COMPUTER ERROR

1. COMPUTER ERROR HUMANERROR WE ALL MAKE MITSAKES

2. Birth Record Data Why the details are important!

3. Birth Certificates • Many uses • Adding baby to insurance coverage • Applying for passport • Enrolling in school • Applying for drivers license • Identity theft

4. 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

5. Correction or Amendment? • There isa difference! • 2013 Minnesota Statutes • Department of Health • Vital Records

6. 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.

7. 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.

8. In Plain English? AMENDMENT Change to item(s) that print on the certificate • after a certificate has been issued, or • more than one year after the birth • whichever occurs first Application, supporting documentation and $40 fee required

9. CERTIFICATE OF BIRTH STATE FILE NUMBER: 2013-MN-000098 FULL NAME BAA BAA BLACK SHEEP DATE OF BIRTH DECEMBER 16, 2013 TIME 02:59 24 HOUR PLURALITY SINGLE (1) SEX MALE PLACE OF BIRTH ST. ELSEWHERE CITY COUNTY MINNESOTA PARENT EWE SHEEP NAME AT BIRTH EWE LAMB DATE OF BIRTH MAY 31, 1987 PLACE OF BIRTH SHEPARD, MINNESOTA PARENT RAM SHEEP DATE OF BIRTH APRIL 15, 1986 PLACE OF BIRTH OXLIP, MINNESOTA

10. 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

11. 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

12. 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

13. Parent Notices • Parent Notices direct parents to contact the hospital to request corrections • Corrections can be made at the local county issuance office

14. 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

15. 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.

16. 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

17. 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

18. 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

19. Resources • Registration Support651-201-5961health.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

20. Thank you! Questions?