HUMAN ERROR COMPUTER ERROR WE ALL MAKE MITSAKES Why the details are important! Birth Certificates Many uses Adding baby to insurance coverage Applying for passport Enrolling in school Applying for drivers license Identity theft Birth Registrar Survey Fields corrected most often: Baby’s name Parent name Parent date of birth Parent place of birth Birth registrars reported concern about Mother’s Medical Information I and where to get the information Correction or Amendment? There is a difference! 2013 Minnesota Statutes Department of Health Vital Records Statutory Language "Amendment" means completion or correction made to certification items on a vital record after a certification has been issued or more than one year after the event, whichever occurs first, that does not result in a sealed or replaced record. Statutory Language “Correction” means a change made to a noncertification item, including information collected for medical and statistical purposes. A correction also means a change to a certification item within one year of the event provided that no certification, whether paper or electronic, has been issued. In Plain English? AMENDMENT Change to item(s) that print on the certificate o after a certificate has been issued, or o more than one year after the birth o whichever occurs first Application, supporting documentation and $40 fee required CERTIFICATE OF BIRTH FULL NAME DATE OF BIRTH TIME PLURALITY SEX PLACE OF BIRTH PARENT NAME AT BIRTH DATE OF BIRTH PLACE OF BIRTH PARENT DATE OF BIRTH PLACE OF BIRTH STATE FILE NUMBER: 2013-MN-000098 BAA BAA BLACK SHEEP DECEMBER 16, 2013 02:59 24 HOUR SINGLE (1) MALE ST. ELSEWHERE CITY COUNTY MINNESOTA EWE SHEEP EWE LAMB MAY 31, 1987 SHEPARD, MINNESOTA RAM SHEEP APRIL 15, 1986 OXLIP, MINNESOTA In Plain English? CORRECTION A change to an item that is printed on the certificate before a certificate has been issued up until the child’s first birthday whichever happens first Also a change to an item that does not print on the certificate race, parent education, information collected for medical and statistical purposes Warning - Warning! Birth certificates are available for issuance immediately after the birth record is filed If a certificate has been issued, any changes to the record, including minor spelling changes require an application, supporting documentation, a $40 amendment fee, and the cost of a new certificate Newborns have not lived long enough to accumulate the required supporting documentation Mistake-proofing Print the Parent Verification Form Verify birth facts before the mother and child leave the hospital Finalize/file the birth record after parent approval Parent Notice will be mailed from county Parent Notices Parent Notices direct parents to contact the hospital to request corrections Corrections can be made at the local county issuance office Correction at Hospital Confirm the requestor’s identity Carefully identify and review the medical record Verify that the new information is accurate Log into MR&C Make the correction(s); click on Continue Then go straight to the finalize filing page Confirm the corrections File the corrections Corrections Cautions Do not change Any data to something other than what appears in the medical record Marital status of the parents If a Recognition of Parentage (ROP) has been filed, do not change the last name of the baby Don’t add a dad to the record via the correction process. Records Unavailable For Correction If Correct Birth Record isn’t an option in the dropdown menu, it’s because: A certificate has already been issued One year has elapsed since the birth Record has to be amended (application, supporting documentation, amendment fee and new birth certificate fee required) ROP is pending Record has been replaced Hospital Statement Form Hospital statement is used When the hospital made a mistake that is discovered after a certificate has been issued In lieu of providing copies of medical records to OVR NEVER give the Hospital Statement Form to parents In Closing… Understand the difference between ‘correction’ and ‘amendment’ Costs Parent satisfaction Prevent corrections Know when and how to correct Know when an amendment is required Resources Registration Support 651-201-5961 [email protected] Field Services Staff Sally Almond – 651-201-5973 or [email protected] Krista Bauer – 651-201-5937 or [email protected] Kirsti Taipale – 651-201-4832 or [email protected] Birth and Fetal Death Registration Information for Hospital Staff http://www.health.state.mn.us/divs/chs/osr/birthreg/index.html Thank you! Questions?