COMPUTER ERROR

HUMAN

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WE ALL MAKE MITSAKES

Birth Record DataWhy the details are important!

Birth CertificatesMany uses

Adding baby to insurance coverageApplying for passport Enrolling in schoolApplying for drivers license

Identity theft

Birth Registrar SurveyFields corrected most often:Baby’s nameParent name Parent date of birthParent 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 certificateo after a certificate has been issued, or o more than one year after the birtho whichever occurs first

Application, supporting documentation and $40 fee required

CERTIFICATE OF BIRTHSTATE FILE NUMBER: 2013-MN-000098

FULL NAME BAA BAA BLACK SHEEPDATE OF BIRTH DECEMBER 16, 2013TIME 02:59 24 HOURPLURALITY SINGLE (1)SEX MALEPLACE OF BIRTH ST. ELSEWHERE

CITY COUNTY MINNESOTAPARENT EWE SHEEP

NAME AT BIRTH EWE LAMBDATE OF BIRTH MAY 31, 1987PLACE OF BIRTH SHEPARD, MINNESOTA

PARENT RAM SHEEPDATE OF BIRTH APRIL 15, 1986PLACE OF BIRTH OXLIP, MINNESOTA

In Plain English?CORRECTION

A change to an item that is printed on the certificate

before a certificate has been issuedup until the child’s first birthdaywhichever 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 filedIf 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-proofingPrint the Parent Verification Form Verify birth facts before the mother

and child leave the hospitalFinalize/file the birth record after

parent approval

Parent Notice will be mailed from county

Parent NoticesParent Notices direct parents to contact

the hospital to request correctionsCorrections can be made at the local

county issuance office

Correction at Hospital Confirm the requestor’s identity Carefully identify and review the medical recordVerify that the new information is accurateLog into MR&C Make the correction(s); click on ContinueThen go straight to the finalize filing pageConfirm the correctionsFile the corrections

Corrections CautionsDo not changeAny data to something other than what appears

in the medical recordMarital 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 drop-down 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 FormHospital statement is used When the hospital made a mistake that is

discovered after a certificate has been issuedIn 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 correctionsKnow when and how to correct Know when an amendment is required

ResourcesRegistration Support

651-201-5961health.birthreg@state.mn.us

Field Services StaffSally Almond – 651-201-5973 or sally.almond@state.mn.usKrista Bauer – 651-201-5937 or krista.bauer@state.mn.usKirsti Taipale – 651-201-4832 or kirsti.taipale@state.mn.us

Birth and Fetal Death Registration Information for Hospital Staff http://www.health.state.mn.us/divs/chs/osr/birthreg/index.html

Thank you!

Questions?