Vital Statistics Agency

Vital Statistics Agency

“FACTS AND FICTION OF ONLINE DEATH REGISTRATION”

Vital Statistics Agency

Vital Statistic: The death rate in British Columbia is one per

person!!! Vital Statistics Registers approximately 41,448

deaths a year Registration service is provided by 122 Funeral

Homes and 675 Vital Statistics Registrars All Funeral Homes are currently using the

Electric Death Registration Program Vital Statistics Act Sections 17 to 24, 29, 30, and

40.1 govern death registration and issuing death certificates

Vital Statistics Agency

DECEASED’S IDENTITYDID WE JUST FIND JIMMY HOFFA?

Vital Statistics Agency

Deceased’s Identity

Why is it a requirement to view the deceased’s identification?

Obtain correct spelling of deceased’s name Date of birth Place of birth

What is acceptable?– Primary Identification:

Birth Certificate if born in Canada Canadian Citizenship card Permanent Resident card Landed Immigrant documents

Vital Statistics Agency

Deceased’s Identity

What is acceptable?– Other Acceptable Identification:

Canadian driver’s licence Canadian Passport Provincial identification card, BC ID, Medical Card Combination of other identification if not born in

Canada, Canadian Citizen or Landed Immigrant

Vital Statistics Agency

DEATH REGISTRATION DATA QUALITY

Vital Statistics Agency

Death Registration Data Quality

Data on the Death Registration must always be checked against the Medical Certificate of Death previous to registering the event

Refer fractures; falls; recent surgery.. listed on a Physician’s Medical Certificate of Death to the Coroner even when the Doctor has ticked ‘manner of death’ as ‘Natural’.

Vital Statistics review of data quality indicates there are many small errors, that cause us all extra work

Common errors Formal amendment verses administrative amendment

Vital Statistics AgencyDeath Registration Data Quality

Common Errors:– Place of death on death registration does not

match Medical Certificate of Death– Date of death on registration does not match

Medical Certificate of Death.– Certification by Physicians missing or

incomplete

Vital Statistics AgencyDeath Registration Data Quality

Amendments to Death Registrations:– Formal Amendment

Funeral Home determines an error has been made after the registration has been submitted electronically or manually to Vital Statistics

Within 10 days no amendment fee after 10 days $27 fee

Amendment request faxed to Vital Statistics Regional office for processing

Can take up to 5 business day to process

Vital Statistics AgencyDeath Registration Data Quality

Administrative amendment Vital Statistics– Generated based on discrepancies between

the Medical Certificate of Death and death registration

– Funeral Homes will receive letters asking for clarification of information

– No fee to process these amendments

Vital Statistics Agency

POSTAL CODES

DOES IT REALLY MATTER WHEN THEY WON’T BE RECEIVING MAIL ANYMORE?

Vital Statistics Agency

Postal Codes

Yes!! The postal code must be entered even if the death occurred in a location that doesn’t have a postal code.– Postal code is based on place of death– Postal code used to capture statistical

information by BC Health Region

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DEATH ON AIRCRAFT OR SHIP

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Death on Aircraft or Ship Vital Statistics Act: Section 24

– If the birth or death of a person occurs on an aircraft or ship whose first stop after the birth or death is in British Columbia, the chief executive officer may register the birth or death.

What does that really mean?– “Address” will always be the best estimate of location.

e.g.: Longitude and Latitude– “City” will always be the city of landing/docking– There must be a medical certificate of death completed by a

BC physician or coroner(usually a coroner in these circumstances)

REMINDER: If you have a question or concern, please contact your Regional Office.

Vital Statistics Agency

DUPLICATE MCOD’S

Vital Statistics Agency

Duplicate MCOD’s

Have you ever wondered why Electronic Death Registration Program gives you a duplicate Medical Certificate of Death message?– Two common causes of this error message:

The death registration has already been entered into Electric Death Registration Program but is not completed

The hospital, doctor’s office or medical clinic have photocopied the Medical Certificate of Death not realizing the document control number is unique

Vital Statistics Agency

STILLBIRTHS & UNREGISTERABLE EVENTS

Vital Statistics Agency

Stillbirths

Vital Statistics Act: Definitions– “Stillbirth” means the complete expulsion or

extraction from its mother after at least 20 weeks’ pregnancy, or after attaining a weight of at least 500 grams, of a product of conception in which, after the expulsion or extraction, there is no breathing, beating of the heart, pulsation of the umbilical cord or unmistakable movement of voluntary muscle.

Vital Statistics Agency

Stillbirths

REMEMBER:

If the pregnancy was of at least 20 weeks duration it is a Stillbirth,

OR If the product of conception was at least

500 grams in weight it is a Stillbirth.

Vital Statistics Agency

A stillbirth is simultaneously both a birth and a death event.

Medical particulars of the death are provided by the physician or coroner on the “Medical Certificate of Stillbirth” which is on the back of the parent registration form.

Stillbirths

Vital Statistics Agency

Stillbirths

Every stillbirth must be registered and a burial permit issued before disposition of the remains may take place.

If a funeral service provider has been contracted by the parent(s) they must obtain the Registration of Stillbirth (with Medical Certificate of Stillbirth completed on reverse).

Vital Statistics Agency

Stillbirths

Stillbirth events are registered manually by the Funeral Home and a Burial Permit is issued. These events are not entered in the Electronic Death Registration Program.

REMINDER: No Death Certificate are issued for these events.

Families can apply directly to Vital Statistics for a ‘Certificate of Remebrance’ .

Vital Statistics Agency

Unregisterable Events

A funeral service provider may be contracted by parents to handle the disposition of fetal remains(product of conception) resulting from extraction or expulsion that did not qualify as a stillbirth event.

Such an event is not registerable under the provisions of the Vital Statistics Act and no burial permit may be issued.

Vital Statistics Agency

Unregisterable Events

Cemeteries and crematorium may require some documentation or assurance to allow disposition in the absence of a burial permit.

It will be necessary for the attending or family physician to document the medical criteria excluding the event from registration.

Vital Statistics Agency

PRIVATE DISPOSITIONS

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Private Dispositions

Funeral Service Providers may be approached by families seeking information on how to proceed with private disposition.

Private disposition allows a person who is not acting in a business capacity to transfer the remains of a deceased to a cemetery or crematorium.

Vital Statistics Agency

Private Dispositions

All individuals should be referred to the Business Practices & Consumer Protection Authority or local Service BC office who will advise them on how to obtain the required private transport permit and authorities.

In addition, they should be referred to your Vital Statistics Regional Office for direction on registering the death and obtaining a burial permit.

Vital Statistics Agency

TIMELINESS & INTEGRITY

Vital Statistics Agency

Timeliness & Integrity

Death Registrations & Medical Certificates of Death to be forwarded daily

Registration number transposed onto Medical Certificate of Death

Registration & Medical Certificate of Death are “NOT” to be stapled together

Sorted by Registration Number in ascending order

Agency provides postage-paid envelopes

Vital Statistics Agency

DEATH CERTIFICATES/PROOF OF DEATH

Vital Statistics AgencyDeath Certificates/Proof of Death

Can issue Death Certificates for death event previously registered by the funeral home

Death Certificates are the only legal proof of death

Funeral Directors are now allowed to “confirm” photocopies of original provincial death certificates for the sole purpose of CPP Death Benefits. Using the wording: “This photocopy is a true copy of the original document which has not been altered in any way.”

Vital Statistics Agency

EDRP HELP DESK and VITAL STATISTICS OFFICE REGIONAL

SUPPORT

Vital Statistics Agency

EDRP Help Desk and Vital Statistics Office Regional Support

Help Desk phone contact (250) 952-9090 or Toll Free: 1-888-212-1188 press 4

Regional Office Contacts