Physician Assistant Title Changing to Physician Associate
On June 7, House Bill 4010 goes into effect. Part of this bill changes the title “physician assistant” to “physician associate.”
CHS is actively working to update OVERS with the new title. It may take some time to fully implement the transition from physician assistant to physician associate, however. After June 7, if you see “physician assistant” in a drop down menu in OVERS, continue to make that selection until it has been switched out for the updated title of “physician associate.”
We will provide you with any updates regarding this title change in the system as they become available.
Please contact CHS.PartnerServices@oha.oregon.gov if you have any questions about the new title of “physician associate.”
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Matters of Record Newsletter Archive
Did you know the Center for Health Statistics has been publishing articles for our partners in the Matters of Record newsletter since 2012? We are so proud of our consistent and reliable communication with our partners, and we know that these articles can provide helpful tips and timely updates when you need them most. It is important that you can access these valuable resources, so we developed a searchable archive of our newsletters.
At the top of every Partner Page, there is a link to the Matters of Record Newsletter archive.
 For retention purposes, the archive includes individual links to our older archives (2019-2012) published for our Birth, Death, and County partners. The older archive is not included in the searchable data table due to the potential of information no longer being completely accurate as some laws and processes have changed.
The searchable data table functions in the same way as the CHS Partner FAQ, which was featured in the March issue of Matters of Record. Note: The location for the CHS Partner FAQ link has moved from the left pane navigation menu and is now found in the Key Resources section on every partner page directly beneath the Matters of Record Newsletter link. (see above)
The Date and Partner columns can be clicked to sort information by ascending or descending order. There is also a Search bar at the top with filter functions; just type in your search criteria, press the “Enter” key or click the magnifying glass icon.
 Clicking on the “Article Title” will navigate you to the Matters of Record issue published with the article you selected. If you can’t find the article you are looking for, please email Partner Services. We also welcome any suggestions you may have for articles you would like to see in the newsletter.
Labor and Delivery Staff Training
In many facilities, Birth Information Specialists do not have any contact with birth parents. The labor and delivery staff are the ones who provide the Birth Parent Worksheet and help parents with the Acknowledgment of Paternity. The Center for Health Statistics has developed a training for those labor and delivery staff to help them understand the importance of gathering the information for the birth record.
The training covers:
- Completing the Birth Parent Worksheet
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Acknowledgments of Paternity (AOP)
-AOP Overview
-Importance of AOP’s
-Choosing the right form
-Checking the form for accuracy
-What happens if AOP’s are late or rejected
- Amendments
If you have labor and delivery staff who could benefit from this training, contact CHS.Partnerservices@oha.oregon.gov. We will work with your facility to set up a convenient training that works with their schedule. The training is done using MS Teams and takes approximately 60 minutes.
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The Facility Administrator Work Group
The Facility Administrator Work Group is an optional meeting for OVERS facility administrators to discuss helpful tips, training opportunities, workflows, strategies to overcome barriers, and other topics that will help with death records at their facilities. We hope to see you at this opportunity to support and collaborate with peers across the state!
Facility Administrator Work Group
July 10, 1:00 - 2:00 p.m. Pacific Time
Register here!
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The Death Record Status Line
The status line in OVERS provides a dynamic, real-time view of the status of a death record and can be viewed on any page of the death record below the decedent’s name.
 If you want to know if a record is ready to be ordered, we recommend you first check the status line. Here is a breakdown of what you might see and what it can mean:
 While uncommon, a “Hold” can be placed on a record before or after it is registered. Anything else that is listed in the status line that has not been mentioned above is for the Center for Health Statistics' use only and will not delay the registration or issuance of a death record. This will include all red wording and/or numbers within the status line.
 While seeing red characters may seem like an error alert, this is not the case for the status line. Certificates may be requested as long as the record says “Registered.” The only exception to this is if a “Hold” is placed on a record (which appears in red). Then it cannot be issued, even if it says “Registered.”
If you do not see “Registered” in the status line, use the above list to determine what is missing or needs to be completed. This information is also listed in the OVERS User Guide for Funeral Directors.
If you have questions regarding a status line, call the OVERS Help Desk at 971-673-0279 to get directions on what is needed for the record.
Funeral Home Billing and Contact Information
The Center for Health Statistics has, at times, been unable to contact funeral homes when providing them with invoices for certificates that the funeral home has ordered. Please be sure that your facility contact information that is on file with the Oregon Mortuary and Cemetery Board (OMCB) is accurate and up-to-date. Information can be updated using the OMCB facility portal on their website. Vital records will use this information for billing and may provide invoices by email.
If you have questions about charges on your invoices, please contact CHS.FuneralHomeOrders@oha.oregon.gov.
Video Series for Funeral Directors: Common Industry Responses and How to Improve Them
Questions about the industry in which a decedent worked are often answered with vague responses or even left blank. Part 4 of the video series produced by The National Occupational Mortality Surveillance (NOMS), a subset of the Center for Disease Control and Prevention (CDC), provides concrete examples of responses you may receive for a decedent’s industry and tips about what questions you can ask to make those responses more accurate.
The fourth video (Part 4: Common Industry Responses and How to Improve Them) will cover the following points:
 You may access the entire series at the NOMS web page and bookmark it as a resource for future use.
If you need additional assistance with completing the occupation and industry information for the death record, contact the Registration Unit at CHS.Registration@oha.oregon.gov.
Place of Disposition Defect Update
On February 20, 2024, county vital records staff were notified by email about a defect that was discovered in OVERS. The defect causes an amendment to the place of disposition on a death record to break the county’s ability to locate the record or match it in an order.
We expected that the defect would be fixed in June 2024. Due to changes in the OVERS release schedule, we now expect the defect to be fixed in late Summer 2024. Currently, the defect is not yet resolved. However, we have developed a way to periodically identify affected records and fix them. In the rare case that you are unable to locate or match a death record when place of disposition has been amended, please contact the OVERS Help Desk at 971-673-0279.
For questions about this defect please contact CHS.PartnerServices@oha.oregon.gov.
The County Work Group
The County Work Group is an optional meeting for county vital records staff to learn about current vital records topics, ask questions and share ideas with each other.
County Work Group
June 25, 2:00 - 3:00 p.m. Pacific Time
Register here!
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