Death certificate guidelines as devised byTeam

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First found May 22, 2018

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Office of Vital Records
DEATH FILING INSPECTION GUIDELINES
FOR: Inspector of Initial Submission of Death Certificate
ALL DEATH FILINGS ARE FOR DECEDENT PRONOUNCED IN DEKALB COUNTY. All others must be
returned to the Requestor for filing in the county of death pronouncement.
Death filing requests will be inspected and accepted according to the following guidelines. All edits,
changes or exceptions are to be completed by the requestor.
SECTION
REQUIRED
Decedent’s
Information
 ALL fields must have a
value.
 “Unknown” is a value.
EXCEPTIONS
 Middle name not
required
 County is not
required in 14c
(mailing address)
Disposition
 All fields must have a
value.
 “Unknown” is NOT an
acceptable value.
 Certified initials are
not required (24a)
 Funeral home county
is not required (25a)
Pronouncer
 Only MDs and PAs can pronounce at hospital
 RNs may pronounce at all other locations
Cause of Death
 All fields must have a
value.
 “Unknown” is NOT an
acceptable value.
 Abbreviations are NOT
acceptable.
 SEE NOTES regarding
coroner/ME notification
and cause of death
(reverse side)
Certification
 All fields must have a
value.
 “Unknown” is NOT an
acceptable value.
 “Unknown” is
acceptable for the
intervals
 Part II is not required
 36 is not required if
male
 38-44: not required if
no injury noted (33a)
 SEE NOTES regarding
coroner/ME
notification and
cause of death
(reverse side)
 If not M.E. case, then
45-45b are
completed; then 4646b are not required
 Printed name not
required
COMMON ERRORS
 Reside in city limits” (7g)
 Member of armed forces?
(8)
 Mother’s name prior to
marriage(12)
 Autopsy findings left blank
 Accidental injury as cause
of death not accurately
checked in Manner of
Death (37) (See NOTES on
reverse side)
 Coroner not notified (34)
(See NOTES on reverse side)
Reference
Data located in “Cause of Death” 31, Part 1. Enter the Chain of Events
34. Was Case Referred to Medical Examiner or Coroner
37. Manner of Death
REQUIRED: Coroner/ME Notification
Key Words or Phrases
This list is not exhaustive. If these key words/phrases are listed in 31, Part 1, then No. 34 must be noted as “Yes”
and No. 37 must NOT be listed as “Natural” or “Could not be determined.” If there is any discrepancy, the funeral
home must reconcile with the coroner/ME.
Accident
Drug Intoxication
Heat Exhaustion
Laceration(s)
Alcoholic toxicity
Exposure
Heat Stroke
Overdose
Aspiration
Fracture
Hematoma
Poisoning
Brain Injury
Frostbite
Homicide
Suicide
Choking
Gunshot
Hypothermia
Toxicity
Traumatic
Key Words Indicating Injury Due To Accident
If present in 31, Part 1, then Manner of Death (37) must be marked as “Accident.” If not, the funeral
director must reconcile the discrepancy.
Abrasion(s)
Burn(s)
Crush
Hematoma
Laceration(s)
Adverse Reaction
Child Abuse
Dislocation
Hip fracture
Poisoning
Amputated
Concussion
Foreign body in
ear, nose, etc.
Hemorrhage following
injury or accident
Sprain
Avulsion
Contusion(s)
Fracture (not
pathologic)
Injury (accident) such as
fall; NOT due to disease
Wound (injury NOT
due to disease)
If there is only one condition such as “cerebral hematoma” shown on the death certificate, the
underlying cause of “hematoma” must also be indicated.
NOT REQUIRED: Coroner/Me Notification
Key words or phrases
Alcoholic Intoxication
Anoxia Brain Injury (if explained why)
Drug Abuse
Registrar: If the cause of death indicated a coroner/ME should be notified and the coroner/ME was
notified and refused jurisdiction, enter on the reverse of the certificate “coroner/ME notified and refused
jurisdiction.”
If you have any questions regarding when a coroner/ME should be notified, speak with the local
registrar or the State Office of Vital Records.
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