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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 click here.
 
If you are a Vital Statistics partner or stakeholder, please use the labeled tabs to find the support page tailored to your needs.  You can also contact our Vital Statistics Helpdesk at VS.Helpdesk@odh.ohio.gov or via phone at 614-466-2531, option 2, then option 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.  For the necessary cover sheet and a full list of the appropriate email addresses for each local VS office please click here.  

 

Registrar Directory

Updated 11/2019.   Please click here to view the current version of the Ohio Registrar Directory which contains contact information for all local vital records offices and their local, deputy and sub- registrars (the most recent month’s updates are summarized on the first page). The directory is updated monthly and reposted to the Stakeholder Support Site.  For the appointment of a new registrar or deputy registrar use our Change of Registrar Appointment Request form here and use the ServiceNow portal here or email VS.Helpdesk@odh.ohio.gov.    

 

To access contact information for funeral homes visit the Ohio Funeral Directors Association website at www.ofdaonline.org 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.

 

 

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 go directly to your IPHIS/EDRS login, click here

 

Citrix Download

IPHIS/EDRS requires a Citrix environment 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.  Select “Run” once the client has downloaded, and “Allow/Permit Access” when asked to give permission for Citrix to access your computer.  You can also click here and select "Download Receiver for Windows" at the top of the page to download the Citrix web client. 

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 the form linked here 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 a IPHIS User Support Document to ensure you have all of the necessary roles, located here.  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 form linked here 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 the EDRS User Support Document linked here.  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 the EDRS User Support Document linked here 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 Chrome, 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 Internet Explorer and going to your “Settings” menu option (may be accessed by clicking the gear symbol at the top right of the browser window).  Under “Compatibility View settings”, you can add the IPHIS/EDRS login page and the Application Gateway to the websites run in Compatibility View.

Periodically the security certificate for the IPHIS/EDRS login must be updated.  Users experiencing connection issues with an error message about security certificates should go to the Citrix Receiver download page here and re-install the newest version of the Citrix Receiver tool. 

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 click here.

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 click here to 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. 

Vital Statistics March 2018 Quarterly Broadcast for Funeral Homes

March 2018 marked the first of a planned series of quarterly broadcasts for our funeral home stakeholders across Ohio.  These broadcasts will be aiming at informing and refreshing funeral directors and funeral home staff on the intricacies of EDRS.  Click here to view our inaugural broadcast (requires speakers) and don't forget to review the Q&A portion of the presentation located below the video. 

Coroner and Physician E-Certification of Death Records

The Bureau of Vital Statistics is slowly expanding the 2016 update to EDRS that allowed coroners to sign and certify death records electronically to physicians across Ohio.  Our initial efforts will be targeted at facilities and physicians currently signing hundreds of paper death certificates yearly.  A full list of physicians participating in electronic certification can be found here.  Funeral homes who are aware of Ohio physicians interested in converting to electronic registration may direct them to the Stakeholder Support tab for e-physicians shown above. 

Death Record E-Filing Update

As of April 2018, VS has an updated request for approval form (available here) with a listing of the e-filing email address for all 110 local Vital Statistics offices across Ohio.  This means signed death certificates can be emailed with a request for approval form the local registrars who will review the certificate and accept or reject the filing within one business day.  Any funeral home handling a paper death record may participate.   

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, click here for the form used to make EDRS user account changes.  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 click here for a copy of the form user 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 Vital Statistics Helpdesk has created a number of guides for EDRS users learning the system or interested in reviewing.  The overall EDRS guide for funeral directors interested in learning to create death records can be found here, including information on the workflow for the recent EDRS enhancements to coroner-certified death records.  For tips on corrections to the death record made via affidavit, click here.  For more information regarding EDRS please use the IPHIS/EDRS General Info tab on the top of this page. 

Burial Permit Fee Report 

For sub-registrars who need to report their permits on a monthly basis to the Ohio Department of Commerce Division of Real Estate & Professional Licensing, a copy of the form can be found here

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.  Finally, a 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 is here

 

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 up above, or contact your Facility Administrator to make a request using this form linked here via email to VS.Helpdesk@odh.ohio.gov or via ServiceNow - 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 form linked here 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 beginning in 2017, it is important for birth facility clerks to remember that 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

An updated version of the IPHIS Guide for Birth Facilities, encompassing all of the topics discussed on this page and including information on viewing reports, correcting information, surrogacy, and pending records in IPHIS, can be found here

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 in order 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 

Birth Facility Staff:  Click here to review the Reporting 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.

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

Reporting Guide for Hospitals

For a guide to the reports available to hospitals through IPHIS, including instructions on creating and exporting your reports, please click here

Forms Requests

Birth facilities who need copies of ODH paper forms, including Fetal Death reports, should complete the fax request form here.  Please be aware that copies of the brown Acknowledgment of Paternity affidavits, form JFS07038, must be ordered directly from the Ohio Department of Job and Family Services at www.jfs.ohio.gov

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 click here

 

CDC Mobile Reference Guide to Death Certificate Completion

The National Center for Health Statistics, a part of the CDC, has recently 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 click here to download the app in the Google app store, or click here to download the app in the iTunes app store.  

Electronic Death Record Certification Reminder

When death records were signed and certified as paper records Ohio coroners would only see and sign a death certificate after it had been completed and signed by the funeral director.  With the electronic certification process for 2017 and forward for 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 checked 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

Beginning with deaths occurring in 2017, 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.  Click here for a copy of the new and improved guide. 

  

 

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 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 targeted in-patient medical 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 discuss options and availability. 

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 the left. 

Start With "E-Physician Essentials"

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 click here for a short introduction. 

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 but are unable to attend an in-person training session can click here for a 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. 

Current List of E-Physicians

As of March 2018 there are more than 100 physicians who are able to certify death records electronically.  For a full listing, please click here.   

CDC Mobile Reference Guide to Death Certificate Completion

The National Center for Health Statistics, a part of the CDC, has recently 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 click here to download the app in the Google app store, or click here to download the app in the iTunes app store.  

 

Non-ODH Resources

 

  • The National Center For Health Statistics 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, specifically Chapter 3705, provides the statutory framework for the Bureau of Vital Statistics.  The Ohio Administrative Code 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 handles licensure, continuing education, and statutory compliance for embalmers and funeral directors in Ohio. 
     
  • The Ohio State Coroners Association 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.  Click here for a directory of Ohio county courts maintained by the Franklin County Probate Court. 
     
  • 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.