CJA6 - Death Registration

Role: Clinic Staff, Clinic Manager / Nurse-in-Charge

Use when: Recording a patient’s death in the Immunization Information System (IIS) to respectfully close the record, prevent future clinical activity, and ensure accurate mortality reporting.

Irreversible: Once confirmed, the patient is permanently marked Deceased and the profile becomes read-only. Only record a death after verifying the patient’s identity and confirming details with official or clinical documentation.

Steps

1️⃣ Identify the Patient / Visit Context

  • Open Patients → Search and open the patient’s record.

  • If death occurred during a current visit, remain in that visit.

  • If the death is reported after discharge, click Start Visit → Death Registration.

  • Confirm you’re in the correct facility/session.

2️⃣ Add the Death Report

  • From Visit Actions → Add (＋) select Death Report to open the form.

  • Ensure you’re adding it within the correct encounter.

3️⃣ Complete the Death Report Form

  • Time of Death: enter confirmed/reported date & time (editable).

  • Cause of Death: choose from coded list (or Unspecified/Other + short note).

  • Verification Status: confirm (defaults to Confirmed).

  • Review for accuracy → click Complete.

4️⃣ Review & End the Visit

  • Ensure all other visit actions (notes, vitals, vaccines) are finalized.

  • Click End Visit → set Discharge Reason = Died → confirm.

Key Reminders

  • Record one Death Report per patient and only after confirming identity.

  • If a mistake is discovered after completion, contact the data officer/system admin (record is read-only).

  • If duplicates exist, resolve identity before recording death.

  • Use Discharge Reason = Died when ending the visit so the system updates status.

  • Stillbirths are recorded under the mother’s L&D visit (no separate newborn record).

  • Keep documentation aligned with facility policy and national mortality reporting rules.

These system updates occur automatically once the Death Report is saved and the visit is closed.

System Effects (Behind the Scenes)

  • Updates master record Deceased Date

  • Sets ClinicalState = Dead

  • Locks profile as read-only

  • (Upcoming) Stops active carepaths & scheduled follow-ups

5️⃣ Verify the Record is Closed

  • Return to the profile and confirm:

    • DECEASED label beside DOB

    • Grey banner: “This patient record has been flagged as a deceased patient. The profile is read-only.”

  • No further visits or actions can be added.

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