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Advanced Topics in TER – for Local Registrars

Learn about record status, ownership, rejected records, and troubleshooting errors in the TER system. Access the local registrar print queue and find answers to frequently asked questions.

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Advanced Topics in TER – for Local Registrars

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  1. Advanced Topics in TER –for Local Registrars

  2. Agenda • Record Status Screen • Ownership of Records • Rejected Records • What To Do When Errors Occur • Local Registrar Print Queue • FAQ’s • Your Questions

  3. Record Status Screen

  4. From the Utilities menu, click on ‘Record Status’

  5. The Record Status Screen provides a way to see a list of death records in your jurisdiction that are not yet fully processed. This will include records that have not yet appeared in the local acceptance queue but that have been designated to your jurisdiction.

  6. Filters allow you to limit the view to a group of records that meet a certain criteria. Records can be accessed by any of the filter options shown. • Electronic Demo Not Released – records that have been designated to a participating medical certifier, but have not been completed and released by a funeral home • Electronic Med Not Released – records that have been designated to a participating medical certifier, but have not been completed and released by that certifier

  7. Select the ‘Electronic Demo Not Released’ filter Click the Print button

  8. Creates your ‘Electronic Demo Not Released’ report Place of Death Funeral Home Medical Certifier Status of Release Points

  9. Click to Print

  10. Filters allow you to limit the view to a group of records that meet a certain criteria. Records can be accessed by any of the filter options shown. • DTP Demo Not at Local – records that have been dropped to paper by the funeral home but not assigned a local file number and file date • Local Not Released – records that were entered by the local registrar and that have some missing data fields that need to be filled in

  11. Filters allow you to limit the view to a group of records that meet a certain criteria. Records can be accessed by any of the filter options shown. • All Local Pending – all records designated to the local registration area and not yet assigned a local file number or file date. This will include drop-to-paper and all electronic records. This is the “report of death” filter. • Search Results – records that are retrieved by a Search conducted from the Record Status Screen

  12. The screen displays the EDR #, the Date of Death, Name of the Deceased, and the name of the Funeral Home initiating the record.

  13. This record shows that the funeral home has not released the record (Demo Released) The Medical Office has not released the record yet The medical certifier has been designated (Medical Office), so we know it will be an “all electronic” record

  14. We can view more information about the death record using the EDR # and our Search function

  15. Click the Search icon Go to Local Registration

  16. Enter the EDR # Click ‘Find’

  17. Click on the row to highlight Click ‘Select Record(s)

  18. The record will be displayed

  19. Click the Print icon and ‘Report of Death’ A local registration office can print a Report of Death if desired.

  20. Click on Print icon

  21. “Ownership” of TER Records • Please note – once the Local Registrar has accessed a record in TER and clicked SAVE, the funeral home and/or medical certifier can no longer access that record

  22. “Ownership” of TER Records • Even if you do not enter any information, clicking SAVE takes possession of the record and locks the record to all other TER users • If you are viewing a record, but it is not ready to be processed by your office – DO NOT SAVE

  23. “Ownership” of TER Records • If the Local Registrar has taken possession of a record, but the funeral home needs to DTP again: • Contact Help-TER@dshs.state.tx.us to request that the record be unlocked • The local registrar will access the record from the Search function after the new record is presented for registration

  24. Rejected DTP Records • Reviewing • Rejecting Records from Your Office • Rejections from VSU

  25. Reminder About Reviewing… • Always review before entering a record into TER

  26. EDR # DTP #

  27. DTP # at bottom of Death Certificate must match DTP # on TER

  28. Reviewing • If you are not accepting the record for filing, do not click SAVE in TER • By clicking SAVE, even without entering any information, the Local Registrar “assumes possession” of the TER record which prevents the Funeral Home from accessing to make corrections or to reprint (DTP)

  29. Returning Records • Return the record to the funeral home with a full explanation of the reason for return • The funeral home is responsible for insuring the DTP number matches • In general, do not refer the funeral home to VSU for instructions – they must recreate their record

  30. Returning Records • Provided you did not SAVE the record in TER, the funeral home can then: • Access the TER record through the Search function • De-verify the record • Verify the record again, which will generate a new DTP form • Have the certifier complete the record • Return to your office for filing

  31. Returning Records • If you SAVED the record, but did not RELEASE it to the state, you can Decline the record: • Access the TER record from your unresolved queue • Click ‘Decline’ • Enter the reason for the decline • Submit • The record will now appear in the funeral home’s Unresolved Records queue

  32. 2. Click the ‘Decline Record’ icon 1. Access record from Work Queue

  33. Click ‘Yes’

  34. Enter reason for Decline Click ‘Submit’

  35. Rejections from VSU • Return the record to the funeral home with a full explanation of the reason for return • You can include a copy of the rejection letter you received from VSU • Upon request, VSU can redirect the record back to the funeral home’s queue

  36. Remember… • If VSU electronically returns the record to the funeral home – • You can no longer access the record in TER until you are electronically re-designated by the funeral home • Your LFN and File date will be removed from the electronic record

  37. Rejections from VSU • Returned Records • When the Funeral Home returns the record to the Local Registrar, the record must be accessed through Local Registration by using the Search Function • The Local Registrar will click on the binocular icon or click on FIND from the Registration drop-down menu • From the Search screen, enter information to locate the record, bring the record to the screen, and enter the Local File Number and File Date • Release the record to the State for further processing

  38. Click the Search icon Go to Local Registration

  39. Click Save Enter your Local File Number Enter your File Date

  40. What To Do When Errors Occur • LFN Errors • Returned Records • Data Entry Errors • Duplicate Entries

  41. What To Do When Errors Occur • LFN Errors • If you discover that you have made an error in entering a Local File Number, or • Local File Date

  42. What To Do When Errors Occur • LFN Errors • Contact Help-TER@dshs.state.tx.us • Provide information to identify the record • Name, Date of Death, Place of Death • Or EDR # and Name • Provide the correct information • If the record is not all-electronic, TER staff will make the necessary corrections

  43. What To Do When Errors Occur • LFN Errors • Depending on timing, we may not be able to correct an LFN on an all-electronic record (for example, if we have issued certified copies) • Corrections may be delayed, depending upon accessibility of the record

  44. What To Do When Errors Occur • Returned Records • If the record was entered manually and there will be no changes to the information entered by the Local Registrar other than Date Filed • Contact Help-TER@dshs.state.tx.us with the new file date • TER staff will make the necessary corrections

  45. What To Do When Errors Occur • Data Entry Errors • If the Local Registrar notices an error in their data entry prior to releasing the record to the state, simply go back to the field and enter the correct information • If an error is noted after releasing the record, contact Help-TER@dshs.state.tx.us • Provide the information to identify the record and the correction needed

  46. What To Do When Errors Occur • Data Entry Errors • DO NOT use the DECLINE RECORD function in order to enter a new record with the correct information • DECLINE RECORD should ONLY be used in the event that a record was designated to your office and the death DID NOT occur in your registration area

  47. What To Do When Errors Occur • Duplicate Entries • If you notice multiple entries for the same person, notify Help-TER@dshs.state.tx.us • We will help you determine which is the appropriate record to use • You may be contacted regarding duplicate entries

  48. Local Registrar Print Queue

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