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Vital Statistics Stakeholder Support

Welcome

This site is maintained by the Bureau of Vital Statistics for our partners in birth facilities, funeral homes, coroner’s offices, and other governmental agencies.  If you are a member of the public needing a certified copy of a vital record or general information about our records please visit our "How to Order Certificates" page.
 
If you are a Vital Statistics partner or stakeholder, please use the labeled tabs to find the support page tailored to your needs or go to our IPHIS-EDRS login page.  


Vital Statistics Helpdesk Service Availability

The Bureau of Vital Statistics Helpdesk is working remotely in accordance with Governor DeWine’s precautionary guidance on COVID-19.  Our customer service team will be unable to answer your phone call directly while we fulfill critical functions.  For the fastest response we recommend email.  You can contact our Vital Statistics Helpdesk at VS.Helpdesk@odh.ohio.gov.  You may also call our VS Helpdesk team at 614-466-2531, option 2 then 3.  


Death Record E-Filing

A completed and signed paper death certificate can be emailed with a request for approval to a local Vital Statistics registrar who will review the certificate and accept or reject the filing within one business day.  Any funeral home using EDRS to create a death record in Ohio may participate.  Please use this Request to E-File cover sheet when emailing a death record to a local office; the form also contains a full list of the appropriate email addresses for each local VS office in Ohio.  


Registrar Directory

The current version of the Ohio Registrar Directory contains contact information for all local vital records offices and their local, deputy and sub- registrars (the most recent updates are summarized on the first page). 


Vital Statistics Contacts

The Bureau of Vital Statistics recommends contacting our office via email for general questions about our vital records or our procedures.  The Vital Statistics Helpdesk at VS.Helpdesk@odh.ohio.gov can assist with birth certificate abstract error resolution, IPHIS/EDRS questions, and access changes.  Phone: 614-466-2531, option 2 then option 3.  Fax: 614-564-2420

Our Special Registration department can be reached at VS.Corrections@odh.ohio.gov to answer questions about affidavits, legal name changes and amendments.  Fax: 614-564-2457

The Registration department at VS.Registration@odh.ohio.gov can assist with adding unfiled records to IPHIS, homebirths, surrogates, and disposition without funeral homes.  Fax: 614-564-2514
 

IPHIS EDRS General Info

The Bureau of Vital Statistics uses a program called Integrated Perinatal Health Information System/Electronic Death Registration System, or IPHIS/EDRS, to file and maintain our birth and death records in Ohio.  This page contains general information on IPHIS/EDRS user accounts and troubleshooting.  To log in to IPHIS/EDRS please go to our IPHIS/EDRS login page

Citrix Download

IPHIS/EDRS requires the presence of a current version of Citrix Workspace or Citrix Receiver to launch from your web browser.  If you are logging in from a new PC, if you have updated your browser, or if you have deleted your internet cache and history, you may be prompted to reinstall the Citrix client on your initial login.  Select “Run” once the client has downloaded, and “Allow/Permit Access” when asked to give permission for Citrix to access your computer.  To download the Citrix client directly visit the Citrix Workspace download page and select “Workspace App for Windows” (or the appropriate app version for your computer’s operating system). 

Password Resets

If you are locked out of your user account in IPHIS/EDRS or have forgotten your username or password for the ODH Application Gateway or ServiceNow you can contact the Vital Statistics Helpdesk via email at VS.Helpdesk@odh.ohio.gov or by phone at 614-466-2531, option 2 then option 3.

New Users

If you are a new IPHIS/EDRS user at a local Vital Statistics office or Child Support Enforcement Agency you should contact your registrar or Facility Administrator to make a request - via email to VS.Helpdesk@odh.ohio.gov or via ServiceNow - with your name and email for an account to be created.  Your username and initial password will be emailed to you and your Facility Administrator on creation of the account.  If you are making changes to your Facility Administrators, use our Facility Admin Support form and send it via email to the VS Helpdesk once it has been approved by your Health Commissioner or head of office as appropriate.

If you are located in a birthing facility or hospital please have your Facility Administrator complete an IPHIS User Support Document to ensure you have all of the necessary roles.  An email will be sent to you and your Facility Administrator upon account creation.  The Support Document can be returned to the VS Helpdesk via fax or email.  If you are making changes to your Facility Administrators or to the information in IPHIS for your birth facility use the IPHIS Facility Support Document and send it to the VS Helpdesk once it has been approved by your hospital executive. 

If you are a coroner, clerk in a coroner’s office, or deputy coroner, you can be added or removed from EDRS using our EDRS User Support Document.  Once your coroner has signed the form, it can be emailed to VS.Helpdesk@odh.ohio.gov for the account to be created or updated. 

If you are a funeral director or clerk in a funeral home, you can be added or removed from EDRS using our EDRS User Support Document with the approving signature of a licensed funeral director.  Please email this form to the Vital Statistics Helpdesk promptly when staffing changes occur.  We also deactivate individuals or funeral homes in EDRS when the Board of Embalmers & Funeral Directors (BEFD) notifies our office that a license has expired. If we receive a notice from the BEFD that licensure has been renewed we are able to reinstate access. 

Browser Tips

IPHIS/EDRS and the Ohio Department of Health Application Gateway are not optimized for Firefox or Safari web browsers.  If you are having issues with the alignment of windows or information being cut off in your browser when you try to access our system, we suggest using Microsoft Edge, Google Chrome, or Internet Explorer and adding the IPHIS/EDRS login page and the Application Gateway to the websites run in Compatibility View.

Vital Statistics Contacts

The Bureau of Vital Statistics recommends contacting our office via email for general questions about our vital records or our procedures.  The Vital Statistics Helpdesk at VS.Helpdesk@odh.ohio.gov can assist with birth certificate abstract error resolution, IPHIS/EDRS questions, and access changes.  Phone: 614-466-2531, option 2 then option 3.  Fax: 614-564-2420

Our Special Registration department can be reached at VS.Corrections@odh.ohio.gov to answer questions about affidavits, legal name changes and amendments.  Fax: 614-564-2457

The Registration department at VS.Registration@odh.ohio.gov can assist with adding unfiled records to IPHIS, homebirths, surrogates, and disposition without funeral homes.  Fax: 614-564-2514

Funeral Homes

This site is maintained by the Bureau of Vital Statistics for our funeral home professional partners.  If you are a member of the public needing a certified copy of a vital record or general information about our records please visit our "How to Order Certificates” page

EDRS Update Training

The August 2018 EDRS updates involve changes to the way recent Ohio death records are corrected.  Funeral directors and funeral home staff should review the EDRS Update Training broadcast put out by the Bureau of Vital Statistics prior to the updates and ensure that they fully understand the new Death Correction document. 

Coroner and Physician E-Certification of Death Records

The Bureau of Vital Statistics is expanding electronic death record certification to physicians across Ohio.  Any physician may transition to electronic certification by reaching out to the VS Helpdesk.  Funeral homes who are aware of Ohio physicians interested in converting to electronic registration may share our Electronic Certification Information form which doubles as a sign-up form, or direct that doctor to the Stakeholder Support tab for e-physicians shown above. 

Death Record E-Filing

Any funeral home using EDRS to create a death record in Ohio may use email to submit a paper death record signed by the physician to the local Vital Statistics registrar for filing.  Please use this Request to E-File cover sheet when emailing a death record to a local office; the form also contains the death record e-filing email addresses for each local office in Ohio. 

Getting Started/User Changes in EDRS

If you are a new funeral director in need of access to the Electronic Death Registration System (EDRS), a funeral director changing your place of employment, or a funeral director who is leaving the profession, please submit a copy of our EDRS User Support Document form to request the appropriate changes to your EDRS access.  The completed form should be sent via email to VS.Helpdesk@odh.ohio.gov, or via fax to the VS Helpdesk at 614-564-2420. 

A new funeral home, a funeral home changing its name or location, or a funeral home in the process of shutting down should complete and submit a copy of our EDRS Facility Support Document to make changes to the funeral home information table in EDRS.  Again please submit the completed form via email to VS.Helpdesk@odh.ohio.gov or via fax to the VS Helpdesk at 614-564-2420. 

EDRS User Guides

The overall EDRS guide for funeral directors interested in learning to create death records includes information on the workflow for the recent EDRS enhancements to coroner-certified death records.  For step by step instructions for completing the new electronic death correction please review our Death Correction guide.  For more information regarding EDRS please use the IPHIS/EDRS General Info tab on the top of this page. 

Burial Permit Fee Report 

Sub-registrars need to report their permits on a monthly basis to the Ohio Department of Commerce Division of Real Estate & Professional Licensing using a copy of the Burial Permit Fee Report available for download. 

Medical Certifiers – Cause of Death, Electronic Signature, FAQs

Every death record needs input from both the funeral director (for the demographic information) and the medical certifier (the physician or coroner who determines the cause of death).  Many questions about who can sign a death certificate including who can be considered an “attending physician”, can be answered in this statement from the State Medical Board of Ohio.  You may also find helpful this September 2015 memo from the Director of the Ohio Department of Health announcing that funeral directors may accept scanned/emailed or faxed copies of death certificates with the signatures of physicians. 

Birth Facilities

This tab is for hospitals and other birth facilities in the State of Ohio and contains the most recently updated guides and worksheets for entering birth records into IPHIS/EDRS.  If you are a new IPHIS/EDRS user at a birth facility please refer to the New Users section on the "IPHIS EDRS General Info" tab above or contact your Facility Administrator to make a request using our IPHIS Facility User Support form via email to VS.Helpdesk@odh.ohio.gov for an account to be created.  Your username and initial password will be emailed to you and your Facility Administrator upon creation of the account.  If you are making changes to your Facility Administrators, use the IPHIS Facility Support form and send it via email to the VS Helpdesk once it has been approved by your hospital executive. 

Reminder - Changes to Birth Records

With the move to electronic registration of all Ohio births it is important for birth facility clerks to remember the non-medical information on a birth record cannot be changed through an unlock request once the record has moved to registered status.  Information on the CCHD, Hearing, Immunization, and Crib tabs can be updated by clerks with those specific user roles, but on a registered birth record all demographic information (names, places of birth, dates of birth) must be updated by affidavit or court order.  For further details, please consult the IPHIS Guide for Birth Facilities listed below. 

IPHIS Guide for Birth Facilities

The most recent version of the IPHIS Guide for Birth Facilities encompasses all of the topics discussed on this page and includes information on viewing reports, correcting information, surrogacy, and pending records in IPHIS. 

Surrogacy/Divorce

Birth clerks should contact the Vital Statistics Registration department (VS.Registration@odh.ohio.gov) or the VS Helpdesk (614-466-2531, option 2 then option 3) regarding surrogate births PRIOR to initiating a birth record in IPHIS in order to validate the supporting evidence. A surrogate mother may contract with intended parents prior to a birth to legally define which names must be assigned on an Ohio birth certificate. A probate court with legal jurisdiction may order the names of the genetic parents onto a birth certificate prior to or after the birth. Court supported documentation of a surrogacy agreement, or court documentation specifying parentage for recently divorced/separated mothers, should be sent to VS.Registration@odh.ohio.gov for approval prior to creation of the birth record in EDRS.

Dashboard User Guide for Hospitals

The data dashboard was developed to improve the quality of birthing data in Ohio.  With the system, hospitals are able to keep track of the quality of their data.  It gives hospitals access to timely information for improving their data by addressing issues of incompleteness, omissions, and wrong information.  It provides hospitals with a listing of actual birth certificate numbers containing problems allowing them to correct their errors and enhance the quality of their data.  Hospitals are also able to compare themselves to their peer groups and to facilities statewide measured against ODH standards for data quality.  ODH/VS has created a Reporting Dashboard User Guide for Hospitals if you are a new user of this dashboard. 

For more information, or to get enrolled for access to the dashboard, please contact the Statistical Analysis Unit via email. 

Forms Requests

Birth facilities who need copies of ODH paper forms, including Fetal Death reports, should complete the fax request form.  Please be aware that paper copies of the brown Acknowledgment of Paternity affidavits, form JFS07038, must be ordered directly from the Ohio Department of Job and Family Services (ODJFS) through their website. 

Coroners

This page is maintained by the Bureau of Vital Statistics for Ohio coroners, deputy coroners, and staff.  If you are a member of the public needing a certified copy of a vital record or general information about our records please visit “How to Order Certificates” page.  

CDC Mobile Reference Guide to Death Certificate Completion

The National Center for Health Statistics, a part of the Centers for Disease Control (CDC), has released a version of their reference guide for cause of death completion in a mobile app form.  This is intended to be a resource for physicians and coroners certifying the cause of death on vital records, and is a well-reviewed source of information on determining the appropriate information to include on a death certificate.  Please download the app in the Google app store, or download the app in the iTunes app store, as appropriate for your mobile platform of choice. 

Electronic Death Record Certification Reminder

With electronic certification for Ohio coroner death records and medical supplements, the coroner and funeral director signatures function independently of one another.  It is not necessary for the funeral director to sign and certify their portion of a death record before the coroner signs.  In some cases a funeral home may be waiting for the coroner's certification to determine the date of disposition, may wish to print a draft copy of the record for the family to review, or may need to make updates to non-medical information on the death record.  Once both certifications - funeral director and coroner - are done the death record moves immediately to registered status and no changes or draft copies can be made.  For this reason, we ask all Ohio coroners and deputy coroners to not update any of the funeral home fields on the Completed tab in EDRS. 

Electronic Death Registration System (EDRS) Updates and Guide

Ohio death records in our Electronic Death Registration System (EDRS) that are certified by a coroner with a pending cause of death have medical supplements with fully electronic registration.  Paper copies of medical supplements continue to be necessary for 2016 and prior year death records, but coroners and deputy coroners can certify and electronically sign supplements for deaths occurring 1/1/2017 and onward. 

The coroner guide to EDRS has been updated to reflect the changes to certification of death records and medical supplements for new death records.  Download a copy of our coroner EDRS guide if you have questions about death certificate entry. 

Tip Sheet:  Correcting Mistakes on a Death Certificate

This tip sheet explains the process of changing a death certificate before it is filed, when to use an affidavit, and when to use a medical supplement.   

Tip Sheet:  Entry of Unknown Date or Time

EDRS was programmed to interpret “99” as an unknown value in date and time fields. This tip sheet gives examples for using “99” in date/time fields.

E-Physicians

This page is for physicians using Ohio's Electronic Death Registration System (EDRS) to certify death records (a.k.a. "E-Physicians") and physicians interested in joining EDRS to certify their death records electronically.  The Bureau of Vital Statistics is currently reaching out to doctors and facilities across the State of Ohio to transition physicians who certify large numbers of death records to electronic certification.  If you or your facility are interested in signing on to EDRS as e-physicians please contact our Vital Statistics Helpdesk by email at VS.Helpdesk@odh.ohio.gov to begin the process. 

Dr. Charles von Gunten, MD, PhD

Why Electronic Certification?

Dr. Charles von Gunten, M.D., Ph.D., of OhioHealth discusses the advantages of electronic certification for their physicians, administrative team, and patients in the video linked to by the image. 

Start With "Electronic Certification Information"

The Bureau of Vital Statistics has created a document with some basic introductory information for physicians interested in electronic death certification.  If you have questions about how the process works, the benefits/impact to your practice, or information on signing up our Electronic Certification Information sheet combines those answers with our EDRS sign up forms for doctors and their staff. 

EDRS Demonstration Video for E-Physicians and Clerks

Physicians and members of their staff who are in the process of converting to electronic certification of death records can view our video that demonstrates how to use EDRS to locate assigned death records, complete the Cause of Death information, and certify the record.  This video is a basic overview of how e-physicians will interact with EDRS and may be helpful to physicians who have general questions about our vital records system.  A full guide to EDRS for e-physicians is available by contacting the Vital Statistics Helpdesk. 

Adding The E-Physician User Role 

If you are a physician who has been contacted by the Bureau of Vital Statistics about converting to electronic certification, or if you are a coroner who also certifies death records in your private practice and you wish to have that role included in EDRS for electronic certification and registration, please complete the E-Physician User Support Document and email it to the Vital Statistics Helpdesk at VS.Helpdesk@odh.ohio.gov to have your role as a physician added to our tables and to your login options. 

CDC Mobile Reference Guide to Death Certificate Completion

The National Center for Health Statistics, a part of the Centers for Disease Control (CDC), has released a version of their reference guide for cause of death completion in a mobile app form.  This is intended to be a resource for physicians and coroners certifying the cause of death on vital records, and is a well-reviewed source of information on determining the appropriate information to include on a death certificate.  Please download the app in the Google app store, or download the app in the iTunes app store, as appropriate for your mobile platform of choice.   

Non-ODH Resources

  • The National Center For Health Statistics (NCHS) collects data from vital records in every state and reporting jurisdiction across the United States and uses that data to generate reports on trends in public health.
     
  • The Ohio Revised Code (ORC), specifically Chapter 3705, provides the statutory framework for the Bureau of Vital Statistics.  The Ohio Administrative Code (OAC) defines some of the ways in which the Bureau of Vital Statistics works to comply with the ORC. 
     
  • The Ohio Board of Embalmers & Funeral Directors (BEFD) handles licensure, continuing education, and statutory compliance for embalmers and funeral directors in Ohio. 
     
  • To access contact information for funeral homes visit the Ohio Funeral Directors Association (OFDA) website and click the link at the bottom of the page labeled "Find a Funeral Home". You can search by city and/or name to find the address and phone number of local business partners. 
     
  • The Ohio State Coroners Association (OSCA) provides a professional organization for coroners in Ohio including continuing education and discussing and encouraging methods to improve the office of Coroner. 
     
  • Local Courts of Common Pleas interact with our vital records in many ways: issuing marriage licenses and divorce decrees and certified copies of those documents, filing delayed birth registrations, amending birth and death records, approving legal name changes.  Each local county court maintains its own online information.  
     
  • The Ohio History Connection has a large collection of vital records from both the pre-Bureau era and from records beyond our mandate to maintain as well as historical records of all kinds.