Expanding our coverage
With excitement and energy, the staff at the Office of Vital Records (OVR) brings you a new method for sharing information. We welcome you to the first issue of the monthly electronic newsletter, Vital Records News.
"OVR will use the newsletter to inform our stakeholders."
--Molly Mulcahy Crawford, State Registrar
OVR will use the newsletter to inform our stakeholders such as birth registrars, funeral establishments, and county local issuance representatives. OVR will focus on registration, reporting and issuance information to highlight best practices among vital records professionals, share your stories and achievements, celebrate success, and keep you informed of improvements to our statewide system, MR&C, and more. Welcome!
In January, 2013, OVR introduced Birth Data News to bring tips to hospital birth registrars. It was one of many initiatives to improve the quality and timeliness of birth data. For OVR’s hospital partners, the newsletter proved effective and meaningful. Regular communication contributed to hospitals helping Minnesota to reach goals set by the National Center for Health Statistics (NCHS) at the Centers for Disease Control and Prevention (CDC) and to gain national recognition for its performance improvements.
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Although the banner on the new expanded newsletter is not nearly as precious as the baby on the former Birth Data News, the purpose and goals remain the same: improve the core functions of vital records by communicating with key partners and users of the system. Feel free to email ideas for future stories or topics.
As Vital Records News goes forward, OVR hopes the expanded newsletter and audience will build awareness of our work and opportunities to work better while further connecting vital records professionals within communities statewide to better serve all Minnesotans.
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Fetal death report or birth record?
Sometimes, it's difficult to know what type of vital record is required – and who should file it – especially when the baby dies before or very soon after birth. So, let’s break it down to the three types of vital records and certificates:
Birth Records – birth records are required for every live birth. This is always true, no matter if the baby is born very premature, or if the baby only lives for a minute. If the baby has a heartbeat, takes a breath, or has “purposeful movement,” it is a living baby. The birth should be registered and the baby assigned a regular birth record. Birth records are usually entered into MR&C by hospital birth registrars. Birth certificates print from birth records and cost $26. MDH and local issuance offices can issue birth certificates.
Fetal Death Reports – fetal deaths are described as death before delivery is complete, without regard to the length of pregnancy. These are commonly called “stillbirths,” “miscarriages,” and “Intrauterine Fetal Demise or IUFDs." Fetal death reports are usually entered into MR&C by hospital birth registrars.
A fetal death report is always required for any stillbirth at 20 or more weeks of gestation. A fetal death report is not required for any stillbirth at less than 20 weeks gestation, but birth registrars can enter a fetal death report if the parents want a Certificate of Birth Resulting in Stillbirth. Fetal death reports contain demographic and pregnancy information. Certificates of Birth Resulting in Stillbirth print from fetal death reports and cost $16. Only MDH can issue these certificates.
A fetal death report is the only vital record required for a stillbirth or miscarriage; neither a corresponding birth record nor a death record is filed with a fetal death. Induced terminations or abortions are not considered fetal deaths, no fetal death report is required, and vital records are not created.
Death Records – a death record is required for every life that ends. This means that even very premature babies who live for a short time will have both a birth record and a death record, just like an adult death. Generally speaking, funeral establishments file death records. Death records contain demographic, cause, and manner of death information. Death certificates print from death records and cost $13. MDH and local issuance offices can issue death certificates.
Because bereaved families who have experienced a fetal death often contact representatives from funeral establishments (not hospitals), it is essential that hospitals communicate with funeral establishments and make it clear if a tiny baby showed any signs of life. If the hospital doesn’t volunteer this information, the funeral establishment should ask. Funeral establishments are not able to file fetal death reports or order certificates for parents.
This article refers to MN Statute 144.225 and MN Administrative Rule 4601.0100. For details on all Minnesota vital records laws, see the website for The Office of the Revisor of Statutes.
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