Hi, I'm James Lawson, Director and Registrar at the Registry of Births Deaths and Marriages Victoria. I'm excited to introduce the tutorials for our new core business system: Registry Information Online.
This tutorial will show you how to register as a stakeholder in Registry Information Online, set up the people in your organisation that will interact with BDM and use the new service partners online portal. You need to register to be able to use Registry Information Online. Pre-registering will help you prepare for the new system and make sure BDM holds your correct details. This tutorial is available on our web site you can watch it again and share it with others in your organisation. As a funeral director you can draft and submit death registration statements online from any device. You can track the progress of registrations and applications. This is a simple and straightforward process. In addition, interim death certificates will be available for purchase when you know the coroner is investigating a death.
You can access Registry Information Online 24/7 anywhere using any device. On behalf of BDM, I'm pleased to announce this new service. Enjoy the learning.
This video tutorial will show you how to use BDM services online. If required use the scroll bar to navigate to the section you want to.
|Register as a stakeholder||1:32|
|Stakeholder representative actions||5:41|
|Using Registry Information Online||6:52|
|New death registration statement||9:07|
|Submit death registration statements||13:56|
|Paying for certificate requests||16:19|
|Organisations using system-to-system web service interfaces||19:24|
|Order an interim death certificate||20:27|
|Important tips for ordering certificates||22:12|
Register as a stakeholder (1.32)
Anyone who submits data to BDM must create a stakeholder account especially the ones using our online services. Stakeholder registration is available through the BDM website. To start click on the 'Service partners' link on the top right of the screen. Choose the type of stakeholder you are and click on the 'Register now' button at the bottom left of the screen. Before you start the registration process it is a good idea to collect all the documents that you will require. For funeral homes this means your funeral homes' ABN, a letter or email from a senior office bearer nominating you as your organisation's stakeholder representative. One of your government issued identity documents for example a driver's licence or passport to help BDM verify your identity. Once in the online form you'll be prompted to provide the required information. As a funeral home you'll be required to register as an organisation. Please provide all relevant details. The next session is about the representative of your organisation. Please provide details of an identity document so BDM can validate your identity Check the relevant box if you'll be a user of the Registry's system to submit death registration statements or make payments for certificates. Choose your username. We recommend that you use your individual work email address so it is easy to remember. Now you need to provide evidence that you are the nominated representative. Please upload a scanned copy of the letter or screenshot of the email from the senior office bearer of your organisation nominating you as a representative for your funeral home. [mouse scrolls down to field. Clicks and 'Add documents' window opens]. On the section called 'Other users', you can nominate individual users who will frequently interact with BDM. You will be asked to provide their names and individual work email addresses. Please note, organisation generic email address is not suitable for this step. The last step is to accept the terms and conditions. You'll be presented with two sets of terms and conditions. Both sets can apply to you, by continuing you will signify that you accept the relevant terms and conditions. For the stakeholder registration process you'll receive email correspondence informing you of the progress, or if you need to take any additional action in relation to your registration. Once the organisation and representative stakeholder account is set up, you'll receive an email with your username and temporary password which needs to be reset prior to start using the system. The nominated users will receive an automatic notification to progress with your registration. They will also be required to provide details of one of their government issued identity documents. All users registered for your funeral home will be able to see each other's transactions with BDM. As a stakeholder representative you can add or inactivate users once the organisation's stakeholder registration is complete Please note, if you are not a registered stakeholder, this means that your notifications will only be processed once BDM has verified and accepted you as a trusted stakeholder.
Stakeholder representative actions (5:41)
At the main menu the organisation stakeholder representative have specific actions that are only available to their profile. By clicking on the item 'Account' in the menu bar a drop down menu will present. 'Stakeholder details' where the representative can view and update the organisation and their own details. 'Invite users' When someone new needs access to interact with BDM simply provide their details, family name, given name and work email address, and BDM will send them a notification to start their account registration process 'Active users' where a list of current active users is shown, these users can be made inactive by clicking on the action link 'Deactivate'. 'Inactive users' where a list of users who have been made inactive is shown. These users can be made active again by clicking on the action link 'Resend invite', this menu is only shown to someone who have a representative stakeholder account, not to the nominated users.
Using Registry Information Online (6:52)
After receiving the BDM notification email with your username and temporary password navigate to the BDM website and click on the 'Service partners' link in the top right corner of the screen. The landing page shows all the service partners choose the type you are. Clicking the relevant link will take you to the logon screen. Click on the yellow 'Login for funeral directors' button on the top right of the page. If this is the first time logging in you'll be required to choose your secure questions and reset the provided password. Type in the username and password as supplied from the email from BDM, click 'Login'. The welcome page opens and shows the actions you can take step by step. You can navigate from the links provided on this page. When you're logged in at the top left-hand side of the navigation bar, you will see your username and the name of the stakeholder you are associated with [mouse hovers on the top left of the screen, showing the BDM logo]. There will be users who provide services to two or more organisations, at the time of login, they can choose which stakeholder organisation they want to be. The navigation bar at the top of the page shows options that are determined by your profile. For example funeral home users are presented with 'Death registration statement' and 'Certificate requests' menu items. Other items include 'Account', 'Help', 'About' and 'Log out'. Selecting 'Death registration statement' menu option a list opens and the options are 'New', 'Drafts' and 'Submitted'. Similarly selecting the 'Certificate requests' menu item a list opens and the options are 'New' 'Drafts' and 'Submitted'. As a tip if you want to return to the Welcome page click on the Births Deaths and Marriages logo in the top left of the page.
New death registration statement (9:07)
To start a new death registration statement either select the hyperlink in Step 1 or use the 'Death registration statement' menu item by selecting 'New'. The death registration statement form steps you through the information you need to provide to the registry. For example dynamic fields will present when a death is certified by a doctor or by a coroner [mouse scrolls down form, clicks on field that shows two options] After adding all the information you have at the time of creating a new death registration statement, click the 'Save as draft' button at the very bottom of the form. The system runs automatic validation rules based on the information you have provided. A message will appear at the top of the form confirming your draft has been saved. If anything is incomplete or incorrect bright-orange messages appear beside the relevant fields. This is your opportunity to review the information you keyed in. Please check it carefully as this information will be recorded on the register of deaths in Victoria therefore printed on death certificates. There is also a provision to order a certificate at this point. We will demonstrate how to do it shortly. Once saved, this draft death registration statement will appear in your drafts list.
Drafts list (10:52)
From the homepage there are two ways of getting to your drafts list click on the Draft lists link in Step 2 of your welcome page, or from the main menu bar click on the 'Death registration statement' menu item and then choose 'Drafts'. In the drafts list you can see all drafts created by users of your organisation. The drafts will have a status of ready for upload, incomplete or duplicate. From this page you can edit drafts by clicking on the 'View' link on the right of the table. There is ability to both request a certificate or delete certificate by clicking the link in the far right of the table. From the drafts list you can also submit death registrations to BDM this can be done individually or as bulk, simply use the 'Submit' button at the bottom of the table. If you try to submit the form before completing all mandatory fields you will get a message indicating that the drafts are not ready for submission. Return to the form, once all fields are complete you'll be able to submit to BDM.
Order certificates (12:14)
If you want to request a death certificate you must do it before submitting the death registration statement. You can request it from the draft list or order it while completing the death registration statement by clicking on the 'Order a certificate' button at the very bottom of the form. These instructions are shown on the Welcome page in Step 3. Payment for requested certificates can only be done from your submitted list. To order a certificate click on the 'Request certificate'. The form will prompt you for further information such as how many you want and the purpose on the order Progress through the order as prompted Once your draft notification with a certificate request is submitted the result of the requested order will be shown in the submitted list as a line item. In the certificate requested column a 'Y' short for yes will appear for the death registration statement submission. An item reference number will be automatically attributed to this line item right below it there is another line item which refers to the requested certificate If the certificate has been paid for a payment reference number will be presented on this line item and the receipt can be printed by clicking and opening it. Instructions in how to pay for your requested certificates will be shown shortly.
Submit death registration statements (13:56)
To submit a death registration statement go to the draft lists either from Step 4 on the welcome home page or from the menu bar and 'Death registration statement' item and in the 'Drafts' menu item. Only drafts with a 'Ready for upload' status can be submitted. For those with status 'Incomplete' you still need to provide or check some details. Clicking the 'View' button on the far right of the item will open the form. Complete the relevant details as requested. The form can then be submitted. If the stauts is 'Ready for upload', click the relevant item and use the 'Submit' button in the bottom left of the screen. Remember, certificates must be ordered prior to submission. You can order and submit multiple items at the same time by clicking on the check box of each item.
Submitted items (14:57)
From the main menu bar click on 'Death registration statement' and then 'Submitted'. This shows all the items submitted by all the users in the organisation. You can find out who submitted each item by looking at the column 'Author' on the far right. You can search by deceased family name or date of death or, you can sort the table columns by clicking on the active heading. All of your submitted items have been received by BDM. A notification number is automatically assigned when BDM has received the submission. You can use this to track registrations progress. The status column shows the progress of the registration 'In progress' indicates that BDM has received the notification and is processing it. 'Registered' indicates that the death is registered. At any time if you need to contact BDM about a registration please quote this number if a certificate has been requested with the item submission the order will only be processed once payment is completed. Paying for certificates requests will be shown next.
Paying for certificate requests (16:19)
Any payment needs to be made from the submitted list. There is no payment option from the drafts list Stakeholders have fourteen calendar days to pay for their requests and certificates If this time frame lapses, Registry Information Online automatically cancels the certificate request. Cancelling the request has no bearing on the registration of the death On the submitted list you can choose which items you would like to pay for. Items with a certificate request will show the letter 'Y' for yes on the column named 'Certificate requested'. Tick the item or items you want to pay for and click on the 'Pay for certificate' button on the bottom left of the screen. The payment process will start. You can pay for one certificate or many in the same transaction as long as the item status is still within the fourteen days from the request submission date. The next screen provides details of the registration. Select the button on the bottom left hand side called 'Start payment'. The next screen provides the transaction summary, where details of costs, delivery type and certificate type are shown. Clicking the 'Start payment button' will initiate the payment process. Payment can be made by clicking on the 'Payment method' drop-down menu the options available are credit card, PayPal or BPAY. Note if you choose BPAY the transaction is set to be cancelled after three days if payment is not received. These three days should be within the fourteen days from the certificate request submission. Credit card details are not stored in the registry system as we need to meet the requirements of the Payment Card Industry Data Security Standard. At the end of the transaction you will be presented with a confirmation screen. Once you confirm, the payment will be processed and the order is placed. Paying for certificates is a straightforward process simply order, pay and checkout To check whether your order has been paid, go into your submitted list and look for active hyperlinks on the 'Payment reference number' column by clicking on an active hyperlink you will see your purchase receipt which can be printed if required. When you pay for multiple items in the same transaction the payment reference number will be the same to all items related to the payment.
Organisations using system-to-system web service interfaces (19:24)
If your organisation decided to connect with BDM using automated system to system interface, your death registration statements will be submitted automatically to the registry. If you indicate that a certificate was required when submitting the death registration statement by interface, your nominated users will need to log into their stakeholder account and pay for requested certificates. Payments can be done individually or in bulk. If done individually each user can select the death registration statements they wish to pay for from the submitted list. If payments are to be done bulk organisations will need to nominate their officers, either administration or finance as users of the Registry Information Online system.
Order an interim death certificate (20:27)
All your organisation's users of BDM system can order interim death certificates online. There are two ways to order an interim certificate. The first way is when the death is known as certified by a coroner. This needs to be indicated on the death registration statement by choosing 'Coroner' in the death certification section. [mouse scrolls down for, clicks on field that shows options]. The second way to order an interim death certificate is when BDM reports the cause of death to the coroner. If this is the course of action taken, BDM will notify you via email. The first notification will be to inform that the cause of death has been reported for review. The second notification will be to inform if the review has been accepted, in which case a request for an interim certificate can be placed. To order an interim certificate after your death registration statement has been submitted, you need to go to the main menu and click on 'Certificate requests' option, choose the 'New' item. From that step the screens to order certificates are the same ones as previously shown in this video tutorial. You'll have fourteen days to pay for your certificate request before the request is automatically cancelled by the system.
Important tips for ordering certificates (22:12)
You can only request one type of certificates either standard or interim together with your death registration statement submission. This means that you can only order the other type of certificate through the 'Certificate requests' menu. As a suggestion if you know you require both certificates at the time of your death registration statement submission, place your requests one immediately after the other This will ensure you submit both certificate requests on the same day and do not miss out on the fourteen days payment elapsing time. Organisations adopting system to system interfaces can order their interim certificates using the same process explained previously.
Wrap up (23:06)
Here is a summary on how these features will assist you and your business. 24/7 status check of your submissions. You can save your statements as a draft until you have all the information required to complete it and then submit. All items created in the organisation account can be seen by all users this ensures your business continuity. Access to BDM online services through a web browser using desktop or mobile devices anywhere, anytime. Every progress in your transactions with BDM will generate an automatic notification via email or SMS.
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