Veona Vital Records

What this is

Veona Vital Records handles death registration and the mortuary. You record a death (for a registered patient, or an external / unidentified deceased), capture the cause of death against ICD-11, manage mortuary bays, issue the death certificate under an eSign PIN (a 6-digit signing re-authentication, separate from the login password), release the body once every gate is satisfied, and export vital events to CRVS (Civil Registration & Vital Statistics).

Who uses it: the vital registrar records deaths, issues certificates, and manages release and bays. The mortuary attendant manages bays and release. Birth certificates for live births are issued from Veona Maternity by the obstetrician or the vital registrar.

Editions

Vital Records is included in Network and Public Health. It is not in Health Centre or Hospital. It depends on Register.

Screens

The Veona Vital Records tabs, as the app names them:

• Register — the vital records register
• Mortuary Bays
• New Record — record a death
• Certificate — the death certificate
• Release — release the body
• Reports
• CRVS — civil-registration export
• Settings

Register a death

1. Open New Record (“New death record”).

2. On step 1 · Deceased, choose the source — Registered patient (pick from the patient picker by UHID or name), External, or Unidentified (enter a name where required).

3. On step 2 · Death event, set the place of death, the certifying clinician, and the manner of death.

4. On step 3 · Cause of death (ICD-11), search the ICD-11 catalogue for the underlying cause, then select the create / save action.

Issue a death certificate (eSign PIN)

Caution

Issuing the certificate is a signed act, re-authenticated by your eSign PIN. Once issued and released the record is locked. Every release gate (eSignature, CRVS acknowledgement, mortuary balance) must be satisfied first.

1. Open Certificate for the death record.

2. Work through the Issue checklist until every gate is satisfied.

3. Enter your 6-digit eSign PIN and confirm.

4. Select Issue & release body. Once released you can Print certificate.

Manage a mortuary bay

1. Open Mortuary Bays.

2. On an Available bay, select Assign, enter the record reference and deceased name, and select Assign bay.

3. Use Mark ready, Return to service, or Out of service to change a bay’s state.

Export to CRVS

1. Open CRVS.

2. Review the queued vital events.

3. Run the export to forward the registered events to the civil-registration authority.

The vital records register

Register (“Vital Records & Mortuary”) is the working list of deceased records, with tiles for In Mortuary, Pending Certs, Awaiting Release, Released (MTD), and Capacity.

1. Search or filter the register by status — All, Admitted, Cert pending, Certified, or Released.
2. Select Quick View to peek at a record in a side drawer, or Open Full Record for the detail.
3. Drive a record forward with its row action — Certify a cause-pending record, Release a certified one, or Open to review.

Release the body

Release hands the body over once every gate is satisfied. Release is only available on a Certified record; issuing the certificate and releasing can also be done together from Certificate (see above).

1. Open Release for a certified record.
2. Confirm every release gate is met — the eSignature, the CRVS acknowledgement, and the mortuary balance.
3. Confirm the release. Any per-day mortuary storage charge is raised at this point if your facility has enabled it.

Reports

Reports shows mortality and mortuary trends.

1. Read the tiles — Records (MTD), Certs Issued, Avg Stay, Releases — and choose a period (Daily, Weekly, Monthly, or Quarterly) for the volume chart.
2. Review the Leading Causes (ICD-11) breakdown.
3. Select Export CSV, or Export DHIS2 for the statutory file.

Statutory and ministry reports also live in Veona Pulse.

Settings

Settings configures the vital-records options plus the Mortuary Billing & CRVS E-Notification console:

• Set the Storage Tariff Item Code to enable per-day mortuary storage invoicing on release.
• Enable E-Notification and enter the national registry connection details so births and deaths are submitted to the registry electronically.