Matters of Record

Matters of record Baby schwimmen, by Thomas Grunert, flickr gallery, https://www.flickr.com/photos/grutho/8465256706/ News from the Center for Health Statistics Concerning the Oregon Birth Certificate July 2014 What you need to know about fetal death INSIDE disposition permits Fetal death disposition permits ... 1 Attendant reporting for C-section Fetal deaths occur infrequently; therefore, hospital staff births ............................................ 2 may not handle these cases regularly or know what to do Efficient electronic amendments .. 2 when the situation arises. Additionally, disposition permit Helpful information for phone laws can be confusing to understand. This makes the messages or emails ...................... 3 reporting and handling of fetal deaths challenging. In this article, we hope to clear up any confusion you may about Vital records order forms ............ 3 fetal death dispositions. “Parent/Parent” birth certificates available to recognize same-sex All fetal death reports are completed in OVERS by birth marriages ..................................... 4 clerks if the fetal death Paternity rights and occurs in either of the “When birth clerks complete responsibilities - update ............... 4 following scenarios: a) the fetal death report, they Paternity establishment in a medical facility, should also print a completed percentage update ........................ 5 or b) outside of a disposition permit and provide facility without a it to the funeral home.” HB 2997 mandatory midwife licensing and birth records .......... 9 doctor in attendance, but the mother or fetus was later transported to a medical Archived articles online facility for medical attention. Funeral home staff never complete the reports. When birth clerks complete the fetal death report, they should also print a completed disposition permit and provide it to the funeral home. Anytime funeral home staff or parents pick up a fetus from a medical facility, whether the fetal death is reportable or not, a disposition permit must accompany the fetal remains. This permit is required for burial or cremation. To locate the disposition permit, go to the OVERS main menu, select “Forms,” click on “Print Forms,” then click on (Continued on page 2) Public Health Division - Center for Public Health Practice - Center for Health Statistics 2 Fetal death disposition permits (Continued from page 1) http://public.health.oregon.gov/ BirthDeathCertificates/ “Fetal Death Disposition Permit" (45-3D). RegisterVitalRecords/Documents/Fetal% You can then print the permit form. Please 20Death%20Info/fetdthinstr.pdf share this information with other hospital If you have any additional questions, please staff that assist with fetal death reports. contact Cynthia Roeser, Data Entry Additional information, including fetal death Supervisor, by email at laws and definition are available on our [email protected], or by telephone website located at: at 971-673-0478. Attendant reporting for C-section births Staff at The Center for Health Statistics and can only be performed by a licensed routinely conduct physician. This means the attendant listed Quality Assurance on C-section deliveries must be either a (QA) checks on all Doctor of Medicine (MD) or a Doctor of birth records to Osteopathic Medicine (DO). No other ensure accurate and attendant types are acceptable for C-section consistent reporting deliveries. of Oregon births. Please share this important message with Recent QA checks other staff who provide information for the show the type of birth birth record. Your assistance is greatly attendant is often appreciated! listed incorrectly on If you have any questions, please contact C-section deliveries. Remember, the Cynthia Roeser, Data Entry Supervisor, by attendant at birth is the individual email at [email protected] or by responsible for the final delivery of the telephone at 971-673-0478. child. A C-section is a surgical procedure, Efficient electronic amendments You can help us process electronic review for accuracy and completeness before amendments more quickly by including all submitting it for approval. corrections for a birth record in a single Submitting one amendment instead of amendment request by amendment type. multiple amendments is quicker for you to Before starting an amendment, identify all enter, and quicker for our office to approve. the items requiring correction in the legal or A single amendment reduces the number of statistical section of the record. After duplicate amendments that must be canceled selecting and saving your amendment type, later. It also saves time if we only need to open each birth record page, make changes review and edit the footnote that prints on a and save. Repeat this step until you have birth record once instead of multiple times. entered all the legal items or statistical If you would like to see the instructions for corrections for the record. If you have completing an amendment with screen shots, finished keying and saving your amendment, (Continued on page 3) Public Health Division - Center for Public Health Practice - Center for Health Statistics 3 Efficient electronic amendments (Continued from page 2) You may also call the OVERS help desk or request assistance from Amanda Vega at please see the training manual on the 971-673-1169. OVERS web page at: http://public.health.oregon.gov/ BirthDeathCertificates/ RegisterVitalRecords/overs/Documents/ ebrs_ch4.pdf Helpful information for phone messages or emails Oregon’s Vital Records staff assist customers problem or question. This allows us to have throughout the state. We receive many phone the case or your hospital calls and emails every day. To better assist information up on our you, we ask that you clearly identify yourself computer screens, and when contacting Vital Record’s employees. to do research before we Important information to provide when return your phone call leaving a voice message or sending an email or email. This will includes the following: your first and last minimize the amount of name, facility name, and a return phone time you are kept on number. Please also provide us with hold, and create faster information related to the vital event such as and better responses to your questions or case id, the name on the record, date of the concerns. event, and a brief explanation of your Vital records order forms When new parents want to order a birth An incomplete order form requires us to certificate for their infant, they often contact contact the customer directly (first by the hospital for assistance. Since we all want telephone or email). If contact is not made, a to be helpful and provide the best customer letter is sent to the customer requesting the service possible, it is important for hospital required information or documentation. This staff to provide customers with the most up- creates extended delays for orders and to-date order forms to avoid delays. unhappy customers for all of us. The order forms were Please review the “Birth Record Order” updated in 2012. We “Please make sure forms and the “Certificate of Stillbirth now require the the forms you have Order” forms you currently have. If they are applicant’s signature require a signature older than 2012, discard them. and ID.” and a copy of their The link to the most current state vital record current valid birth and stillbirth order forms can be found identification. Additionally, the state started at: http://public.health.oregon.gov/ charging for the commemorative certificate BirthDeathCertificates/GetVitalRecords/ of stillbirth. We can no longer process orders Pages/forms.aspx. You can order a supply of using older forms (prior to 2012). Please forms by contacting Eddy Conrad-Wiggins make sure the forms you have require a (Continued on page 4) signature and ID. Public Health Division - Center for Public Health Practice - Center for Health Statistics 4 Vital records order forms (Continued from page 3) Providing the correct forms to customers will help us process at 971-673-1180 or at edward.conrad- vital record orders in a timely [email protected]. Forms can also be manner and maintain the level ordered by completing the Forms order form of customer satisfaction we are at http://public.health.oregon.gov/ all known for. We greatly appreciate your BirthDeathCertificates/ assistance! RegisterVitalRecords/Documents/45-43.pdf. Reminder: “Parent/Parent” birth certificates available to recognize same-sex marriages A birth mother, legally married to a same- Please ask same-sex parents if they would sex spouse, may list her spouse as the like the birth certificate to print “Parent/ second parent at Parent” rather than “Mother/Father” when the time of birth. they purchase the birth certificate from Vital Marital status Records. If the parents would like this should be adjustment made to the birth record, call our entered as OVERS Help Desk at 971-673-0279. Please “married” on the inform the Help Desk that the parents birth record. requested a “Parent/Parent” certificate and Proof of provide us with the case id number and the marriage is not child’s name. required. There is no change to how Oregon registered The birth record Our first mother's day, by Essie, flickr gallery domestic partners are listed on a birth will print with the titles “Mother” and certificate, or to how two men who are either “Father” for the parents unless you request a legally married or in a domestic partnership change to the record. In some instances, are listed on a birth record. Out-of-state certain agencies scrutinize the birth record registered domestic partnerships are not when parents are the same sex and have a recognized in Oregon and cannot be listed as record with the “Mother/Father” titles. such on a birth record. Paternity rights and responsibilities - update The law requires that each parent hear the Several years ago (2007) CHS and the rights and responsibilities on the paternity Division of Child Support worked together acknowledgment affidavit forms (45-21 or to distribute DVDs 45-31) before signing the form.

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