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Friday, August 28, 2015
   
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FUNERAL DIRECTOR REGISTRATION TO EDRS

If you are a licensed funeral director, you may signup for access to the EDRS application by faxing the "EDRS User Support Document" to ODH/VS for registration.

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------------------------------- FUNERAL HOME STAFF REGISTRATION TO EDRS

If you need to be added to EDRS as a clerk for a funeral home, your licensed funeral director should complete and then submit a paper request for an account with the approving signature of a funeral director. 

Click here to access the form necessary to add funeral home support staff to EDRS!
------------------------------- CORONER REGISTRATION TO EDRS

Coroners must fax the "EDRS User Support Document" to ODH/VS for registration to EDRS. This form supplies required data (including unique email address) to ODH/VS in order to register coroners, deputy coroners and other coroner support staff.

Click here to register!
------------------------------- REGISTRAR CHANGES IN IPHIS-EDRS
Local, Deputy and Sub- Registrar changes should be faxed to ODH/VS as soon as possible using the "Change of Registrar Appointment Request" form. Vital changes must be made in the IPHIS-EDRS application.
Click here to submit your change request!
------------------------------- HOSPITAL REGISTRATION TO EDRS

Hospital staff can get clerk level access to EDRS in order to input death certificate information, for situations such as an infant death or body donation. Users must fax the "EDRS User Support Document" to ODH/VS, which supplies us with required information to setup or modify your access account.

Click here to submit your request!
------------------------------- BIRTH FACILITY REGISTRATION TO IPHIS

Hospital staff access to IPHIS is controlled by a local Facility Administrator, who can request the creation/removal of user accounts within their facility by emailing vs.helpdesk@odh.ohio.gov  If a change to your Facility Administrator is required (each facility should have two or three for redundancy), complete the Facility Administrator Support Document and fax to ODH/VS.

Click here to submit your change request!

WELCOME TO THE VITAL SUPPORT SITE!

This site is maintained by the Office of Vital Statistics for business partners. Public customers needing certified copies should call (614)466-2531 or visit  www.odh.ohio.gov/vs   Business partners should use this site for the registration of vital records. Should you experience a problem while navigating the Support Site, use the Site Feedback link at the bottom. Should you have a question about IPHIS-EDRS, call our HelpDesk at (614) 466-2531, option 3.

 
SCHEDULED SSA OUTAGE SATURDAY 8/29/15 THROUGH MONDAY 8/31/15

ATTENTION!  All applicable IPHIS/EDRS users:  The Social Security Administration's online systems will be unavailable due to scheduled maintenance beginning Saturday 8/29/15 at 1:00am and ending Monday 8/31/15 at 5:00am. 

Funeral Directors:  Any death records entered during this period will not successfully transmit to SSA nor will they receive a Passed status.  Once the SSA online system resumes normal operation, all records can be resubmitted by retyping the decedent's name and resaving as complete.  If one is in need of assistance, please contact the HelpDesk at 614-466-2531, option 3.  

 
FILING FEE CERTIFICATION AND FILING TOTALS
NEW!  Local Registrars:  Please click here for instructions to request 2014 filing fee certification.  For 2014 VS filing totals sorted by district, please click here.
 
MASS FATALITY GUIDANCE FOR LOCAL JURISDICTIONS

UPDATED!  The “Ohio Acute Mass Fatality Guidance for Local Jurisdictions” plan was recently updated.  The preparedness document has valuable instructions from the Ohio Emergency Management Association, Ohio Department of Health and the Ohio State Coroners Association.  The purpose of this guidance is to assist local jurisdictions including county coroners, emergency management agencies, local health departments and other partners in developing a plan, prior to an incident, which will enable an effective acute mass fatality response. Local agencies should use this document as an information source when developing their own plans based on local resources and conditions."

As explained in 2014 as part of an ODH presentation about “Coordination During a Mass Fatality Event”, local health partners should connect to discuss, plan, and identify available resources.

 
LHD MONTHLY VITAL STATISTICS WEBINAR
Local Health Departments:  The next vital statistics webinar will be Thursday, August 27, at 9 AMPlease review the materials from past webinars:
  1. Click here for the 8/22 presentation, which explained the new process for issuing a "certified letter of no record" and included references to the standard application form for LHD's.
  2. Click here for the 9/26 presentation, which included references to the Easy Step Guide to Create and File a Certificate of Service and the tip sheet to remove a birth record from hold.    
  3. Click here for the 10/24 presentation, which included additions to the ODH birth affidavit guidelines and an explanation of the two different ways a fetal death record may be issued.  
  4. Click here for the 1/23/14 presentation , which included registration reminders, an overview of the Citrix upgrade, an update about adoption law changes, and an overview of the statewide search kiosk. 
  5. Click here for the 2/27/14 presentation , which includes prior year record reminders, issues with filing death records, births certified by Midwives, HelpDesk outreach and Statewide Index kiosk.
  6. Click here for the 3/27/14 presentation, which explains recent adoption law changes.
  7. Click here for the 4/24/14 presentation, which clarified standards of statewide issuance, records not found in IPHIS, and public inspection of records.
  8. Click here for the 5/22/14 presentation (IPHIS view options REVISED 5/22, slides 14-15), which clarified the ODH/VS policy on release of information, the statutory requirement to maintain an index, permit reminders, view options in IPHIS, and Citrix password manager.
  9. Click here for the 6/26/14 presentation, which reviewed the process for obtaining a certified letter of no record, how to add access to the statewide index by 12/31/14, public inspection of records, and ODH/VS communication practices.
  10. Click here for 7/24/14 presentation, which clarified communication expectations when VS system issues are encountered, required sub-registrar duties, death affidavit restrictions in EDRS, interval/cause of death registration guidelines, and issuance reminders.
  11. Click here for the 8/28/14 presentation, which includes a screenshot of the ODH birth data warehouse, details about ODH/VS staff changes, and a statewide index update.
  12. Click here for the 9/25/14 presentation, which explains deceased flags on birth records, contains a statewide index update, and reviewed the local process to request a "no record" letter. 
  13. Click here for the 10/23/14 presentation, which reviews registration reminders. 
  14. Click here for the 12/9/14 presentation, which presented the revised process to request a "letter of no record" from ODH, to be certified by the LHD.  Click here to review an updated guide for obtaining the letter.  Click here to view the worksheet for said letter.
  15. Click here for the 1/22/15 presentation, which includes filing and "cause of death" entry reminders. 
  16. Click here for the 3/26/15 presentation summary, which includes information on the 3/20/15 revised adoption file process and the EDRS expansion for coroners to be implemented in May of 2015.
  17. Click here for the 4/23/15 presentation, which includes reminders for use of work queues and query runs, updates on preparedness, and details on the e-certification process for coroners.
  18. Click here for the 6/25/15 presentation, which includes updates on security paper and further overview of the coroner e-certification process.
  19. Click here for the 7/21/15 presentation, which explains recent changes in ORC and public inspection of records.
  20. Click here for the 8/27/15 presentation, which reviewed 2015 changes in vital statistics which affected access to adoption records, same sex marriage recognition, redacting SSN from DC's, and photography of records.
 
GUIDANCE ON RECENT U.S. SUPREME COURT DECISION

NEW!  The recent United States Supreme Court decision in Obergefell vs. Hodges requires all states to issue a license to marry between people of the same sex, and it requires all states to recognize same-sex marriages validly performed in other jurisdictions. Numerous Vital Statistic forms will soon be modified to reflect traditional, same sex or gender neutral marriages. Our vital record system, IPHIS/EDRS, must be modified to accommodate these changes.

Birth Facility Staff: The Ohio Certificate of Birth form and the Mother’s Worksheet will soon be modified to reflect traditional, same sex or gender neutral marriages. Please contact VS.Registration@odh.ohio.gov if your facility needs to document a child born to a married couple of the same sex. This ruling may affect many surrogacy agreements. Birth facilities should continue to verify marital status and other legal paperwork in accordance with your facility policies.

Coroners and Funeral Home Professionals: The Ohio Certificate of Death form will soon be modified to reflect gender neutral item headers, specifically in box 11: “Surviving Spouse’s Name (name prior to first marriage if applicable)”. Boxes 15 and 16 will also be modified to collect “Parent” information.

Local Health Departments: Until the system is modified, your office might see birth records in IPHIS which cannot be issued via abstract; a special footnote will instruct your office that only the image may be issued.

Should you have questions about this change, feel free to email VS.HelpDesk@odh.ohio.gov or call 614-466-2531, option 3, to reach a VS HelpDesk representative.

Should a family have questions about this change, please refer them to our public customer service team at 614-466-2531, option 1.

 
REGISTRAR DIRECTORY UPDATED
Click here to view the current version of the Ohio Registrar Directory, which contains contact information for all local vital records offices and their local, deputy and sub- registrars (July updates summarized on first page). The directory is updated on a monthly basis and reposted to the Support Site under "Contacts". For appointment changes, use our Change of Registrar Appointment Request template for the fastest processing. All changes should be submitted to your ODH/VS Field Service Unit.  

To access the contact information for funeral homes, visit the Ohio Funeral Directors Association website at www.ofdaonline.org and click on the bottom of the page "Find a funeral home". You can search by city and/or name to find the address and phone number of local business partners. For coroners, visit the Ohio Coroners Association website at www.osca.net/ohio_coroners.php

 
IPHIS/EDRS Modifications

Attention all IPHIS/EDRS users: Improvements were made to the Certificate of Death using feedback from coroners and funeral directors. You will notice:

-Data will be printied in ALL CAPS. The titile of each box will remain in mixed upper and lower case. Example: 8b. County HAMILTON

-The general alignment and spacing of text was modified, to ensure a professional apperance.

-Boxes 25a and 25c were modified from "Burial Permit" to "Disposition Permit".

-Dates in boxes 26c and 26g will no longer be in numerical format (06/01/2015), data will now print completely (June 01, 2015).

-The "Coroner" option for box 26a was revised to indicate "Coroner or Medical Examiner".

-Box 26d was also modified to ask "Was the Medical Examiner or Coroner Contacted?"

-Data in the "Time of Death" box 26b was corrected to print proper military format without a colon symbol (2100).

-Box 3 "Date of Death" and box 33a "Date of Injury" were formatted to allow the entry of an unknown day and/or month. Data entry of 99/99/2015 will print as UNK/UNK/2015.

Disposition permits have also been corrected to change "Removal from State - Not Valid for Cremation" to print on "Removal from State". According to Ohio Revised Code, the first disposition is final disposition, which will be recorded on the Certificate of Death and the Disposition Permit. As always, a death certificate must be signed and completed by a physician before a cremation permit may be approved, pursuant to Ohio Revised Code 3705.17.

Also corrected on the birth abstract, data in the "Sex" field will be printed in       ALL CAPS.

Finally, corrected on the Certificate of Birth, the "Time of Birth" will print in proper military format without a colon symbol (2100).

As a reminder: access accounts should not be shared; each user should have their own access account. The Helpdesk will not reset a password for callers other than the actual user. For assistance, contact ODH/VS Helpdesk at 614-466-2531 option 3, or vs.helpdesk@odh.ohio.gov.

 
E-CERTIFICATION IN EDRS

EDRS Users:  EDRS was upgraded May 11, 2015.  Please use our Quick Reference Guides to review the e-certification enhancements in EDRS and also review the new FAQ guides for e-certification.  After the upgrade:

* Coroners and Deputy Coroners no longer handwrite their signature on a paper death certificate;  they electronically certify (e-certify) by entering a date on the 'Completed' tab, then EDRS will populate their name in box 26e of the death certificate.  (Tip:  enter T to populate today's date)  Coroner clerks may still enter the cause of death, but only licensed Coroners and Deputy Coroners may e-certify.

* Funeral homes print the death certificate, sign and file at the local health department.  Funeral homes will be able to correct demographic and other non-medical items in the death record (race, parent names, disposition type etc.) until the time of filing, unless otherwise locked by SSA verification.

* After cause of death entry, coroner and registrar offices will notice a new CDC tool was added to review the medical terms for completeness and accuracy.  A data entry box for 'Invoke call to VIEWS?' was added to the bottom of the cause of death tab.

Coroners: For your reference, ODH created a Quick Reference Guide for Coroner E-Certification as well as an FAQ document for Coroner E-Certification.

Funeral Directors: For your reference, ODH created a Quick Start Guide for Funeral Director to Coroner as well as an FAQ document for Funeral E-Certification.

As a reminder:  access accounts should not be shared and each user should have their own access specific account.  The HelpDesk will not reset a password for callers other than the actual user.  For assistance, contact the ODH/VS HelpDesk at 614-466-2531, option 3, or at vs.helpdesk@odh.ohio.gov   

 
Reporting Dashboard User Guide for Hospitals

Birth facility staff:  Click here to review the Reporting Dashboard User Guide for Hospitals.  The dashboard was developed to improve the quality of birthing data in Ohio.  With the system, hospitals are able to keep track of the quality of their data.  It gives hospitals access to timely information for improving their data by addressing issues of incompleteness, omissions, and wrong information.  It provides hospitals with a listing of acutal birth certificate numbers containing problems, allowing them to correct their errors and enhance the quality of their data.  Hospitals are also able to compare themselves to their peer groups, and also to statewide data, measured against ODH standards for data quality.

For more information, or to get enrolled for access to the dashboard, please contact Ike Mgbatogu at:  Ike.Mgbatogu@odh.ohio.gov or call (614)466-6126.

 
PRINTING ERROR IN IPHIS/EDRS

Some IPHIS/EDRS users are having printing issues because IPHIS/EDRS is asking them to save to a documents library. Click here to see steps you can take to get your printer setting back in IPHIS/EDRS. We apologize for the inconvenience.

 
REVISED BIRTH FACILITY WORKSHEETS AND GUIDELINES
As part of the Ohio Perinatal Quality Collaborative (OPQC) project, questions and variables were recently modified in IPHIS; those changes are now reflected on the Birth Facility Worksheet and the Guidelines to Complete Facility Worksheet
 
EDRS - SYS ERROR NOVEMBER 17, 2014

ATTENTION! EDRS SSA VERIFICATION: Friday 11/14/2014 the SSN verification for Ohio deaths went offline.   SSN verification is now back online. If a record in EDRS has the error message "SYS ERROR" displayed the recod will need to be resubmitted to SSA. To trigger a resend retype the first or last name in the record already created (you should not create another death record). We apologize for the inconvenience.

 
BIRTH ABSTRACT ISSUANCE CLARIFICATION

All applicable persons issuing birth abstracts from IPHIS:  If a birth record is not in filed/registered status and/or does not have an image attached for viewing, an abstract should not be issued.  Once a birth record is received in hard copy form at ODH/VS, the image placement on the corresponding IPHIS record will appear within a few days.   

 
OHIO PERINATAL QUALITY COLLABORATIVE TRAINING

Birth facility staff: Please use the following links to view training developed by the Ohio Department of Health, Office of Vital Statistics, with the Ohio Perinatal Quality Collaborative. 

Module 1 - Why is Ohio's electronic birth registry important to the healthcare of women and newborn infants?

Module 2 - What are the variables in the Ohio electronic birth registry and what do they mean?

Module 3 - Where are birth registry variables found in the medical record?

Module 4 - How do I know if I have accurately entered data into IPHIS?

Module 5 - How can we improve the data entry processes at our hospital?

 
TIP SHEET FOR IPHIS ABSTRACT CORRECTIONS

Local Health Departments:  Click here to view a brief accounting of common data corrections and other information pertaining to abstract errors, abstract data presentation, and abstract issuance as correspondent to duties with which the HelpDesk can assist by means of action and/or information sharing.  

 
INFORMATION ON DEATHS DUE TO DRUG OVERDOSE

Coroners: Please review the following information from the Violent Injury Prevention Program in the Ohio Department of Health.  We encourage you to share this information with physicians in your area. 

Ohio Prescription Drug Overdose Epidemic: epidemiology, contributing factors and ongoing prevention efforts (presentation)

Naloxone Distribution Programs: savings lives in Ohio (presentation)

2012 Ohio drug overdose death fact sheets

 
EASY STEP GUIDE TO CITRIX PASSWORD MANAGER
All applicable IPHIS/EDRS users:  Click Here to reference the new and updated Easy Step Guide to Citrix Password Manager.  Here one can learn and reference later how to set up security questions for password retrieval, reset passwords within the 60 day span, how to submit a password help request, and facilitate all other usage specific to password management.  
 
WELCOME CSEA OFFICES TO IPHIS!

CSEA Offices: Welcome to IPHIS!  The Ohio Department of Health, Office of Vital Statistics (ODH/VS), is pleased to provide you with this instructional guide to assist Child Support Enforcement Agency (CSEA) offices in using HelpSTAR.  The HelpSTAR application is instrumental with controlling access to the IPHIS central database, which contains valuable birth information.  Secure administration of local access is a very important task for county CSEA offices.  Each CSEA office should have one administrator in charge of local user accounts.  This person is responsible for using HelpSTAR to request new IPHIS accounts and notify ODH when IPHIS accounts should be deactivated upon employee separation. You can also use HelpSTAR to send requests for assistance with Citrix download problems, printer problems and searching issues.

Changes were added to improve the IPHIS Training for CSEA guide.  Click here to print the new IPHIS Training for CSEA guide.  This illustrated guide will help you perform efficient searches and understand the displayed data. This guide should be shared with all CSEA users.

 
FACILITY FACTS CHANGE REQUEST FORM

All applicable IPHIS/EDRS users with knowledge of address changes and/or additions regarding certifiers and facilities:  Please click here to access the facility facts change request form one can use to add or update an address as it appears in the IPHIS/EDRS application.

 
ODH/VS CONTACT DIRECTORY

Business partners: Click here to review the updated ODH/VS Contact Directory, which includes a detailed description of duties with phone/fax numbers and email addresses.  This will help you understand which teams inside ODH/VS are responsible for which duties, and also help you choose who to contact if you need assistance. 

 
NOTIFICATION OF CHANGES IN COMMUNITY
Local and Sub Registrars:  Please be sure to inform Vital Statistics of any changes you may be privy to in your community regarding the moving, closure, or name change of a hospital.  One can do this via the Facility Facts Change Request Form by clicking here.  This information is essential to maintain an up-to-date database from which the IPHIS/EDRS dropdown selections are populated.  If you notice an item on the dropdown list is not correct, please initiate the change by using the aforementioned and above linked form.  
 
CENTRAL ISSUANCE AND IPHIS IMAGE

Local VS Offices: For new birth certificates recently registered by the Local Health Departments, the image will not be available until ODH receives and scans the certificate. Once the certificate is scanned and the image is downloaded, IPHIS users can click on ACTIONS, DISPLAY IMAGE/DOCUMENT to view the image.

 
PRIVATE LEGAL REQUEST FOR RECORDS REQUIRES FEE
Local Registrars: Many local offices have received a mail request from a private legal company requesting copies of records, but the request arrives without a fee and without an application, instead arriving on a subpoena court form. Unless the paperwork includes the name of the court, the name of the judge, a date and a court seal, it is not a valid subpoena. Click here to review an example of a recent inquiry; this company is willing to purchase certified copies upon further request. Should you receive a similar inquiry from the company or others like it, local offices can certainly contact the ODH/VS Field Service Unit for assistance by faxing a copy to 614-387-1291. If it is not a valid legal subpoena, the requesting company should instead submit a vital record application along with the required fee.
 

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All information is strictly CONFIDENTIAL