IDRS Amendments Guide - Demographic & Medical Records

1. GUIDE TO AMENMENTS IN THE IDRS • Demographic Amendment to a Fully Electronic Record • Demographic Amendment to a “DTP” Record • Demographic Amendment to a Fully Paper Record **** This is NEW************ • Medical Amendment to a Fully Electronic Record • Medical Amendment to a “DTP” or Fully Paper Record 1/4/2011

2. Demographic Amendment to a Fully Electronic RecordFuneral Director (this must be the same person who originally filed the record) retrieves the record in the IDRS. Then the Funeral Director enters their PIN to unlock the record, makes the change(s) and saves the record. The updated record is automatically forwarded to the LHD and can be found in their “Queues”*. If there is no medical amendment, the medical certifier (physician, coroner) will not be involved. Once accepted by the LHD, the amendment has been legally filed. *LHD select Demographic Amendment for Review” 1/4/2011

3. Demographic Amendment to a “DTP” Record (this record would have been filed BEFORE 1/1/2011) Funeral Director (this must be the same person who originally filed the record) retrieves the record in the IDRS.* Then the Funeral Director enters their PIN to unlock the record, makes the change(s) and saves the record. The updated record is automatically forwarded to the LHD and can be found in their “Queues”. If there is no medical amendment, the medical certifier (physician, coroner) will not be involved. Once accepted by the LHD, the amendment has been legally filed. *If the record cannot be located contact the helpdesk to verify the record was entered in the IDRS by ISDH staff. 1/4/2011

4. Demographic Amendment to a Fully Paper Record (this record would have been filed BEFORE 1/1/2011) Funeral Director (this must be the person who originally filed the record), completes a paper death record form on GREEN BAR PAPER using the updated/corrected demographic information used on the previously filed death record. Highlight the information that is different than the original record. Medical certifier - need not be involved Funeral Director takes the document to the LHD. The LHD will then time/date stamp the document, place their SEAL on the document and write DEMOGRAPHIC AMENDMENT in the signature line of the Health Officer. Further, DEMOGRAPHIC AMENDMENT should be written in ink along the top of the document, under the GREEN BAR. ******THE GREEN BAR DOCUMENT IS NOT A DEATH RECORD THEREFORE IT SHOULD NOT BE ISSUED AS SUCH****** 1/4/2011

5. Demographic Amendment to a Fully Paper Record (CONT) (this record would have been filed BEFORE 1/1/2011) If the LHD has an electronic system separate from the IDRS follow the same procedure for updating your system as you did prior to the IDRS. The LHD will forward these medical amendments to ISDH within 2 business days using the following address: Indiana State Department of Health ATTN: VITAL RECORDS – DEMOGRAPHIC AMENDMENTS 2 North Meridian Street Indianapolis, IN 46204 The State Department will process these Amendments within 2 business days of receipt and send email verification to the county confirming the amendment has been completed. 1/4/2011

6. Demographic Amendment to Fully Paper Record (CONT) The State Department will only process Demographic Amendments that come through the LHD so the person in charge on interment should NOT send the document directly to the State Department Once that email confirmation is received all future needed copies can be issued using the IDRS. 1/4/2011

7. Medical Amendment to a Fully Electronic Record Medical certifier (this must be the person who originally signed the record) retrieves the record in the IDRS. The medical certifier enters their PIN to unlock the record, makes the change(s) and saves the record. The updated record is automatically forwarded to the LHD and can be found in their “Queues”*. If there is no demographic amendment, the person in charge of interment will not be involved Once accepted by the LHD, the amendment has been legally filed. * LHD go to “Functions”, select “Batch Medical Amendments” 1/4/2011

8. Medical Amendment to a DTP or Fully Paper Record • Funeral Director (this must be the person who originally filed the record), completes a paper death record form on GREEN BAR PAPER using the same demographic information used on the previously filed death record. • Medical certifier (this must be the person who originally signed the record) completes their portion of the paper record. Highlight the information that is different than the original record. Funeral Director takes the document to the LHD. The LHD will then time/date stamp the document, place their SEAL on the document and write MEDICAL AMENDMENT in the signature line of the Health Officer. Further, MEDICAL AMENDMENT should be written be written in ink along the top of the document, under the GREEN BAR. ******THE GREEN BAR DOCUMENT IS NOT A DEATH RECORD THEREFORE IT SHOULD NOT BE ISSUED AS SUCH****** 1/4/2011

9. Medical Amendment to a DTP or Fully Paper Record(CONT) If the LHD has an electronic system separate from the IDRS follow the same procedure for updating your system as you did prior to the IDRS. The LHD will forward these medical amendments to ISDH within 2 business days using the following address: Indiana State Department of Health ATTN: VITAL RECORDS – MEDICAL AMENDMENTS 2 North Meridian Street Indianapolis, IN 46204 The State Department will process these Amendments within 2 business days of receipt and send email verification to the county confirming the amendment has been completed. 1/4/2011

10. Medical Amendment to a DTP or Fully Paper Record (CONT) The State Department will only process Medical Amendments that come through the LHD so the person in charge on interment should NOT send the document directly to the State Department Once that email confirmation is received all future needed copies can be issued using the IDRS. 1/4/2011