Oregon State Vital Records Counters Closed to Public Through December 31, 2020
The public customer counters and Portland State office building are closed to the public. Oregon State Vital Records will continue to register, amend and issue vital records as required by law. Customers can still order vital records by mail, Internet or phone. Please visit our website for information on how to order or change vital records or call 971-673-1190.
Welcome to the Amendments Team, Luis Alba-Sanchez!
Luis is the one to contact if you have any questions about court-ordered filiation amendments. He was born in California’s North Bay Area and spent most of his childhood moving between Mexico and the US. In 2016, seeking new adventures in the Pacific Northwest, he relocated to Portland where he currently resides. Over the last four years, he has worked in education, specifically focusing on trauma informed care. In his free time, Luis enjoys bullet journaling, which offers a creative and modular notebook system for planning and archiving life. One day he hopes to travel to Europe and archive his adventures in Spain, the United Kingdom, and Italy. If you need to contact Luis, call 971-673-1143 or email amendments at CHS.Amendments@state.or.us.
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Welcome to the Registration Team, Gretel Bohn!
Gretel joins us as a new member in our Vital Records Registration Team and is excited to start her career in public service with OHA. In her position, she reviews vital records for accuracy and completeness to determine if the records meet the legal and statistical standards for registration. She has spent the last 9 years as a Funeral Director in her home-town of Camas, and comes with strong interpersonal and communication skills, as well as a natural knack for organization. Her personal hobbies center around nature, spirituality and mindfulness.
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Birth Information Specialists and the Affidavit of Paternity Form
The OVERS Help Desk has received a number of calls from Birth Information Specialists regarding filling out the Affidavit of Paternity form.
Please note that Birth Information Specialists should not be filling out any part of the Affidavit of Paternity form.
Email Amendments at CHS.Amendments@state.or.us with any questions.
Early Hearing Detection
Did you know that you perform an essential role in the lives of infants diagnosed as deaf or hard of hearing? By reporting accurate hearing screening results within 10 days of the screening into OVERS, you are making a huge impact on these children and their families’ experience and setting them up for life-long success. When Birth Information Specialists report hearing screening results accurately and on time, infants and their families receive early support from the Early Hearing Detection and Intervention (EHDI) Program and coordination with the infant’s primary care provider (PCP) to make an early audiology or re-screening appointment (the earlier the better while baby still sleeps a lot!).
Every year in Oregon, approximately 100 infants are diagnosed as deaf or hard of hearing. Families need to know if baby can hear as soon as possible, so that they can support language and communication development. The faster EHDI receives accurate results, the faster they can follow up with the families of babies who need more testing.
Each hospital is responsible for reporting the final inpatient results, and any outpatient results affiliated with your facility. EHDI also needs the following information for any baby who does not pass in either ear or was missed for screening:
- PCP name and contact information
- Referral to audiology if made
- Receiving facility if baby transferred
- Language spoken in the home if not English
You can provide that information at the time of reporting using the hearing screening comment field in OVERS. You can also use a hearing screening comment to let us know if baby is scheduled or coming back for an outpatient rescreening. Please note that EHDI does not receive your comments documented in OVERS unless designated as a hearing screening comment.
 There is no need to reiterate the hearing screening results in the hearing screening comments field if they are correct in the OVERS fields. Birth Information Specialists should not delay submitting birth records until the Hearing Screening pages are complete. The hearing screening information can be entered after the record is registered.
EHDI will contact you/your facility by email or fax regarding every child who does not pass the hearing screening. Each facility will have a designated individual, chosen by the hospital, to receive and respond to inquiries by EHDI. That individual will be contacted regarding any child who is missed for screening, typically around 3 weeks after birth to confirm that the final results were received. Finally, you may be contacted to request the information noted above if not already documented in a hearing screening comment.
Babies transferred to your facility from non-system hospitals will not be accessible to you in OVERS. However, as the receiving facility, your EHDI designee is still required to report results. Submit them by fax to EHDI at 971-673-0251. Alternately, contact EHDI to be granted access to the EHDI Information System to report these results.
If you experience any issues in OVERS while reporting hearing screenings, or if you are being asked about results for a child that you’ve already reported, let us know! There could be a technical problem that needs attention.
EHDI thanks you for your ongoing partnership. Timely and complete information from you helps the program communicate with families and providers. Contact the EHDI with any questions by emailing Oregon.EHDI@state.or.us or by calling toll-free: 888-917-HEAR (4327) or 971-673-0264.
For more information, visit the Early Hearing Detection Intervention website.
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