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Welcome!
Welcome to the monthly newsletter for the Center for Health Statistics (CHS), Vital Records office. Here you will find 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, choose a category to jump to articles of interest.
CHS encourages everyone to read through other section articles; something may just pertain to you and your facility.
We would love to hear from you regarding future newsletter topics.
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Drop Box Option for Vital Record Orders
The Center for Health Statistics is offering another option for the public to order or amend a vital record certificate. Customers may now submit order forms or amendment documents along with other required materials into a secure drop box located at the Portland State Office Building in Northeast Portland (800 NE Oregon Street - Portland, OR 97232). This process is similar to submitting information through the mail, but with a shorter processing time.
Oregon Vital Records that may be ordered are birth, death, marriage, divorce, Oregon registered domestic partnership, dissolution of domestic partnership, certificate of stillbirth and preadoption birth records.
Those requesting a certificate or amendment of record will need to include the following in a sealed envelope:
- Order form with signature
- Photocopy of valid ID or alternative ID documents
- Payment (check or money order, no cash)
Amendments may require additional material. Please visit the Making Changes or Amendments to Vital Records page or email CHS.Amendments@state.or.us for more detailed instructions for the amendment process.
The drop box will be emptied multiple times a day. Orders that are received by drop box will take an estimated five to seven business days for processing before mailing. If a record problem is discovered or any information is missing, the processing will be delayed.
For additional information on the process for ordering a vital record by using the drop box or its location, please visit the Order by Using the Drop Box webpage.
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New Dashboard for Baby Names
Oregon Vital Records has a new tool that allows a person to view the names of babies born in Oregon from 1920 to the present. This is a great resource for those who are expecting or for those who are simply curious about their own name. Features of this dashboard include:
- A list of the top 50 baby names since 1920 and by each year. (Olivia and Oliver were the most popular names in 2019, while Mary and Michael have been the top choices since 1920.)
- The ability to see how many other people (born in Oregon) share a certain name or variation of the name. (There have been 2,631 babies with the name Lillian born in Oregon since 1920 with 116 being born in 2008.)
- A line graph of the top 15 baby names over time.
We encourage you to explore the interactive tool at the Vital Records Baby Names web page.
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Correcting the Date and Time of Death
Funeral Directors can enter and change the date-of-death and the time-of-death on the Pronouncement page in OVERS if it is done before the following actions:
- Selecting Request Medical Certification
- Selecting Refer to Medical Examiner (Done only before the Medical Examiner has Accepted the Referral)
- Selecting Drop to Paper (Hybrid record)
If an edit is needed after one of the above scenarios has occurred, Funeral Homes can still contact the OVERS Help Desk Technical Support to make changes. (For Hybrid records, changes can only be made before the drop to paper record has been mailed to the medical certifier.) Once a record has been certified, only the Medical Certifier or Medical Examiner can correct the date-of-death and time-of-death.
All fully paper death records will require the Medical Certifier or Medical Examiner to correct the date-of-death and time-of-death. These corrections can only be done by a submitted paper medical affidavit to the Center of Health Statistics.
Records that have been dropped to paper will not show the time-of-death on the printed paper record, even if you have entered it in OVERS. This is because the Medical Certifier has the final say on the time-of-death. Time-of-death will print on the certified copies that come from OVERS.
For any questions about the above information, contact the OVERS Help Desk Technical Support at (971) 673-0279.
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Introducing our County Vital Records Workgroup
The Center for Health Statistics (CHS) is excited to host a County Vital Records Workgroup. In creating this platform for open dialogue, we hope the workgroup improves communication between the state vital records office and local registrars. It is also a great opportunity for members to discuss vital records processes and procedures, share information and learn from one another, and support colleagues from across the state.
CHS works hard to communicate updates and new resources to our vital records partners and welcomes your feedback.
Participation is voluntary. Members of the County Workgroup can expect to:
- Meet every other month via Microsoft Teams
- Serve a one-year commitment
- Discuss vital records topics, training, forms, work processes etc.
Our goal is to have one representative from each County Vital Records Office. If you are a local registrar and would like to join the workgroup or assign a deputy registrar to represent your county, send an email to Caroline.Zanot@dhsoha.state.or.us. Caroline will send you a confirmation email that you have been added along with a link to a survey about what you would like to cover in the workgroup.
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VitalChek Orders Hotline:
(888) 896-4988
VitalChek Order Online: www.vitalchek.com
General Information: (971) 673-1190
FAX: (971) 673-1201
TTY: 711
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