Paternity Establishment
Facilities may have issues with completion of the 45-31 Voluntary Acknowledgments of Paternity. While the best option is to have this form signed by both parents at the facility and have the signatures witnessed by facility staff, this is starting to become difficult in some hospitals.
Please review the below directions for assisting parents to establish paternity when hospitals are implementing social distancing policies.
Give the form 45-21 Voluntary Acknowledgment of Paternity Affidavit to parents to take home, complete, sign, get notarized and mail to the state within 60 days of the child’s birth date. If the form is notarized and postmarked within 60 days of the child’s birth date, the form will be processed, the father will be added, and the $35 processing fee will be waived.
We understand this requires families to find a notary. The grace period when no processing fee will be charged has been extended from 14 to 60 days. This should be enough time for parents to complete the form and find a notary.
Since no AOP is being completed at the facility, make sure that all the answers on the marital status screen in OVERS are “NO”.
This change applies to birth dates on or after the day the Governor issued the prohibition of non-essential visitation on March 19, 2020.
Completed forms received after the 60-day grace period time will be returned to parents with instructions to pay the $35 processing fee and an option to order a birth certificate once the amendment is completed.
If you wish to provide parents a postage paid envelope, please do so. To order more 45-21 forms and pre-paid postage envelopes, here is a link to our order form.
Your flexibility to ensure birth records are processed accurately and timely during this challenging time is greatly appreciated.
Processing birth records at remote locations
We understand that some hospitals and birthing facilities may be requesting Birth Information Specialists to work remotely in response to the Governor’s social distancing mandate. In some cases, this work may be occurring at home.
Computers and networks used at home for processing birth records must meet the security standards established by the hospital or birthing facility. The remote location must have, at a minimum, secure Internet access and the ability to connect through a secure VPN. Paper worksheets and other documents related to birth records cannot be taken home or to an alternate location.
If you are working from home or an alternate site, you may not be able to fax the “Authorization to Establish Social Security Number at Birth” form to CHS. Once you return to your facility, print out those forms and fax them to CHS.
BIS Training Reminder!
Have you completed the BIS Training package yet?
We have extended the deadline for all existing birth information specialists to complete this training and submit certificates to CHS by September 30, 2020.
Submit training certificates by email chs.partnerservices@dhsoha.state.or.us or fax 971-673-1201. For more information, contact our Vital Records Trainer at 971-673-1353.
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