Nuts & Bolts of TER Local Registration

1. Nuts & Bolts of TER Local Registration Sandra Lackey, Group Manager Electronic Registration

2. Agenda • User Setup & Maintenance • Registering Birth Certificates • Registering Death Certificates • Local Registrar Print Queue • Record Status Screen • Rejections & Errors • FAQ’s • Your Questions

3. User Setup & Maintenance

4. Security • Each facility/office should have two ‘TER Local Administrators’ • Local Administrators are responsible for: • Confidentiality statements • Maintained internally • New user setups • Password resets • User maintenance

5. User Setup • Assign user ID & Password • Assign user Processes • Assign user Location

6. Usernames and Passwords • From the Main menu, choose SECURITY • Choose USER MAINTENANCE

7. New User Setup, Cont. To add a new user, click “New” icon for blank screen

8. New User Setup, Cont. For new user “Ann Example”, enter user name ‘AEXAMPLE” Choose a password that is at least 8 characters long, including alpha and numeric – “AN01EXAM” and re-type to verify

9. New User Setup, Cont. Basic information – follow this general format Choose “Not an Administrator”

10. New User Setup - Locations Click the ‘SAVE’ icon Assign a location by clicking on the ‘Location’ icon

11. New User Setup - Locations Click the down arrow to the right of the ‘Locations’ pull-down and select ‘DOH/Local Registrar’

12. New User Setup - Locations Double-click the plus symbol to the left of ‘DOH/Local Registrar’ to reveal list of locations to choose from

13. New User Setup - Locations Choose and highlight a facility from the list of locations on the left Click the right arrow to move selection to User Location, click save

14. New User Setup – Security Processes Choose the ‘Processes’ icon from this screen OR the previous information screen

15. New User Setup – Security Processes Using the same steps as Location, choose security processes appropriate for your staff. Click the ‘SAVE’ icon to complete setup

16. Password Resets • User forgets password • And they were set up by a local administrator in your location • Disabling accounts

17. Passwords Resets • From the Main menu, choose SECURITY • Choose USER MAINTENANCE

18. Password Resets, Cont. Find the user on the “Current Users” grid and CLICK to highlight Information will display on screen

19. Password Reset, Cont. Highlight the password field and type new password <TAB> ‘Verify Password’ screen will appear – enter new password to confirm Click ‘OK’

20. Password Reset, Cont. Click ‘SAVE’ The password is now changed!

21. User Maintenance • Be sure to remove TER access when staff/employees leave your office! • To remove a TER User ID • Locate the User ID on the User Table • Click the ‘Delete’ icon • If the absence is temporary, you can reset the password – then provide the new password to the user upon return

22. Knowledge Check • What is the minimum recommended number of local administrators per facility? • Four for every ten users • One • Two • Who can reset a password for a TER user? • Local Administrator • Help-TER • Depends on who originally set up the user

23. Registering Birth Certificates • Receiving records from VSU • Check your birth queue regularly

24. Under Queues, click Record Acceptance

25. The first record in the queue will populate on the screen Note….

26. There are 48 records in the queue to be processed…

27. Registering Birth Certificates • Receiving records from VSU • Check your birth queue regularly • Verify the place of birth BEFORE accepting

28. Note the Place of Birth. If the birth did not occur in your registration area, you must electronically decline the record.

29. Click the ‘Decline/Relinquish’ icon Click ‘Yes’

30. Click the Down Arrow of your work queue and click on the next record you want to process The fields will lock down and the record will now appear back in the hospital’s Unresolved Queue

31. Enter your Local File Number and Local File Date Click the ‘Save’ icon

32. Your file copy is sent to your printer. Do not mail a copy to the State office.

33. Registering Birth Certificates • Receiving records from VSU • Check your birth queue regularly • Verify the place of birth BEFORE accepting • Reprint from Record Acceptance Queue

34. Click the ‘Search’ icon Enter Local File Number and click ‘OK’

35. The queue will populate with all of the electronic birth records matching that local file number – regardless of year of event Click on the record you were searching for to bring it to the screen

36. Click the ‘Print’ icon Click ‘Yes’

37. Registering Birth Certificates • Entering non-institutional births into TER • Manual records submitted by midwives • File paper record with VSU • Home births registered by parents • Complete and file paper record with VSU, ~or~ • Enter birth into TER

38. Entering Births in TER • Points to remember • Local Registrar must be set up in TER as certifier • Parent(s) must complete and sign worksheet • Worksheets can be ordered from VSU • Completed worksheets must be maintained for six (6) years

39. Entering Births in TER • Points to remember • After entering birth information in TER, VSU must accept and process the electronic record before the local registrar’s file copy is available • Record will appear in the Record Acceptance queue within three (3) business days

40. Manual filings and TER Registrations • Paternity guidelines must be followed for father to be listed on birth certificate • Local Registrars must be AOP-certified – session at 1:30 • Parent(s) must provide statutorily required proof (TAC 181.26): • Proof of pregnancy • Proof there was an infant born alive • Proof the birth occurred in the registration district • Proof the birth occurred on the date stated

41. Knowledge Check • What is the first thing to do before accepting an electronic birth record? • Check your queue regularly • Enter your local registrar file number • Verify place of birth is in your registration area • How long should you maintain parent worksheets? • 6 years • 3 years • Until the end of the calendar year

42. Registering Death Certificates

43. Local Registrars who participate in TER will handle processing up to three types of death certificates. Manual Drop-to-Paper (DTP) Electronic Local Registrar Record Types

44. What is a “Manual” Death Certificate? A ‘Manual’ death record is an 8 ½ x 14 inch (legal size) printed Certificate of Death form that: • includes statistical information (items 43-49) • includes printed information on the back • was not completed using TER software • has not been issued an ‘EDR’ or ‘DTP’ number

45. Under Processing, click Death

46. Click the ‘Local Registration’ icon This screen is called the Death Menu.

47. Click the ‘New Record’ icon This is the ‘Registration Screen’

48. The ‘New Screen’ captures information needed to check to see if the record may already be in the system. If the record is already in the system it will be retrieved instead of creating a new record.

49. Move from field to field using your ‘Tab’ key Minimum fields to be completed are Date of Death, SSN, and Gender Down-arrow to right of box indicates pull-down list

50. Complete the fields Click ‘Find Record’ TER is now searching the database for any existing records. If an existing record is found, the following message will generate.