Enter a death record (FH) Funeral Directors and Funeral Home Staff Jan-14

MINNESOTA REGISTRATION & CERTIFICATION (MR&C)

HOW TO ENTER A DEATH RECORD

1. Click the Death tab.

2. Select Enter death record from the Tasks menu.
3. Reminder: Fields marked with a red asterisk are required.

4. Enter basic information for the death record.

a. The SSN (Social Security Number) field accepts numbers only. Do not enter hyphens or slash marks.
Enter the SSN or choose one of the options listed if the SSN is unknown, the decedent has no SSN or
the SSN is not obtainable.
b. Dates must be entered in the following format: mm/dd/yyyy or by using the calendar picker.
c. Date of death has a companion field to record whether the date is the ACTUAL DATE OF DEATH (the
default), the DATE BODY WAS FOUND or COURT DETERMINED DATE OF DEATH. If the date entered
as the date of death is not the actual date of death, click the arrow on the drop down menu to make
the appropriate selection.
d. During a pandemic, this question may appear: Could this death have resulted from influenza?
Note: The National Center for Health Statistics (NCHS) monitors and records pandemic deaths. When
the question appears, it is a required field; answer to the best of your knowledge.
5. Click Save & Continue.

6. The DECEDENT I node is populated with the information just entered.

a. Time of death has three fields. The first field records whether the time of death is the ACTUAL TIME
OF DEATH, the TIME BODY WAS FOUND, or UNKNOWN TIME OF DEATH. The two remaining fields
capture the time in HHmm format as well as defining which clock is being used (12-hour (AM/PM) or
24-hour).
b. Enter the Country and State of the decedents birth using the drop-down menus.
c. Type the first few letters of the birth place city in the City field; click Search. Click the down arrow to
the right of the search button to select the City.
7. Click Continue.

8. DECEDENT II - Complete Decedents residence information.

a. If the decedents residence was a nursing home at the time of death, click the check box and use the
drop down menu to choose the facility. The address fields for the selected facility will auto populate.
b. Click the drop-down menu to complete Inside city limits?
9. Use the drop-down menu to select the decedents Education level.
10. Select Yes, No, or Unknown for Ever in US armed forces?
11. Complete the Usual occupation and Kind of business/industry fields.
Note: If the decedents age is less than 14 years, these fields will be inactive and are not required.
12. Select the decedents Race and Hispanic origin.
13. Click Continue.

14. DECEDENT III - Enter the decedents Marital status at time of death. If the decedents marital status is
Widowed (and not remarried), the spouses name fields will not allow data entry.
15. Enter the names of the decedents father and mother.
16. Choose whether the informant is an individual or an entity. The fields available for data entry are dependent
on this choice.
17. If the informants address is the same as decedents address, click Same as decedent.
18. If the informant has a different address, complete the address fields as in 6b and 6c above.
19. Click Continue.
Enter a death record (FH) Funeral Directors and Funeral Home Staff Jan-14

20. PLACE OF DEATH - Choose the Type of place of death from the drop-down menu.
a. If the place of death was hospital, hospice, nursing home or long term facility, click the drop-down
menu to select the Facility name from the list. The remaining fields will auto populate.
21. Click Continue.

22. DISPOSITION - Select as many method(s) of disposition as apply.

a. Selecting Burial or Entombment will open the Cemetery information pane. Choose the cemetery
name from the drop-down menu. The remaining fields in the pane will auto populate.
b. The Authorization for final dispositions pane will open if Cremation or Donation are chosen. Select
the Medical Examiner/Coroner from the drop-down menu and the crematory name from the Facility
drop-down.
23. Complete the Funeral home (or other institution) information.
a. Institution type and Establishment name are prepopulated from the users profile information.
Select another institution type and/or establishment name if necessary.
b. Choose the Funeral director name from the drop-down menu. The remaining fields will auto
populate.
24. Click Continue.

25. MEDICAL CERTIFIER - Select Yes or No to respond to the following question: Could the manner of this death
be Accident, Homicide, Suicide, or is this Death pending investigation or will the Cause of Death be
provided by Coroner/ME?
CAUTION: Once the response has been selected there is no possibility of returning to the question.
a. If the response was Yes, click the drop-down menu to the right of License number * (where it
reads Not in physician list). Select the appropriate medical examiner. The fields will auto populate
with the medical examiners information.
b. If the response was No, use one of the search boxes to find the medical certifier. Click Search.
MR&C will display the results of the search in the License number * drop-down. Click the down
arrow and select the physician. The fields will auto populate with the physicians information.
26. Click Save, then click Finalize fact of death.

27. FINALIZE FACT OF DEATH - Click File fact of death.

a. If mandatory fields are missing or entries require validation or correction, these will be displayed
under the section heading(s) in which they occur.
i. Click the section heading(s) over the red error message(s) to go to the pages that require
correction or completion. Click Save on each page that required correction/completion.
ii. If the physician is not currently an MR&C user, a validation error will display under the
Medical certifier section with a reminder to print and fax the worksheet to the medical
certifier. Click the box to acknowledge the reminder.
b. If all checks are passed, the screen refreshes and displays the message, Fact of death filed
successfully.
28. Click the Finalize filing link.
29. Click File fact of death. The page refreshes with the message, Fact of death filed successfully.