electronic death registration system - ca-edrs: … 12, 2004 cfda annual convention 5 project goals...

CaliforniaCaliforniaElectronic Death Registration SystemElectronic Death Registration System

July 12, 2004 CFDA Annual Convention 2

OverviewOverviewOverview

§ Project background and goals§ Assumptions§ System benefits§ Timeline§ System functionality§ Funeral Director Technical Advisory Group§ Contacting the CA-EDRS Project Team

§§ Project background and goalsProject background and goals§§ AssumptionsAssumptions§§ System benefitsSystem benefits§§ TimelineTimeline§§ System functionalitySystem functionality§§ Funeral Director Technical Advisory GroupFuneral Director Technical Advisory Group§§ Contacting the CAContacting the CA--EDRS Project TeamEDRS Project Team

July 12, 2004 CFDA Annual Convention 3

BackgroundBackgroundBackground

§ California AB2550§ Interagency Agreement§ The CA-EDRS is currently being built.§ Use of System is Voluntary

§§ California AB2550California AB2550§§ Interagency AgreementInteragency Agreement§§ The CAThe CA--EDRS is currently being built.EDRS is currently being built.§§ Use of System is VoluntaryUse of System is Voluntary

July 12, 2004 CFDA Annual Convention 4

Project OversightProject OversightProject Oversight§ The CA-EDRS project is overseen by a Steering

Committee comprised of representatives from:§§ The CAThe CA--EDRS project is overseen by a Steering EDRS project is overseen by a Steering

Committee comprised of representatives from:Committee comprised of representatives from:

Wesley BradfordWesley BradfordCA Medical AssociationCA Medical Association

Jim Jim MaloufMaloufCA Coroners AssociationCA Coroners Association

Jim DraperJim DraperCA Funeral Director’s AssociationCA Funeral Director’s Association

Gary FeldmanGary FeldmanCA Conference of Local Health OfficersCA Conference of Local Health Officers

Greg FranklinGreg FranklinCA Department of Health ServicesCA Department of Health Services

July 12, 2004 CFDA Annual Convention 5

Project GoalsProject GoalsProject Goals

§ Develop a Web based, secure electronic death registration system for California§ Create a California-specific EDRS design

(CA-EDRS) § Design based on the NAPHSIS EDR Model

(released Jan 2004)§ Remote Physician Attestation § (eliminate driving to get a Physician Signature)

§§ Develop a Web based, secure electronic Develop a Web based, secure electronic death registration system for Californiadeath registration system for California§§ Create a CaliforniaCreate a California--specific EDRS design specific EDRS design

(CA(CA--EDRS) EDRS) §§ Design based on the NAPHSIS EDR Model Design based on the NAPHSIS EDR Model

(released Jan 2004)(released Jan 2004)§§ Remote Physician Attestation Remote Physician Attestation §§ (eliminate driving to get a Physician Signature)(eliminate driving to get a Physician Signature)

July 12, 2004 CFDA Annual Convention 6

Project TimelineProject TimelineProject Timeline

§ In January 2005, CA-EDRS will be available only to the pilot counties.§ In July 2005, CA-EDRS will be available

statewide.

§§ In January 2005, CAIn January 2005, CA--EDRS will be EDRS will be available only to the pilot counties.available only to the pilot counties.§§ In July 2005, CAIn July 2005, CA--EDRS will be available EDRS will be available

statewide.statewide.

July 12, 2004 CFDA Annual Convention 7

BenefitsBenefitsBenefits§ 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

§ Data§ Allows data extraction into tab- or comma-

delimited files for downloading and internal use

§§ Permits for DispositionPermits for Disposition§§ Local Registrar approves the DCLocal Registrar approves the DC§§ Burial Permit is printed at Funeral HomeBurial Permit is printed at Funeral Home

§§ AmendmentsAmendments§§ Coroner Pending COD automatically startedCoroner Pending COD automatically started§§ Linked to Death Certificate in the system Linked to Death Certificate in the system

§§ DataData§§ Allows data extraction into tabAllows data extraction into tab-- or commaor comma--

delimited files for downloading and internal delimited files for downloading and internal useuse

July 12, 2004 CFDA Annual Convention 8

Error ReductionError ReductionError Reduction§ System Edits§ Compare Dates§ Check for Signatures§ Format§ Drop down lists, pick lists when possible§ Medical Spell check§ On-line HELP

§ Local Registrar can review COD prior to submission

§§ System EditsSystem Edits§§ Compare DatesCompare Dates§§ Check for SignaturesCheck for Signatures§§ FormatFormat§§ Drop down lists, pick lists when possibleDrop down lists, pick lists when possible§§ Medical Spell checkMedical Spell check§§ OnOn--line HELPline HELP

§§ Local Registrar can review COD prior to Local Registrar can review COD prior to submissionsubmission

July 12, 2004 CFDA Annual Convention 9

HighlightsHighlightsHighlights

§ Web-based over secure connection§ Role-specific user front end§ Message center for notification § Ability to render the VS11 form in PDF

format dynamically (real time) for printing§ Validate the SSN on the certificate using

messaging routines supplied by the SSA§ (implementation currently being evaluated)

§§ WebWeb--based over secure connectionbased over secure connection§§ RoleRole--specific user front endspecific user front end§§ Message center for notification Message center for notification §§ Ability to render the VS11 form in PDF Ability to render the VS11 form in PDF

format dynamically (real time) for printingformat dynamically (real time) for printing§§ Validate the SSN on the certificate using Validate the SSN on the certificate using

messaging routines supplied by the SSAmessaging routines supplied by the SSA§§ (implementation currently being evaluated)(implementation currently being evaluated)

July 12, 2004 CFDA Annual Convention 10

Signature SubstitutesSignature SubstitutesSignature Substitutes

§ User ID, Password, and IP address captured§ Local registrar§ Coroner/ME§ Funeral Director§ Embalmer

§§ User ID, Password, and IP address capturedUser ID, Password, and IP address captured§§ Local registrarLocal registrar§§ Coroner/MECoroner/ME§§ Funeral DirectorFuneral Director§§ Embalmer Embalmer

July 12, 2004 CFDA Annual Convention 11

Physician AttestationPhysician AttestationPhysician Attestation

§ Electronic attestation of death certificates§ DHS-approved physician attestation§ Electronic solutions are currently being

evaluated.§ Electronic voice capture § Automated fax signature capture

§ Neither method requires pre-enrollment

§§ Electronic attestation of death certificatesElectronic attestation of death certificates§§ DHSDHS--approved physician attestationapproved physician attestation§§ Electronic solutions are currently being Electronic solutions are currently being

evaluated.evaluated.§§ Electronic voice capture Electronic voice capture §§ Automated fax signature captureAutomated fax signature capture

§§ Neither method requires preNeither method requires pre--enrollment enrollment

July 12, 2004 CFDA Annual Convention 12

CA-EDRS Application OverviewCACA--EDRS Application OverviewEDRS Application Overview

DataUtilities

MessageCenter

CA-EDRSDatabases

CA-EDRS Application

Death Certificates

Data Files

Permits for Disposition

July 12, 2004 CFDA Annual Convention 13

Electronic Death CertificateElectronic Death CertificateElectronic Death Certificate

Decedent’s Personal

Information

Medical Information worksheet

Enter Personal and Medical Data (FD, Medical Facility, Coroner)

July 12, 2004 CFDA Annual Convention 14

CA-EDRS Functions CACA--EDRS Functions EDRS Functions

COD reviewed by LRD

SSN Verification

Pass Edits

Referred to ME/Coroner

Print Working

Copy

MC Attests to MI

FD authenticates PI Embalmer signature

ME/CoronerAttests

July 12, 2004 CFDA Annual Convention 15

CA-EDRS Registration CACA--EDRS Registration EDRS Registration

Disposition PermitApproved

Print Certified Copies

Print Disposition Permit(s)

LRD registers

State registers

FD submits to LR

July 12, 2004 CFDA Annual Convention 16

CA-EDRS Communication CACA--EDRS Communication EDRS Communication

Funeral DirectorFuneral Director

Medical FacilityMedical Facility

Medical CertifierMedical CertifierPhysicianPhysician CoronerCoroner

Medical ExaminerMedical Examiner

EmbalmerEmbalmer

Local RegistrarLocal Registrar

State RegistrarState Registrar

July 12, 2004 CFDA Annual Convention 17

Other Electronic “Signatures” Other Electronic “Signatures” Other Electronic “Signatures”

CoronerCoronerMedical ExaminerMedical Examiner

EmbalmerEmbalmer

Local RegistrarLocal Registrar

IP address

Funeral DirectorFuneral DirectorAuthenticates

Signs

Attests

Approves

UserID

password

July 12, 2004 CFDA Annual Convention 18

Electronic Physician Attestation Electronic Physician Electronic Physician Attestation Attestation

Voice Attestation Fax Attestation

JOHN SMITH MD @vSig JANE JONES MD @fSig* *

July 12, 2004 CFDA Annual Convention 19

Drop to Paper ProcessDrop to Paper ProcessDrop to Paper Process

Drop to Paper for ink signature

Registration Process

July 12, 2004 CFDA Annual Convention 20

Dual-Pass ProcessDualDual--Pass ProcessPass Process

Reinsert signed form and print rest

Drop to Paper for ink signature

Dual Pass

Registration Process

July 12, 2004 CFDA Annual Convention 21

Dual-Pass

(Pass1)

DualDual--Pass Pass

(Pass1)(Pass1)

July 12, 2004 CFDA Annual Convention 22

Dual-Pass ProcessDualDual--Pass ProcessPass Process

Reinsert signed form and print rest

Drop to Paper for ink signature

Dual Pass

Registration Process

July 12, 2004 CFDA Annual Convention 23

July 12, 2004 CFDA Annual Convention 24

July 12, 2004 CFDA Annual Convention 25

Funeral Home enters Personal Information

e

July 12, 2004 CFDA Annual Convention 26

Funeral Home, Medical Facility, ME/Coroner enters Medical Information

e

July 12, 2004 CFDA Annual Convention 27

PDF Image

July 12, 2004 CFDA Annual Convention 28

Technical Advisory GroupsTechnical Advisory GroupsTechnical Advisory Groups

§ Technical Advisory Groups (TAGs)§ Input into the design for their particular role based

functionality§ Meet in a mutually agreeable venue 2-3 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 user forum§ Issue tracking system – web-based system

§§ Technical Advisory Groups (Technical Advisory Groups (TAGsTAGs))§§ Input into the design for their particular role based Input into the design for their particular role based

functionalityfunctionality§§ Meet in a mutually agreeable venue 2Meet in a mutually agreeable venue 2--3 times to 3 times to

review designreview design§§ Group membersGroup members§§ Will have access to early releases (alpha, beta, preWill have access to early releases (alpha, beta, pre--

release, etc.)release, etc.)§§ Will be asked to provide feedback through:Will be asked to provide feedback through:§§ FaceFace--toto--Face meetingsFace meetings§§ Project portal Project portal –– online webonline web--based user forumbased user forum§§ Issue tracking system Issue tracking system –– webweb--based systembased system

July 12, 2004 CFDA Annual Convention 29

TAG MeetingsTAG MeetingsTAG Meetings§ June 14: Funeral Directors§ 19 participants§ Reviewed functionality (use cases)§ Feed back and comments incorporated to

improve design§ To become a TAG participant:§ sreali@ucdavis.edu§ CA-EDRS Project Office at (916) 734-4563

§§ June 14: Funeral DirectorsJune 14: Funeral Directors§§ 19 participants19 participants§§ Reviewed functionality (use cases)Reviewed functionality (use cases)§§ Feed back and comments incorporated to Feed back and comments incorporated to

improve designimprove design§§ To become a TAG participant:To become a TAG participant:§§ srealisreali@ucdavis.edu@ucdavis.edu§§ CACA--EDRS Project Office at EDRS Project Office at (916) 734(916) 734--45634563

July 12, 2004 CFDA Annual Convention 30

For more information…For more information…For more information…

§ How do we get more information on CA-EDRS?§ http://edrs.ucdavis.edu§ lportiga@dhs.ca.gov Larry Portigal§ sreali@ucdavis.edu Stephanie Reali§ CA-EDRS Project Office at (916) 734-4563

§§ How do we get more information on How do we get more information on CACA--EDRS?EDRS?§ http://edrs.ucdavis.edu§§ lportiga@dhs.ca.govlportiga@dhs.ca.gov Larry PortigalLarry Portigal§§ sreali@ucdavis.edusreali@ucdavis.edu Stephanie RealiStephanie Reali§§ CACA--EDRS Project Office at EDRS Project Office at (916) 734(916) 734--45634563

July 12, 2004 CFDA Annual Convention 31

CA-EDRS User Resource SiteCACA--EDRS User Resource SiteEDRS User Resource Site

http://edrs.ucdavis.eduhttp://http://edrsedrs.ucdavis.edu.ucdavis.edu