Important Update for Members Involved in Death Pronouncement
Wednesday, October 29, 2014
VIP EDRS Update: Grace Period Ends
October 31, 2014
First of all, the Registry would
like to thank all of the various stakeholders and associations that assisted
with making the first two months of operation a success. The
Death Registration System (EDRS)was deployed on September 1, 2014.
Overall, feedback received from stakeholders indicates the EDRS is working
well, that no major issues have been identified, and that funeral homes across
the state are seeing the benefits of reduced travel for the electronic records.
The grace period for using the old
paper death certificates initially targeted for September 30 was extended to
October 31, 2014 to allow the Registry and the Virtual Gateway to process
completed account paperwork submitted in July and August. As of last week, all
account requests submitted before September 1 have been processed. Therefore,
we have decided that all deaths occurring on or after November 1, 2014, must be
certified and registered using the new EDRS process and new forms.
The old paper death certificate will
not be accepted for any death that occurs on or after November 1, 2014.
Unfortunately, a number of accounts
will not be created before the grace period ends. Most of these accounts are
for online certifiers. That fact may pose a continued burden for some of you,
but the backlog is temporary. Registry staff members are working closely with
the Virtual Gateway (VG) to process these new applications. Our analysis
indicates that fully and accurately completed applications now in-hand will
take approximately four weeks to be processed. As always, offline certifiers will
be able to complete the certification of the medical part of the death record
using the fax attestation process until their accounts have been processed.
We understand the burden that this
decision will pose for some of you and we appreciate your patience, assistance,
and continued support.
As a reminder, the paper pronouncement
forms are still in use and valid when applicable. Offline certifiers will
Death Certificate Medical
Certifier Worksheetto provide the information for the medical part
of the death record to the users who will perform data entry. Data entry will
be performed by either medical data entry staff or funeral directors. If the
Medical Certifier Worksheet is being used to transport the decedent, the form
must be signed; otherwise the signature is not necessary. Certifiers must sign
the Death Certificate Attestation Form and fax the signed form to EDRS. This
process should be completed within 24 hours of the event.
The Registry continues to encourage
all users to provide information on any issues encountered. Providing detailed
reports enables the Registry to find solutions and make changes as needed to
ensure operational effectiveness.
More information is available at the
Registry's EDRS web page:
Questions regarding this communication
should be directed to the V.I.P. Project Team via:
Telephone: Please note that there are
two separate phone lines dedicated to VIP support.
1. VIP Technical Help Line
(617-740-2675): for technical problems
using VIP or for enrollment help (creating an account). Help line staff are
available Monday through Friday 7:30 a.m. to 4:30 p.m.
2. VIP Help Desk
(617-740-2674): for forms, data entry, navigating
EDRS or policy and procedure help. Help desk staff are available Monday through
Friday 7:30 a.m. to 4:30 p.m. Weekend support will also be available from
7:30am to 4:30pm through November 9, 2014.
Please note that VIP support will not
be available on other holidays when the Registry is closed.
Registry of Vital Records and
Statistics Massachusetts Department of Public Health
150 Mt. Vernon Street, 1st Floor
Dorchester, MA 02125
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