Check Entries Before Certifying a Record
Reviewing entries in OVERS before certifying the record is a critical step to ensure that all the information for the birth record is complete and accurate. Mistakes on the birth record can lead to frustrated parents and calls to your facility from both parents and the Center for Health Statistics. Another serious impact for parents is they may be responsible for a $35 amendment fee to correct the record if the error is not discovered before the child turns one year old.
In addition, changes to a birth record will result in a footnote being permanently attached to a child’s birth record. The footnote will clearly state what was changed and why. For example, “Child’s first name formerly Smiht changed by hospital due to typographical error. XX Example, State Reg, AS, 07/05/2023”
Some of the most common errors we see are:
- Misspelled names – For example, baby and mom’s last name is “Smith”, but dad’s last name is entered as “Smiht.”
- Wrong sex on the birth record.
- Issues with multiple last names – For example, adding a hyphen between names when parents didn’t include it on the Birth Parent Worksheet.
- Address of parent is being entered incorrectly. When this happens, parents fail to receive the child’s Social Security card as well as important communication from CHS.
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What can you do to confirm that information is accurate and complete when entering birth records?
Here are a few tips:
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- Remind parents that the information provided on the worksheet will be on their baby’s birth certificate and information on the worksheet will be entered exactly as written.
- Encourage parents to review the worksheet before they sign it.Verify the birth worksheet is correct before the family leaves the facility.
- Double check to make sure the OVERS record you are working on and the worksheet match.
- Don’t assume that the name is spelled incorrectly and then correct it.
- Review entered data, especially names, before you certify the record.
One last tip:
- Multiple entries are possible in the Race or Ethnicity text field. If the parents wrote multiple answers in this field, separate these answers with a comma and a space when typing them into OVERS. Do not separate answers with a slash (/).
Correct way to enter this information in OVERS:
 Taking the time to review your entries before submitting them is a small step that can have a big impact. When birth records are registered accurately, there will be fewer amendments, less contact with the State Vital Records office and happier customers and families.
If you have any questions about completing a birth record, contact CHS.Registration@oha.oregon.gov.
The State Needs Your Help to Meet Federal Requirements for Paternity Establishment
Several programs that benefit children and their parents receive federal funding based on whether the State meets the 90% goal for paternity establishment set by the government. We need your help to make sure we meet this goal.
To reach this important target, facility Acknowledgments of Paternity (AOP) must be above 80% for births to unmarried mothers.
Birth Information Specialists and Midwives are crucial in ensuring that the state of Oregon fulfills the paternity establishment percentage as the facility forms provide the majority of the counted records.
Responsibilities of Birth Information Specialists and Midwives in a Facility:
- Ensure parents have heard the Rights and Responsibilities before completing the AOP form. Parents can either read it to each other or a watch the YouTube video. (See handout that provides QR codes that link to English and Spanish videos.)
- Make sure parents have checked the form for accuracy and completeness before submitting to the state, especially if you notice errors or missed fields.
- Make sure parents have signed and dated the form within 5 days of the child being born.
- Check the form is witnessed and dated by hospital staff for each parent signature.
- Be sure the dates the parents sign the form match the witness dates.
- Mail the forms to us immediately. Do not hold in batches. Delays in sending the forms can negatively impact the paternity percentages as well as create unnecessary steps for parents to establish paternity.
- Provide the Voluntary Acknowledgment of Paternity (45-31) facility form to parents as soon as you can (available in English and Spanish). There is another option if the facility form can’t be signed at the hospital: you can provide the notary required Voluntary Acknowledgment of Paternity Affidavit (45-21) or direct the parents to the Vital Records website to download the form (available in English and Spanish). There is no fee required to process this form if it is postmarked within 14 days of birth. If the form is postmarked after that date, parents must be sure to include a $35 amendment fee.
- To make it easier for parents to submit the notary required form to CHS, our office can supply you with prepaid business return envelopes for families to mail in the Acknowledgment of Paternity Affidavit (45-21). These envelopes are the same ones that facilities use to return the facility form to CHS.
- The AOP Affidavit form (45-21) can be downloaded from the Vital Records website.
- The facility AOP form (45-31) is also available to print from the OVERS record when the child is less than 5 days old and will print prepopulated with the child’s and mother’s information. The father will be required to write in their information if printed from the record.
Checking that the parents have reviewed the AOP form for accuracy and completeness and sending in forms promptly ensures that paternity establishment is a smooth process for facilities and parents.
Below you will find the hospital paternity establishments for October 1, 2022, through May 31, 2023. Hospitals at 80% or higher - keep up the good work. Hospitals below 80% - every form makes a difference.
 For questions about the AOP form, contact CHS.Amendments@oha.oregon.gov.
Contact CHS.PartnerServices@oha.oregon.gov if you would like training on AOP’s, have questions about criteria, or would like tips on how to increase the number of paternities at your facility.
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