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COMPUTER ERROR HUMAN ERROR WE ALL MAKE MITSAKES. Why the details are important!

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Presentation on theme: "COMPUTER ERROR HUMAN ERROR WE ALL MAKE MITSAKES. Why the details are important!"— Presentation transcript:

1 COMPUTER ERROR HUMAN ERROR WE ALL MAKE MITSAKES

2 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 is a 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 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

9 CERTIFICATE OF BIRTH STATE FILE NUMBER: 2013-MN FULL NAMEBAA BAA BLACK SHEEP DATE OF BIRTHDECEMBER 16, 2013 TIME02:59 24 HOUR PLURALITYSINGLE (1) SEXMALE PLACE OF BIRTHST. ELSEWHERE CITYCOUNTYMINNESOTA PARENTEWE SHEEP NAME AT BIRTHEWE LAMB DATE OF BIRTHMAY 31, 1987 PLACE OF BIRTHSHEPARD, MINNESOTA PARENTRAM SHEEP DATE OF BIRTHAPRIL 15, 1986 PLACE OF BIRTHOXLIP, 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 Amendments Cautions BIRTH RECORD AMENDMENTS. §§Subpart 1. Requesting amendment. A registrant age 18 or older or the registrant's parent, legal guardian, or legal representative may request a registrar to amend the civil registration information in a birth record. The person requesting the amendment must demonstrate tangible interest in the birth record to be amended according to part and Minnesota Statutes, section , subdivision A. A parent of the registrant or the person who filed the documentation of birth according to part or may request an amendment of the registrant's birth record under this subpart. An amendment requested under this subpart must: §§(2) be limited to changes to the registrant's name, correction of information originally recorded in error, or the provision of missing information. Changes to the registrant's name are limited to spelling corrections if a document that established the legal name of the child has been processed by a registrar.

19 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

20 Resources Registration Support Field Services Staff Sally Almond – or Krista Bauer – or Kirsti Taipale – or Birth and Fetal Death Registration Information for Hospital Staff

21 Thank you! Questions?


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