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State Office of Vital Records

State Office of Vital Records. Midwife Information Session. Presented by: Bianca Soto, OVR Trainer. Presentation points. Statutes & Rules How to File a Birth Certificate Basic Workflow Timeliness Statistics Retention. What is Vital Records?. Provide Certified c opies of…

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State Office of Vital Records

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  1. State Office of Vital Records Midwife Information Session Presented by: Bianca Soto, OVR Trainer

  2. Presentation points Statutes & Rules How to File a Birth Certificate Basic Workflow Timeliness Statistics Retention

  3. What is Vital Records? • Provide Certified copies of… • Arizona Birth Certificates • Arizona Death Certificates • Arizona Certificates of Birth Resulting in Stillbirth, Fetal Death and Report of Fetal Loss • Process Corrections and Amendments to Certificates • Registration of Vital events occurring in Arizona • Encourage Quality and Integrity Practices • Education Outreach 2013 Births 86,535 2013 Deaths 51,216

  4. Statutes & Rules • A.R.S. (Statute) Title 36, Chapter 3, Article 1-5 • Arizona Administrative Code (A.A.C.) Title 9 , Chapter 19, Article 2-3

  5. A.R.S. 36-333. Birth certificate Registration • A. Within seven daysafter a child's birth in this state, a person shall submit to a local registrar, a deputy local registrar or the state registrar, a birth certificate for registration according to rules adopted pursuant to this chapter.

  6. How to File a Birth Certificate • Licensed Midwives will continue to file birth certificates as they always have by submitting a completed Certificate of Live Birth. The signed worksheet MUST be submitted to the County Vital Records Registrar within 7 days after the birth in the county in which the birth occurred. • Certificate of Live Birth Worksheet (2003 Standard) • Fillable format • Printable format • Instruction Guide with Definitions (2003 Standard)

  7. Basic Workflow

  8. Data Integrity • Incomplete data • Medical portions • Inconsistent data • Mothers gained weight • Prenatal visits • Alterations • Not acceptable

  9. Timeliness • Requirements to Register a Birth within 7-Day Timeframe • Certificate of Live Birth Worksheet (2003 Standard) • If parents are not married, an Acknowledgement of Paternity or Court Ordered Paternity • Requirements for Late Registration (More than 7 Days but less than 1 year) • Certificate of Live Birth Worksheet (2003 Standard) • If parents are not married, an Acknowledgement of Paternity or Court Ordered Paternity • Medical Record on the Mother • Medical Record on the Child • Requirements for Late Registration Over 1 Year • Contact the State Office of Vital Records

  10. Corrections and amendments • A birth record may be corrected… • Submit a Request • Submit a Copy of the Certificate of Live Birth Worksheet • No charge • A birth record may be amended… • Refer Parent(s) to the nearest Vital Records Office • Charge applied

  11. Take a look Electronic Birth Registration System Certificate of Live Birth Worksheet

  12. Statistics Just a sample…

  13. retention • A.R.S. 36-333. Birth Certificate Registration Item B,4. • Maintain a copy of the evidentiary documents used to fill out the birth certificate for 10 yearsafter the date of submission. • Confidentiality – secure documents

  14. For your use • Vital Records Application • Copy of the Certificate of Live Birth Worksheet (2003 Standard) • Participating County Vital Record Offices • Our Contact Information • National Center for Health Statistics Information • Correction Letter Information • Future Training Opportunities

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