Clerk’s office paying for express deliver of death certificates

The Oakland County Clerk’s Office is planning to allocate $50,000 to cover express shipping costs for death certificates as the COVID-19 pandemic and United States Postal Service (USPS) delays impact timely delivery of critically-important documents.

According to the Michigan Department of Health and Human Services (MDHHS), a total of 12,366 Michiganders died of COVID-19 in 2020, which was nearly 11% of all deaths in Michigan last year (115,288). COVID-19 was the second leading cause of death among Michiganders in 2020 behind heart disease (23,456 deaths). Compared to 2019, the total number of deaths increased by 17,475 or 18%.

Tim Lynch, a third-generation funeral director for Lynch and Sons, located in Brighton, Clawson, Lapeer, Milford, Oxford and Walled Lake, said the pandemic has caused the biggest delays in actually receiving the certificates in-hand, not necessarily getting them signed by a physician, for all deaths outside of a medical facility, and filed through the state’s Electronic Death Registry System.

“It’s cyclical with the number of deaths,” he said. “The more deaths there are, the longer it has taken to receive the certificates. It has leveled back off now that the number of (COVID-19) deaths are down. These death certificates are what helps people finalize the affairs of their loved one.”

In most cases, families need a death certificate to settle financial affairs, collect life insurance and pay funeral expenses. Funeral homes need them in order to perform cremations, said Lynch.

According to the resolution being considered by the county board of commissioners, a total of $50,000 in general fund dollars would be allocated to cover express shipping fees, 1-2 business days, of death certificates through September 30, or until the clerk’s office resumes in person requests on a non-appointment basis.

In addition, the resolution would also lift restrictions on the number of death certificates a funeral home director can request at one time.

Lynch said the county has been charging $28 per death certificate order for expedited shipping. One order usually includes certificates for one family, but at times 2-3. The $50,000 allocation would cover expedited shipping costs for around 1,785 orders.

Right now, it’s taking upwards of two to eight weeks for death certificates to be received, significantly longer than normal.

During the pandemic, there have also been delays in getting them signed by a physician, which is required within 48 hours of death, and then filed into the state’s Electronic Death Registry System for ordering. Pre-pandemic, it usually takes anywhere from 24-48 hours after someone’s death to file a death certificate. The pandemic has pushed this timeline back to 72-96 hours.

Lynch said before the pandemic, funeral directors were able to walk into the clerk’s office and receive certified copies of death certificates before handing them off to family members.

Now, the Oakland County Clerk’s Office is by appointment only and using the mail system to deliver death certificates and other records, which has been prone to delays.

Residents do have the option of ordering those records online or by mail if they cannot make an appointment.

Right now, it’s taking upwards of 72 to 96 hours following someone’s death for certificates to be filed into the state’s Electronic Death Registry System. Pre-pandemic, it would usually take 24-48 hours to file a certificate before funeral directors and family members can then request a certified copy.

The resolution would also allow funeral homes and family members to receive replacement death certificates, free of charge, if the original documents are not received within five business days. The request for a replacement must be received by the clerk’s office within 30 days of the original request that the death certificate was not delivered.

The county’s records website can be found at https://www.oakgov. com/clerkrod/life-eventsand-services/Pages/deathrecords.aspx. Death certificates are $15 for the first copy and $5 for any additional copies.

For those with questions about vital records, the county clerk’s office is open from 8:30 a.m. to 4:30 p.m. Monday through Friday at (248)-858-0571. You may also email questions to clerkvital@oakgov.com.