ROVER Funeral Director Training Video Script 01_Introduction Thank you for your interest in our online ROVER training for death certificate completion. ROVER has been used to register birth certificates since 2009 and death certificates starting in 2010. Oklahoma funeral homes have been mandated by the State to use our system since July 2012. Let’s get started. 02_Main_Page This is ROVER’s main page. A couple keys to making your ROVER experience a great one. First, please use Internet Explorer. If you can, find version 9 or 10. Otherwise, ensure you are viewing the web page in compatibility mode. Second, ensure you have ADOBE acrobat reader installed. These two programs work together to display our website and help you print draft files. They can be downloaded through our “First Time Users” link at the bottom of this page, or by searching google for them. To start, all you have to do is click the LOGIN button. 03_loginpage You will then be taken to a page asking for your username and password. The production site will not have the “THIS IS TRAINING” warning you see here. For our example we are typing in funeral_training with a pre-set temporary password. 04_loginpage When you log in with your temporary password, you will be asked to create a new one, as well as setting up a personal question and personal answer. Your password must be between 8 and 13 characters in length, contain a number, a special character, and have a mix of upper and lower case letters. 05_mainpage Once you log in, you will be taken to a ROVER starting screen. You will be able to see any records assigned to your funeral home here. Records can be assigned to you by the Medical Examiner when they have the decedent at their facility prior to you picking up OR possibly another funeral home started the case but the family changed their mind and want your facility to handle the decedent. When you see a case pending in the Open Cases Queue, you click Process to enter the data and get the record ready for the funeral director to sign. 06_newcase Sometimes your funeral home will be starting the case – it has not been assigned to you by the Medical Examiner’s office or another facility. For this training purpose, we will start a new record. On the ROVER starting screen, click on the word DEATH. 06a_newcase Now click on the words CREATE CASE. 06b_newcase You will need to enter the five pieces of information to start the case. Throughout this video I will be using the MOUSE to help illustrate where I’m going, but when you go through the system you will want to use the TAB key on your keyboard to navigate. This will ensure that drop down selections made are committed to the web page, and will help ensure you don’t get warning popup messages unnecessarily. For this training record, I will enter the decedent’s first name. REMEMBER: You are to use the decedent’s LEGAL name – not what they went by, or abbreviations like C.W. for Charles William for example. The death certificate is a LEGAL document and must contain the LEGAL name as it appears on the birth certificate unless the decedent had their name changed by the court or marriage. Touch the TAB key on the keyboard – and enter the decedent’s last name. To start the record, you do not need to enter the decedent’s middle name. You will have an opportunity to add the middle name later. 06c_newcase Touch the TAB key on the keyboard and enter the decedent’s sex. You can use the drop down menu OR for faster entry you can touch the M key for male, the F key for female and then TAB. You will now be on the Date of Death. The date is to be entered as month-month, date-date, with four digits for the year. For speed, you do not need to enter the slashes between the month, date, and year. When you touch the TAB key ROVER will put the slashes in for you. Make sure you use the TAB key on the keyboard. Next you need to enter the decedent’s Date of Birth. Enter the date of birth in the same manner as you entered the Date of Death. When you touch the TAB key you can click on the SEARCH button to begin your case. 07_Recordslist On the Records List page, you will see the message “There were no results that matched your search.” The system has cross-referenced the data base and is telling you there is no record in the system with the first name, last name, sex, date of death, and date of birth information you entered. If a case had been entered by the Medical Examiner but not assigned to you, you would see the decedent’s name shown, and you could accept the case, and continue entry. However, for this training, no record exists for the decedent. Click on Create New Case 08_Tab1_item1 Now that we’ve opened a new case for our decedent, we can see that Rover is a TAB based system. At the top you see TABS 1-10. As a Funeral Director, you will be able to enter data into TABS 1 through 5 plus TAB 10. You will also notice the information you entered to start the case has now populated over to TAB 1. If the decedent has a middle name, click on the Middle field and enter the middle name. TAB down to Last Name Before First Marriage. If the decedent’s last name is the same as their current last name (never married, or returned to their maiden name after being widowed or divorced) Click the small box next to “same as current last name” . However if their maiden name is different than their LEGAL name, enter their last name before first marriage – or maiden name – in the field and TAB down to the next section. 09_Tab1_item2 Item 2 is the decedent’s sex. The sex pre-populated over from the starting information. TAB down to the next section. 10_Tab1_item3 In section 3 you will enter the decedent’s social security number. As with the date of death, you do not need to enter the dashes – simply enter the nine-digit number and TAB. The system will add the dashes for you and automatically advance you to item 4. 11_Tab1_item4 Was the decedent ever in the US armed forces? Enter a “Y” for yes – a “N” for no – or a “U” for unknown. Data purposes do not need to know the status of the decedent’s discharge from the military as if honorable or dishonorable – simply if they were ever in the service. TAB down to the next section. 12_Tab1_age Since the date of death information is still populated from our initial search, go straight to the age measure box. This is how you are measuring the decedent’s age. Enter “Y” for years, or for an infant, “M” for month/days, or “H” for hours/minutes. Once you have that selected, TAB down to the next section. 13_Tab1_finish The date of birth is now highlighted. The date pre-populated over from the start information. Check the date and make sure you have the correct date. TAB out of the Date of Birth section. Because you have started a new record, you want to save your information. Additionally, you want to activate the Social Security verification. The verification will be initiated when the record is saved. To save the record and initiate the verification process, click on FINISH. You will be on a ROVER Warning screen showing you all the items you have not completed. Go all the way to the bottom of the page and click on Save (as Pending). 14_successfultransaction On the Successful Transaction page, click on Return to Record. Your new record has now been saved. 14a_returntorecord You will be taken back to TAB 1 and you will see the verification status of the Social Security number you entered. We cannot see the verification status on our training record but hopefully the message will show you the number was verified. If the verification message is telling you the verification has failed, check the number you entered to make sure a data entry mistake has not occurred – then call the informant and verify you were given the correct social security number. If the information is correct, go to the field under the number and select “Verified with informant” from the drop down. DO NOT try to manipulate the decedent’s name (from Joe to Joesph, for example) trying to find a match to the number. Many times the name registered at Social Security is different or a different spelling than the LEGAL name you entered. It is okay and Social Security will be notified of the death and will sort out the name discrepancy at their end. If the number verified, or you marked “verified with informant” click on Next to move to TAB 2. 15_Tab 2 –item 7 Tab 2 is for the decedent’s information. The decedent’s birthplace is the first section for information entry. United States is already populated. If the country is somewhere other than the United States, click on the drop down to select another country. However, if United States is correct, TAB down to the STATE of their birth. Again, ROVER is built for speed. You can begin typing the state and the information will auto-populate for you. If the state is not correct, touch the first letter of the state again for the next state in line. (O will bring up Oklahoma – but if you want Ohio, you can just touch O again) TAB down to the City list and begin to type the name of the city. As with state, the auto-populated city might not be the correct one, you can touch the letters again. Touch the TAB key to move down to item 8. 16_Tab 2 – item 8 Enter the decedent’s address. You can enter a rural route now in the address field but you will NEVER enter a post office box. If the decedent’s address contained an apartment number or space number for a mobile home, enter the number in the apartment number field. If the address is not an apartment or space, DON’T enter anything in the field. TAB down and complete the rest of the information in 8, and move onto 9. 17_Tab 2 – item 9 You can select the marital status from the drop down then TAB to move on. 18_Tab 2 – items 10, 11, 12. Based on the selection you made on the Marital Status filed, Rover will open up the correct fields 10, 11, and 12. If a parent name is not known, you can click the “unknown” box, touch the TAB key, and the unknown wording will populate for you. For example, if you know the mother’s first name but not her maiden name, you would enter her First Name then Unknown for her maiden name. Tab out of the field and click on the Next button. 19_Tab3_item13 Tab 3 contains decedent history information, including Hispanic origin, race, education, and occupation. You want to click the appropriate selection for each one. 20_Tab3_item14 Item 14 is for the Race. Some people have more than one race. They are Black & White, or White & American Indian, or Black & Vietnamese, for example. Click the race or races that apply to the decedent. If you select American Indian, the Indian tribe selection fields will open, and you will select the tribe or tribes of their race. TAB to move down. 21_Tab 3 – item 15 Item 15 contains decedent’s education. From the drop down list, select the highest level of education for the Decedent. Unknown, Refused, and Not Obtainable are also allowable selections if the information is not known. 22_Tab 3 – item 16 Items 16 and 17 deal with occupation and type of industry of the decedent. Keep in mind, the Occupation is what the person did when they went to work – ditch digger, floral designer, secretary. The kind of business / industry is the TYPE of business NOT the name of the business. So Ditch digger would be possibly utility company – floral designer would be florist – secretary would be law firm. Many times the family wants a more descriptive occupation and industry - like First Battalion Fire Chief, firehouse number 6. Remember, the occupation and industry responses go to the CDC and are categorized. If an occupation and industry don’t fall within a category, the response is sent to a miscellaneous group – so the decedent’s life’s work will not count in statistics. By keeping the occupation and industry streamlined, the CDC will be able to categorize certain occupations and industries with particular types of death. First Battalion Chief at firehouse 6 is better served in the obituary. Once you TAB out, click Next. 23_Tab 4 – item 18 We are now at Tab 4 – the Informant’s information and the Method of Disposition for the deceased. Enter the Informant’s First, Middle (if applicable), and Last names by tabbing to move down through the fields. TAB will move you on down to the relationship. From the Drop down, select the relationship of the informant to the decedent and TAB to move on. Then you will be moved to a small box beside “Address same as decedent’s residence”. If the informant lived at the same address as the decedent, click the small box and touch the TAB key. The decedent’s address will auto-fill for you. If the informant and the decedent had different addresses, simply TAB one more time and the address field will be available for you to enter the informant’s address. TAB will move you to the next field as you enter the address information. Continue to TAB to the next section. 24_Tab4_item19 If you look to the right side of the page, you will notice all three sections are “yellowed out”. Click on the box next to the method of disposition, touch the TAB key. You will notice the area or areas on the right will turn white – depending on the method. Burial will open up the center section at the right for the name of the cemetery. If Cremation is selected, the top and bottom sections will open up for the Crematory information and the Cremate/Cremation permit information. If Removal from state is selected, the center section will open up allowing the information for the out of state facility to be entered. When you have entered the appropriate information, TAB out of the field and click Next. 25_Tab5_item22-24 Tab 5 contains your funeral home and funeral director information. When you log into ROVER, the system recognizes you and your facility according to your set up information. In Items 22-24 you will see your funeral home and address. It is ‘yellowed out’ because it is a set field according to your set up. Click two times on the first field under Item 23 – Funeral Director where you see the option Oklahoma funeral directors. A list of the funeral directors assigned to your facility in the system will be displayed. Locate your name or the name of the director who will be signing the record and click on their name. Touch the TAB key to hold the selection. Oklahoma DOES NOT require the Embalmer information so at this point you have completed entering data into this record. Now you need to tell the system what to do next. Click on TAB 10. 26_Tab10_caseactions Think of TAB 10 as the “directional tab” of ROVER. The information on TAB 10 will direct the system to the appropriate area for completion of the record. First, you will notice the COMMENTS AMONG USERS ABOUT CASE box. The Comments box is where you will enter helpful information for the on-line physician, the medical examiner, or us here at the State. Enter DOD: (for date of death), TOD: (for time of death), POD (for place of death). When you have entered your comments, press the TAB key to move on. 27_Tab10_Assign-Transfer-Notify There are three separate areas to send your record. The first is the Assign/Transfer/Notify Physician section. If the case is a burial, a natural death, and the medical examiner is not involved with the cause of death you can send the case to the decedent’s primary care physician for completion of the medical portion of the record. Our Field Services staff are currently training Oklahoma physicians on the ROVER system so the decedent’s physician may or may not be electronic. To send a certificate to a physician for signing, click on the field beside “ACTION” under Assign/Transfer/Notify a Physician and open the drop down box. Click on “Request Medical Certification” and touch the TAB key.The field beside “Select Physician” will turn blue. Click the drop down arrow to open a list of the physicians currently trained on ROVER. Look over the list. If the decedent’s physician has been trained in ROVER, their name will appear. Click on their name and TAB. You will see the assignment of the physician in the Case History box at the lower right. 28_Tab 10 – Assign-Transfer-Notify If you DO NOT see the doctor’s name, it means the doctor has not been trained on the system. In this case, you would just change the Doctor field back to “Select” and move your cursor back up to “ACTION” and open the drop down box. The selection you would pick here is “CERTIFIER NOT LISTED – DROP TO PAPER”. This selection is telling the system that the medical certifier is not trained in ROVER and the funeral home needs to print a certificate out to take to the physician to be completed manually. You will see that notification in the Case History box if it were selected. 29_Tab10 – Assign-Transfer-Notify FH The second area is the Assign/Transfer/Notify Funeral Home section. Occasionally, a family will begin a case with your funeral facility only to come back and tell you they want to use another facility. Sometimes the family tells the Medical Examiner which facility will be handling the case then they change their mind but the M.E. has already assigned the case to you. You might have already started the case and have information entered. You can go to the Assign/Transfer/Notify Funeral Home and “TRANSFER TO ANOTHER FUNERAL HOME” on the Action field. TAB out and a listing of Funeral Homes will open. Go down the listing until you find the funeral home for the transfer. Select the facility and TAB. You will see the transfer noted in the Case History box. The case will leave your open case queue and show on the new funeral home list when they log in. 30_Tab 10 – Refer to ME The third area is for Medical Examiner assignment. If the case is a CREMATION or if the decedent is being TRANSPORTED OUT OF STATE, the Medical Examiner must be notified. Both Cremations and Transports require a permit before the method can be carried out. Click on the field beside “Reason” and open the drop down listing. You can select either Cremation Permit or Transport Permit. Select the proper permit and TAB. You will see the notification to the Medical Examiner for the permit in the Case History box to the right. There are other times when a record must be referred to the Medical Examiner’s office. If the decedent is under the age of 18, OR the death was not in a facility, OR the cause of death was not a natural cause. All three of these types of cases must be referred and when you click on the Reason field, and open the drop down selections, select “OTHER”. Touch the TAB key and the “OTHER REASON” line opens up. You will be free type the reason in the box. Entries such as “DECEDENT UNDER AGE 18” or “DIED UNATTENDED AT HOME” or “DEATH AS A RESULT OF A FALL” are examples of data to be entered for that reason. Touch TAB and you will see the referral in the Case History box to the right. 31_Tab10_Tip One item to make note of: When you make any selection from one of the three sections on the SIDE, you will see the action in the CASE HISTORY box. If you leave the case and come back later to do more data entry, the selections you made in the selection box will default back to “Select”. DO NOT RE-SELECT THE ASSIGNMENT AGAIN. Always look at the Case History box. If you see the assignment in the history box, DO NOT re-select it. Multiple selections DO NOT make the record go faster, if anything, they slow down the record and can cause the record to hang up. ALWAYS check the Case History box first. You do not need to do any selections on the RIGHT SIDE of this Tab. 32_Tab10 – finish_button You are now finished with the data entry portion of the death certificate. Click the FINISH button to continue and you will be sent to the ROVER WARNING screen. 33_warning_screen Notice how ROVER gives a few warnings before letting you completely save the record. These warnings are telling you some information is missing. If you read the warning message, The following information must be entered to complete the PERSONAL INFORMATION section – the Personal Information section is the funeral home’s responsibility. Notice how the errors have a BLUE title, with black descriptions under them. The BLUE title is a hyperlink, and clicking on it will take you to the appropriate TAB in ROVER to correct information. This is very useful if you accidentally forgot to fill out any information. If you click the Blue title you will be taken straight to that field to correct it. After entering the missing information, click on Finish and you will be back to the ROVER WARNING screen. Some of the warning messages do not apply to you as a funeral facility – they are messages for the MEDICAL PORTION of the record. Even if you missed these questions, any error on this page can be ignored and you can at least save the record. This is important if you get interrupted or have to stop in the middle of completing a certificate. You can just save as pending with the errors, and come back to complete the rest at any time. So scroll to the bottom of the page and click on Save (as Pending). 34_Print_draft Sometimes you will see an error about contact information at the top of this screen. This error may or may not be visible, depending on if we have all the contact information for everyone tied to the record. Regardless, you can always ignore this message if it is visible. This page shows us that we can print a draft. As a funeral facility, you will want to print a draft to proof your data entry PLUS it is vital to have the informant proof the information. You might even want the informant to initial the draft page verifying they are approving the accuracy of the information. 35_Print_Draft_2 If anything needs to be changed, you would just log back in and make the changes, and go through the printing again if necessary. Let’s click the Print button to see what this would look like. Click on the Generate Document button. The image of the draft will be displayed. 36_PDF From here you can print the document and close the window to get back to ROVER. 37_Main_Menu_button Let’s click Main Menu to get completely out of this record and back to our main page, with the Queue. 38_FD_signing_intro When you AND the informant have proofed the record and the information is correct, it is time for the FUNERAL DIRECTOR to sign the record if the record is being sent to a physician not trained on the ROVER system – we refer to these cases as DROP TO PAPER because they are being printed out on paper for the physician to manually sign. DROP TO PAPER records must have the funeral director electronic signature before the record will print. If the record is being referred to a physician trained on ROVER, you will want to wait to sign the record until after the electronic doctor has completed and certified their portion. ROVER will give you a message on your Main Screen telling you the COD (cause of death) has been certified – at that time you, as the FUNERAL DIRECTOR, can go into the record and sign. From the main screen – open cases – follow the case name across to the right and click on PROCESS. 39_FD_signing_enter_case This will take you to Tab 1 of the record. Click on Finish and Save (as Pending). 40_FD_Signing_sign_now This will take you to the Successful Transaction screen. Under the heading of OTHER OPTIONS, you should see an option for SIGN NOW. Click on SIGN NOW. 41_43_signing ROVER will automatically show you your secret question and give a space for your secret answer. Once your answer is entered, press the TAB button to move to the checkbox asking you to “Acknowledge Death Case Certification”. Check this box and the Continue button will change from Grey’d out to clickable. Click Continue to finish signing the record. 44_FD_signing_D2P If this had been a DROP TO PAPER, you would see a DROP TO PAPER print option at this point. If you are sending this certificate to a physician for manual completion – meaning the doctor is NOT ROVER trained, you will click DROP TO PAPER then GENERATE DOCUMENT to print a certificate without the Draft watermark for a physician to complete the record. When the document has printed, you would click CONTINUE and go back to the Successful Transaction screen. 44_FD_signing_success You will receive a message notifying you the case has been successfully signed. Click continue again. 45_logout Finish releasing the record by clicking MAIN MENU. If you signed the record for a DROP TO PAPER case, you will notice the case is no longer visible because by signing the record you told the system you were finished with the case. If changes need to be made, the record must be unsinged before changes are allowed. Contact AskROVER either by email or phone for help with the un-signing process. Click the LOGOUT in the upper right corner. 45_theend This is the end of our online ROVER training. Completing a record in ROVER should only take a few minutes. If you are having any issues with drop down selections, printing, or just feel like completing the record is taking a long time, contact us and we can help. Please go back to the website to fill out a form with your personal information. There will also be a quiz in the form for you to complete. Once you are finished, you will need to save and email it to us. We will review the form, and get your account set up so you can be able to start using ROVER. Thank you again!