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FUNERAL DIRECTOR REGISTRATION TO EDRS
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If you are a licensed funeral director, you may signup for access to the EDRS application by clicking the register link below. Note: newly licensed funeral directors will not be able to use the online registration feature. Instead please fax the "Funeral Director's User Support Document" to ODH/VS for registration.
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| Click here to register! |
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------------------------------- FUNERAL HOME STAFF REGISTRATION TO EDRS
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If you need to be added to EDRS as a clerk for a funeral home, your licensed funeral director must request an account for you through the secure Support Site. For instructions, see the "EDRS Funeral Director Staff Registration Guide".
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| Click here to reference the guide! |
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------------------------------- CORONER REGISTRATION TO EDRS
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Coroners must fax the "Coroners 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.
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| Click here to register! |
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------------------------------- REGISTRAR CHANGES IN IPHIS-EDRS
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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.
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| Click here to submit your change request! |
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------------------------------- HOSPITAL REGISTRATION TO EDRS
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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 "Non Funeral Home User Support Document" to ODH/VS, which supplies us with required information to setup or modify your access account.
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| Click here to submit your request! |
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------------------------------- BIRTH FACILITY REGISTRATION TO IPHIS
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Hospital staff access to IPHIS is controlled by a local Facility Administrator, who can request the creation/removal of user accounts within their facility through the secure Vital Support Site. For details, see the IPHIS User Management Easy-Step Guide. If a change to your Facility Administrator is required (each facility should have two for redundancy), complete the Facility Administrator Support Document and fax to ODH/VS.
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| Click here to submit your change request! |
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WELCOME TO THE VITAL SUPPORT SITE!
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This site is maintained by the Ohio Department of Health, Office of Vital Statistics (ODH/VS) for business partners. External public customers with VS questions or interest in purchasing certified copies should contact ODH/VS customer service at (614) 466-2531 or reference the ODH website at http://www.odh.ohio.gov/vitalstatistics/vitalstats.aspx . Business partners should reference this site for varied types of information related to the registration of vital records, such as user registration forms and procedure manuals. Should you experience a problem while navigating the Support Site, please use the Site Feedback link at the bottom of the page. Should you have a procedural question or experience a problem while using the IPHIS-EDRS application, call our HelpDesk at (614) 752-5190 (option 3). The HelpDesk is available Monday-Friday from 8:00 AM-5:00 PM.
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LDAC MEETING RESCHEDULED AS CALL ON 10/28
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UPDATED! Local and Deputy Registrars: Please note the Local District Advisory Commitee meeting was rescheduled as a conference call on October 28th. Click here to review the draft agenda. Should you have any questions or concerns, please contact your regional representative. A summary of talking points from the call will soon be posted.
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DEATH STATISTICAL REPORTS AVAILABLE
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Deceased Ohioans and Deceased Veterans reports are available on the Support Site. Click on the left main menu through "Reports" to view. All of the historical reports generated prior to 2007 were published in the PDF format in which they were originally released. As of January 1, 2007, the EDRS application allows for a more user-friendly Microsoft Excel file format, which can be sorted and imported to local systems. The latest addition to the Deceased Ohioans Reports includes data registered through November 2, 2009. Click here to view or save it. (The reports are generated monthly according to Ohio law for county boards of election in order to cancel deceased voter registrations.) The reports are sorted first by the month of the county in which the deceased resided in, then sorted by the last name of the decedent. The latest addition to the Deceased Veterans Reports includes data filed (or updated) in the last quarter, through October 1, 2009. Click here to view or save it. (The reports are generated quarterly according to Ohio law for county recorders in order to mark the graves of deceased veterans.)
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REGISTRAR DIRECTORY UPDATED
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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. The directory is updated on a monthly basis (mandatory fee increases were effective October 16, 2009) and reposted to the Support Site under "Contacts". Additional corrections to the directory were published on October 30. For contact information of many funeral homes, try visiting the Ohio Funeral Directors Association website at www.ofdaonline.org and click on the left side of the page "Find a member". 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
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VS RECORDS SHIPPED BY UPS
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Local & Deputy Registrars: For the upcoming holidays, UPS pickups will not be rescheduled. Shipments can be held until the next UPS pickup. (UPS will not pickup ground shipments on Christmas Eve or New Year's Eve) Click here to review and print the UPS Shipping Guidelines for VS. If you need additional packing materials, you should contact Ms. Sharon Glass at UPS by email, phone or fax. For your convenience, use the "UPS order form for supplies via fax"with the required account information, click here to use it or find it through the main menu under "Local Registrar, Forms". *Remember to specify the materials be shipped to your local office, as opposed to our Columbus billing address. If you do not package the weekly record shipment for your office, please print the guidelines for the staff that do package them. |
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LOCAL REPORTING OF V.S. CERTIFIED COPY FEE
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Local Registrars: Thank you to the majority of LHD's who promptly reported their quarterly sales through our web reporting form. Invoices were generated from our Office of Financial Affairs and mailed on October 9 and October 14. Click here to review a memo from ODH/VS regarding the quarterly fee reporting requirements. The newly revised Quarterly Summary of Sales Form is also available through the left main menu under "Local Registrar, Forms". It is an option that can be used to seek local Board of Health approval for payment of fees prior to receiving an ODH generated invoice, which are generated from the web reporting form.
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CENTRALIZATION OF CUSTOMER SERVICE
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All IPHIS-EDRS Users: Please note we have centralized our customer service functions at the ODH/VS office for important business partners (including local health departments, funeral homes, birthing facilities and coroners). Due to several vacancies in the Field Service Unit and the departure of two supervisors in the customer service area, the staff who support the Field Service Unit phone lines and the VS HelpDesk phone line were consolidated. This grouping of staff will allow better coverage of incoming calls and expand our staff knowledge base, as well as reduce redundant phone calls from customers about the same question to different phone lines. Any questions from business partners (about IPHIS-EDRS or other policy questions) should be directed through our VS HelpDesk at (614) 752-5190, option 3. Even though our office is at times stretched to maintain coverage of all roles and duties (as your office may experience as well during holidays and seasonal flu season) the VS HelpDesk is a high priority which will be maintained Monday through Friday from 8:00 AM to 5:00 PM. Upcoming holidays for our state office include November 26, December 25 and January 1.
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FAX FOR INFLUENZA AND PNEUMONIA RELATED DEATHS
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Local and Deputy Registrars: Click here to review an important memo from ODH/VS regarding prompt reporting of influenza and pneumonia related deaths via fax. The separate tip sheet to report influenza and pneumonia related deaths can be found in the left main menu under "Local Registrar, EDRS, Tip Sheets". To register for the online training, visit Ohio Train at https://oh.train.org and register for course ID 1019111: "Influenza and Pneumonia Death Reporting for Local Registrars". Should you have problems registering for the training, please contact the ODH/VS Field Service Unit at (614) 644-0156. Click here to review the PowerPoint presentation included in the training.
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REVISED POLICY RE: UNLOCKS OF IPHIS BIRTH RECORDS
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Birth Facility Staff, Local & Deputy Registrars: Click here to review a memo from ODH/VS regarding electronic unlock requests for IPHIS birth records. (The memo can also be found through the left main menu under Announcements.)
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$5 FEE INCREASE FOR VITAL RECORDS EFFECTIVE 10/16/09
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Local and Deputy Registrars: The $5 fee increase for certified copies of vital records is effective October 16, 2009, at which time the state minimum fee for a birth or death record will be $21.50. Any applications mailed to ODH postmarked later than October 16 will be subject to the increased fee. Click here to review a memo from ODH/VS regarding the details of the fee increase; also, click here to review a fact sheet for the public.
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PRIVATE LEGAL REQUEST FOR RECORDS REQUIRES FEE
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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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TIP FOR SAVING DOCUMENTS FROM SECURE SUPPORT SITE
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Tip for all IPHIS-EDRS Users: When you sign into the secure Support Site through Citrix, all of the documents are encrypted in a manner that sometimes causes viewing discoloration and difficulty saving. When you choose to SAVE a document, Citrix refers to your local C: drive as a V: drive. So instead of saving it to your "Desktop", choose the V: drive as the destination. Then look through "My Computer" to find your true C: drive, where the document should have been saved.
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