November 5, 2008

EDRS Local Registrar User Manual

Michigan Department of Information Technology

Local Registrar/Staff

User Manual

Michigan EDRS

(Electronic Death Registration System)

February 2020

2.7

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

may be reproduced in any form by any means without prior written authorization from Michigan Office of the

State registrar, Michigan Department of Health and Human Services.

February 2020

EDRS Local Registrar/Staff User Manual    Michigan EDRS Project 
 
EDRS Local Registrar User Manual 

CONTENT 
MICHIGAN DEPARTMENT OF INFORMATION TECHNOLOGY ............................................................................. 1 
COPYRIGHT INFORMATION.............................................................................................................................................. 2 
CONTENT ................................................................................................................................................................................. 3 
REVISION HISTORY .............................................................................................................................................................. 6 
INTRODUCTION ..................................................................................................................................................................... 7 
1  PURPOSE ...................................................................................................................................................................... 7 
REGISTERING FOR EDRS ACCESS ................................................................................................................................ 7 
1  REGISTERING AS A MILOGIN USER .............................................................................................................................. 7 
ACCESSING EDRS ........................................................................................................................................................ 10 
1  MILOGIN SCREEN ...................................................................................................................................................... 10 
2  THE MILOGIN APPLICATION PORTAL ........................................................................................................................ 10 
3  TERMS & CONDITIONS: ELECTRONIC DEATH REGISTRY SYSTEM .............................................................................. 12 
4  LOGGING IN USING MULTIFACTOR AUTHENTICATION (MFA) ................................................................................... 13 
4.1  Multifactor Authentication (MFA) .................................................................................................................... 13 
4.2  Enter Passcode .................................................................................................................................................. 14 
5  PRIVACY AGREEMENT ............................................................................................................................................... 14 
6  ORGANIZATION/LOCATION SELECTION ...................................................................................................................... 15 
LOCAL REGISTRAR OVERVIEW ................................................................................................................................. 16 
1  LOCAL REGISTRAR (LR) ............................................................................................................................................ 16 
LOCAL REGISTRAR’S HOME PAGE FEATURES ...................................................................................................... 17 
1  HOME SCREEN ........................................................................................................................................................... 17 
2  CASE MANAGEMENT .................................................................................................................................................. 18 
2.1  Search Filter Screen .......................................................................................................................................... 18 
2.1.1  Search Result Screen ........................................................................................................................................................19 
2.1.2  View Death Record Details (Last Name link on Search Results screen) .......................................................................19 
2.1.3  View Case Summary Screen (Search Results screen) ....................................................................................................20 
2.2  Register Record Filed on Paper ....................................................................................................................... 20 
2.3  Print Blank Forms ............................................................................................................................................. 21 
2.4  Reports .............................................................................................................................................................. 22 
3  ADMINISTRATION ....................................................................................................................................................... 23 
3.1  File Number Settings ........................................................................................................................................ 23 
3.2  Work Queue Manager ...................................................................................................................................... 23 
4  WORK QUEUES .......................................................................................................................................................... 24 
4.1  Using Your Work Queues .................................................................................................................................. 24 
5  MESSAGES ................................................................................................................................................................. 26 
5.1  Message Inbox ................................................................................................................................................... 26 
5.2  Message Inbox – View Message ........................................................................................................................ 27 
DEATH RECORD TABS AND BUTTONS ...................................................................................................................... 28 
1  CERTIFICATE OF DEATH ............................................................................................................................................. 28 
1.1  Certificate of Death Action Buttons................................................................................................................... 28 
1.2  Edit Death Case ................................................................................................................................................ 29 
2  ACTIVITY HISTORY .................................................................................................................................................... 30 
3  COMMENTS ................................................................................................................................................................ 30 
4  MESSAGES ................................................................................................................................................................. 30 
4.1  Send Message .................................................................................................................................................... 30 
4.2  Message History ................................................................................................................................................ 31 
5  IMAGES ...................................................................................................................................................................... 32 
5.1  Scan Image ........................................................................................................................................................ 32 
5.2  Image History .................................................................................................................................................... 33 
6  INFO (DEATH RECORD INFORMATION) ....................................................................................................................... 33 

EDRS Local Registrar/Staff User Manual    Michigan EDRS Project 
 
EDRS Local Registrar User Manual 

7  CORRECTIONS (HISTORY) .......................................................................................................................................... 33 
8   RUN ERROR CHECKS ................................................................................................................................................. 34 
ACCEPTING AND FILING RECORDS ........................................................................................................................... 34 
1  ACCEPTING AND FILING RECORDS ............................................................................................................................. 34 
1.1  Accessing a Ready to be Filed Death Record .................................................................................................... 35 
1.2  Reviewing a Death Certificate for Filing .......................................................................................................... 36 
1.3  Accepting and Filing a Death Certificate .......................................................................................................... 37 
1.4  Assigning File Numbers to a Death Certificate ................................................................................................. 37 
2  CONFIRMING DEATH RECORD STATUS ...................................................................................................................... 38 
3  PRINTING ABSTRACTS AND CERTIFICATES ................................................................................................................. 39 
3.1  State registrar (SR) ............................................................................................................................................ 39 
REGISTER RECORD FILED ON PAPER ....................................................................................................................... 41 
1  REGISTER RECORD FILED ON PAPER (SEARCH FOR POTENTIAL MATCHES) ................................................................ 41 
1.1  No Potential Matches Found ............................................................................................................................. 41 
2  ADD CERTIFICATE OF DEATH ..................................................................................................................................... 42 
2.1  Entering information into the Death Certificate ............................................................................................... 42 
2.1.1  Completing Decedent Identification Information .............................................................................................................42 
2.1.2  Location of Death & Residence Information ....................................................................................................................43 
2.1.3  Birth Place & Ancestry .....................................................................................................................................................43 
2.1.4  Parental Information .........................................................................................................................................................43 
2.1.5  Informant Information ......................................................................................................................................................44 
2.1.6  Disposition........................................................................................................................................................................44 
2.1.7  Certification ......................................................................................................................................................................44 
2.1.8  Cause of Death .................................................................................................................................................................45 
2.1.9  Medical Examiner ............................................................................................................................................................45 
2.2  Death Case Saved Successfully ......................................................................................................................... 46 
2.3   Errors ............................................................................................................................................................... 46 
2.4  Scanning Documentary Evidence ...................................................................................................................... 46 
FILE NUMBER SETTINGS ............................................................................................................................................... 47 
1  FILE NUMBER SETTINGS (LOCAL REGISTRAR ONLY) ................................................................................................. 47 
1.1  Create File Number Settings ............................................................................................................................. 47 
1.2  Void File Number Settings ................................................................................................................................ 48 
1.3  Look up Voided File Numbers ........................................................................................................................... 48 
WORK QUEUES ............................................................................................................................................................... 49 
1  WORK QUEUE MANAGER....................................................................................................................................... 49 
2  ADD NEW WORK QUEUE ....................................................................................................................................... 50 
2.1  How to set up a Ready for Filing Work Queue .................................................................................................. 51 
2.1.1  Naming the Ready for Filing Work Queue ..................................................................................................................51 
2.1.2  Customizing the Ready for Filing Work Queue ...........................................................................................................51 
2.1.3  Assign Users ................................................................................................................................................................51 
2.2  How to set up a Correction Request Work Queue ............................................................................................. 52 
2.2.1  Naming the Correction Request Work Queue ..............................................................................................................52 
2.2.2  Customizing the Correction Request Work Queue.......................................................................................................52 
2.2.3  Assigned Users .............................................................................................................................................................53 
2.3  Edit Existing Work Queue ................................................................................................................................. 53 
2.3.1  Adding a User ..............................................................................................................................................................53 
2.3.2  Changing Queue Criteria ..............................................................................................................................................54 
ELECTRONIC CORRECTION REQUESTS ................................................................................................................ 54 
1  ACCEPTING A CORRECTION REQUEST ........................................................................................................................ 54 
1.1  Compare the Correction Request ...................................................................................................................... 55 
1.2  Accept or Reject the Correction Request ........................................................................................................... 56 
1.3  Notification of Correction Acceptance .............................................................................................................. 56 
EXITING EDRS ................................................................................................................................................................. 57 
1  EDRS LOG OUT: ........................................................................................................................................................ 57 
APPENDIX A  CHECKLIST FOR ACCEPTING A RECORD ........................................................................................ 58 

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

APPENDIX B MEDICAL CERTIFICATE OF DEATH REQUIRED FIELDS .............................................................. 59

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

REVISION HISTORY

Name

Date

Reason For Changes

Versio

Liby A George

11/05/2008

Original Version

1.0

Jim Monkiewicz

11/18/2009

Version updates

1.1

Jim Monkiewicz

11/23/2009

Version updates

1.2

Jim Monkiewicz

11/24/2009

Version updates

1.3

Jim Monkiewicz

02/16/2010

Update to UG Standard Document format

1.43

Jim Monkiewicz

03/24/2010

Update to latest EDRS version

2.0

Michigan Public Health Institute

12/05/2014

Update to latest EDRS version

2.1

Michigan Public Health Institute

02/04/2015

Update to latest EDRS version

2.2

Michigan Public Health Institute

02/22/2016

Update to latest EDRS version

2.3

Michigan Public Health Institute

01/30/2017

Update to latest EDRS version

2.4

Michigan Public Health Institute

12/18/2017

Update to latest EDRS version

2.5

Michigan Public Health Institute

10/16/2019

Updates to EDRS Login Section

2.6

Michigan Public Health Institute

02/05/2020

Updates to EDRS Images

2.7

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

INTRODUCTION

1.1 Purpose

The purpose of this document is to provide the local registrar and his/her staff with step-by-step

instructions on how to use the Michigan Electronic Death Registration System (EDRS). The

material contained in this manual covers those areas that are pertinent to local registrars and the

processing of death cases.

Though the material is intended to be as complete as possible, it will certainly not cover all

situations or problems that will arise. When you are confronted with an issue or problem and

you are not sure what course to follow, you can contact the State Vital Records office for

assistance.

1 REGISTERING FOR EDRS ACCESS

In order to access EDRS, each authorized individual will need to register as a State of Michigan

MILogin user. MILogin registration and subsequent access to an active account will be done through

your PC's web browser at https://milogintp.michigan.gov.

1.1 Registering as a MILogin User

As a new, first-time user, you will need to request a User ID from the MILogin screen using the

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

A new screen will be displayed requesting personal identification information about you in order

to complete your MILogin registration. Enter the required information, answer the verification

question, and click the terms & conditions link to read the terms & conditions.

Once all required fields are complete and you have checked the box indicating you agree to the

terms & conditions, click the Next button.

Please note: Fields marked with an asterisk (*) are required fields.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

Next, create a User ID and Password using the guidelines listed on the website.

You will also need to select one or more of the Security Options (Email, Mobile (Text/SMS),

and/or Security Question). Once you have created your User ID and password, and selected your

security option(s), click the Create Account button to continue. You will receive a message that

‘Your account has been successfully created.’ Your email address, phone number, and/or mobile

number will also be used for multifactor authentication (MFA).

The page will refresh. Click the Login to your account link to continue the process.

Please note: In your email inbox, you will receive a confirmation email from

[email protected]. This email will contain the User ID that you just created. A link to the

Helpdesk information and a contact number will also be provided in the email.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

2 ACCESSING EDRS

2.1 MILogin Screen

Whenever you use EDRS in the future, return to https://milogintp.michigan.gov. Enter your

assigned User ID and password, then click the Login button.

Please note: Do not save User ID and password in your browser.

If you have forgotten your password, enter your User ID and click the Forgot your password?

link. You will be contacted in the manner that you selected in your initial registration. A new

temporary password will be issued. MILogin will redirect you to a page to change your

password.

2.2 The MILogin Application Portal

Once you have successfully logged in, the Application Portal screen will be displayed. You

must have the Electronic Death Registry System link available in order to access EDRS. If the

link does not appear on the application list, then either the application has not yet been approved

or you have not yet requested your subscription to EDRS. You will need to request access to

EDRS by clicking on Request Access from your home page.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

There are two options when selecting an application:

Either type your search criteria in the Search Application field, then click the Search button,

OR click the Michigan Department of Health & Human Services option in the agency list.

Then select the Electronic Death Registry System option. Once you have selected the

Electronic Death Registry System application, click the Request Access button.

You will also need to complete and sign an MDHHS Security Agreement prior to using EDRS.

Please note: Subscription requests will normally be approved within 1-2 business days. Once

you receive a subscription approval email, you may begin using the EDR System.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

2.3 Terms & Conditions: Electronic Death Registry System

Terms & Conditions: Electronic Death Registry System Notification page will appear every time

you log into the EDRS application. This notification is asking you to agree to the terms of use

regarding the electronic system. Please read through this information carefully so that you have a

full understanding of the system user expectations. Click the Acknowledge/Agree button to

continue.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

2.4 Logging in Using Multifactor Authentication (MFA)

To help maintain the highest possible security, EDRS has incorporated the use of Multifactor

Authentication (MFA) as part of the login process, using email, phone call, or text messaging.

2.4.1 Multifactor Authentication (MFA)

After logging in and acknowledging the Terms & Conditions, you will be presented with the

available options. The MFA options displayed will depend on your MILogin account. Select

your desired option, and you will receive a code.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

2.4.2 Enter Passcode

Enter the passcode that you receive, and click Submit to complete login. This process will

need to be done once per day.

2.5 Privacy Agreement

Once you have selected the Electronic Death Registry System application and completed

Multifactor Authentication, you will see the Privacy Agreement screen below. You will need to

read this screen carefully and thoroughly the first time you use the system and before clicking on

the Accept button.

Please note: You must accept the Privacy Agreement in order to gain access to EDRS. If the

Decline button is selected, you will be returned to the main MiLogin screen.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

2.6 Organization/Location Selection

In the event that you are associated with more than one facility you will be presented with an

Organizations & Locations page every time you log into the application. You can then select an

organization from the list and then click the Proceed button, which allows you to process

electronic death records for that facility. However, in the event that you only work in one

location then you will never see this option and you will be taken directly from the Privacy

Agreement page to your Home page.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

3 LOCAL REGISTRAR OVERVIEW

This section is intended as a brief snapshot of the local registrar role in reviewing, accepting, and filing a

death record. This represents one possible scenario for using EDRS. Other available options are

described in subsequent chapters of the manual.

3.1 Local Registrar (LR)

EDRS will automatically route death records at the work flow step Ready for Filing to the

correct jurisdiction when the personal and medical sections of the record have been certified.

The local registrar will review all submitted death data (See Section 7 Accepting and Filing

Records). The local registrar will number and file the record. The record will remain available

for editing for 30 days. After this time, the record will be automatically sent to the State

Registrar for review.

Please Note: In the event that you are a city clerk, records will automatically be routed to your

work queue when the workflow step reaches Ready for City Filing, then automatically routes to

the County and State appropriately.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

4 LOCAL REGISTRAR’S HOME PAGE FEATURES

4.1 Home Screen

Each time you log into EDRS, the local

registrar’s Home screen will appear. Several

options are available depending on what

access privileges you have been granted. The

Help link located at the top right hand side of

the User Identification bar is available for

general help information. Clicking on the

underlined hyperlinks will provide access to

perform any required tasks.

Four general areas of the user Home screen

(Listed Below) are available for your use:

Area

Description

The CASE MANAGEMENT area offers tools to manage and

perform operations on death cases currently associated with your

office. The tools listed have been assigned based on your

assigned role and privileges.

The ADMINISTRATION area provides tools to manage EDRS

activities within your office. You will only see tools available to

you based on your role and privileges.

The WORK QUEUES area identifies those groupings of tasks

(queues) assigned to you or your work team. The queues can be

managed by you or the local User Manager.

Use of the # new link will provide access to your EDRS secure

messages. Messages may include comments or information.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

4.2 Case Management

The Case Management area provides tools associated with common death record processing

tasks.

4.2.1 Search Filter Screen

Clicking the Search link on the Home screen will display the Search Filter screen. For the

local registrar, local staff, or city clerk, the value for County of Death or City of Death will

be automatically filled according to the user manager profile information. Values may be

added to the available fields to narrow down the search results.

You must search for a record by typing information in one or more of the following fields:

Last Name, SSN, State File Number, or Local File Number. If you fail to put values in one of

these fields, you will receive an error message and will not be allowed to perform your

search.

If you are searching for a death case by the decedent’s name, then you may use the % symbol

as a wildcard search feature. A letter must be first entered before the % is used. Letters may

follow the % to further narrow the search results (e.g., entering J%n in the First Name field

would find all records for John, Jon, Jan, etc.). The wildcard search will not work when

searching by name if the Last Name field is blank.

As the example above illustrates, search filters have been set as: a Last Name beginning with

S followed by the % wildcard character, a First Name beginning with J followed by %.

You will receive an error if % is only used or if % is used before any letter. If no results are

found, the message “No matching records found for the search criteria” will appear. The

% can only be used in First or Last Name search fields.

Please Note: You will only be able to search for records that are in your jurisdiction.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

4.2.1.1 Search Result Screen

The screen below is a sample list of death cases that matched the search criteria entered.

The user may choose to view the summary and may do this by clicking on the View link.

You may view the actual death certificate by clicking on the Last Name link. If you

choose to modify your search pick the Modify Search button. You will then be returned

to the Search screen so that the original search criteria can be modified.

4.2.1.2 View Death Record Details (Last Name link on Search Results screen)

To view a death record you would click on the Last Name link on the Search Results

screen (See Image 1). A screen similar to the example below will be displayed (See

Image 2). Using the tabs at the top of the death certificate you can perform various

actions on the death certificate (See Section 6 Death Record Tabs).

Image 2

Image 1

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar/Staff User Manual

4.2.1.3 View Case Summary Screen (Search Results screen)

If you click the View link in the Search Results screen (See Image 1), a screen similar to

the one below will appear (See Image 2). This screen provides the case summary and

contact information for the individuals responsible for the death case.

4.2.2 Register Record Filed on Paper

The Register Record Filed on Paper link can be used to input paper death certificates that

have not previously been filed into the Electronic Death Registration System. The Register

Record Filed on Paper link is located on the Home screen under Case Management (See

Section 8 Register Record Filed On Paper).

Image 1

Image 2

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar/Staff User Manual

4.2.3 Print Blank Forms

Choosing the Print Blank Forms link from the local registrar Home screen will display a list

of the available blank forms that may be printed. You may choose any of the available forms

by clicking on the underlined name of the form. The form displayed below is a Michigan

Certificate of Death form. The form can be viewed, printed, or saved in the PDF format.

Other options available include zoom in/out and moving between pages on multi-page forms.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar/Staff User Manual

4.2.4 Reports

EDRS provides several standardized reports for use by local registrars to help manage and

monitor local death processing information. Appropriate roles and privileges are required in

order to access or customize reports.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar/Staff User Manual

4.3 Administration

4.3.1 File Number Settings

Local registrars are provided with the option to change the file number settings associated

with their local jurisdiction. File number settings can be established for your County and City

requirements (See Section 9 File Number Setting).

4.3.2 Work Queue Manager

The work queues area identifies those groupings of tasks (queues) assigned to you or your

work team. As a local registrar, it will be helpful to have work queues created to identify

records that require review by your office. The Work Queue Manager link allows you to

create a work queue from scratch and see a completed list of work queues you have already

created (See Section 10 Work Queues).

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar/Staff User Manual

4.4 Work Queues

4.4.1 Using Your Work Queues

Clicking a Work Queue on the Home screen (for example, Filed in the sample screen below)

will open your Work Queues screen.

Once the Work Queues screen is displayed, you may navigate to other work queues by

choosing them from the drop-down list next to the Work Queue field (See Image Below).

You have the option to sort the death cases in your work queue by selecting a descriptor in

the Sort By drop-down and clicking the Apply Filter button.

A listing of death cases meeting the criteria set when the work queue was created will be

displayed. Death cases are accessed by clicking on the underlined Decedent Name link.

Choosing the Close button will return you to your Home screen.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar/Staff User Manual

Once an electronic record has been selected, the Death Case View screen will be displayed.

You may then review the record and its supporting information and determine the

appropriate action to follow in your death case process.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar/Staff User Manual

4.5 Messages

An important tool on the local registrar Home screen is the new message link that provides

access to your EDRS secure messages. Messages may include case communications or

information.

Clicking on the # new link will display your Message Inbox and available messages.

4.5.1 Message Inbox

Your Message Inbox displays all messages sent to you, as well as tools to filter the results to

help focus on your specific requirements. As an example, filters may be applied to limit the

display to selected message types, time periods, originator of the message, Date Sent On, etc.

Unfiltered

Filtered by Type (Referral)

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar/Staff User Manual

The Messaging Inbox is equipped with many features that are designed to assist you with

your daily work flow. One of these features is the ability to search the inboxes of other

employees at your facility. This can be extremely useful in the event that a coworker is out of

the office and cannot log into the application to view their messages every day. The other

staff has the ability to view this content for the coworker.

4.5.2 Message Inbox – View Message

When you click on a message Subject link, in the inbox, a copy of the message will be

opened in a new screen. The message includes the originator’s name, date sent, the message

type, the subject, the complete message text and information regarding the associated death

case.

You may use the Reply button to respond back to the sender or print the message using the

Print button. Once you have completed viewing the message, you may click on the Close

button to exit and return to the Message Inbox screen.

You can also view details of a case by clicking on the View Case Summary link under the

Associated Death Case section which takes you into the certificate of death.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

5 DEATH RECORD TABS AND BUTTONS

In addition to the Certificate of Death tab, additional tabs are available, supporting different activities

associated with the death record. Selecting any individual tab will present the requested information or

tool for managing the case. These next sections will detail the features and functions of each tab.

5.1 Certificate of Death

The Certificate of Death tab is the primary launch point for each death record. This is the tab

that is displayed when the death case is initiated. When registering a record filed on paper the

death record opens in the edit mode. When you access a record to review, accept, and file, or

make a correction a series of actions buttons become available at the bottom of the record. As the

case proceeds through the process, the Certificate of Death tab may be in a “Read-Only” state;

meaning that additional input is not permitted until the record is activated for editing (by

selecting the Edit button at the bottom of the screen).

5.1.1 Certificate of Death Action Buttons

As death record sections are certified, then referred or transferred on to others for review and

certification, you may notice that the buttons available at the bottom of the Death Certificate

View screen will change. This is generally based on the current Work Flow Step and Record

Status. The following examples illustrate these context sensitive changes.

Record Status: In Progress/Work Flow Step: Ready for Filing or Ready for City Filing

Record Status: Active/Work Flow Step: Filed

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

The following table identifies and describes buttons that may appear on the Death Certificate

View screen.

Record Status

In Progress

Active

Button

Description

When the record status is In Progress, the Edit button will

be displayed providing the ability to modify un-filed or

certified death records.

When the record is Ready for Filing the Record Status is

In Progress. The Accept and File button will be displayed

providing the ability to accept the record and then become

Filed status.

When the record is Ready for Filing the record status is In

Progress. The Decline to File button will be displayed

providing the option to decline the record.

Printing LR copy/Certified copy /Administrative copy

/Fact of Death/File Copy are available when the record

status is Active. Only File copy is available when record

status is In Progress.

The Save button will display when Register Record Filed

on Paper. This button provides the ability to save the record

and it is stored within the EDR system.

Once the record is Filed, this button provides you the ability

to retract the record and change the status to Ready for

Filing.

The Close button is used to return you to the page you were

previously on.

5.1.2 Edit Death Case

Death cases may be edited to correct any errors or omissions. Selecting the Edit button

displays the Death Case Edit screen. Once the corrections or changes are made, you must

click on the Save button to ensure that the changes are saved.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

5.2 Activity History

The Activity History tab displays the list of actions performed on the death case. The list also

details the date the action was performed, who was responsible for the action, and their location.

Clicking on the Certificate of Death tab or the Close button will return you to the certificate of

death.

5.3 Comments

State registration staff uses the Comments tab to indicate any changes made to the record

excluding completion of pending cause records and local registrar staff should enter a comment

if changes are made to the record by their office. Any form of comments you feel that will be

important regarding the death case can be entered here. Once the comments are entered, click on

the Save button to ensure that the comments are saved with the death record. Once saved,

comments cannot be deleted.

A list of any previously entered comments will also be displayed on the Comments screen under

the Comments History section. Clicking on the Certificate of Death tab or the Close button will

return you to the certificate of death.

5.4 Messages

The Messages tab provides the capability for sending messages associated with the currently

active death case. Additionally, your Message History is displayed and options are provided for

managing those messages. Once a message is sent, it cannot be deleted. Clicking on the

Certificate of Death tab or the Close button will return you to the certificate of death.

5.4.1 Send Message

The Send Message section of the Messages tab provides access to the EDRS address book to

select recipients for the message being created. Selecting the Address Book button will

display the address book, with name links/email addresses for other EDRS users. If accessed

from the To line, selecting a Name link will populate the To line with the recipients email

address. The To recipient is a requirement (*) in order to send a message.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

Next, enter a Subject for your message. Try to keep the subject short, but reasonably

descriptive. The message Type (Message or Referral) must also be selected from the drop-

down list. You can also, optionally select a priority for the message.

Finally, you are also required (*) to enter your actual Message body.

5.4.2 Message History

The Message History section of the Messages tab can be used to review and manage

messages associated with the current death case. Information is provided regarding the

originator, recipient, message type, subject and message date. Selecting the Subject link will

display a summary of the original message.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

5.5 Images

Attaching images to an electronic death record is a key factor in working with the Electronic

Death Registration System. This function allows you to upload documentary evidence directly

into the application so that medical staff can attest to medical information certified by the

physician, as well as accurately submit medical corrections. A scanned image is mandatory when

staff attests to the medical information or when submitting a correction request for the medical

section of a death certificate.

5.5.1 Scan Image

First, from the Certificate of Death

screen, select the Images tab from

the top of the death case.

You will be taken to the Images

screen where you will see two sections. The top portion is the Image History, where you will

find any images that have already been uploaded into the system. The bottom portion is the

Attach Image section.

In the Attach Image Section, under Select File Location, click on the Browse or Choose File

button. Select a jpg, tiff, png or PDF file that has been saved to your device. After you have

selected your file, click Upload to attach the file to the record.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

5.5.2 Image History

Once the image has been uploaded, you will see it populate in your Image History at the top

of the page. You will notice 3 icons in the Image History section that offer different functions

you can perform on the attached image. The View icon , when clicked, allows you to get a

clear, visible preview of your document so that you can ensure all fields are legible, nothing

is cut off, and any signatures are evident. The Print icon , when clicked, will allow you to

print out a hard copy of the scanned image. The Delete icon , when clicked, will allow

you to delete a scanned image if you decide that it is not legible, clear, or acceptable.

5.6 Info (Death Record Information)

The Info tab shows all available

information about the death case. For

example, you can see who

created/modified the record and the death

case status. Clicking on the Certificate of

Death tab or the Close button will return

you to the certificate of death.

5.7 Corrections (History)

The Corrections tab will display a complete listing of all corrections performed on the current

record. The List of Correction(s) area of the Corrections screen provides information regarding

the type of corrections performed as well as the specific fields that were corrected. The Pending

Correction Request(s) will display corrections that have not been accepted or rejected (See

Section 11 Electronic Correction Requests).

View Screen

Uploaded Image View (Image History)

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

5.8 Run Error Checks

Although running an error check is not a

requirement for local registrars, it is

available to you. Choosing the Run Error

Checks tab provides the current Validation

Status of the death record. You may select

one or all of the sections to validate. Once

your selections are complete, selecting the

Validate button will run the validation

routines and edits against all available data

in the record. Any errors or warnings found

in the death case will be displayed. Errors

must be corrected in order for a record to be

certified; while warnings may not need

correction before the processing of the

record is complete they should be reviewed. If there are

any warnings found, you must click the Ignore

Warning(s) button after reviewing to validate all

sections of the record. Clicking on the Certificate of

Death tab or the Close button will return to the original

death case record.

Please Note: There is also a checkbox available that

you can click to run a spell check for the Cause of

Death section only. Results will be displayed at the

bottom of the screen once the Validate button is clicked.

6 ACCEPTING AND FILING RECORDS

6.1 Accepting and Filing Records

As mentioned before, once a death record is completed by funeral directors, medical certifiers,

and/or medical examiners in EDRS, meaning that the personal and medical sections of a death

certificate have been certified, the record will automatically be sent to the local registrar. Your

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

role will be to review the death certificate and determine whether it should be accepted or

rejected for filing.

Work Flow Step

Record Status

Filed



Active

6.1.1 Accessing a Ready to be Filed Death Record

To access a death record that is ready for filing, you will need to retrieve the record from

your Ready to File work queue (you will need to establish your work queues prior to

accepting cases, see Section 10 Work Queues).

On the Work Queues page, you will see a list of the death records that need to be reviewed in

you jurisdiction. Notice the status of the records is still In Progress. Records will continue to

have the In Progress status until you review, accept, and file them. Click on the last name of

the decedent to enter the record.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

6.1.2 Reviewing a Death Certificate for Filing

The Death Case View page displays. To review the record, you will need to ensure it was

completed correctly and you will need to view any attachments associated with the case to

verify that the information that was entered into the electronic system is supported by

documentary evidence (Refer to Appendix A Checklist for Accepting a Record).

To begin reviewing the record, you

will need to do the following:

1. Scroll down through the record to

ensure that all of the required

fields are completed correctly.

2. Look in the Images tab for any

attached images or scroll down to

the Cause of Death field where a camera icon will appear if an image is attached. Click

the camera icon to be taken to the Images tab.

The Death Case Images page displays. In this example, there is an Image. When there are

attachments, you will have to compare the image to the death record to ensure the

documentary evidence matches the information in the electronic record. The View icon ,

when clicked, allows you to get a clear, visible preview of the document so that you can

ensure all fields are legible, nothing is cut off and any signatures are evident. The Print icon

, when clicked, will allow you to print out a hard copy of the scanned image so you can

compare the documentary evidence with the electronic information.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

Please Note: An image is only required when a funeral director or medical staff is attesting

to the medical section. If a certifying physician or medical examiner certified the medical

section through the EDR System, an image is not required. This information can be

confirmed by reviewing the Info tab.

6.1.3 Accepting and Filing a Death Certificate

Once you have finished reviewing the death case and there are no issues, you will need to

accept and file the record. To accept and file the record, you will need to scroll to the bottom

of the death case page and click on the Accept & File button.

Please Note: If there was an issue with the death record, you would click on the Decline To

File button. A pop-up will appear asking for confirmation that you would like to decline to

file, click OK. Another pop-up will appear, enter in the reason you are declining to file the

death certificate. The system will send a message to the licensed funeral director who

certified the case, informing them the record has been declined and the explanation entered

by the user declining to file.

6.1.4 Assigning File Numbers to a Death Certificate

Once you click the Accept & File button you will be taken to the File Number screen, there

are two options for adding the Local (if you are a City Registrar) and County File numbers.

You can select either Automatic or Manual.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

Selecting the Automatic option, the system will generate the next available file number. The

Manual option, when selected, allows you to select the file number format and key in the

information for the file number.

To use the Automatic option, you will need to do the following:

1. Click on the I want to automatically select the next available file number radio

button. The system inserts the next available County File Number or City File Number

depending on your role.

2. Click on the File Case button.

To use the Manual option, you will need to

do the following:

1. Click on the I want to manually specify

the file number radio button.

2. Select the Filing Type and desired

Format.

3. Enter in the file number in the chosen format.

4. Click on the File Case button.

Clicking on the File Case button generates either the City or County and State file numbers.

The State Registrar can now review the record. A message will appear at the top of the

record indicating that the death case has been successfully filed; additionally the record status

is updated to Active.

6.2 Confirming Death Record Status

The death record status can be checked at any time by selecting the Info tab from the Death

Certificate View screen. In our example, the death case Info screen shows that in addition to

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

certification of both the personal and medical sections the current EDRS Work Flow Step is

Filed, and the Record Status has been updated to Active. As a result, the record will no longer

appear in the Ready to File work queue.

6.3 Printing Abstracts and Certificates

During day-to-day operations you may need to print certified copies and death record abstract

copies relating to the current case. The screen below will be displayed once the Print button is

selected from the active Death Record screen. Select the number of copies (1 – 10) from each of

the drop-down lists. If copies of both types of documents are desired, the Print link must be

selected for each type of copy. If all the requirements are met you will be able to view and print

the certified copy or death record abstract copy.

6.3.1 State registrar (SR)

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

Thirty days after the death record is filed by the local registrar the status changes to

Active/Registered.

The records are automatically added to the State Registrar's queue for subsequent review and

processing. No further process steps are required if the State Registrar review identifies no

additional issues associated with the record. Once the review is completed by the State

Registrar’s office, the workflow step will change to Registered & Accepted.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

7 REGISTER RECORD FILED ON PAPER

The local registrar and staff have the option to take paper death certificates and input them into the

electronic system. This is a very useful function because with the implementation of the electronic filing

process you will most likely still receive some records on paper which may cause you to have two

different filing systems (Paper and Electronic). Bringing every record into the electronic system will

alleviate any concern about potential duplicate file numbers and ensure that all private information is

centralized into one location.

7.1 Register Record Filed on Paper (search for Potential Matches)

On the Home page click on Register Record Filed on Paper based upon previous criteria. The

Search Potential Matches screen is now displayed. This screen is used to confirm that a record

does not already exist within EDRS for the decedent. All required fields (as indicated by the *)

must be filled in to complete the search. Be sure to include appropriate initial capitalization for

First and Last Name information as all search information will be carried over to the Create New

Case screen as the death record is processed. Once all information has been completed, the

Search Potential Matches button is selected to start the search.

7.1.1 No Potential Matches Found

If “…no Potential Matches…” are found, the Create New Case button can be selected.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

7.2 Add Certificate of Death

7.2.1 Entering information into the Death Certificate

Selecting the Create New Case button from Potential Match Results will display the Add

Certificate of Death screen, similar to the example below. The information that was entered

as the original search criteria will automatically be filled into the appropriate fields. You will

only have to enter the additional information required into the remaining fields on the

certificate.

Please Note: The LF number or CF number must be entered manually. You MUST type in the

all the file numbers that apply in order to file.

7.2.1.1 Completing Decedent Identification Information

Beginning with certificate fields 1a through 4, review all transferred information for

accuracy and make any necessary changes.

Review Fields 5 through 6c and fill in any additional required information. Then, move

on to Location and Residence Information section of the Death Record.

Please Note: The button may be used to view online Help associated with each field

on the Death Record input for.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

7.2.1.2 Location of Death & Residence Information

Beginning with Field 7 and continuing through Field 8d, enter any missing information

regarding the Location of Death and Current Residence (not just mailing address) of

the deceased. Notice that because the Location of Death was originally entered as a

Michigan county, the Country, State, and County are already filled in.

7.2.1.3 Birth Place & Ancestry

Field 9 is the next in a series of

several fields (through Field 18)

provided for the collection and

input of Birth Place, Social

Security Number (possibly carried

over from initial search screen),

Education, Ancestry information,

Occupation and Marital Status and

Identification. For Fields 12a &

13a, holding down the Control key

will allow multiple selections from

the list. The online Help button provides additional information regarding each field.

Please Note: The system allows for a maximum of 5 different Races and Ancestries for a

decedent. The type-ahead feature will allow race/ancestry options to become available to

you as you start to type in the information.

7.2.1.4 Parental Information

Fields 19 & 20 provides an area for the collection of parental data for the decedent.

Complete name information should be entered, if available.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

7.2.1.5 Informant Information

Fields 21a through 21c are provided to identify the individual used as the source of

information regarding the decedent.

7.2.1.6 Disposition

The Disposition section (Fields 22 through 23d) identifies the method of disposition of

the decedent’s remains. Field 26e, Funeral Facility Handling Disposition, is for the

funeral home only.

7.2.1.7 Certification

Scroll down to the Certification section of the Certificate of Death screen. Beginning

with Field 27a, fill in all appropriate data through Field 34b.

35a will populate once the record has been filed. However, you must complete 35b with

the date the record was filed.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

7.2.1.8 Cause of Death

In the Cause of Death

section of the

Certificate of Death

screen. Beginning with

Field 36, fill in all

appropriate data

through Field 40b.

Field 38 will only be

available to you if the

decedent is female

between the ages of 5

and 75.

Field 39 will default to

Natural if a Medical

Examiner was not

selected in the

Certification section.

7.2.1.9 Medical Examiner

If the Manner of Death was anything other than Natural the Medical Examiner section

must be completed. Begin with Field 41a, and fill in all appropriate data through Field

41g.

After completing all the fields of the death certificate, click the Save button.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

7.2.2 Death Case Saved Successfully

Once you click Save and there are no errors, you will see the “Death case successfully

saved” message at the top of the record and your record has now been filed.

7.2.3 Errors

When you save the record you may

have errors. At the top of the record

you may see a message alerting you

of those errors. You will not be able

to proceed until those errors are

corrected. The fields highlighted in

yellow and have a red outline

indicate the fields you will need to

correct.

7.2.4 Scanning Documentary Evidence

Because you are adding a Registering a Record Filed on Paper you must scan the original

death certificate and attach it to the electronic death record as documentary evidence (See

Section 6.5 Images).

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

8 FILE NUMBER SETTINGS

Local registrars are provided with the option to create the file number settings associated with their local

jurisdiction. File number settings can be established for your County and Local requirements.

8.1 File Number Settings (Local Registrar Only)

8.1.1 Create File Number Settings

On the Home page, locate the Administration section and click on the File Number

Settings link. You must have local file number administration rights for the File Number

Settings link to appear on your Home page.

On the File Number Management page, the filing number settings shown defaults to the

current filling year. Select the Filing Year in the drop-down to view the file number

settings. You can only view and manage file numbers related to your jurisdiction.

To create a file number setting, you must click on the New button at the bottom of the File

Number Management page.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

After you click New a pop-up window will appear. Select the Filing year using the drop-

down. Select a file number Format using the drop-down (See Image 1). Check the box in

front of Prefix and enter in a value (optional). Check the box in front of Suffix and enter in a

value (optional). The Desired format will appear after the above fields are completed. Enter

a number in the Begin and End fields to create a range of file numbers used for that

particular filing year. Be sure to establish an end file number large enough to accommodate

the estimated number of cases to be processed through your office. Click the Save button

(See Image 2). Also, be aware that once a file number has been created for a filing year it

cannot be changed.

8.1.2 Void File Number Settings

If you need to Void a file number, go to the File Number Management page. On this page

enter the file number that you want to mark voided in the field. Click the Void button.

The list will display your new voided file number along with the filing year, voided on date,

and who voided it. Once a file number is voided it cannot be used for that filing year.

8.1.3 Look up Voided File Numbers

Image 1

Image 2

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

If you would like to look up

a voided number you can do

so on the File Number

Management page. Enter in

the filing year. Enter in the

file number. Click the

Lookup button.

If the file number has been previously voided, it will appear on the list below along with the

filing year, voided on date, and who voided it. If the file number has not been voided, a blank

list will appear, with a message stating that there are “No Records Found.”

10 WORK QUEUES

Local Administration capabilities are typically assigned to a single or small group of users within an

organization. The ability to see and access Administration capabilities are restricted by your

individually assigned roles and privileges. Roles and privileges are assigned by the state registrar’s

office. The work queues area identifies those groupings of tasks (work queues) assigned to you or your

work team.

The first suggested work queue is the Ready for Filing work queue, which will contain all the records

within your jurisdiction that have had the personal and medical section certified and are at Ready for

Filing status. All the records that need your review will automatically appear in this work queue through

the electronic system.

The second suggested work queue is the Correction Request work queue, which will contain all the

records within your jurisdiction that have a pending correction request that need your review. All the

records with a correction request that need your review will automatically appear in this queue through

the electronic system.

10.1 Work Queue Manager

Users with the appropriate privilege assignments can access the Work Queue

Manager by choosing the link from the Home screen.

The Work Queue Manager screen displays the names of the currently active work queues for the

assigned facility; their description; the queue type; the number of users assigned to each queue;

and when the queue was completed.

Users may be added to the work queue by clicking on the queue name hyperlink listed under

Queue Name (e.g., Ready for Filing) on the Work Queue Manager screen.

Two additional control buttons are available for queue management

1. New work queues can be created clicking on the New button from the Work Queue

Manager screen.

2. Work queues can be deleted by clicking on the Select checkbox for any work queue, then

clicking on Delete button.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

10.2 Add New Work Queue

Choosing New from the

Work Queue Manager

screen displays the Add

Work Queue Manager

screen. Field headings

followed by the * (e.g.,

Name *) are required and

must be completed. At a

minimum, the queue

Name, Death Case

Status, and Assigned

Users fields must be

completed to establish a

valid queue.

Each queue must have a

unique queue Name*

assigned (the Name field

is required). Ideally, the

name should be short but

as descriptive as possible.

Work queue names may

not contain any numeric

characters.

Additional information,

regarding the queue’s

purpose, may be entered in

the Description field. This

description appears in the

Work Queue Manager

screen and may be useful

as other queues are added

in the future. In our

example, the work queue

Name will be ‘Ready for

Filing’ and the description

is entered as ‘Death

Records that need to be

filed.’

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

10.2.1 How to set up a Ready for Filing Work Queue

10.2.1.1 Naming the Ready for Filing Work Queue

Each work queue must have a unique queue name assigned (the Name field is required).

Ideally, the name should be short but as descriptive as possible. Work queue names may

not contain any numeric characters.

Additional information, regarding the queue’s purpose, may be entered in the

Description field. This description appears in the Work Queue Manager screen and may

be useful as other queues are added in the future. In our example, the queue Name will be

‘Ready for Filing’ and the description is entered as “Death Records that need to be

filed.”

10.2.1.2 Customizing the Ready for Filing Work Queue

Our example work queue will establish a filter for records with a Death Case Status (this

is a required field) of In Progress. Set your Work Flow Step to Ready for Filing. Each

of the filter options are selected from their associated drop-down lists.

Please Note: In the event that you are a City Registrar you would change the workflow

step to Ready for City Filing.

10.2.1.3 Assign Users

One final field requirement for the queue will be the selection of Assigned Users *. In

our example, all Available users in the list will be assigned to the new queue. Selecting

the >> button, between the lists will move all Available users to the Assigned users list.

After all the required selections are complete, use the Save button to establish the new

queue for use.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

10.2.2 How to set up a Correction Request Work Queue

10.2.2.1 Naming the Correction Request Work Queue

Each work queue must have a unique queue Name assigned (the Name field is required).

Ideally, the name should be short but as descriptive as possible. Work queue names may

not contain any numeric characters.

Additional information, regarding the queue’s purpose, may be entered in the

Description field. This description appears in the Work Queue Manager screen and may

be useful as other queues are added in the future. In our example, the queue Name will be

‘Correction Request’ and the Description is entered as “Corrections that need

approval.”

10.2.2.2 Customizing the Correction Request Work Queue

Our example queue will establish a filter for records with a Death Case Status* (this is a

required field) of Active. Set your Work Flow Step to Filed and the Correction

Request Status to Pending. Each of the filter options are selected from their associated

drop-down lists. In the Record Age section select the Less than radio button and input 30

in the days old field.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

10.2.2.3 Assigned Users

One final field requirement for the queue will be the selection of Assigned Users *. In

our example, all Available users in the list will be assigned to the new work queue.

Selecting the >> button, between the lists will move all Available users to the Assigned

users list. After all the required selections are complete, use the Save button to establish

the new work queue for use.

10.2.3 Edit Existing Work Queue

Only the user that created the work queue can edit the filter criteria and users assigned. To do

this you may choose the Work Queue Manager link from the Home screen. Clicking the

name link in the work queue name list will display the Edit Work Queue Manager screen to

complete any edits or changes.

After completing all required changes, choose the Save button to record any changes to the

queue.

10.2.3.1 Adding a User

From the Assign Users section of the Edit Work Queue Manager screen, select an

Available user to be given work queue access. Next, select the > button and the

highlighted user will be added to the Assigned* users list.

Users may be removed from the Assigned* users list by highlighting the name and

selecting the < button.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

10.2.3.2 Changing Queue Criteria

On occasion, you may determine that work queue criteria should be refined to better suit

your work flow needs. From the Edit Work Queue Manager screen select additional or

new filter options to customize the work queue. In the example below, the Record Age

filter radio button has been selected to display only those records that are less than 30

days old versus the original setting of All records. Please remember that the resulting

queue will only display records that meet ALL, selected filter criteria.

Please Note: If you find that the resulting queue does not show expected results, closely

examine individual records that you believe should qualify, using the Info tab to confirm

that your filter criteria is correct.

11 ELECTRONIC CORRECTION REQUESTS

It is the responsibility of the local registrar’s office to review electronic correction requests and

determine whether they should be accepted or rejected depending on the circumstance. Corrections may

be requested electronically by funeral directors and physicians for up to 30 days after a record has been

filed. Medical examiners may submit a correction at any time even after the 30 day period.

1.1 Accepting a Correction Request

Correction requests can be accessed and reviewed by retrieving records directly from your

Correction Request work queue that is located in your work queues column on your home page.

The next screen will display all correction requests in your work queue. To view the record, click

on the Last Name of the decedent.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

1.1.1 Compare the Correction Request

Once you are in the certificate of death, you will see a Corrections tab at the top of the

record. Click on the Corrections tab and it will display a list of corrections and pending

corrections requests. Under Pending Correction Requests, you will see who the correction

is requested by, on what date, the corrected field, and the options to Compare, Accept, or

Reject. When you click on Compare, a screen will display the field name, the current value,

and the new value. To return to the certificate of death, click the Close button.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

1.1.2 Accept or Reject the Correction Request

After you have reviewed the correction request, you have the choice to Accept or Reject the

correction. Once you click

Accept, a message will

appear at the top of the

record indicating the

‘Death case successfully

corrected.’ The correction

is automatically updated

and a message will be sent

to the person it was

requested by in the system,

notifying him or her that

the correction has been

accepted. If the correction

is rejected, a message will

also be sent notifying that

the correction request

was rejected.

1.1.3 Notificatio

n of Correction

Acceptance

Once approved by the local registrar, the original submitter is sent a notification message

regarding the outcome of the requested change. No further action is required for the

associated correction.

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

12 EXITING EDRS

You may exit EDRS at any time by choosing the Exit Application link from the user bar to the right of

the Help link. If you are on an active EDRS record screen, be sure to return to the certificate of death

screen and save the record before you exit EDRS.

2.1 EDRS Log Out:

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

APPENDIX A

CHECKLIST FOR ACCEPTING A RECORD

Before Accepting an Electronic Record

Make sure…

• All fields are completed

• Field 7a agrees with field 30

• Fields 28a & 28c agree. (28a & 28c can show the same time; however, 28c cannot show an

earlier time than 28a)

• Field 28b should agree with field 4 (4 can be prior to 28b or they can be the same)

• If field 17 indicates married or separated, field 18 needs to be completed

• If field 21b indicates spouse, husband, or wife:

o Field 21a has to correspond with field 18

o Field 17 must indicate married

• If field 30 indicates hospital, field 31 needs to be completed

• If field 39 is anything other than natural, fields 41a-g needs to be completed

• Based on the cause of death, does the record need to be referred to the medical examiner?

Reviewing the Scanned Image

Make sure…

• It is legible

• The entire document is visible (not cut off)

• The image identifies the decedent

• The medical professional signed the scanned document

• The cause of death on the electronic record matches what is listed on the image

• If the scanned document was completed by a medical examiner, be sure fields 2, 3, 4,7b and 7c

are completed on the image

EDRS Local Registrar/Staff User Manual Michigan EDRS Project

EDRS Local Registrar User Manual

APPENDIX B

MEDICAL CERTIFICATE OF DEATH REQUIRED FIELDS

Below you will find examples of a Medical Certificate of Death and what information should be

completed when filled out by a Medical Certifier or Medical Examiner.

Medical Certifier

Medical Examiner