VIP Account Enrollment Electronic Death Registration System (EDRS) Funeral Homes Edition

1. VIP Account EnrollmentElectronic Death Registration System (EDRS) Funeral Homes Edition Massachusetts Dept. of Public Health Registry of Vital Records and Statistics WEBINAR - VIDEO VERSION

2. There are four forms to fill out • Three on paper to be mailed to RVRS: 1. Virtual Gateway (VG) Services Agreement 2. Designation of Access Administrator Agreement 3. VIP User Agreement Registry of Vital Records and Statistics ATTN: Hansy Noel 150 Mt. Vernon Street, 1st Floor Boston, MA 02125-3105 • One form to be filled out in Excel and emailed to RVRS 4. User Request Form VIPProjectTeam@state.ma.us

3. VG Services Agreement • One per organization • Submit the paper original Virtual Gateway Service terms Contract between your organization and the Commonwealth.

4. Designation of Access Administrator Agreement Identify your Access Administrator Access Administrator manages all of your users Document to be signed by your owner or director • One per organization • Submit the paper originals by USPS

5. VIP User Agreement • One per or Administrator • Submit the paper original RSVS user agreement terms and conditions. Every person is required to read and sign.

6. USER REQUEST FORM Access Administrator emails the User Request to VIPProjectTeam@massmail.state.ma.us Required to generate the VIP and VG user accounts. Form is used for future user changes. • One per organization • Email the Excel file from the ACCESS ADMINISTRATOR

7. Overview of Steps

8. 1 • Virtual Gateway (VG) Services Agreement

9. VG Services Agreement (Completed Sample) 1 2

10. 2 • Designation of Access Administrator Agreement

11. Designation AccessAdministrator Agreement 1 2 3 4 (Completed Page 1 of 2)

12. Designation AccessAdministrator Agreement (Completed Page 2 of 2) 1 2 3 4

13. Designation AccessAdministrator Agreement(Removal of Administrator) Select the remove option The signatory of the organization fills this section in David Chapman Chapman Cole & Gleason Funeral Home 781-999-9999 6-29-2013 This is the information for the person you wish to REMOVE as access administrator Chapman, Cole & Gleason Funeral Home 2599 Cranberry Highway Wareham, MA 02521 Christopher W. Berg Chrisberg@ccgfuneralhome.com 508-999-9999 508-999-9991 0060 5082 Authorized Signatory Signs, Prints and Dates the Form David Chapman David Chapman 6 29 12

14. 3 VIP – User Agreement

15. VIP – User Agreement 1 2 (Completed Page 1 of 2)

16. RVRS – User Agreement 1 2 3 (Completed Page 2 of 2)

17. 4 • Vital Information Partnership (VIP) • User Request Form (URF)

19. User Request Form 1 2 We will break this down into three parts as this will be completed and submitted electronically as an excel file 3

20. User Request Form • 1 • Enter the name(s) of each user • Enter 4 digit pin for user • (pin CANNOT be 0000 or 1234) • Enter User(s) Month and Day of Birth • (e.g. May Twenty-fifth = 0525) • Enter User(s) Work Email • Enter User(s) Work Phone # chrisberg@ccgfuneral.com Berg 0525 8955 Christopher W 508-999-9999

21. User Request Form • 2 Select from the list the proper group for the user(s) In this example we are selecting a funeral home data entry Select option to add or modify user(s) account X X

22. User Request Form • 3 David Chapman Chapman Cole & Gleason dchapman@ccgassoc.com 12345-67 781-999-9999 8-13-2013 The Access Administrator finishes the User Request Form (URF) & Save document as described & Send the document to VIP Project team email

23. Checklist before submission • VG Services Agreement • Required for each organization accessing VIP and/or the EDRS • Designation of Access Administrator • Required to establish and maintain access to the VIP and/or EDRS • A backup should be administrator is strongly recommended • VIP User Agreement • Each individual person who will be accessing the VIP and/or EDRS is required to agree to the terms and conditions of the VIP system. • SHARING ACCOUNTS IS NOT ALLOWED • User Request Form • To be emailed by the Access Administrator from the email account on file with the Virtual Gateway

24. MAIL FORMS TO: • Registry of Vital Records and Statistics • ATTN: Hansy Noel • 150 Mt. Vernon Street, 1st Floor • Boston, MA 02125-3105 • EMAIL TO: • VIPProjectTeam@state.ma.us

25. Thanks! we look forward to January 1st and our new Electronic Death Registration System the Vitals Team QUESTIONS? VIPProjectTeam@massmail.state.ma.us

26. Quick Reference Guide VIP Enrollment FORMS Funeral Homes • Registry of Vital Records and Statistics IGNORE ALL OTHER ADDRESSESS • ATTN: Hansy Noel * USE ONLY THIS ADDRESS * • 150 Mt. Vernon Street, 1st Floor • Boston, MA 02125-3105 • VIPProjectTeam@state.ma.us • BY PAPER ( * 3 weeks to process the set * ) • VG Services Agreement – Contract between you and our MA IT Services • * need your Tax Id # and level III or VI director to sign * • Designation of Access Administrator – Manages user access, addition & removal • * designate one, with one or more backup admins * • VIP User Agreement – Every user promises to follow policies • * every user acknowledges on paper * • BY EMAIL ( * 2 days to process * ) • User Request Form – Access Admin manages users by excel & email