eCedent Frequently Asked Questions:
Coroner Edition
Thank you for using eCedent, the online software that’s revolutionizing how death certificates are done! We’ve prepared a list of frequently asked questions and answers to help you get the most from eCedent. If you don’t see your question here, please scroll down for more information about how to contact our technical support team.
How do I login to eCedent?
What should I do if I forget my password?
How do I change my password or PIN?
How do I start working with decedent and incident records?
Why is the screen divided into left and right columns in some modules?
How do I open an existing incident or decedent record?
How do I return to the previous screen?
How do I add a new incident and enter data relating to it?
What are the ten Incident screens, found in eCedent, and what are their uses?
How do I find a previously existing incident?
How do I add a new decedent?
What are the 16 Decedent screens, found in eCedent, and what are their uses?
What is the purpose of the Reports tab?
What will I find under the Forms tab?
What is the purpose of the System Data tab?
How do I use the Sell Reports/Photos tab?
My question(s) was not addressed in this FAQ section! Where can I get help?
How do I login to eCedent?
Using your Internet browser, go to www.ecedent.com. Enter your username (your complete email address) and password on the right-hand side of the Home page, then click Sign In. Usernames and passwords are case-sensitive, which means you should enter them carefully, exactly as they were originally created (using a combination of upper and lower-case letters if needed).
What should I do if I forget my password?
Enter your username, then select Forgot My Password (located beneath the login area), and the system will guide you through a few simple steps. You will be asked to supply an email address (your username) where you want the password sent, and to click the Submit button. eCedent will send an email to you at that address, containing your password.
How do I change my password or PIN?
You can change your password and PIN anytime you like. After login, go to my account (see the link in the upper-right corner of your screen). Select Change Your Username or Change Your PIN. On the next screen, you will be asked to supply your current and new information, and to confirm the changes by clicking the Submit button. eCedent will send you an email containing your new password or PIN.
How do I start working with decedent and incident records?
First, you must be logged in. After successful login, the system will open your Home page, from which you can access all your cases. Across the top of the page, running from left to right, you will notice five main tabs or headings: My Incidents (which is also your Home page), Reports, Forms, System Data, and Sell Photos/Reports. These are the five main modules of the Coroner version of eCedent. More information about the purpose and function of each module is provided in this FAQ.
Why is the screen divided into left and right columns in some modules?
In the My Incidents, System Data, and Sell Reports/Photos tabs, eCedent will use the left-hand column of your screen to show you a list of options and other screens you can navigate to within that tab by single-left-clicking with your mouse. The main, right-hand portion of your screen displays the page you actually have “open” and are working in at that time. Notice that the title of your “open” screen will appear in bold in the left-hand column, giving you an easy way to tell instantly which screen you are working in and which others you may need to go to next. This function is especially helpful as you work your way through the ten Incident screens and the 16 Decedent screens.
At the Home (My Incidents) page, this left-hand list also gives you two additional options. It will show Add New Incident (for creating a new incident) and Find An Incident (a search function to locate existing incidents). On the larger, right-hand portion of the screen is your list of Open Incidents, including the incident number, decedent name(s) (because you may have multiple decedents for a single incident), and date recorded.
How do I open an existing incident or decedent record?
At the Home (My Incidents) page, look at the larger, right-hand portion of the screen. This is your list of Open Incidents, including the incident number, decedent name(s) (because you may have multiple decedents for a single incident), and date recorded. Simply single-left-click on an incident number OR decedent name to open that record.
If you open an existing incident, eCedent will take you to that incident’s “General” screen. On the left, you’ll see a list of all ten Incident screens, as well as a list of all decedents associated with that case. You will also see the Add Decedent option, at the bottom of the left column.
If you open an existing decedent, eCedent will take you to that decedent’s “Personal Data” screen. On the left, you’ll see a list of all ten Incident screens, as well as a list of all 16 Decedent screens, and the Add Decedent option, found at the bottom of the left column.
As you move from screen to screen, entering data about the incident or about any decedents, be sure to click the green Save button at the bottom of each page, or your data will be lost. After you click Save, eCedent will display a note on the screen telling you that your data has been saved, and (depending on the screen) at what time it was last saved.
How do I return to the previous screen?
At any time, you can navigate to the prior screen by using the “back” button on your Internet browser. (However, if you do so before clicking on Save, your data will be lost.)
How do I add a new incident and enter data relating to it?
Select Add New Incident from the left-hand column of your Home (My Incidents) page. In the next screen, enter incident type and number, then click Next. You will then see the Incident screen where you can enter Location/Date/Time information.
eCedent makes your data entry fast and easy by offering standardized lists within many fields which give you options to choose from. For example, City/Township and County contain lists of choices you can click on to select. Date fields also have “calendars” located alongside; click on the calendar, then select the date you want. Time fields have pull-down menus from which you can choose the correct time information.
Notice that after you have created an incident, eCedent will use the left-hand column to show you a list of all ten Incident screens, so that you can easily navigate from one to the next as you enter information. Remember that the screen you currently have “open” on the right will be shown in bold on the left. Be sure to click the green Save button on each page, or your data will be lost!
What are the ten Incident screens found in eCedent, and what are their uses?
There are ten screens to help you easily enter and store all the information associated with each incident. They are:
General – Shows date opened, closed, and modified; incident type; number of decedents; and gives you the option to “close this incident.”
Location/Date/Time – Shows basic information, along with when coroner was notified and arrived, and who reported the incident to the coroner.
Vehicular Accident – Gives you the option to choose “yes” or “no” if this was a vehicular accident, then access data entry for the accident’s Location, Conditions, and Vehicles.
Weapons – Allows you to enter (via the Add Weapon button) an unlimited number of weapons and detailed information about each. Weapons you add will then appear in a list for easy access. Click on them to re-open.
Agencies/Investigators – Includes primary law enforcement, fire rescue, EMS, 911, and other.
Witnesses – Click the Add Witness button to add witness information, including contact information and your notes. As with weapons, each witness you add then appears in a convenient list so you can easily re-open his or her screen.
Incident Description – Provides a blank note field for your convenience.
Expenses – Use the Add Expense button to detail who incurred the expense, as well as type, quantity, price and total. eCedent will perform the calculations when you click the Calculate button. Each expense is saved in a convenient list for easy access.
Photos – Add photos by clicking the green Add Photos button. In the next screen, you will bring in photos from your computer hard drive (or other location) by using the Browse buttons, which allows you to look for the photos in their current locations. Simply single-left-click on the photo when you find it, and its complete name and drive path will appear in the white browse box. When you’ve done this for all the photos you want to add (a maximum of 5), click Upload. eCedent will then show you the photo, and allow you to enter title, location, notes, and decedent for that photo. Click Save, and eCedent will return you to the Photos page, where you will see a small version of each photo that has been added, along with its title and notes.
Internal Incident Notes – Provides a blank note field to be used for information that will not be printed or shared in any documents.
As you continue entering data, please note that eCedent will report errors or lack of important data in red text.
How do I find a previously existing incident?
Select Find An Incident from the left-hand column of your Home (My Incidents) page. In the next screen, tell eCedent whether to search in All, Open, or Archived Incidents. Enter Decedent Name OR Incident Number, then click Search. eCedent will display a list of results for you to choose from. Click to open the incident or decedent of your choice.
How do I add a new decedent?
First, create a new incident as outlined above. (Because eCedent is incident-based, any decedent record you add must be created as part of an existing incident. Each incident, of course, can have multiple decedents if necessary.) With the appropriate incident open, choose Add Decedent from the bottom of the left column. Enter the decedent’s personal data (Case I.D., body bag number, social security number), demographics, mailing address, and other personal information. Please note that the “Case I.D.” for a decedent should be a number you assign that is completely unique to that individual; this is NOT the same as the incident number.
When the data fields on this screen are complete, be sure to click the green Save button. Your newly entered decedent’s name will now appear in the lower portion of the left-hand column. Beneath the name are the 16 Decedent screens you will use to enter all the necessary data for this person. eCedent automatically has you “begin” in the first screen, Personal Data. While this – or any screen is “open” on the right, its title will show up in bold on the left.
As you continue adding decedents to an incident, each new name will also appear in the left-hand column. To re-access any decedent, simply click on the name. The decedent whose record is “open” in the right-hand portion of the screen will be shown in bold on the left.
What are the 16 Decedent screens, found in eCedent, and what are their uses?
There are 16 screens to help you easily enter and store all the information associated with each individual decedent. They are:
Personal Data – Includes basic personal information, including mailing address, marital status, occupation, etc. Please note that the “Case I.D.” for a decedent should be a number you assign that is completely unique to that individual; this is NOT the same as the Incident number.
Cause/Manner – Includes state of pregnancy, tobacco contribution, chain of events, and other significant conditions.
Place of Death – Includes Location, Date and Time information about place of death.
Exam – Includes basic descriptive information such as hair and eye color, body position, clothing, etc.; rigor mortis; and temperatures.
Vehicular Accident – This screen differs from the Incident “Vehicular Accident” screen in that it is decedent-based. It tracks a particular person’s data, such as whether he or she was a driver or passenger; his or her position in the vehicle; and restraints available and used.
Injury – Answer yes or no if this death was related to an injury; a “yes” answer opens a screen where information can be entered pertaining to type of trauma, geographic place where injury occurred, how injury occurred, date, time, handgun involvement, etc.
Medications – Click the Add Medication button to enter a medication associated with this decedent. Use the pop-up box of choices for Drug/Medication and other standardized fields. If you enter a new medication name, then click the Save button, eCedent will “remember” it. The new medication will appear in the standard pop-up box as a possible choice for all other decedent records you create. (The same rule applies to names of physicians, pathologists, and other fields.) eCedent also creates a list of all medications for the decedent – to re-open a medication, simply click on it.
Medical History – Includes physician names and specialties, as well as diseases and conditions. Fill in these fields using the pop-up choices. If you add a new physician name and click Save, eCedent will remember it; it will appear as a choice for future decedents you add or edit.
Next of Kin – Click the Add a Person button to add a family member associated with this decedent. The next screen contains data fields for relationship, contact information, and notification.
Last Contact – Use this screen to enter information about the decedent’s last contact, including relationship to the decedent (select from the pull-down menu), address and related information, type of contact, and notes/comments.
Personal Effects – Click the Add Personal Effect button to bring up a screen where you can enter item name, description, other details, and chain of custody. You can continue creating as many personal effects for a decedent as you need. eCedent will create a list of all personal effects; to re-open an item, click on it.
Autopsy / Toxicology – This screen allows you to enter information as to the type, date, and results of the autopsy, and toxicology as well. The system is pre-set to show the Type as “No Autopsy.” Please note that if you keep “No Autopsy” selected in the pull-down menu, various options such as Autopsy Location and the Obtained At Autopsy choice boxes will be grayed out (unusable). To make these choices appear, change the Type choice to the one that applies, and click Save. All autopsy and associated toxicology choices should now be available to you. Also, please note that if you enter a new Pathologist’s name and click Save, eCedent will “remember” it and offer it as a choice from this point forward.
Substances – Click the Add Substance box to add a substance. You can create as many substances as you need, and eCedent will keep an ongoing list for the decedent. To re-open an item, click on it.
Narrative – Use this blank text box to enter your own notes and findings.
Disposition – This screen is pre-set to use your name as the investigating coroner or deputy, but this can be changed via the pull-down menu. Enter information pertaining to chain of custody, disposition, and funeral home. Please note that you can select the funeral home from the pull-down list, or add a new funeral home name by clicking the link to the right. You will need the name, address, and phone number for the new entry; when you have finished entering this data, click Save. eCedent will remember the funeral home name and add it to the list of choices for future decedents. After making your final funeral home selection and clicking Save, eCedent will tell you if the funeral home is participating with eCedent. If not, you will be advised that you can print the death certificate for manual delivery to the funeral home. If the funeral home is participating, you will have additional options under Certificate Processing.
Certificate Processing – This final decedent screen allows you to sign and print the death certificate. As a coroner, you may print a death certificate at any time. The first field on this screen shows you the name of the funeral home and tells you whether or not it is an eCedent participant. You may choose from the options of signing electronically, or printing the death certificate and signing manually. Mark the certificate as Final or Revised. You will also be asked to indicate whether you wish to notify the funeral home so they may sign electronically as well; or, to indicate that you will deliver or mail it to the funeral home for manual signing. Enter your signing PIN, and click Continue. (Please note that eCedent will now “remind” you in red text if you have not yet entered the Cause and Manner of death.)
The death certificate will open in a viewing screen as a PDF (universally viewable) document. Follow the instructions on the screen to locate the signature area and apply your electronic signature. A PDF of the signed certificate will appear. Click the Print icon in the upper left corner to print; or, under File, select Print. You can print a death certificate as many times as you like, as often as you like. There is no additional charge for doing so.
What is the purpose of the Reports tab?
This section is an aggregate data-gathering system that allows you to look at all your incidents and decedents, and examine them in groups, using any parameters you set. The parameters include date, time of death, sex, age, race, marital status, primary cause, manner, and blood alcohol content, among others. For example, by clicking various boxes and fields on the screen, you can ask eCedent to create a report that will use all decedent records to generate a list of all vehicular-related deaths that involved alcohol, where the decedent was under the age of 30 and had a blood-alcohol reading of > (“more than”) .05. You can set these and many other parameters and use eCedent’s powerful database as a way to generate reports of all kinds. Reports can be saved and/or printed at your convenience.
What will I find under the Forms tab?
This tab includes a variety of standardized forms:
- Coroner's Report
- Autopsy Authorization
- Release of Body
- Disposition Authorization
- Subpoena
- View of Body
- Summary Case Report
- Highway Death
- Personal Effects
- Body Diagrams
- Media Release
- Receipt for Production of Documents
eCedent will draw from the data you have entered in the Incident and Decedent screens to create these forms, which you can display (using the “Make PDF” button) for easy printing.
What is the purpose of the System Data tab?
This tab allows you to manage and customize your account information, as well as the data being shown as choices in eCedent’s many data fields.
My Account – Choose this screen to change your username (email), password, PIN, or entity (your office) information. You can also edit your User information (such as your full name, contact information, and security/data entry privileges). In addition, in My Account, you can click the green “Add a new user” button to authorize an additional person from your office to have administrative privilege at eCedent, to log in, and/or to digitally sign certificates. You will need complete contact information, an email address, password, and Coroner/Deputy ID for the new user.
Facilities – Here you will find access to managing the different types of facilities listed as data field choices in eCedent: Funeral Homes, Fire / Rescue, Police, EMS Agencies, 911 Service, and Other Agencies. Click on the type of facility to which you want to add an entry. In the next screen, choose Add New from the large white box. (You can also choose an existing entry from the box, and then use the fields below to edit the contact information for it.) Enter the name and contact information of the new entry, then click Save. When you return to your decedent or incident records, you will see the new entry as a choice in that list.
Locations – Use this function to add new choices to the Counties and to the Cities, Boros, and Townships lists.
Medical Specialists – This area allows you to add new choices to the Physicians and Pathologists lists.
Medical Data – Death Causes, Diagnoses, Medications, and Regimens can all be added (or deleted) using this function.
Vehicles – Using this section, you can add (or delete) Vehicle Types and Vehicle Manufacturers from your lists of data choices.
Miscellaneous Data – Here you will find access to data choices for Family Relationships, Witness Specialties, and Units of Measurement.
How do I use the Sell Reports/Photos tab?
This e-commerce section allows you to sell the reports and photos you have created and/or stored in eCedent to third parties, such as attorneys, who require this information for a case. Purchasers will pay up-front and will be contacted via email. The main screen is View Orders, which shows you a list of current and previous orders. The other screen is Create Order. Using this screen, create an order by first assigning a number to that order, then selecting either Add Photos or Add Reports.
If you select Add Photos, eCedent will ask you to do a search by incident number or decedent name. Enter your choice, then click Search. (Important: to sell photos, you must have already uploaded them using the Photos feature in the Incident section.) Follow the onscreen instructions to obtain secure payment and then sell your photos using a secure link where the purchaser can download the photos.
If you select Add Reports, you will see a list of available reports, such as Autopsy Report, Toxicology Report, Coroner’s Report, and others. Follow the onscreen instructions to obtain secure payment and then sell your reports using a secure link where the purchaser can download the reports.
My question(s) was not addressed in this FAQ section! Where can I get help?
We apologize that our FAQ section did not resolve your question(s). We want to make your eCedent experience easy! Please contact one of our friendly technical support people via email at support@ecedent.com. Or call us toll-free at 1.866.472.0367. Again, we thank you for using eCedent!