Transforming the Massachusetts 
Death Certificate Process
Vitals Information Partnership (V.I.P.)
EDRS System Introduction and Overview, July 2014
What is the V.I.P. EDRS?
Why change?
Why change?
Who uses V.I.P. EDRS?
When does V.I.P. EDRS happen?
EDRS Simplified Workflow
Where will a death record start?
Online Certification
Fax Attestation
Preparation for EDRS
•	Preparing for EDRS
–	Each facility/practice will need to determine their specific process and policy 
•	RVRS is willing to help discuss this
–	Online users need Virtual Gateway accounts and must submit application paperwork 
•	Multiple forms, but usually a one-time process
•	Certifiers will have a single EHS portal account with access to multiple applications
•	Staff may be associated with the facility, a private-practice, or both
•	Training
–	RVRS training will be available primarily through eLearning Modules
•	All death certificate partners will receive training to understand the new forms and online/offline processes
•	Online users will also receive EDRS system training
•	Certifiers will also receive cause-of-death quality improvement training
–	Each facility/practice will also need to internally train staff to their specific new process and policy 
VIP Overview
What workflows are supported?
•	The following graphics depict a few of the typical workflows that the electronic death registration system will be able to accommodate for medical certification of death certificates.

•	Facilities may use one or a combination of these options, or talk to the Registry about other options that might be available to them.
VIP Overview
Workflow A:
Certifier Enters Medical Information and Certifies Online
Workflow B:
Medical Staff Prepare Record for Online Certification
Workflow C:
Medical Staff Prepare Record for Fax Attestation
Workflow D:
Physicians/NPs/Staff Prepare Record for Facility Medical Officer
What are some hospitals considering?
•	All certifiers online, supported by data entry staff
–	Attending and certifying physicians will complete a certifier worksheet or other tailored facts of death sheet and provide that information to staff who will perform data entry
–	Medical Data Entry Staff can create the record and assign to the certifier when ready for signature. Certifier reviews for accuracy, enters date signed and certifies with minimal steps
–	Physician can also create the record and certify without medical data entry assistance

•	Frequent certifiers online, others offline, all supported by data entry staff
–	Attending and certifying physicians will complete a certifier worksheet or other tailored facts of death sheet and provide that information to staff who will perform data entry
–	Frequent certifiers will certify online as described above
–	Infrequent certifiers or those who do not use computers will follow the fax attestation process
•	Medical Data Entry Staff will enter the record information, print the attestation form for offline certifiers; obtain a certifier signature; and fax into the EDRS.
VIP Overview

•	Core group of certifiers, supported by data entry staff
–	The hospital selects a core group of certifiers who will certify records online. In some cases these are Quality Assurance physicians or physician unit heads 
–	Attending and certifying physicians will complete online or complete a certifier worksheet or other custom facts of death sheet and provide that information to staff who will perform data entry
–	When staff data entry is complete, the record is assigned to the one of the core group of certifiers who reviews the record and makes any necessary changes and certifies the record
•	All fax attestation
–	Attending and certifying physicians will complete a certifier worksheet or other tailored facts of death sheet and provide that information to staff who will perform data entry
–	Medical Data Entry Staff can create the record print the attestation for offline certifiers; obtain the certifier signature; and fax into the EDRS
–	In the absence of data entry staff, the certifier can provide the certifier worksheet to the funeral home for data entry
VIP Overview