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How to Register Birth Records

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How to Gain Access to OVERS

You must establish an OVERS account to report vital events electronically. Depending on your role, there are different forms to complete. Visit our Accessing OVERS page to find out which enrollment form you should complete. Please note, we have a new form specifically for Traditional and Licensed Midwives (Updated 01/2017).


New Birth Edits in OVERS

We have released our new birth edits in OVERS.

Change: Effective June 1, 2018 new soft (yellow) edits will trigger when filling out information on the birth module. These edits have been added to keep data entry clear and concise and to improve data quality for future reports and birth certificate needs. These edits will appear in the birth module under the Mother's Health section.

Our Quick Reference Guidline for new birth edits (pdf) on birth records provides a step-by-step guidance.


New Sex Designation Functionality

We have released our new sex designation functionality in OVERS.

Change: Effective April 16, 2018, OVERS has new options for sex designation. The selections of Female, Male and Unknown are the same, but you will also see X. X, indicating nonbinary, has been added to include individuals who are not exclusively male or female. X will be an option in the sex drop-down on the birth and death search screens. You can leave this field blank if you are unsure of the sex of the individual when completing a search.

Updated instructions and worksheets are available below. Our Quick Reference Guide for sex designation on birth records provides step-by-step guidance.


Frequently Asked Questions About New OVERS Functionality

Q: What do I tell family members about the new sex designation options on the birth record?

Starting April 16, 2018, the sex designation on the birth record includes the following categories:

  • Female
  • Male
  • Undetermined
  • X

Undetermined is used in cases where the sex cannot be determined due to a medical condition.

X is a new sex designation on the birth record. X, indicating nonbinary, has been added to include individuals who are not exclusively male or female.

Parents can make the decision to have their child’s sex be X on the birth record.


Q: Will federal agencies accept the child’s birth certificate with the sex designation as X?

This is a new process and we are unsure if other agencies will accept X on a birth certificate. Parents will have to go directly to a Social Security office to get a Social Security card for their baby. Automatic generation of a Social Security Number by registering the birth will not occur because only Male and Female are accepted by the Social Security Administration electronically.

It is not currently possible to have X as sex on a U.S. Passport.


Q: Why is this information collected on the birth record?

The sex designation of the baby is collected for two primary purposes. First, the establishment of identity and relationships. This includes not only the child’s name, date of birth, sex and place of birth, but also the parents’ names, dates of birth and places of birth. Second, data from birth records are used to generate statistics, analyze health trends, guide program planning and direct policy development. X, indicating nonbinary, is now an option to include individuals who are not exclusively male or female.


Instructions and Worksheets

Instructions for Completing Reports of Birth

Information Worksheets

All facilities are required to use the versions below or one approved by the Center for Health Statistics. If you would like to create a custom version of a worksheet for your facility, our November 2014 Birth Newsletter (pdf) outlines the requirements in the article titled "New Procedure: New & Custom Birth Worksheets." Contact Registration manager JoAnn Jackson for assistance.

Additional Instructions and Forms

Information on Voluntary Acknowledgement of Paternity

Information on Home Births


Paper Birth Report Order Form

An order form is available for birth attendants to request blank paper birth reports (OHA Form 45-1) and other forms from the Center for Health Statistics. The use of this form is limited to medical providers and licensed or registered traditional midwives attending births outside of a hospital in Oregon.

Request for Paper Birth Certificates order form (pdf) - Updated 04/2016


Social Security Number Request Process

Please visit our Social Security Enumeration at Birth webpage for instructions and frequently asked questions about requesting a social security number for an infant at birth.


Consolidated Error Reporting

In October of 2012, the Center for Health Statistics developed a process to notify hospital and birth center staff when they need to review and correct or update birth records.

Below are documents that explain the process, why the error reports are sent, and how to read the reports. In addition, we have included responses to frequently asked questions.


Webinars and Trainings

Webinars for Midwives, Birth Information Specialists and their managers

In February 2017, our office began hosting webinar conference calls for midwives, birth information specialists, and their managers. These webinar calls are intended as a way for our office to share information, provide updates, and serve as an opportunity for discussions surrounding birth and fetal death reporting.

Below you will find recordings, slides, and notes from our most recent webinar presentations:

Date: August 2017
Topic: Acknowledgment of Paternity Overview

Date: February 2017
Topic: Monthly Birth Report

Date: April 2017
Topic: Error Report

Date: May 2017
Topic: Fetal Death Reporting


Trainings

A new eLearning tool on completing the medical and health information for the certificate of live birth is now available. This training is designed for birth information specialists, and others who are responsible for gathering birth and fetal death record information, including doctors, nurses, or anyone with an interest in the subject.

Developed by the National Center for Health Statistics (NCHS) and local partners, this training is designed to help us all better understand and improve the quality of birth and fetal death data. The information is aimed at a national audience and promotes awareness of the importance of quality data.

You can find the training here: http://www.cdc.gov/nchs/training/BirthCertificateElearning/

The course is eligible for continuing education credits and can provide a certificate of completion. Completion of the registration, course evaluation, and post-test is required to receive the CE or certificate of completion.

Information about Continuing Education

How to obtain a Certificate of Completion

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