMOND VA 23235 2949 WEST FRONT STREET RICHLANDS VA 24541 2621 GROVE AVENUE RICHMOND VA 1355 RICHMOND RD STAUNTON VA 24402 125 BUENA VISTA CIRCLE SOUTH HILL VA 23970 e Clicka facility name to select the desired facility e Wild card search To perform a voluminous search enter the first few letters of the desired facility name before the sign in the FIND text box and click on find For example searching by BO will return the following results Facility LOV Windows Internet Explorer provided by VA IT Infrastructure Partnership Search criterion for Facilities fox y Esa i sss Hame BON SECOURS ST FRANCIS MEDICAL CENTER BON SECOURS ST MARY S HOSPITAL List of Facilities Address 13700 ST FRANCIS BOULEVARD MIDLOTHIAN 23114 5801 BREMO ROAD RICHMOND VA 23226 10 e Once you have selected the desired facility the corresponding address of the selected facility will be pre populated in the address fields and these fields will be disabled
13. AYE LONG FEMALE 04 24 2014 ae qu Medical Certification In progress 365 RB OCME JACKIE SMITH FEMALE 05 31 1926 01 01 2014 VIRGINIA STATE ANATOMICAL Personal Information Completion In e Case Validation PROGRAM iin miis CaseSummay sid 324 RB Other Dist OCME MARTHA JONES FEMALE 01 01 2014 OCME CENTRAL DISTRICT Dropped to Paper 292 RB Other Dist OCME PIG PEN MALE 04 15 2014 OCME TIDEWATER DISTRICT Medical Certification Requested 290 RB PEPPERMINT PATTY FEMALE 04 15 2014 HAMLAR CURTIS FUNERAL HOME INC rears PE RB Other Dist OCME SANSA STARK JONES FEMALE 04 15 2014 OCME NORTHERN DISTRICT Medical Certification Requested e Preview Certificate 268 RB OCME IRON MANN MALE 04 13 2014 ms O H amp SON FUNERAL HOME Personal Information Completion In Tet progress Create Print Forms 267 RB OCME MARCO SMITH MALE 04 15 2014 WOODY CENTRAL FUNERAL HOME Personal information Sign Requested F 1 10 of 54 Click Active Cases for Complete list e Click on the ACCEPT CASE link at the top of the page Death Registration Menu Case Summary Case 454 Decedent JOHN GRISHA Y Demographics v Medical Certification Accept Case CLICK HERE Back to List Case History Place of Death Case Type Determination of Death Case Type Red Border OCME Created By OCME CENTRAL DISTRICT Cause of Death Is this Case for Other District No Is decedent body viewed at District Not Applicable Other Factors e Certification St
14. HAM Maiden Name Release Decedent mm dd yyyy Date of Death 05 05 2014 mm dd yyyy Cremation Reconciliation Social Security Number Was decedent born in Virginia YES OCME Referrals Reports Extracts ndo EDQSNC Message Center 32 EDRS Menu VVESTS Menu Logout STEP 3 If no case was found matching your search criteria click on the new case button at the bottom of the User Cent_MI_Inv_1 Cent_MIl_Inv_4 CENT_ML_INV_1 Facility Ocme Central District Electronic Death Registration System Death Registration Menu Create Case Active Cases Completed Cases Release Decedent Cremation Reconciliation OCME Referrals Reports Extracts User Preferences Message Center 32 EDRS Menu VVESTS Menu Logout STEP 4 Registrant Name First Middle Last Gender DOB POB Decedent Search Results New Case VIRGINIA BORN BIRTH RECORDS Mother Name First Middle Last Father Name First Middle Last Your search returned 0 records All Decedent Cases Search Results Decedent Name First Middle Last Gender DOB DOD Current Owner Status EDLSNC Select the appropriate options to indicate who you are creating the case for Create Case Active Cases Completed Cases Release Decedent Cremation Reconciliation OCME Referrals Reports Extracts User Preferences Message Center 32 VVESTS Menu Logout
15. HOSP ALLEGHAN REGIONAL HOSPITAL AUGUSTA MEDICAL CENTER BEDFORD MEMORIAL HOSPITAL BIRTH CENTER OF BLUE RIDGE INC BIRTHCARE amp WOMENS HEALTH CERTIFIED MID WIVES BON SECOURS ST FRANCIS MEDICAL CENTER BON SECOURS ST MARY S HOSPITAL BUCHANAN GENERAL HOSPITAL CARILION FRANKLIN MEMORIAL HOSPITAL CARILION NEW RIVER VALLEY MEDICAL CENTER CARILION RADFORD COMMUNITY HOSPITAL CARILION ROANOKE COMMUNITY HOSPITAL CARILION ROANOKE MEMORIAL HOSPITAL CARILION STONEWALL JACKSON HOSPITAL CARILLON GILES MEMORIAL CATAWBA HOSPITAL CENTRAL STATE HOSPITAL CHESAPEAKE GENERAL HOSPITAL CHESTERFIELD MEDICAL CENTER CHILDRENS HOSPITAL OF KINGS DAUGHTERS CJW MEDICAL CENTER JAHNKE ROAD CJW MEDICAL CENTER JOHNSTON WILLIS DRIVE CLINCH VALLEY MEDICAL CENTER COLUMBIA RETREAT HOSPITAL COMMONWEALTH CENTER FOR CHILDREN amp ADOLESCENTS COMMUNITY MEMORIAL HEALTHCENTER List of Facilities Address T NEALY AVE LANGLEY AFB 23665 T NEALY AVENUE HAMPTON VA 23665 TSS RICHMOND VA 23294 P O BOX 7 LOW MOOR VA 24457 96 MEDICAL CENTER DRIVE FISHERSVILLE VA 22939 1613 OAKWOOD STREET BEDFORD VA 24523 2120 ANGUS ROAD CHARLOTTESVILLE VA 22901 1501 KING STREET ALEXANDRIA VA 22314 13700 ST FRANCIS BOULEVARD MIDLOTHIAN 23114 5801 BREMO ROAD RICHMOND 23226 ROUTE 5 BOX 20 GRUNDY VA 24514 180 FLOYD AVENUE ROCKY MOUNT VA 24151 2900 TYLER ROAD CHRISTIANSBURG VA 24073 700 RANDOLPH STREET RADFORD VA 24141
16. I MALE ALI LAILA FEMALE ALI MOHAMMAD MALE BRAVO ALPHA FEMALE JACKSON MELVIN JEROME MALE KASSEM CASEY MALE LONG DAYE FEMALE RHODES DUSTY MALE RIVERS JOAN FEMALE SCOTIA NOVA MALE Your search returned 20 records Records 1 through 10 are displayed Next 10 Records gt 06 21 2000 07 21 1982 08 21 1975 05 15 1959 12 25 1968 10 10 2010 08 12 2013 02 21 2013 03 30 2013 04 15 2014 02 15 2014 06 14 2014 04 24 2014 08 18 2013 01 30 2014 07 08 2014 Status OCME Referral Accepted Referred case to OCME Referred case to OCME Referred case to OCME OCME Referral Accepted OCME Referral Accepted Referred case to OCME Referred case to OCME Referred case to OCME Referred case to OCME e STEP 4 On the resulting page enter the reason to reject if rejecting or simply accept the referral by selecting the ACCEPT REFERRAL button and clicking on SUBMIT Medical Examiner Cause of Death Referral Referred By Referal Reason Comments Suggestion Narcotic overdose ACCEPT REFERAL as Medical Examiner Case Middle Name Date Of Death ENTER REJECTION REASON HERE IF REJECTING THE REFERRAL Inova Da Inova Da Inova Fairfax Hospital OverdoselODlintoxicationjoveruseloverusedjabuselabused REFUSE REFERAL suggestion to rephrase the conflicting cause of death terms By clicking the SUBMIT button the referral will be accepted You must submit an E Amendment to DVR for the requested Cause of Death change
17. ID Decedent Name Case Type Gender DOB DOD Request Type Status 256 SMITH JOHN ERIC Green Border MALE 03 09 1949 07 02 2014 Cremation Certificate Awaiting Approval pur searchfeturned 1 records Records 1 through 1 are displayed EDLCCA 31 STEP 3 On the resulting page click on the APPROVE CREMATION link at the top of the page Case Summary Preview Certificate Approve Cremation Referral to OCME Back to List Case Type Case Type Green Border Created By CHINN FUNERAL SERVICE Is this Case for Other District Is decedent body viewed at District Not Applicable Status Details Case Id State File No 2014000080 Demographics Status Signed By ROBERT BAKER Medical Certification Status Certified By STMARY PH 1 STMARY PH 1 Current Status r Assigned Owned By VITAL RECORDS SSN Verification Status Funeral Home CHINN FUNERAL SERVICE Date Created 07 10 2014 01 06 24 PM Date Last Modified Demographics Decedent Name JOHN ERIC SMITH Gender MALE Age 65 Years Place of Birth Washington Date of Death 07 02 2014 00 00 00 AM Date of Birth 03 09 1949 00 00 00 AM Social Security Number Unknown Residence Address Address 201 N 22ND ST ARLINGTON VIRGINIA 22205 Decedent Personal Data White Race Black Hispanic Origin NON HISPANIC Ameri_ind_or_alaskan MASSOPONAL Education 15 Bachelor s Degree Country of Citizenship e STEP 4 Enter the date viewed by the medical examiner and digitally sign the
18. TION SERVICES 724 LEE HIGHWAY _ FALLS CHURCH 22046 VA Select ALFRDAUS JINNAZA SERVICES LLC 7903 HILL PARK 8 LORTON 22079 Select ALL BLESSED SERVICES LLC 1205 HOLLY STREET FALMOUTH 22405 VA Select ALL NATIONS TRANSPORTATION AND REMOVAL 6676 CLARKES MEADOW DRIVE BEALETON 22112 VA Select e Confirm this association on the next page by clicking on the ASSIGN FUNERAL HOME button raphics Certifier Assiqnment Case 454 Decedent JOHN GRISHAM Demograp ig DEMOGRAPHICS CERTIFIER ASSIGNMENT Facility Name ANGEL WINGS Name Pending Facility Address 955 KINGSWAY ROAD Title RICHMOND VA23225 Phone Demographics yet to assign or pending Backto List Assign Funeral Home CLICK HERE EDIAFH Note Selecting Assign Funeral Home will associate the above mentioned Funeral Home to this case Selecting Transfer to Funeral Home will associate the above mentioned Funeral Home with this case and also transfer ownership of this case to the Funeral Home mentioned above If you know about both the LME and the Funeral Home working on this case it is better to associate both entities to the case before transferring the case to one of them Once either of those entities have certified their portion of the Death Certificate the case will be automatically be transferred to the other entity by the system For example Once the Funeral Home has certified the demographic information for the decedent the case will aut
19. VIRGINIA DEPARTMENT OF HEALTH DIVISION OF VITAL RECORDS ELECTRONIC DEATH REGISTRATION SYSTEM EDRS USER MANUAL FOR THE OFFICE OF THE CHIEF MEDICAL EXAMINER OCME amp LOCAL MEDICAL EXAMINERS Contents Iy SOGEDPING INTO THE BEDBS 25 u u m dto AD a u wS hd mua Bre a 2 Ze BASC7 d edat pista esposta drei entm tmi os busco phasis en eve ftue e 4 Zed TAE NAVGATON BAR u i ass Su 4 2 24 SETUNG USER PREFERENCES ieee S eee u 5 Bs HOW TO CREATE A CAPES uuu at apa aap wakpa aap hka au a dene tuae nates 6 SEE CIE 2 00 i u uuu E s 6 3 25 J PLACEOLDEATI 22 w osa 9 3 3 uu u uuu Su ua PRESA NS 12 CAUSE OF IDEATH EU 13 3 4 1 VIEWS CDC CAUSE OF DEATH VALIDATIODN uu uuu lun u a uu uQ uuu 14 3 4 2 OTHER FACTOR Ses e ri o Emp 15 4 REQUESTING MEDICAL CERTIFICATION sis sesto uns Pene cx Neap auto nrbe eut Beto E Pa Sg ge e Pra as i aaa 17 5 MEDICAL CERTIFICATION DIGITAL SIGNATURE 18 Ss JAGCEPTING A CASES G uuu u w e om 18 52 DIGILALSIGNATURESu u y e pu E id MN 20 o JASSIGNING A CASE TO A FUNERALTIOME ea PEE Syd Opus i aN 21 Z Pesce C 23 9 nios bh bn
20. ase When an assignee has rejected the case When a Medical Examiner has relinquished ownership of your case When the Funeral Director has signed the demographics information When the Medical Certifier has signed the Medical Information When the case has been filed with DVR When the case has been assigned a State File Number i TYPE OF NOTIFICATIONS When a Physician or an LME has referred a case to the OCME When you have been requested a cremation clearance WHEN LME has referred A Cremation Referral TO THE OCME When VSAP has requested a cremation clearance ae EDIUEN 3 HOW TO CREATE A CASE STEP 1 3 1 BEGIN CREATION All Red Border Death Certificates shall be created by Medico Legal Death Investigators MLDIs or Medical Examiners in the EDRS To begin creating a case click on the create case link in the left navigation bar VD Ee Electronic Death Registration System o tg er vse ese Protecting Yes and Your Environ Death Registration Menu CLICK HERE Recent Active Cases OCME STAFF OCME_DIS OCME District Cases Completed Cases Case ID Case Type First Middle Last Gender DOB DOD Current Owner Status Release Decedent SON FUNERAL HOM 1 234 RB ANNE BOLEYN FEMALE 04 24 2014 ee E Personal Information Sign Requested Cremation Reconciliation INC OCME Referrals 383 RB OCME DAYE LONG FEMALE 04 24 2014 CENTRAL DISTRICT Medical Certific
21. at Medical Certificatio Cause of Death Other Factors Certification Current Status CLICK HERE Assign to Funeral e Perform a simple search for the desired funeral home on the screen resulting from the prior step Death Registration Menu Search Funeral Home Case 454 Decedent JOHN GRISHi v Demographics A Medical Certification Place of Death Search for the Funeral Homes Case Validation e Case Summary Case Comments Case Events Preview Certificate e Create Print Forms e EDRS Menu Logout Funeral Home Name NEN Determination of Death City Cause of Death Other Factors Zip e Certification State Virginia Assign to Funeral Home Search Funeral Homes EDQAFH 21 e Selectthe desired funeral home by clicking on the SELECT button corresponding to the funeral home in the list List of Funeral Homes n 1 Funeral Home Address City ALL BENNETT amp SON FUNERAL INC 200 BUTTERNUT DRIVE FREDERICKSBURG gt SELECT BUTTON Select ABRAHAM APPLEWHITE AND SON S FUNERAL HOME 540 EAST CONSTANCE ROAD P 0 679 SUFFOLK Select ACCESS TRANSPORTATION CORPORATION lh e HAMPTON 23664 VA Select ADAMS GREEN FUNERAL HOME LLC 721 ELDEN STREET HERNDON 20172 VA Select ADEN MUSLIM FUNERAL SERVICES 1242 EASY STREET WOODBRIDGE 22191 Select ADVENT FUNERAL AND CREMA
22. ation Requested Reports Extracts 365 RB JACKIE SMITH FEMALE 05 31 1926 01 01 2014 incised mcm Personal Information Sign Requested 324 RB Other Dist OCME MARTHA JONES FEMALE 01 01 2014 CENTRAL DISTRICT Dropped to Paper User Preferences 292 RB Other Dist OCME PIG PEN MALE 04 15 2014 OCME TIDEWATER DISTRICT Medical Certification Requested Message Center 32 290 RB PEPPERMINT PATTY FEMALE 04 15 2014 HAMLAR CURTIS FUNERAL HOME INC er onal Information Completion In EDRS Menu 283 RB Other Dist OCME SANSA STARK JONES FEMALE 04 15 2014 NORTHERN DISTRICT Medical Certification Requested ITH O H P i i e WESTS Menu 268 RB OCME IRON MANN MALE 04 13 2014 H O H amp SON FUNERAL HOME ersonal Information Completion In Logout 267 RB OCME MARCO SMITH MALE 04 15 2014 WOODY CENTRAL FUNERAL HOME Personal Information Sign Requested 241 RB Other Dist OCME MYA JONES FEMALE 02 06 2013 NORTHERN DISTRICT n Relinquished 1 10 of 54 Click Active Cases for Complete list STEP 2 All case creations must begin with a search for the decedent in the system In order to do so enter all information known about the decedent and click on query on the page resulting from the last step VDH Electronic Death Registration System dace aestas Create Case Active Cases JOHN Middle Name Completed Cases n GRIS
23. atus Details RA LE IH Case Id 454 ac Demographics Status Pending Signed By ae Medical Certification Status Case awaiting ownership Certified By e Case Validation ER urrent Status Medical Certification Requested Owned By OCME CENTRAL DISTRICT Case Summary SSN Verification Status TBD Funeral Home Case Comments Date Created 07 13 2014 02 04 13 PM Date Last Modified 07 25 2014 01 31 55 PM Case Events Demog raphics Preview Certificate Decedent Edit e Create Print Forms Name JOHN GRISHAM Gender MALE Age 33 Years Place of Birth Virginia Date of Death 05 05 2014 00 00 00 AM Date of Birth 03 19 1981 00 00 00 AM e EDRS Menu TEE EE nt ever in Arm m ES e Logout Farcos gt NO Social Security Number None Residence Address Edit 18 e Onthe next page click on the ACCEPT button at the bottom of the page Accept the Case Ownership Notification To OCME CENTRAL DISTRICT Case Ho 454 for JOHN GRISHAM has been accepted by OCHE CENTRAL DISTRICT Please view your active cases list to monitor the most recent status of this case A confirmation message will appear on the next screen Accept Case Case 454 Decedent JOHN GRISHAM CONFIRMATION Case has been accepted and ownership belongs to you EDVNT2 Click on the CERTIFICATION link in the left navigation bar This will display a screen where you may perform digital signatures to the case Death Registration Menu
24. case as seen in section 5 2 then click on approve A success message will indicate successful approval Approve Cremation Request Funeral Home Facility CHINN FUNERAL SERVICE 2605 S SHIRLINGTON ROAD ARLINGTON VIRGINIA 22206 Middle Name ERIC Maiden Name Date Of Death 07 02 2014 pino O Asian Indian Korean Samoan Vietnamese L Oth Asian Pac Islander Other Asian Specify C Other Pacific Islander Specify Ddwhite Black Or African American Chine C Guamanian Or Chamorro American Indian C J Other Specify Unknown ENTER THE DATE VIEWED HERE PENDING PENDING PENDING PENDING thorized signatory whose name will appear on this certificate Enter Pin DIGITAL SIGNATURES Re enter Pin Note Entering your secure PIN and clicking on Submit Will electronically sign this Death Permit Your electronic signature is legally binding Status Waiting for Approval Sets _PumPevew 32 11 CREMATION RECONCILIATION If a LME has MANUALLY signed a cremation certificate the OCME will receive a copy of the same It is the responsibility of the OCME to account for these manual cremation certificates in the system The CREMATION RECONCILIATION function will fulfill this accounting e STEP 1 To begin click on the CREMATION RECONCILITATION Link in the left navigation from the EDRS home Create Case page Active Cases Death Registration Menu e Completed Cases Case ID Re
25. dle Last 454 RB JOHN GRISHAM MALE 03 19 1981 05 05 2014 Case ID Case Type Gender DOB DOD Current Owner Status CENT 1 CENTRAL DISTRIC Medical Information Certified Your search returned 1 records Records 1 through 1 are displayed STEP 3 Select your case by clicking on the CASE ID hyperlink Cases Ready for Releasing Decedent Decedent Name Case E Gender DOB DOD Current Own Status First Middle Last x 454 CLICK HERE JOHN GRISHAM MALE 03 19 1981 05 05 2014 mns CENTRAL Medical Information Certified Your searc ugh 1 are displayed 23 STEP 4 Click on the TRANSFER CASE button to transfer the case to the Funeral home The name and address of the Funeral Home will be pre populated based on the Assign to Funeral Home step performed earlier You may select a different facility by clicking on the blue L telease Decedent Case ID 454 Decedent Name JOHN GRISHAM Date of Birth 03 19 1881 Place of Birth Virginia Date of Death 05 05 2014 Facility ACCESS TRANSPORTATION CORPORATION L Address Details Transfer Case Drop To Paper Back to List A confirmation message will indicate successful transfer to the funeral home 24 8 DROP TO PAPER Once case has been certified by the medical examiner and needs to be transferred to the funeral home you may realize that the funeral home is not a participant in the EDRS The DROP to PAPER function wil
26. e OCME REFERRALS Link in the left navigation from the EDRS home page gt Death Registration Menu Create Case Active Cases Completed Cases Case ID e Release Decedent 598 Cremation Reconciljaf Referrals CLICK HERE Reports Extracts 83 User Preferences e Message Center J6 324 e EDRS Menu 292 e VVESTS Menu 290 e Logout 283 e OCME Referrals may Death Registration Menu consist of o Cause of Cause of Death Referrals death eterrak Cremation Referrals o Cremation referrals EDRS Menu e un either of the above is the same 35 e STEP 3 Click on the Cause of Death Referrals link The resulting page will display a list of cases which the EDRS has referred to the OCME Select the desired case by clicking on the CASE ID hyperlink corresponding to the case OCME Cause Of Death Referral Case Search Results Case ID Decedent First Name Last Name Date of Birth Social Security Number Case Status Case ID Case Type Red Border OCME Red Border LME Red Border OCME Green Border Green Border Green Border Red Border OCME Red Border OCME Red Border OCME Green Border e a lS ES I I9 I 1 d 1 Creation Date Middle Name Maiden Name mm dd yyyy Date of Death i County of Death vr Decedent Cases Decedent Gender ALI HAJ
27. en Medical information Certified Owned By OCME TIDEWATER DISTRICT SSN Verification Status TBD Funeral Home Date Created 04 21 2014 06 22 51 AM Date Last Modified 07 28 2014 10 51 09 AM a Demographics Preview Certificate Decedent Edit Create Print Forms JANE DOE Gender FEMALE mm Acc Place of Birth Enno Mae Date of Death 04 21 2014 00 00 00 AM Date of Birth 25 9 E AMENDMENTS Amendments may be created and requested electronically by the Medical Examiners If any Medical Examiner wishes their administrative staff to perform this function they may request that person be given a role to perform E Amendments STEP 1 begin by clicking on the E Death Registration Menu AMENDMENTS link in the left navigation bar Create Case Active Cases e Completed Cases E E Amendmeg CLICE HERE Cremation Approval Fetal Cremation Approval The resulting screen will be a list of Active amendments NOTE if you are a ME trying to sign an amendment created by your office this amendment would appear in the ACTIVE CASES list for you to select and sign STEP 2 To create a new amendment click on the NEW link in E Amendments Active E Amendi the left navigation bar STEP 3 Perform a search for the desired case 26 STEP 4 From the search results select the desired case by clicking on the respective certificate number hyperlink Make sure that the
28. enu STEP 7 e Click on the Place of Death link in the left navigation bar See Illustration to the right e This action will navigate you to the PLACE OF DEATH screen shown below Death Reqistration Menu L Demographics Medical Certific Place of Death WEM SBIS Seige Determination of B Bn Cause af Death Other Factors Certification 9 gt 4 Assign to Funeral Home 3 2 PLACE OF DEATH e Begin by selecting the Place of Death from the dropdown list activated by clicking on the little arrow in the gray box CLICK HERE A M MV A PMTTTT o0 O r rM IF DEATH OCCURRED IN A HOSPITAL DEAD ON ARRIVAL INPATIENT EMERGENCY ROOMOUTPATIENT Address of the place of c IF DEATH NOT OCCURRED IN A HOSPITAL Check here if Decedent Ho NURSING HOME HOSPICE Complete US Address LONG TERM CARE FACILITY DECEDENT S HOME Street Number Pre D OTHER SPECIFY CORRECTION FACILITY Now click on the L at the end of the Facility of Death field Facility Name C2 e This willgenerate a pop up window with a list of all facilities which match the place of death category you selected in the prior step See Illustration below Facility LOV Windows Internet Explorer provided by VA IT Infrastructure Partnership Search criterion for Facilities I nm Find Close 15 MEDICAL GROUP amp 33RD MEDICAL GROUP AATESTIM G
29. f Death Interval between Onset and Death Immediate Cause Final disease or condition resulting in death Line a tuberclosis x 4 Please click the red word to keep this window open E ength 120 Characters Left 109 LJ Line b tuberculosis 4 E e tuberculous ength 120 Characters Left 120 D tuberculitis Line c tuberculoid tuberculosa L tuberculotic ength 120 Characters Left 120 Maximum Text Length 120 Characters Left 120 H Maximum Text Length 240 Characters Left 240 Save Undo Previous Next Line d Other Significant Conditions NOTE MLDIs are not required to enter the Cause of Death but may do so as directed by their respective sites 14 STEP 10 3 4 2 OTHER FACTORS The next screen would be the other factors screen where you may enter the following information about the decedent Autopsy information tobacco usage pregnancy status external factors to cause of death and manner of death Other Factors Case 454 Decedent JOHN GRISHAM Was an autopsy performed xl Were autopsy findings available prior to completion of the cause of death Did tobacco use contribute to death If decedent was FEMALE enter the pregnancy status External factor to cause of death xj Manner of Death sz Date of Injury Check If Unknown Time of Injury Check If Unknown Injury at Work mmiddlyyyy C gt 7 Place of Injury Specify if Not in the
30. l enable you to print a copy of the electronically created Death Certificate and provide the certificate to the funeral home e STEP 1 To begin navigate to the desired record s CASE SUMMARY Death Registration Menu Case Summ by clicking on the link in the left v Demographics LL v Medical Certification Drop to Pap Place of Death Determination of Death Case Type Cause of Death Is this Case e Other Factors Certification Case 4 Assign to FH VSAP mE Case Validation i e Case Summary CLICK HERE rinca Case Comments kate Case Events e STEP 2 Click on the DROP to PAPER link at the top of the page to print the Death Certificate The EDRS will guide you through two more pages where you would be required to SUBMIT Death Registration Menu Case Summary Case 377 Decedent JANE DO g Demographics v Medical Certification Drop to Paper Back to List Case History Place of Death Case Type Determination of Death Case Type Red Border OCME Created By OCME TIDEWATER DISTRICT Cause of Death Is this Case for Other District No Is decedent body viewed at District Not Applicable Other Factors e Certification Status Details Assign to FHIVSAP z Demographics Status Pending Signed By Medical Certification Status Certified Completed Certified By TIDE_ME_1 TIDE_ME_1 e Case Validation Cui S
31. lease Decedent _ u e Cremation Reconcil CLICK HERE Referrals e Reports Extracts a 383 User Preferences e Message Center 36 324 e EDRS Menu 292 e VVESTS Menu 290 Logout 393 e STEP 2 resulting page shall display a list of decedents for which the Funeral Homes may have printed the cremation certificates for manual signature Select your desired case from this list by clicking on the SELECT button corresponding to the case Cremation Reconciliation Cremation Certificate Reconciliation Case ID Case Type Decedent Name Gender Date of Death 916511451 Status 153 RB LME ALPHA OMEGA FEMALE 01 01 1990 04 17 2014 Awaiting Signature Verification wam 2 80 Ma V 1 FEMALE 06 07 2013 04 17 2014 Awaiting Signature Verification Selec 140 RB OCME RUG RAT MALE 06 12 2013 04 17 2014 Awalting Signature Verification Select 99 aa LME View at Nis SASSER FEMALE 06 12 2000 04 17 2014 Awaiting Signature Verification Select 404 Green Border MARY ANN JONES FEMALE 07 08 2014 07 08 2014 Awaiting Signature Verification Select 409 Green Border JOHN SIMM MALE 02 15 2005 07 08 2014 Awaiting Signature Verification Select 416 Green Border CLIFTON CARLOS HUMBLES MALE 02 01 1997 07 09 2014 Awaiting Signature Verification Select 418 Green Border JANE DOE FEMALE 01 31 2014 07 09 2014 Awaiting Signature Verification Select 434 Green Border IAN JOHN MCALLISTER MALE 07 05 2014 07 10 2014 Awaiting Signature Ve
32. n LME Also by clicking the check box you may indicate that which district this case is being assigned to These options will be enabled or disabled based on the selection you made in STEP 4 during case creation SELECT A MEDICAL EXAMINER Check here if the case will be assigned to a district other than yours f ASSIGN CASE TO THE MEDICAL EXAMINER S OFFICE C ASSIGN CASE TO A LOCAL MEDICAL EXAMINER Search for Medical Examiner e Make the appropriate desired selection Click on the SUBMIT Button to continue requesting medical certification 17 5 MEDICAL CERTIFICATION DIGITAL SIGNATURE 5 1 ACCEPTING A CASE e Asamedical examiner prior to completing medical certification you would need to assume ownership of the case Select your desired case from the Active Cases list by clicking on the CASE ID hyperlink illustration below Death Registration Menu Case Summary Case 454 Decedent JOHN GRISHA g Demographics g Medical Certification Recent Active Cases OCME_ME OCME_DIS Place of Death OCME District Cases e Determination of Death Decedent Name First Middle Last Gender DOB DOD Current Owner Status Cause of Death 454 JOHN GRISHAM MALE 03 19 1981 05 05 2014 CENTRAL DISTRICT Medical Certification Requested Other Factors 384 ANNE BOLEYN FEMALE 04 24 2014 2 BENNETT amp SON FUNERAL HOME Personal information a misi Certification e Assign to Funeral Home 383 RB OCME D
33. n Sign Requested 1 10 of 55 Click Active Cases for Complete list Local Medical Examiner Cases Decedent Name Case ID Case Type First Middle Last Gender DOB DOD Current Owner Status RB Other Dist LME View at NORT_LME_1 OCME NORTHERN 285 District HENRY REX MALE 04 24 2014 DISTRICT Medical Certification Requested 382 RB Other Dist LME JACOB BLACK MALE 04 24 2014 Neen KDE E Medical Certification Requested 281 RB LME ESME CULLEN FEMALE 04 24 2014 WOODY CENTRAL FUNERAL HOME Personal Information Sign Requested 280 RB LME BELLA SWAN FEMALE 04 24 2014 WOODY CENTRAL FUNERAL HOME Personal Information Sign Requested 279 RB LME EDWARD CULLEN MALE 04 24 2014 ERN pecu Medical Information Certified 371 RB LME View at Dist OSCAR GROUCH MALE 04 21 2014 ER a E s Medical Certification Requested 345 RB Other Dist LME HER MANN MALE 04 17 2014 amen ee NORIHERN Medical Certification Requested RB Other Dist LME View st NORT_LME_1 OCME NORTHERN T 344 District CARL GRIMES MALE 04 17 2014 DISTRICT Medical Certification Requested RB Other Dist LME View at TIDE_LME_1 OCME TIDEWATER i 337 District LUANN DELANEY FEMALE 04 06 2014 DISTRICT Medical Certification Requested 325 RB Other Dist LME JOHN TELLER MALE 12 01 2013 owes ve Medical Certification Requested 1 10 of 71 Click Active Cases for Complete list 2 THE BASICS 2 1 THE NAVIGATION BAR To the left of the screen is the Navigation Bar
34. nformation Make changes to the desired information on the page displayed below o 2 Review Data Changes 3 Certify amp Submit Amendment 4 Confirmation Decedent Information Certificate Number First Name Middle Name Last Name Suffix Gender 2013 o15 21 JOHN B SMITH v MALE Y Certificate Date Death Date of Death Modifier Time of Death Time of Death Modifier Green Border 07 11 2013 12 00 Au Cause of Death Immediate Cause Final disease or condition resulting in death Interval between Onset and Death diac arrest 3 1 Line a Bl Due or as a consequence of Line b amp r c Due or as a consequence of Line c gl OO Due or as a consequence of Line d Bl Other Significant Conditions Other Factors Was Medical Examiner Contacted Was an autopsy performed Were autopsy findings available prior to completion of the cause of death NO NO w v Did tobacco use contribute to death If decedent was FEMALE enter the pregnancy status No v External factor to cause of death Military Death Manner of Death Primary hd Natural Causes w Injury Details Date of Injury mm dd yyyy If Unknown Time of Injury If Unknown Injury at Work Ej Place of Injury Specify if Not in the List Injury Description L a If Transportation Injury Specify Other Specify k Location of
35. of this case P a Simary_Ph_1 BON SECOURS ST MARYS Certification completed for Case No 431 07 10 2014 Dr STMARY_PH_1 STMARY_PH_1 has certified the Case No 431 for CARL GALLUP Diman Krystina MORRISSETT FUNERAL HOME AND D CREMATION SERVICE Out of State Transit Permit approval Requested for Case No 95 07 10 2014 ORRISSETT FUNERAL HOME AND CREMATION SERVICE has submitted an Out of State Transit Permit for your approval for Case No 95 for CHRISTY COLES The permit is now available for your a man otman Jane METROPOLITAN FUNERAL SERVICE INC Out of State Transit Permit approval Requested for Case No 327 07 10 2014 ETROPOLITAN FUNERAL SERVICE INC has submitted an Out of State Transit Permit for your approval for Case No 327 for KHAL DROGO The permit is now available for your review r User 1 Vr_User_1 VITAL RECORDS State File Number assigned for Case No 431 07 10 2014 A State File Number has been assigned to Case No 431 for CARL GALLUP by the Division of Vital Records Baker Tyra CHINN FUNERAL SERVICE Out of State Transit Permit approval Requested for Case No 440 07 10 2014 INN FUNERAL SERVICE has submitted an Out of State Transit Permit for your approval for Case No 440 for SAMUEL BELL The permit is now available for your review EBLNML HELP STEP 3 The resulting screen is the Virginia Vital Events and Screenings Tracking System Screen and may include various modules Based on
36. omatically be transferred to the selected LME Alternately You may transfer the case either to an LME or to a Funeral Home Once the receiving party has completed their portion of the death certificate you will be required to transfer the case to the other party In a case where you have transferred the case to an LME you must coordinate the transfer of the case to the Funeral Home with the LME Either a Medico Legal Investigator or an LME may transfer the case to a Funeral Home 22 7 RELEASE DECEDENT This process ensures that the Death Certificate is not released to a funeral home prior to them having taken possession of the decedent s body STEP 1 To begin click on the RELEASE j f DECEDENT link in the left navigation Death Registration Menu bar Create Case Active Cases Completed Cases Release Deceder 2 1904 9 Cremation Reconcilia Nt T Referrals 384 Reports Extracts STEP 2 The Resulting screen would be a searchable list of cases where the death certificates are awaiting release to a funeral home Decedent Search Results Release Decedent Case ID y Creation Date To NEN mm dd yyyy Decedent First Name Middle Last PO Maiden Name Date of Birth mmwdadyyyyy Date of Death madyyyy Social Security Number County of Death Cases Ready for Releasing Decedent Decedent Name First Mid
37. or as a consequence of Other Significant Conditions Interval between Onset and Death E Maximum Text Length 120 Characters Left 120 A Maximum Text Length 120 Characters 120 Maximum Text Length 120 Characters Left 120 Maximum Text Length 120 Characters Left 120 v Maximum Text Length 240 Characters Left 240 Save Undo Previous Next For pending cause of death check the pending checkbox This will populate all cause of death lines with the Line a word PENDING un checking the checkbox will remove the word Line b PENDING Line c Line d EDICOD if Cause of Death has not yet been determined or is PENDING Cause of Death Immediate Cause Final disease or condition resulting in death PENDING Due or as a consequence of PENDING Due or as a consequence of PENDING Due or as a consequence of PENDING Other Significant Conditions 13 3 4 1 VIEWS CDC CAUSE OF DEATH VALIDATION e Misspelling a cause of death medical term will give you a warning in sync with the web service provided by the Center for Disease Control CDC See illustration below TUBERCULOSIS has been misspelled as T U B E R C L O S 1 S The Center for Disease Control CDC ran a check on the cause of death that you have entered and recommended some changes Please point or click your mouse at the textin RED inside or below the Cause of Death fields to learn more
38. pic d obo e ppt de nico facon d 25 EE XDuxdipnus pc 26 10 CREMATION APPROVAL D u demo OE idet ocu m be le n EAE EVO na 31 11 CREMATION RECONCILIATION St RUNE UE 33 12 OCMEREFERBALES zoe teat bu eS O uates buen hae 35 13 EOCALMEDICALEXAIMIINERS a Q ae dvo Sub don eere EM RE DV eue A Ue dre a aa 37 1 GETTING INTO THE EDRS STEP 1 Once you have launched the EDRS using the URL provided to you you will see a pop up box to enter your username and password to log in to the application See illustration below Windows Security The server kobe vdh virginia gov at edrsbeta requires a username and password User Password Remember my credentials Enter your username and password and click OK STEP 2 You may view your messages in the inbox displayed on the resulting screen Click continue to navigate to the next screen Yj VIRGINIA DEPARTMENT OF HEALTH Protecting You and Your Environment Virginia Vital Events And Screening Tracking System New Messages Please check the box to acknowledge each message and click Continue button to continue to the application From Subject Date Received r er e BON SECOURS ST MARYS case No 431 has been accepted by BON SECOURS ST MARY S HOSPITAL 07 10 2014 ase No 431 for CARL GALLUP has been accepted by BON SECOURS ST MARY S HOSPITAL Please view your active cases list to monitor the most recent status
39. rification Select 444 BARBARA ANN SMITH FEMALE 06 25 2014 07 10 2014 Awaiting Signature Verification Select 443 Green Border JESSIE COWBOY JAMES MALE 07 09 2014 07 10 2014 Awaiting Signature Verification Select S Auce inuce uac nino mna amaenn SEU 33 e STEP3 Ontheresulting page enter the date signed i e the date the LME signed the cremation certificate and click on the verify signature button A success message will indicate successful reconciliation Cremation Reconciliation Signature Verification WOODY WEST END FUNERAL HOME Request Created 04 17 2014 1020 HUGUENOT ROAD MIDLOTHIAN VIRGINIA 23113 Request Last Printed 04 17 2014 ENTER THE DATE ip eee C white Or African American SIGNED HERE pino lAsianIndian Korean Samoan O Vietnamese Guamanian Or Chamorro American Indian slander Other Asian Specify J Other Pacific Islander Specify Other Specify 4 Unknown Medical Examiner Name of Medical Examiner Medical Examiner s Facility Signature Undo BacktoList_ EDUCSV 34 12 OCME REFERRALS Green border death certificates may get referred to the OCME when a physician attempts to sign the death certificate with a cause of death which indicates that it may need to be a red border certificate These cases get compiled under the OCME referrals list e STEP 1 To begin click on th
40. s to be made to the record EDUMER NOTE To make any changes an E amendment would need to be submitted for this case as seen in Section 8 36 13 LOCAL MEDICAL EXAMINERS e All Local Medical Examiners enrolled in the EDRS shall have the ability to o Complete Medical Certification Section 5 Accept a case Complete Medical Certification on a case o Approve Cremation Certificates Section 10 o Assign a case to a Funeral Home Section 6 If you are an LME please refer to the appropriate sections to see how to perform each function 37
41. t Cause of Death Line a blunt force trauma to head and chest blunt force trauma to head chest and extremities Digitally Signed by NORT LME 1 NORT 1 Address NORTHERN DISTRICT 10850 PYRAMID PL SUITE 121 MANASSAS VA 20110 MANASSAS VA 20110 30 10 CREMATION APPROVAL A funeral home may request approval of a cremation certificate from the Medical Examiners These requests shall be consolidated under the CREMATION APPROVALS list e STEP 1 To begin click on the Create Case CREMATION APPROVAL Link in the left ae ct Active Cases navigation from the EDRS home page Completed Cases e F Amendments e Cremation Approval WL i B Fetal Cremation Apo Release Decedent Reports Extracts 383 User Preferences 355 Message Center 110 324 202 e STEP 2 The resulting screen will consist of a list of cremation clearance requests You may search for a desired case if the list is long enough to extend further than one page Click on the CASE ID of the desired case to continue Cremation Approval List Permit ID Permit Request Date 1 To mm dd yyyy Case ID Case Creation Date j To mm dd yyyy Decedent First Name Middle Name Last Name 66 Maiden Name Date of Birth mm dd yyyy Date of Death mm dd yyyy Permit Status Awaiting approval Undo Awaiting Cremation Approval Permit
42. ue Electronic Amendment 1 Amend Data ss 2ReviewDataChanges 3 Certify amp Submit Amendment 4 Confirmation List of Item Changes For Amendment Item Description Information on the Original Certificate Information Requested for Change Cause of Death Line a cardiac arrest pulmonary cardiac arrest e STEP 7 Perform digital signatures as shown in section 5 2 on the case and submit the case A confirmation message will indicate that the amendment was successfully submitted to Vital Records EDUEA2 for approval STEP 8 You may generate a printable amendment report by clicking on the here link in the success message Confirmation Amendment Request has been successfully submitted Please AGE fete T yrint report EDVEAS 29 e Below is a sample of what the Additional Information report would look like Print This report has been digitally signed by Nort_Lme_1 Nort_Lme_1 and has been electronically submitted to Vital Records for approval Vital Records does not require you to send this report signed via mail However you may print this report for your own records COMMONWEALTH OF VIRGINIA DEPARTMENT OF HEALTH DIVISION OF VITAL RECORDS RICHMOND VIRGINIA VA EDRS AMENDMENTS ADDITIONAL INFORMATION REPORT Case 10 152 Certificate No 2013333010 Decedent Name SUSPICIOUS CHARACTER Date of Death 10 09 2013 Date Created 10 30 2013 Item Description Information on the Original Certificate Information for Amendmen
43. ury e Complete US Address C PartialUS Address Foreign Countries Street Number Pre Directional Street Name Street Suffix Post Directional Apt v L Zip Code City State Postal County County if other than postal L Y L Save Undo Previous Nami Enter and save all pertinent information If you are an MLDI creating the case the NEXT Button will be disabled If you are a Medical Examiner creating the case or entering information on the OTHER FACTORS screen the NEXT button will be enabled This completes the process of creating a case in the System The next step for an MLDI would be to request medical certification by an ME by assigning the case to the respective pool of MEs 16 4 REQUESTING MEDICAL CERTIFICATION e Once a user has created a case in the EDRS you may as MLDI or an ME request Medical Certification by a Medical Examiner Pathologist LME Fellow e Begin by clicking on the REQUEST MC link in the left navigation bar You Death Registration Menu Demographics may need E expand the Decedent Information demographics grouping in case you cannot see the Decedent Residence REQUEST MC Link Decedent Personal Data e Decedent Family e informant Data e Disposition eSignature e Request MC CLICK HERE 4 k Medical Certification e The following screen will appear for you to select whether you are transferring the case to an ME or a
44. your role you will only have access to the EDRS Click on the EDRS link to continue VIRGINIA DEPARTMENT OF HEALTH Protecting You and Your Environment Virginia Vital Events And Screening Tracking System Birth Certificate Reporting Certifiable Correspondence Tracking System Virginia Infant Screening and Infant Tracking System Electronic Death Registration System Maintenance Password Reset Application Assistant Logout If you need application support please send your request via email to oim_webappshelp vch virginia gov or call us at 804 864 7200 and select option 2 FAX 804 864 7155 Warning This system is for official Virginia Department of Health use and may only be accessed by users that are currently authorized by the Division of Vital Records and Division of Child and Adolescent Health Unauthorized use access or modification of this system or any data stored within is a criminally prosecutable offense Any attempts at unauthorized access or data editing are logged and strictly prohibited All usage of this system is monitored and audited and by accessing this system all users consent to these activities The resulting screen is the EDRS Home screen VD j E e ct ro n D e at h g istrat iO n Sys t e m User Cent_MI_Inv_1 Cent_MI_Inv_1 CENT_ML_INV_1 1 Facility Ocme Central District Aretino Yo ang Your Environment Death Registration Menu Create Case
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