Vital Records Public Counter Reopening Delayed
We recently learned from the Department of Administrative Services (DAS) that the State Vital Records office at the Portland State Office Building (PSOB) would not open to the public on January 3 as had been previously announced. At this point, there is no definite timeline for reopening the Vital Records public counter. We will let you know as soon as a new date has been identified.
Customers can continue to order vital records online, by phone, by mail or by using the Vital Records Drop Box located at the PSOB.
We greatly appreciate your partnership and all your hard work for all Oregonians.
We Want to Hear from You!
Many articles in our monthly newsletters are inspired by real-life questions received from our partners. We encourage you to submit issues or questions about processes and procedures that may arise. We will be happy to address them in future newsletters. Submit your suggestions to CHS.PartnerServices@dhsoha.state.or.us.
Adding a Birth Attendant to OVERS
When entering a birth record, if you come across a birth attendant who is not listed in OVERS, we encourage you to complete the OVERS Birth Attendant Form and fax it to 971-673-1201. Once a birth attendant is added to the database, they can be selected from the “Attendant” page of a birth certificate or fetal death report in OVERS. This saves time and reduces potential errors by not requiring the repeated manual entry of the attendant for future records.
REALD Data Collection Started January 1
The Center for Health Statistics (CHS) began collecting REALD (Race, Ethnicity, Language and Disability) data for birth records on January 1, 2022.
Parents must fill out the new Parent Worksheet for any births that occur on or after January 1, 2022. The updated worksheet, available in English and Spanish, can be found here. Please make sure all old copies of the Parent Worksheet (dated 03/18) have been recycled and that the new version replaces any old links your facility may have on your internal files or your public-facing web pages.
OVERS was updated to include the new REALD questions. The fields that display in OVERS will change depending on the birthdate of the baby. If the baby was born on December 31, but the birth record was not entered into OVERS until January 1, then the new fields will not appear. Any 2022 birthdate will show the new fields in OVERS. Entering birth records should be done using Internet Explore until Internet Explorer is no longer supported.
Our web page has REALD resources that include a handout and a video about REALD Data Collection. Both of these resources are currently available in English and Spanish.
If you have any questions about the REALD changes or would like to schedule training, contact the Vital Records Trainer at Kathy.Ellis@dhsoha.state.or.us.
Additional Types of Disposition: Natural Organic Reduction and Alkaline Hydrolysis
Oregon House Bill 2574 adds two new types of dispositions for human remains. The new types are natural organic reduction and alkaline hydrolysis. The bill goes into effect on July 1, 2022.
Oregon joins Washington and Colorado as states where natural organic reduction is legal.
Definitions for terms introduced in HB 2574:
Natural organic reduction (also known as human composting): the contained, accelerated conversion of human remains to soil.
Alkaline hydrolysis or hydrolysis (also known as water cremation): the technical process for reducing human remains by placing them in a dissolution chamber that uses heat, pressure, water and base chemical agents, in a licensed hydrolysis facility, to reduce human remains to bone fragments and essential elements.
Reduction: alkaline hydrolysis, natural organic reduction and any other method of final disposition of human remains authorized by the State Mortuary and Cemetery Board.
Reduced remains: the remains of a human body after completion of reduction.
The Center for Health Statistics will be gathering input from our partners to determine the best way to collect information regarding these new dispositions and how to record them in OVERS. We will then communicate whether any paper forms or fields in OVERS will be updated to accommodate the new disposition options. Stay tuned for more information!
Updated Resources for Counties
CHS recently updated the following two resources counties share with customers to answers questions they may have about vital records.
- Correcting Typographical Errors on a Birth Certificate Less Than 12 Months from DOB
- Amendment and Replacement Certificate Fees
These resources are available in English and Spanish and can be found in the Resources and Communication Section (For Customers) on the County Vital Records web page of the CHS site.
Please replace any old versions with the updated handouts, including printed copies and links you may have on your internal or public-facing network.
If you have any questions, please contact the Partner Services Administrative Liaison at Dancia.O.Hall@dhsoha.state.or.us.
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