EDRS Death Report Information Requirements
To complete an Electronic Death Registration System (EDRS) death report, you must document patient identification details, precise death information (date, time, location), specific underlying cause of death, resuscitation status, family notification details, and administrative certifications. 1, 2
Core Patient Identification Elements
- Patient's full name, medical record number, and date of birth must be clearly documented as the foundation of the death report 2
- Date and time of death should be recorded in a conventional format (HH:MM or similar) with precise documentation 3, 2
- Location of death must specify the exact place (hospital ward, ICU, emergency department, or other setting) 3, 2
Death Certification and Medical Details
The underlying cause of death is the most critical element and must identify the specific disease or condition that initiated the chain of events leading to death, not merely the terminal mechanism. 2, 4
- Avoid non-specific terms like "cardiorespiratory failure" which describe mechanisms rather than actual causes 2, 4
- Specify cardiovascular causes precisely (e.g., acute myocardial infarction, arrhythmia, cardiogenic shock, heart failure) rather than vague terminology 2, 4
- Document how the cause of death was determined (clinical judgment, laboratory findings, imaging studies) 2
- Record any resuscitation attempts including specific methods used (bag-mask ventilation, intubation, mechanical ventilation) 1, 2
- Note the presence of DNAR/NFR orders if applicable 1, 2
Clinical Course Documentation
- Brief summary of the hospital course leading to death should be included 2
- Vital signs and neurological status prior to death must be recorded 2
- Complicating illnesses that developed during hospitalization (respiratory distress syndrome, sepsis, acute renal failure) should be documented 2
- Removal of medical devices (tubes, lines) should be noted unless an autopsy is planned 1
Family Notification Requirements
- Which family members were notified of the death must be documented 1, 2
- Who provided the notification and when it occurred should be recorded 1, 2
- Whether family members were present at the time of death needs documentation 2
- Time provided to the family to be with the body should be noted 1
Administrative and Legal Documentation
- Confirmation that the death certificate was filed and by whom must be documented 1, 2
- Forms completed for the funeral director should be recorded 1, 2
- Other healthcare providers notified of the patient's death (primary care provider, subspecialists, medical home) must be documented 3, 1, 2
- Medical examiner/coroner notification should be documented as directed by applicable law 3
Cultural and Bereavement Considerations
- Cultural or religious considerations addressed in after-death care should be documented 1, 2
- Plans for formal condolences (card, call) need to be recorded 1, 2
- Referrals to bereavement services should be documented 1, 2
- Family members at risk for complicated grief should be identified 1, 2
Critical Pitfalls to Avoid
The most common errors in EDRS reporting involve incomplete time documentation, vague cause of death terminology, and failure to document family notification details. 2
- Never use "cardiorespiratory failure" as the underlying cause—this is a mechanism, not a cause 2, 4
- Do not omit precise timing of death and related events, as time intervals are more important than specific clock times 3
- Avoid incomplete family notification documentation, which creates legal and administrative complications 1, 2
- Do not fail to document cultural or religious considerations, as this represents inadequate patient-centered care 1, 2
Special Circumstances
For sudden unexplained deaths in children and young adults, obtain complete past medical and family history (including syncopal episodes, seizures, unexplained accidents, or sudden deaths in family members under 50 years old) and consider tissue preservation for genetic analysis of potential channelopathies 3