DIVISION OF VITAL RECORDS
Contents
1. Pre Dir Address Address2 Str Suffix Street Desc fo L Post Dir Apt Po Zip Code ho L City Po State fo Foreign Country GN Mailing Address Use Above Address C New Mailing Address Foreign Address Houses Pre Dir Address1 fo Address2 Str Suffix e Street Desc L Post Dir Apt Po Zip Code L City State Foreign Country v e The requester address shall be pre populated from the pre defined list if agency or funeral home is selected as the relationship of the requester If not then you must enter the address for the requester e fthe mailing address is the same as that provided by the requester select the USE ABOVE ADDRESS checkbox If not then enter the mailing address 3 2 SAVE AND PRINT 3 2 1 SAVE Once all information has been entered click on the SAVE button at the bottom of the page Based on the application type o Forall EDRS records the system will search for the decedent record and display the matches as below Requester Information Agency ADOPTIONS FROM THE HEART VIRGINIA Address 1407 STEPHANIE WAY CHESAPEAKE VIRGINIA 23320 Based on registrant s information entered in Application the following records are available in Electronic Death Registration System Please select record from list to print certificate OR click New Query to perform a new search Certificate No Case ID Decedent Name First Middle Last Gender Date of Birth Date2. Details Funeral Home XYZ FUNERAL HOME WEST END Address 1250 W BROAD ST HENRICO VIRGINIA 23294 MARSHALL Middle Name MATHERS Maiden Name 25 Date Of Death 01 01 1989 MALE OWhite Black Or African American OChinese OJapanese Native Hawaiian LlFilipino OAsian Indian O Samoan OVietnamese Or Chamorro Specify Indian Or Alaska Native Tribe S Other Asian Specify Other Pacific Islander Specify Unknown Place of Disinterment Place of Disposition HOLY CROSS CEMETERY 1628 MATTHEWS ST RICHMOND VIRGINIA 23222 Place of Reinterment Method of Disposition Burial Place of Disposition HOLY CROSS CEMETERY 1628 MATTHEWS ST RICHMOND VIRGINIA 23222 Facility RICHMOND CITY LOCAL HEALTH DEPARTMENT Carefully review the information above Click on APPROVE PERMIT to approve permit or BACK TO LIST to select a different record EDIDRA e Aconfirmation message shall indicate that the permit was successfully approved 15 5 SETTLEMENT REPORT e Attheendofthe day or a time specified by the business per day you may run a settlement report to tally transactions and monies collected from Vital Records Printing Begin by clicking on the settlement report link in the left navigation bar Death Registration Menu Certificate Printing Hequester Decedent Agency Decedent e Funeral Home Decedent e Pending Permits Approved Permits e Change Faci
3. In order to delete the messages from your inbox simply check the box next to the message that you wish to delete and click on Continue V D VIRGINIA DEPARTMENT OF HEALTH Protecting You and Your Environment Virginia Vital Events And Screening Tracking System New Messages Please check the box to acknowledge each message and click Continue button to continue to the application Date Received Subject ORRISSETT FUNERAL HOME AND CREMATION SERVICE has submitted an Out of State Transit Permit for your approval for Case No 95 for CHRISTY COLES The permit is now available for your eview L Totman Jane METROPOLITAN FUNERAL SERVICE INC Out of State Transit Permit approval Requested for Case No 327 07 10 2014 ETROPOLITAN FUNERAL SERVICE INC has submitted an Out of State Transit Permit for your approval for Case No 327 for KHAL DROGO The permit is now available for your review User 1 Vr User 1 VITAL RECORDS State File Number assigned for Case No 431 07 1 0 2014 State File Number has been assigned to Case No 431 for CARL GALLUP by the Division of Vital Records LI Baker Tyra CHINN FUNERAL SERVICE lout of State Transit Permit approval Requested for Case No 440 HINN FUNERAL SERVICE has submitted an Out of State Transit Permit for your approval for Case No 440 for SAMUEL BELL The permit is now available for your review HELP EBLNML STEP 3 The resulting screen is the Virgi
4. Last Name SMITH Maiden Name Suffix N Date of Birth 03 19 1981 Gender MALE Pin Type ID v Pin Funeral Home Agency 31 5 REGISTRANT INFORMATION Contact All Fields in GRAY have been DISABLED e Enter as much information you know about the registrant decedent from the application The minimum information required is the Last name and the date of death of the decedent Registrant First Name Middle Name Date of Birth sam Suffix Spouse First Name Suffix Phone Number x pack Middle Name Place of Event Mother s Name First Name Father s Name First Name Last Name SMITH Maiden Name Place of Birth v Last Name Maiden Name Date Received 09 13 2014 Date of Event zou Either Date of Birth or Death or Marriage Middle Name Maiden Name Middle Name Last Name SMITH PAYMENT amp ID INFORMATION e Enter the relevant information in the section below Primary ID Secondary ID Secondary ID Payment Type Certificate Payment Purpose Date Reply Sent Current Status Comments v No Of Copies 512 00 Administrative Fee s0 00 v Other Purpose Dept Staff Choose a valid ID that the requester has provided and enter the same in the ID Fields A primary or two secondary ID is required Primary ID Secondary ID Second
5. OF DEATH if indepmilen city leave blank m 12 e After printing the record close this pop window and on the main EDRS window you will see fields to enter the document numbers Enter the document numbers and click on the SAVE button at the bottom of the page Requester Information Agency ACCOMACK DEPT OF S S Address 22554 CENTER PARKWAY ACCOMAC VA 23301 Document Number s 4 346534535 2 2453453353 Save Request Pre EDRS Certificate Request EDRS Certificate Request Post EDRS Certificate e This will bring you back to the request screen where all buttons at the bottom of the page shall be disabled Re print Re print Reason v Print Save Reprint Undo HeuuestPre EDHS Cerificate RequestEDRs Certificate Bequest Post EDRS Cerificate D ande ta Dh 3 2 3 RE PRINTING A RECORD e f you wish to reprint a record select a reprint reason from the previous screen and click on re print eae Re print Reason Printer Error Print Save Reprint Linda SPE Wrong type of cert printed E agues j s _ sd LS Request Pre EDRs Certificate Dei mol prisii proi Customer paid additional money Request Post EMRS Cerificate Amendment made to certificate Ready to Print HELP 13 APPROVING PERMITS The following permits may be assigned to you for approval o Outof State Transit Permits o Disinterment and Reinterment Permi
6. VIRGINIA DEPARTMENT OF HEALTH DIVISION OF VITAL RECORDS ELECTRONIC DEATH REGISTRATION SYSTEM EDRS USER MANUAL FOR LOCAL HEALTH DEPARTMENTS Contents ale 2 3 4 5 GETTING INTO THE EDRS allen THE BASICS Pape Puede ipM PR nani Reo epis Dea fwa Dife qur Pn e NE Gi po koki za deb QE ioo Pea pP VUE 2 1 TRE NAVIGATIONBAR siii 2 2 SETMINGUSERPREFERENCESE Rua CERTIFICATE PRINTING Reel aiar 9d CREATE APPLICATION siii Sol APPEICATION D PE if cis e kk e A A e pe a in e RI ae e a ea 3 1 2 REQUESTERINFORMATON senesi a t 341 9 REGISFRANT INFORMATION elencano baia oca 3 1 4 PAYXMENT amp ID INFORMATION acilia 3 1 5 CERTIFICATE INFORMATION elem 3 1 6 REQUESTER ADDRESS scelto 3 2 SAVE AND PRINT sleale 3 25 SAVE iaia 3 2 0 ile e p 3 2 3 REPRINTING A 8 DM APPROVING PERMIT dele stre beue ra ba l ol ak teet ail SE EM ENT REPORT fii tid ri ono dE AU PETER CEA ORE Oa S Ebo cds lai 1 GETTING INTO THE EDRS STEP 1 Once you have launched the EDRS using the URL provided to you you will see a pop up box to enter your user name and password to log in to the application See illustration below Windows Security The server kobe vdh virginia gov at edrsbeta requires a username and password Enter your username and password and click OK STEP 2 You may view your messages in the inbox displayed on the resulting screen Click on Continue to navigate to the next screen
7. ary ID e Choose the mode Payment Type of payment L original L L original l Agency Billing Certificate Payment Cash Purpose Check Honey Order Date Reply Sent Postal Amer Exp Money Order Current Status Multiple Comments Enter the number of copies of the death certificate being requested The number of copies entered will automatically calculate the amount of payment Payment Type Certificate Payment Purpose Date Reply Sent Current Status Comments Pymts No Of Copies 524 00 Administrative Fee 50 00 v Other Purpose v Dept Staff e Also make sure to Current Status choose the Current Sent To S d DM V DOOS Event tatus Is selecte DMV Not Entitled DR Stillbirth Reguest By Not in Yet Other Print How Request By Mother Pending Non Automated Birth DMV SS File Started 3 1 4 CERTIFICATE INFORMATION e For all Pre EDRS and Post EDRS records you must enter o Either the local health department certificate number or the State File number of the death record o And the inventory numbers of all security paper that the death record is being provided to the requester on This is denoted as the document number Certificate Information LHD Certificate No State File No Document Numbers 3 1 5 REQUESTER ADDRESS e Below is an illustration of the requester address fields Requester Address _ Foreign Address Houses
8. ccessfully created Now you may provide a copy of the paper death certificate to the requester O 10 3 2 2 PRINT You may preview the certificate by clicking on the preview button to the right of the desired record DO NOT USE THIS TO PRINT THE CERTIFIED Click on the certificate number on the confirmation screen to print the EDRS Record Requester Information ADOPTIONS FROM THE HEART VIRGINIA Address 1407 STEPHANIE WAY CHESAPEAKE VIRGINIA 23320 Based on registrant s information entered in Application the following records are available in Electronic Death Registration System Please select record from list to print certificate OR click New Query to perform a new search ertif cate Mo Case ID Decedent Name First Middle Last Gender Date of Birth Date of Death Status 2014000016 595 SAM SMITH MALE 03 19 1981 07 14 2014 Ready to Print Preview Dur seareh retirned 1 records Records 1 through 1 are displayed New Query Request EDRS Certificate Request Post EDRS Certificate Request Pre EDRS Certificate EDLCPD HELP 11 e Then at the bottom of the resulting screen click on print Zip Code 23301 L City Accomac State va Foreign Country v Mailing Address Use Above Address C New Mailing Address Ll Foreign Address Houses Pre Dir Address1 22554 CENTER PARKWA Address2 Str Suffix sreetDes L Post Dir Zip Code 301 L City accomac State NA F
9. g Permits Approved Permits e Settlement Report incomplete Request s Message Center 15 e EDRS Menu VVESTS Menu Electronic Death Registration System Logout 2 THE BASICS 2 1 THE NAVIGATION BAR VD aroma To the left of the screen is the Navigation Bar HEALTH which houses various links allowing you to DE AP Ia ag E ga move around in the system This Navigation Bar is very dynamic in nature and will change from user to user based on what roles a user has Death Registration Menu Create Case Active Cases Completed Cases Fetal Death Assignments Release Decedent Heports Extracts User Preferences Message Center 2 e EDRS Menu e WESTS Menu Logout 2 2 SETTING USER PREFERENCES Click on the user preferences link in the navigation bar On the resulting screen you may enter up to three e mail addresses to receive notifications pertaining to cases in your facility Also you may choose the type of notifications you wish to receive ume Electronic Death Registration System Facility Xyz Greater Richmond Hospital This system is designed to help you keep informed of any changes related to death certificate cases you are involved by sending E mail notifications Death Registration Menu Create Case Active Cases Completed Cases If you would like to be notified of status changes related to your cases plea
10. lity User Preferences Message Center 2 e EDRS Menu e WESTS Menu e resulting page enter the date range and click on the SUBMIT QUERY button Settlement Report From Date 9 3 204 mm dd yyyy To Date os204 mm dd yyyy Local Health Department RICHMOND CITY LOCAL HEALTH DEPARTMENT L User Undo HELP EDXSTR 16 e The resulting screen shall display the Settlement report for the date range entered click print see illustration below EDRS Settlement Report Records entered from 09 13 2014 To 09 13 2014 Report Date 09 13 2014 14 44 24 Operator RICH_LHD RICHMOND CITY LOCAL HEALTH DEPARTMENT First Name Last Name No Copies Cert Fee Admin Fee Total Fee JACK SMITH DEATH 2 24 00 50 00 24 00 JACK SMITH DEATH 2 24 00 50 00 24 00 Total By Payment Type Check 4 48 00 0 00 48 00 Total By Operator RICH_LHD RICHMOND CITY LOCAL HEALTH DEPARTMENT 4 48 00 0 00 48 00 Grand Total 4 48 00 0 00 48 00 This concludes the user manual For any questions please contact vitalrec questions vdh virginia gov 17
11. n bar Death Registration Men e Certificate Printing CLICK HERE DIE Requester Decedent Agency Decedent Funeral Home Decedent Pending Permits Approved Permits Settlement Report Change Facility User Preferences e Message Center 2 e EDRS Menu e VVESTS Menu Logout e The resulting page is the application for a Death Record 3 1 1 APPLICATION TYPE e You may create applications for the following types of death records o Pre EDRS all records which will be a copy of the paper death certificate for deaths happening prior to November 1 2014 o Post EDRS All death records that have been filed with the Local Health Department via a paper for deaths happening after November 1 2014 o EDRS all death records that have been filed with the Division of Vital Records a completely electronic manner e Select the type of EDRS record Application Type that you have received the Certificate Type application for EM Post EDRS Relationship Pre EDRS EDRS e Then select the relationship of Relationship the requester The requester is Agency Brother the person filling out the Daughter application as provided to you Father Father Pending ADP Funeral Home Legal Rep Maternal Grandparent Mother Mother Pending ADP Hon Immediate Family Non Relative Other Parent One Parent Two Paternal Grandparent Sister 3 1 2 REQUESTER INFORMATION e illustra
12. nia Vital Events and Screenings Tracking System Screen and may include various modules Based on your role you will only have access to the EDRS Click on the EDRS link to continue VDE Protecting You and Your Environment Virginia Vital Events And Screening Tracking System Birth Certificate Reporting Certifiable Correspondence Tracking System Virginia Infant Screening and Infant Tracking System Maintenance ssage Password Reset Application Assistant Logout If you need application support please send your request via email to oim_webappshelp vch virginia gov or call us at 804 864 7200 and select option 2 FAX 804 864 7155 Warning This system is for official Virginia Department of Health use and may only be accessed by users that are currently authorized by the Division of Vital Records and Division of Child and Adolescent Health Unauthorized use access modification of this system or any data stored within is a criminally prosecutable offense Any attempts at unauthorized access or data editing are logged and strictly prohibited All usage of this system is monitored and audited and by accessing this system all users consent to these activities The resulting screen is the EDRS Home screen VD En Electronic Death Registration System d Protecting You amd Your Death Registration Menu Certificate Printing Requester Decedent Agency Decedent Funeral Home Decedent Pendin
13. of Death Status 2014000016 595 SAM SMITH MALE 03 19 1981 07 14 2014 Ready to Print Preview Your search returned 1 records Records 1 through 1 are displayed New Query Request Pre EDRS Certificate Request EDRS Certificate Request Post EDRS Certificate HELP EDLCPD if you have entered all information about the registrant and are unable to locate a record for O them try to search again with less criteria typically the first name last name and the date of death To do a wild card search you can also enter the first letter of the first name with a percent sign For example if you are searching for JOHN SMITH you may try J96 in the first name field and smith in the last name field Click on the New Query Button to search again Death Certificate Printing Requester Information Funeral Home ALLEN E B FUNERAL HOME Address 711 GRIFFIN BOULEVARD FARMVILLE VIRGINIA 23901 Based on registrant s information entered in Application the following records are available in Electronic Death Registration System Please select record from list to print certificate OR click New Query to perform a new search Certificate No Case ID Decedent Name First Middle Last Gender Date of Birth Date of Death Status Your search returned 0 records Pre EDRS Certificate Request EDRS Certificate Request Post EDRS Certificate EDLCPD For all Pre EDRS and Post EDRS records the system shall display a success message indicating that the application was su
14. oreign Country PM Re print Reason PM Reprint Undo Pre EDRS Certificate Request EDRS Certificate Request Post EDRS Certificate Ready to Print e The EDRS will open the death certificate in a PDF format which you may now print Do not re size this certificate lt has been optimized to fit the security paper 3 https kobe vdh virginia gov edrsbeta edr reports death cert print p id 3582 Windows Internet Explorer COMMONWEALTH OF VIRGINIA CERTIFICATE OF DEATH DEPARTMENT OF HEALTH DIVISION OF VITAL RECORDS RICHMOND 3 DATE OF DEATH 4 DATE OF HETH A MALE FEMALE DETERMINED I ACTUAL PRESLIMED mi APPROXIMATE FOUND ON 13 RACE OF ONE OR MORE AMERICAN INDIAN ALASKAN NATIVE SPECIFY x WHITE BLACK OR AFRICAN AMERICAN FILIFISO KOREAN OTHER PACIFIC ISLANDER SPECIFY ASIAN NMAN CHINESE SAMOAN VIETNAMESE OTHER ASIAN SPECIFY Benzi HAWAILAN BL GUAMANLAN OR CHAMORRO JAFANESE ummown OTHER SPECIFY 19 CITIZEN OF WHAT COUNIEY UNITED STATES AMERICA Cid unowen mwvogcEp SEFARATED 13 i 3 1 SOURCE DE INFORMATIO AE UP l i i 1 PI LI j sE DEATH 15 SELECT ONE IF DEATH OCCURRED TH HOSPITAL j DIA EMER INPATIENT PLACE OF p 1 5 i t Nou 27 CITY OR TOWN OF DEATH 28 STREET ADDRESS OR RT KO OF PLACE OF DEATH 284 ZIP 266 COUNTY
15. se enter E mail address es Fetal Death Assignments Primary E mail Address UPTO THREE EMAIL Release Decedent Second E mail Address ADDRESSES Reports Extracts Third E mail Address n A Message Cos 2 m When an assignee has rejected the case When the Funeral Director has signed the demographics informatio e EDRS Menu When the Medical Certifier has signed the Medical Information WHEN THE CASE HAS BEEN FILED WITH DVR TYPES OF NOTIFICATIONS Logout m When the case has been assigned a State File Number m When the Office of the Chief Medical Examiner has rejected a case referre to them by you Save EDIUEN 3 CERTIFICATE PRINTING 3 1 CREATE APPLICATION e When a customer walks in to obtain a vital record they would fill out a paper application and provide you the same You will then enter this application in the VVESTS e You may create applications for the following types of death records Pre EDRS all records which will be a copy of the paper death certificate for deaths happening prior to November 1 2014 Post EDRS All death records that have been filed with the Local Health Department via a paper for deaths happening after November 1 2014 o E EDRS all death records that have been filed with the Division of Vital Records in a completely electronic manner e To begin creating an application click on the CERTIFICATE PRINTING link in the left navigatio
16. tion below depicts the information that you must collect about the requester Requester First Name fo Middle Name fo Last Name NEN Maiden Name fo Suffix v Date of Birth Gender v Pin Type v Pin Funeral L Contact Agency L Contact e I fyou select o Agency as the relationship it will disable the fields for you to enter the name of the requester and also the Funeral Home field You must select the agency from the pre defined list launched by clicking on the L next to the agency box See Illustration below Requester a Name Middle Name Last Name Maiden Name Suffix Date of Birth All Fields in GRAY have Funeral Home Contact been DISABLED Agency lt 2 Contact o Funeral Home as the requester relationship it will disable the Agency field and the requester name fields You must select the Funeral Home from the pre defined list launched by clicking on the L next to the Funeral Home box See Illustration below Requester First Name Middle Name Last Name Maiden Name Suffix Date of Birth Gender in i Fields in GRAY have Funeral Home Contact been DISABLED Agency L Contact o Any other relationship other than the above you must enter the following information about the req uester Requester First Name JACK Middle Name
17. ts o Communicable Disease letters In order to view a list of all permits assigned to you click on the PENDING PERMITS Link in the left navigation bar 14 Death Registration Menu Certificate Printing Requester Decedent Agency Decedent Funeral Home Decedent Settlement Report Change Facility User Preferences Message Center e EDRS Menu e WESTS Menu Logout e Then select the permit by clicking on the DECEDENT NAME Permits Pending for Approval Permit ID Permit Creation Date To mm dd yyyy Case ID Case Creation Date To mm dd yyyy Decedent First Name Middle Name Last Name Maiden Name Date of Birth mm dd yyyy Date of Death mm dd yyyy Decedent Name Permit Type Requested By FH DIR LAST NAME XYZ FUNERAL MARSHALL MATHERS Disinterment HOME WEST END CLICK ON THE DECEDENT S NAME FH DIR LAST NAME XYZ FUNERAL IL OF THE PERMIT YOU WISH TO sam HOME SOUTHSIDE TEST TESTING SMITH Out of state Transit SEL XYZ FUNERAL THOMAS JOE ac a XYZ FUNERAL NADAL NADAL 4993 Green Border MALE 01 01 2014 2528 Out of state Transit can a XYZ FUNERAL Your search returned 5 records Records 1 through 5 are displayed e All permits that you may approve shall have an APPROVE PERMIT button at the bottom of the page Click this button the illustration below is an example Disinterment Permit Approval Requester
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