GUIDE TO AMENMENTS IN THE IDRS

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

2
Demographic Amendment to a Fully Electronic
Record 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.
LHD select Demographic Amendment for Review
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.
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

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.

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.

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
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

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.

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.