Use of Unknown for Other Significant Causes in Fetal Death
Fetal Death Reports have two questions on the Cause/Conditions Contributing to Fetal Death page in OVERS. Answering the first question is required and covers the Initiating Cause/Condition which most likely began the sequence of events resulting in the death of the fetus.
The second question addresses any other significant causes or conditions that may have contributed to death. Answer this question only if there are any other conditions that contributed to death. If there are no other conditions, do not select the Unknown option – leave all selections blank. Unknown is only to be selected if there are other conditions, but they are undetermined. For example, a pending exam where results haven’t been completed. If Unknown is selected, please add a comment detailing why Unknown was chosen.
 If you have questions about how to enter a Fetal Death Report, contact CHS.Registration@oha.oregon.gov.
Update Informant on Parent/Parent Certificate
When completing the Birth Parent Worksheet, parents have the option to select either a Mother/Father or Parent/Parent format for the child’s birth certificate. This selection is entered into OVERS on the Marital Status page.
When a Parent/Parent birth certificate format is selected, it is important to update the Relationship of Informant to Baby field on the Informant page in OVERS to match what the parents selected on the Birth Parent Worksheet.
 In the Relationship of Informant to Baby dropdown menu, select Other and type in “Parent” in the Other Specify field. This will ensure that the informant is listed as Parent instead of Mother or Father.
Important: You will need to type in the first, middle, and last names of the parent. If Mother or Father is listed, these will auto populate, but this is not a function when Other is selected.
 If you have questions about selecting a Parent/Parent format or about updating the Informant, contact CHS.PartnerServices@oha.oregon.gov.
Use OVERS to Correct a Clerical Error
Funeral Directors, whenever possible, we encourage you to submit amendments to death records via OVERS. If the changes are to a restricted item (the informant identity, marital status, spouse name or funeral home) due to a clerical error, use the description box of the amendment section to provide a written statement that provides a clear explanation of the error. This explanatory statement is required by statute (OAR 333-011-0300-9).
To do this, follow these steps:
When entering amendments, the Type will always be Personal for funeral directors. In the description box, enter “Clerical Error” followed by a clear explanation of why the incorrect information was initially submitted.
 [If you need directions on how to enter an amendment into OVERS, see p. 44 of the OVERS User Guide for Funeral Directors.]
Examples of descriptions that are acceptable for explaining clerical errors:
- Clerical Error: Spelled spouse name incorrectly when keying into system.
- Clerical Error: Entered legal name of spouse instead of maiden name by mistake.
- Clerical Error: Upon reviewing the death worksheet, the information that was registered is not what the informant provided.
Examples of descriptions that are NOT acceptable for explaining clerical errors:
- Clerical Error: Informant wants to remove their name and change informant to a family member.
- This is describing something that is NOT a clerical error.
- Clerical Error: Marital status.
- This description does not explain why it is a clerical error. More information is needed.
Not all amendments require this description, just those that change the informant identity, marital status, spouse name or funeral home.
Correctly submitting amendments for clerical errors in OVERS instead of using the paper form reduces turn-around times and reduces back-and-forth correspondence between CHS and funeral homes.
We strongly recommend that you have the informant carefully review and sign the Death Certificate Worksheet or your facility form when they provide the information about the decedent. This helps determine if a change should be a clerical error or if it is updated information from the informant.
Please contact CHS.Amendments@oha.oregon.gov if you have questions about submitting clerical error amendments in OVERS.
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What Data Can Be Shared?
County Vital Records offices are sometimes contacted with requests for data. Regardless of the credentials of the requesting parties, remember that all vital statistics information is confidential and exempt from public disclosure.
The only two circumstances in which a County Vital Records office may share vital statistics data are:
- Through the normal issuance of paid certificates to eligible persons (ORS 432.380)
- As notice to the county clerk for purposes of updating voter registration rolls (ORS 247.570)
All other requests for data must be referred to the Oregon State Vital Records Office.
Examples Include:
- Public record requests
- Government agency requests for verification
- Subpoenas
- Any requests related to county administrative, public health, mental health, research, or other data needs.
Some requests may require a data use agreement. General information about data use agreements is available on our website. If you have additional questions about data use agreements or the data request process, please email CHS.Statistics@oha.oregon.gov.
Thank you for helping preserve the confidentiality of the data, defending the privacy of Oregonians and protecting your county vital records office from potential legal liability.
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