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Latest News

New Cesarean Birth Requirement in OVERS

Change: Effective January 6, 2020, Cesarean births require an MD or DO designation for the Certifier/Attendant.

What This Means: Any birth record that is designated as 'Cesarean' in the 'Final Route and Method of Delivery' question will expect an attendant/certifier type of 'Doctor of Medicine' or 'Doctor of Osteopathy'. An override can be used for this field.

New Printing Criteria for AOP Forms

Change: Effective January 6, 2020, The Voluntary Acknowledgement of Paternity form (AOP), in both the English and Spanish versions (45-31A, 45-31S), will only be available to print if specific criteria are met. Also, the mother's primary phone and facility information will auto-populate to the form.

What This Means: There are two requirements that must be met to print an AOP form. The first is that 'No' must be selected on the marital status question 'Was Mother Married at Conception, at Birth or within 300 days prior to Birth'. The other is that the birth must be within five days of entering the record. If these conditions are not met, the form will not be available to print. The mother's primary phone number and the name of the hospital or facility name and city will auto-populate the form from the information provided in the birth record.

Required Training for OVERS Access

Training Package for Midwives, Birth Information Specialists and Managers

All birth information specialists and midwives are required to complete both the Center for Health Statistics Training and the National Training. Certificates verifying completion of these trainings will be required before a new OVERS account can be created.
 
Current OVERS Users must send a copy of the OVERS Training Certificate and CDC Certificate to maintain access to their OVERS account.
 
All new and existing birth information specialists and midwives must complete this required BIS Training Package by June 30, 2020.
 
If you have questions, please contact the Vital Records Trainer or call 971-673-1353.
 
Date: January 2020
Topic: Required BIS and Midwife Training Package 2020
  1. Review the presentation and print the certificate: BIS Training 2020: Oregon laws and policies for reporting births and fetal deaths (pdf)
  2. Watch and listen to a recorded demonstration of entering a report and an amendment into the OVERS system
  3. Register, complete the course, take the assessment, and print the certificate: Applying Best Practices for Reporting Medical and Health Information on Birth Certificates, a new eLearning training by NCHS. The guidebooks previously provided to your facility complement this training. Step by step directions on how to access the certificate for this training can be found here.
The Health Licensing Office of Oregon approved the "Applying Best Practices for Reporting Medical and Health Information on Birth Certificates" training as acceptable Continuing Education (CEU's) for Licensed Direct Entry Midwives (LDM's).
 
The course provides a certificate of completion. Completion of the registration, course evaluation, and post-test is required to receive the CE or certificate of completion.

Past Webinars and Trainings

AOP Functionality

Change: Effective December 31, 2018, the Acknowledgment of Paternity form (AOP)(45-31) can be populated from OVERS in both English and Spanish.

What This Means: Birth Information Specialists have the option to auto populate the AOP form in OVERS. By selecting Yes on the Paternity Information dropdown list, the Father and Father Attribute pages will appear. The AOP form will populate from the mother and father pages. The form can then be printed, signed and dated by the parents and witnessed by hospital staff. The rights and responsibilities will also print.

This new auto populate feature enhances the accuracy of records, decreases AOP processing time and eliminates the need to order AOP forms from the state.

Use of this functionality is not mandatory. Facilities may continue to use the paper Voluntary Acknowledgment of Paternity form with their current processes as they choose.

Our Quick Reference Guide for AOP (pdf) provides a step-by-step guidance.

Birth Module Functionality in OVERS

We have released our new birth module functionality in OVERS.
 
Change: Effective December 17, 2018. There is a new section called Parental Description on Birth Certificate on the Marital Status page of the Birth Registration Menu. This section includes a dropdown list with the directions to, "Select parental description on the child's birth certificate." If the field is left blank, the system will produce a red edit when you click the Validate Page button. You will not be able to sign the record until the information is corrected.
 
OurParental Description on Birth Certificate Guide provides a step-by-step guidance.

Birth Edits in OVERS

We have released our new birth edits in OVERS.

Change: Effective September 10, 2018, new edits will trigger when filling out information on the birth module. These edits have been added to improve data quality. Four new edits will appear in the birth module under the Facility section.

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

Reminder: Effective June 1, 2018 new soft (yellow) edits will trigger when filling out information on the birth module. These edits will appear in the birth module under the Mother's Health section.

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

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 the Registration Manager for assistance.


Additional Instructions and Forms


Information on Voluntary Acknowledgement of Paternity


Information on Home Births

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.

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