|
Welcome!
Welcome to the monthly newsletter for the Center for Health Statistics (CHS), Vital Records office. You will find that it is filled with information that is important for you and your facility like OVERS changes, updates to Oregon laws, statistics, available reports, and process reminders. In the table of contents on the left, click on any category of news to jump to articles of interest.
We would love to hear from you regarding future newsletter topics.
|
|
Birth Corrections Under One Year
Please remember any parent or County Vital Records Office requests for corrections of errors on birth records for children under one year of age must be directed to the Amendments Team at the Center for Health Statistics (CHS). If the parent contacts the hospital for a correction, the hospital (BIS) must refer the parent to CHS directly. The Parent Worksheet is used to determine if the error resulting in the amendment request was due to entry error by the birth facility.
If the hospital entered into OVERS exactly what was written by the parent on the Parent Worksheet, then CHS will not accept an amendment request submitted by the hospital. The parent(s) in this case will need to submit an affidavit and fee to CHS for the amendment to take place. If the hospital made an entry error into OVERS, then they can submit an amendment through OVERS free of charge as long as the child is under one year. Once the child turns one year old, all amendments to birth records will need to be submitted by the parent(s) with an affidavit and fee to CHS, except for corrections to facts of birth: sex, time of birth and date of birth.
When in doubt, we are here to help you. Birth Information Specialists may contact Sheryl Wallace, Amendment Specialist at (971) 673-1169 for assistance. Parents may contact the Amendments Team by email at CHS.Amendments@state.or.us.
|
Printing AOPs in OVERS
Did you know that the Voluntary Acknowledgment of Paternity form (45-31) can be auto populated with the mother and child’s information as well as the OVERS case ID number? Once you have entered the birth record click on Print Forms in the Other Links section to access the auto populated form.
The Voluntary Acknowledgment of Paternity is considered a legal document and it is saved to the birth record. Because it is a legal document, the father of the child should be manually filling out the Section 3 - Natural Father of the Child portion of the form.
 As with the blank paper versions of this form, please enter the father’s information into OVERS exactly as it was written onto this form.
Contact Kristen Farrell at (971) 673-1176 if you have any questions about the AOP form.
|
|
Signing Acknowledgment of Paternity forms at your facility
Paternity establishment is an important issue in Oregon that has implications for both children and their parents. Each year the state must meet the goal set by the federal government of 90% paternity establishment. Meeting this goal ensures that the Temporary Assistance for Needy Families program and the Division of Child Support can continue to receive the necessary funding to help children and families in need.
Your participation is essential towards safeguarding these crucial programs. Oregon needs facility acknowledgments of paternity to be above 80% for births to unmarried mothers. Achieving this percentage is necessary for us to continue to meet the federal requirement. Birth Information Specialists and Midwives are instrumental in ensuring that the state of Oregon fulfills the paternity establishment percentage. Every form makes a difference in meeting the requirement.
Responsibilities of Birth Information Specialists and Midwives in a Facility:
- Provide the Voluntary Acknowledgment of Paternity (45-31) form.
- Ensure parents have heard the Rights and Responsibilities before completing the form.
- Check the form for accuracy and completeness before submitting to the state.
- Make sure parents have signed and dated the form within 5 days of the date of birth.
- Make sure the form is witnessed and dated by hospital staff.
- Make sure the dates the parents sign the form match the witness dates.
- Mail the forms to us quickly. Do not hold in batches. Must be postmarked within 14 days of birth.
- If parents are not able to sign the form at the facility, then provide them with the notarized version (45-21) of the form. Parents can then send the form to the state after a notary has witnessed their signatures.
Due to the Governor's Physical Distancing Mandate, the 60 day extension to accept the Voluntary Acknowledgment of Paternity Affidavit (Form 45-21) without a fee is still in effect 60 days from the date of birth. If processing Acknowledgement of Paternity out of your facility, see our April 2020 newsletter for guidance here.
Our office can make this process easier for you by providing prepaid envelopes to return the Acknowledgment of Paternity form. Envelopes can be ordered using the form found here. The paternity acknowledgment form is also available in OVERS and is auto populated with child, mother, and facility information.
Please contact us for ways to increase the number of paternities at your facility or for questions about the Acknowledgment of Paternity form. You can also find information online at the Public Health Division as well as at the Division of Child Support.
For questions or more information, please call or e-mail: Kristen Farrell, Vital Records Specialist (971) 673-1176 or e-mail Kristen.Farrell@dhsoha.state.or.us.
|
|
Vital Records Fees for Oregonians Affected by the Wildfires under Executive Oregon No. 20-35 is set to expire March 1, 2021 at 11:59 PM.
What does this mean:
Effective March 2, 2021, Oregonians will no longer be able to order and receive up to three (3) certified copies of a birth, death, marriage, divorce, domestic partnership or dissolution of domestic partnership free of charge if the record is in connection with Executive Order 2-35 related to wildfire response.
If you have any questions, please contact Caroline Zanot at (971) 673-1166 or Caroline.Zanot@dhsoha.state.or.us.
County Trainings
We are excited to announce a new training webinar for out County Partners. The training will be approximately 60 minutes and will cover working and veteran's copies, Intaglio Paper (security paper), Fees, status-line and Cashier Close.
Training dates and times:
February 23rd at 9:00 AM
February 25th at 3:00 PM
To join the training click on the link below:
https://chsdhsoha.adobeconnect.com/rmmicot37frj/
Choose Enter as a Guest, type in your first and last name, then click Enter Room. For audio, call 888-204-5987, and enter code: 3941267.
For questions about this training, contact the Vital Records Trainer at (971) 673-1353.
|
|
Information on COVID-19 related deaths
Over the past year COVID-19 has had a huge impact on our state. Many of you may have questions about COVID-19 death reporting. The Center for Health Statistics wants to make sure that our partners are aware that Oregon Health Authority (OHA) has numerous resources for anyone looking for up-to-date and accurate information on COVID-19 deaths. The following are links to information that may be helpful:
- If you are interested in the process for reporting COVID-19 deaths you can find that information by clicking here. The link will take you to a website that will explain the two avenues for public reporting of COVID-19 deaths in Oregon.
- Newly published dashboard about COVID-19 deaths can found by clicking here.
- Data on excess deaths in Oregon can be found on the Weekly Deaths Dashboard.
Please see Oregon Health Authority’s COVID-19 Updates website for the latest information about vaccines, county risk levels, COVID reports and guidance for employers and organizations.
|
|
|
VitalChek Orders Hotline:
888-896-4988
VitalChek Order Online: www.vitalchek.com
General Information: 971-673-1190
FAX: 971-673-1201
TTY: 711
|
|
|
|
