FAQ
view answers to frequently asked questions


General

Q.   What are my training options?
    A. There are many options so you may choose what works best for you and your schedule. Please see the "Training Tutorials" tab.

Q.  Will the IDRS have a “record received” status?
    A. The Funeral Director and the Medical Certifier will receive e-mail alerts.

     A. The Local Health Department must go to their “Local Acceptance Queue” to see if they have records to be accepted.


Suggestion: Please check queue daily.
Q.  Is the IDRS case-sensitive?
      A. No. The system will force all caps when the record is saved.

Q.  Does the IDRS have "spell check" feature?

    A. If is a free form text box (meaning there is no drop down box), then NO. Please be careful to spell correctly and please do not use abbreviations.

Q.   Am I required to complete training in order to access/utilize the IDRS?

    A. No. You must complete a User Agreement in order to be given a User name, password and PIN (if applicable) in order to use the IDRS. The training options are merely a resource for you to help you become comfortable with the IDRS. Please refer to the various materials as often as you like and/or sign up for the instructor lead training options.

Q.   Will the IDRS work with a MAC?


    A. Yes the IDRS will work with a MAC but if there are problems, one following is most likely the culprit:

  • "Any widely-used browser" will work, however people have had problems using Google Chrome therefore it is not recommended.
  • If you are using Firefox, it would be best if you have it at the latest version, however it should be ok as long as it is version 3.1 or greater.
  • For the program to display correctly you must have the minimum following system requirements; Adobe Flash Player 10.1 must be installed on your computer. Adobe Flash Player 10.1 requires you to be running at least at System 10.4. Your system must have at least 128mb of RAM and have either and Intel Core™ Duo 1.33GHz or faster processor or a PowerPC G3 500MHz or faster processor and have at least 128mb of graphics memory.
  • Do have any popup blockers disabled.
  • Do not have Bing installed. We’re not sure, but it seems to cause problems that are resolved when it is uninstalled.
  • If you are using Apple’s Safari browser, in order to ensure security, be sure it’s the latest version.


Funeral Homes

Q.  Will the IDRS eliminate the need to complete the BTP (Burial Transit Permit) document?
    A. No. The permit still needs to be completed by the appropriate entity.

Q.  What is meant by “Identified” / ”Unidentified”?
    A. Identified: the Funeral Home knows the name of the deceased.

    A. Unidentified: the Funeral Home does not know the name of the deceased (Jane or John Doe).


Q.  Will the IDRS eliminate the usage of the SSA 721?
    A. Yes. The IDRS eliminates the need for the Funeral Home to file the SSA 721 form. No other action is required of the Funeral Home.

Q.  A death occurs in Marion County. The Funeral Home for the deceased is located in Johnson County. Which Local Health Department is assigned the record?
    A. The county of death and the Local Health Department must be the same county. In this scenario, the record should be assigned to the Marion County Health Department even though the Funeral Home is located in Johnson County.

Q.  Will Funeral Homes be able to print a death certificate?
    A. No. Certificates can only be printed by the Local Health Department or the Indiana State Department of Health.

Q.  How will payment be made for death certificates once the process becomes electronic?
    A. The payment process does not change.

Q.  You have a BTP with an incorrect Medical Certifier listed and you are not able to track down the correct Medical Certifier in a timely manner. What should your next step be?
    A. The BTP is not processed through the IDRS. Please follow the current process.

Q.  Can modifications be made to the record if it is fully electronic?
    A. Yes. Modifications can be made to the record until the Local Health Department has performed its local acceptance.

Q.  If the death certificate was a FULLY paper record, filed before January 1, 2011 and some part of the information needs to be changed, what do I do?

    A. Please see the Training Tutorials tab under the IDRS Power Point Tutorials, - How to Complete Amendments to Fully Paper, DTP and Electronic Records. This explains the steps based on the type of Amendment needed and the manner in which the original record was filed.
Q.  I need to enter a city that is outside of the city limits. Where are these cities listed in the IDRS system?
    A. Cities are pre-loaded into the system. If you cannot find a particular city, please inform your Local Health Department or the Indiana State Department of Health.

Q.  How long will a record be in the “record status” queue?
    A. Once the record is Demographically Verified, it is removed from the “Demographic Status” screen.

Q.  Does the IDRS “time out”?
    A. Yes. The IDRS “times out” the user if there has been no activity in a 10-minute period. Suggestion: save information after the demographic 1 screen so the record is established and can be pulled up later. Always save when you have an interruption in your IDRS work.

Q.  Can a Medical Certifier be reassigned once the record has been certified?
    A. Yes. The Medical Certifier will have to decline the record first before the record can be reassigned. The Funeral Director can then reassign the record to another Medical Certifier.



Medical Certifiers

Q.  Can modifications be made to the record if it is fully electronic?
    A. Yes. Modifications can be made to the record until the Local Health Department has performed its local acceptance.

Q.  How long will a record be in the “record status” queue?
    A. Once the record is Medically Certified, it is removed from the “Medical Record Status” screen.

Q.  Does the IDRS “time out”?
    A. Yes. The IDRS “times out” the user if there has been no activity in a 10-minute period. Suggestion: save information after the demographic 1 screen so the record is established and can be pulled up later. Always save when you have an interruption in your IDRS work.

Q.  How do I print a copy for my files?
  A. Until the record has been accepted by the local health department, you can click the "Drop to Paper Icon" - it is a piece of paper with an arrow pointing down. When the pop up window appears, click on "Print File Copy."



Local Health Departments

Q.  Will the bump process exist after the IDRS is in place?
  A. Yes―prior to January 1, 2011. After January 1, 2011, the process will become completely electronic and the bump process will no longer be needed.

Q.  If the death certificate was a FULLY paper record, filed before January 1, 2011 and some part of the information needs to be changed, what do I do?
  A. Please see the Training Tutorials tab under the IDRS Power Point Tutorials, - How to Complete Amendments to Fully Paper, DTP and Electronic Records. This explains the steps based on they type of Amendment needed and the manner in which the original record was filed. It is advisable to issue record Amended using this process from the IDRS even if you typically use your own system for issuance.



Coroners

Q.   If there is information that is unknown, how do I indicate that on a death record in the IDRS?
  A. Enter a question mark in that box. When the record is printed UNKNOWN is what will print, NOT a question mark.

Q.  If the address of the injury is unknown, how do I indicate that on a death record in the IDRS?
  A. Type UNKNOWN in the street field.

Q.  What is the State, City and County of Injury is not known?
  A. The IDRS requires this information, so use the location of the death or where the body was found. If this will cause a problem in a specific case, contact the State Registrar.

Q.  How do I print a copy for my files?
  A. Until the record has been accepted by the local health department, you can click the "Drop to Paper Icon" - it is a piece of paper with an arrow pointing down. When the pop up window appears, click on "Print File Copy."

Q.  How does a PENDING death work in the IDRS?
  A. If the PENDING box is checked, when the death certificate is issued "CAUSE OF DEATH PENDING" will print in box 28A. However you must still TAB through the COD boxes or the IDRS will not allow you to certify the death.

Also, the IDRS will still allow you to input information in the boxes in 28 even if "PENDING" is checked. So when you go back to amend the record once the COD is confirmed you MUST "uncheck" the pending box or what you fill in the record (and what you see on the screen) will NOT print on the record ("CAUSE OF DEATH PENDING" is what will print).


Q.  What can be done if a death certificate is assigned to a physician and it should have been a coroner's case? What if the physician has already certified the death and it was accepted at the LHD?
  A. All coroners have the ability to "override" the medical portion of the death certificate for deaths that occur in their county. Simply log in, retrieve the record, enter your PIN to unlock the record, then make the change. There is no need to delete or VOID the record.

We have experienced a rolling glitch (though we think it has finally been resolved) with this feature though so if you are experiencing trouble, PLEASE email (VRHelpdesk@isdh.in.gov) or call (317 233-7989) the helpdesk!