Online Notification Of A Life Event

Vitalware provides third party data providers (including hospitals, birthing units, midwives, funeral directors, marriage celebrants and clergy) with:

  • Secure online access.
  • Simple online web form versions of legacy paper-based forms.
  • Submission of batches of life events via an XML file batch upload facility.
  • Temporary save and retrieval of records prior to submission to the Registry.
  • Search, retrieval and reporting of previously submitted batches.
  • Account management features, allowing them to manage their password and reset a forgotten password.

Vitalware allows:

  • Submitted records to transfer into the production system in real time or to be approved manually by Registry staff prior to transfer.
  • Reporting through pdf and XML. Other report formats can be supported.
  • Instant and complete record validation, including duplicate record detection, ensuring that only valid and unique life events are submitted to the Registry.
  • Full support for product ordering at the time of notification, including integration with the Vitalware POS system. Orders are invoiced to the organisation of the data provider while products may be delivered directly to the intended recipient.

The style, format and processing is similar for each of the web applications. Each of the interfaces provides a toolbar of functions that supports creation of new records, retrieval of temporarily stored records, saving records, submitting them to the Registry and producing reports. The field structure and layout of screens within the applications is completely configurable on site. All of the web applications are secure, requiring authenticated access (subscribing celebrants must be provided with an account before they can access the system).

Birth Notices & Birth Registrations

Vitalware includes a secure interface for hospitals to enter birth notification records interactively or in a batch. The Electronic Birth Notice System includes the facility for bulk uploading of birth information, and can also be integrated with many hospital systems:

BirthNotices 

An additional application is available for use by the general public for submitting family birth details. The hospital notification and family information are then matched in order to complete the registration:

BirthReg

Marriages Registrations

Vitalware includes a secure interface for marriage celebrants to enter details of an Intention to Marry and, subsequently, the actual Marriage. The Marriages Web Application (eMarriages) enables celebrants to enter all of the details of a proposed marriage and lodge this as an Intention to Marry with the Registry. When the marriage has been performed, the formal marriage application can be submitted and the appropriate documents produced.

Celebrants can store and retrieve their own records in eMarriages prior to submitting them for registration formally. Within the Registry, submitted marriage records are stored in a "holding" database. Authorised Registry users can verify those records, transfer them to the Vitalware Marriages Registration module and formally register them.

A web application is also included in Vitalware for the notification of Civil Unions.

Medical Certification & Death Notifications

The Vitalware Medical Certificate Notification web application provides a secure web interface for hospital users, medical officers or the coroner to log in and submit medical information related to a death event.

The Vitalware Death Notification web application provides a secure web interface for a funeral home user to log in to and submit burial / disposal information related to a death event.

Both systems can be used interactively or in batch mode. Vitalware automatically matches the information from the two sources to create a single death event record (alternatively, Vitalware can be configured so that the information is collected by one of the parties, e.g. funeral home, and submitted in a single operation).

Users are able to search previously submitted life event notifications online, but are restricted to notifications and batches submitted by their organisation.

The new event record can be automatically marked by Vitalware as registered or can be held pending confirmation of registration by an authorised Registry staff member.

Medical Certificate Notification:

Medical 

Death Notifications:

Funeral

Web Interfaces For Non-Centralised Registries

The Vitalware Birth, Death and Marriage web applications may be used by District Registrars to complete event registrations. All District registrars must be provided with an account before they can access the system.

The web applications allow District Registrars to maintain their own district registration number sequences, allowing for segregation of records by district as required. When submitting a registration, the District Registrar prints a barcoded copy of the registration for the parents to sign indicating that the information is correct. The barcoded forms are then submitted to the central Registry for scanning and are associated with the correct electronic registration based on the barcode.