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Welcome!
Welcome to the monthly newsletter for the Center for Health Statistics (CHS), Vital Records office. Here you will find important information like changes to the Oregon Vital Events Registration System (OVERS), updates to Oregon laws, process reminders, statistics and available reports.
In the table of contents on the left, you may choose a category to jump to articles of interest. We encourage everyone to read through other sections as well; something may just pertain to you and your facility.
Articles are often written as a direct result of questions or comments we receive from our partners. If you have any topics you would like addressed in a future newsletter, please let us know!
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Reopening of Vital Records Public Counter
On September 1, 2021, the Vital Records Public Counter located in the Portland State Office Building (PSOB) will reopen to the public by appointment only. Customers will need to schedule an appointment to order a vital record certificate in person and follow all safety guidelines that are posted at the PSOB.
Beginning August 27, 2021, our website will have instructions on how to schedule an appointment for in-person ordering of a vital record. As appointment slots will be limited, customers can visit the Vital Records website for information on all options for ordering certificates, including online, phone, mail or by using the Drop Box at PSOB.
Note: The amendments counter will no longer be open to in-person customers. Customers should contact the Amendments Team to amend or change a vital record by emailing CHS.Amendments@dhsoha.state.or.us.
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REALD Updates for Birth Information Specialists
The introduction of REALD (Race, Ethnicity, Language, and Disability) in January 2022 will add new demographic questions to the Parent Worksheet and the paper Certificate of Live Birth. It will also add new fields to the Oregon Vital Events Registration System (OVERS).
The collection of REALD demographic data is important because certain groups of people experience health inequities. This results in avoidable differences in health outcomes. To fully address and eliminate those differences in health outcomes, we need more detailed data collection to accurately identify health inequities among different populations.
The types of new questions include:
- Open ended questions about race and ethnicity as well as racial and ethnic options that can be selected.
- Selection for primary racial or ethnic identity.
- Language used at home and language preferences.
- Questions about functional limitations and when the limitations began.
We will be offering two trainings in the fall to Birth Information Specialists about REALD. The first training will cover the background of REALD and how to help parents with the new questions. The second training will cover the changes to the Parent Worksheet and the changes to OVERS.
There will be more information to come about REALD and the planned trainings. If you have any questions about the upcoming REALD changes contact the Vital Records Trainer at Kathy.Ellis@dhsoha.state.or.us.
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Helpful Contact Info for Funeral Directors
Authenticator App as an Option to Sign or Certify a Death Record
In March 2020 the Center for Health Statistics introduced the authenticator app for OVERS. The authenticator app allows medical certifiers to certify a death record using an app on their smartphone. In August 2020 we made the app available to funeral directors, allowing them to sign their portion of the record with the app. Since the roll out of the authenticator app, 1,613 medical certifiers and 142 funeral directors have enabled this option to certify or sign a death record.
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Since introducing the authenticator app, the percentage of death records being filed fully electronically has increased 12.7%.
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The benefits of using the authenticator app to certify/sign a record are:
- Easy to install and use
- No biometric device required (Any computer can be used)
- No need to enroll fingerprints
- Can use any browser or operating system
- Compatible with Android or iPhone
We have created an easy-to-use quick guide to help you get started with the app:
Authenticator App Set Up Quick Guide
If you have questions about installing or using the app, contact Kathy Ellis at (971) 673-1353 or Kathy.Ellis@dhsoha.state.or.us.
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County Triennial Review Update
After a six-month pause, County Triennial Reviews resumed July 1, 2021. Your County Vital Records Office will be emailed when it is time to schedule your review. The exact review date will fall within the agreed-upon window of time between your Local Public Health Administrator and OHA leadership. The date will be one that works for both the county office and state reviewer.
While we remain under restrictions on non-essential travel, reviews will continue to be conducted remotely via Microsoft Teams. Part of the review is to show us where you are storing your security paper. To do this, you will need to use a device with a video camera for visual inspection of your stored intaglio paper (security paper). A mobile device such as a laptop is best in the event you are not seated near the area or container for the security paper during the review.
We are excited to continue the Triennial Review process and look forward to meeting with you soon!
For questions about Triennial Reviews visit our County Triennial Review webpage or email Caroline Zanot at Caroline.Zanot@dhsoha.state.or.us.
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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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