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| What is EBRS? |
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EBRS stands for the Electronic Birth Registration System, which is the second module of the Oregon Vital Events Registration System (OVERS). It will replace the existing DOS-based Electronic Birth Certificate (EBC) system. EBRS will be used to complete and register birth certificates beginning on January 1, 2008.
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| Are there other OVERS modules? |
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Yes. The Electronic Death Registration System (EDRS) is currently operating statewide. As funding allows, Oregon plans to add modules for marriage and divorce certificates, as well as statistical reporting for induced termination of pregnancy in 2009. Fetal death is part of EBRS and will become active mid-2008.
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| Are we required to use OVERS? |
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Medical facilities currently using EBC will be required to use EBRS for birth registration, beginning on January 1, 2008. It has not yet been determined if OVERS will be required for future modules including induced termination of pregnancy.
Birthing centers not associated with a hospital currently file paper certificates and will be trained on EBRS by the end of May 2008. Midwives will also be offered use of the system; however paper certificates will continue to be accepted.
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| Do I need to print/mail certs? |
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No, certificates will no longer be printed at the birth facility. Counties will no longer receive paper certificates or EBC disks from the birth facility. County staff will be able to issue birth certificates from EBRS.
The State Vital Records office will need to receive paper paternity acknowledgments. Paternity forms will continue to be paper-based because we need the physical signatures of the parents. We are looking for ways to incorporate paternities into EBRS in the near future.
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| What else will change? |
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Hospital birth clerks will enter birth certificate information into the Web-based EBRS, rather than the current DOS-based EBC. Because EBRS is a Web application, this entry can be performed at any computer with Internet access, rather than a specific computer with the DOS-EBC program. EBRS also eliminates sending data files (either by FTP or on disk) to state or county offices. EBRS information is available immediately and can be viewed simultaneously by more than one person.
Because the legal birth certificate will be created at the state office, all court orders should come directly to the state for processing. This should decrease the use of court orders at medical facilities (i.e., surrogate mothers, etc.).
In addition, Oregon is implementing the new U.S. standard birth certificate with EBRS. While the majority of the information remains the same, some changes have been made. New birth worksheets will be available during EBRS training, which will also include the new birth certificate.
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| How do I prepare for EBRS? |
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We will contact your facility with technical information for system needs and to schedule training for the new system. We are planning to offer training in a variety of ways, including regional classroom training, Web-based seminar trainings and individual study. A training environment will also be available to enter ‘practice’ certificates prior to January 1.
Fingerprint scans will also be needed. These can be done during any in-person training or at your local county health department. The fingerprint scan is used for the electronic (biometric) signature on the record and replaces the printing and signing method used by EBC.
Finally, we will discontinue the EBC system including the use of floppy disks or sftp to transfer records. Facilities should plan to complete all 2007 birth certificates in EBC no later than January 18, 2008. At that time, EBC will be discontinued at the state office and transfer of records will no longer be available.
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