STATE OFFICE OF VITAL RECORDS 2014 Presented by
STATE OFFICE OF VITAL RECORDS 2014 Presented by: Bianca Soto, OVR Trainer Midwife Information Session 1
PRESENTATION POINTS • Statutes & Rules • How to File a Birth Certificate • Basic Workflow • Timeliness • Statistics • Retention 9/15/2021 2
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 3
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 4
A. R. S. 36 -333. BIRTH CERTIFICATE REGISTRATION • A. Within seven days after 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. 9/15/2021 5
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) 6
BASIC WORKFLOW Birth Occurs Inform Parent(s) How to Apply Provide to Vital Records + A. O. P. 9/15/2021 Complete Worksheet + A. O. P. Quality Assurance Process 7
DATA INTEGRITY • Incomplete data • Medical portions • Inconsistent data • Mothers gained weight • Prenatal visits • Alterations • Not acceptable 9/15/2021 8
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 9/15/2021 9
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 10
TAKE A LOOK Electronic Birth Registration System Certificate of Live Birth Worksheet 11
STATISTICS Just a sample… 12
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 years after the date of submission. • Confidentiality – secure documents 13
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 14
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