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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 has replaced the DOS-based Electronic Birth Certificate (EBC) system, and has been used to complete and register birth certificates since 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 2010. Fetal death is part of EBRS and became active in August, 2008.
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| Are we required to use OVERS? |
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Medical facilities formerly using EBC are required to use EBRS for birth registration, effective January 1, 2008. It has not yet been determined if OVERS will be required for future modules including induced termination of pregnancy.
We have been providing training in using EBRS to birthing centers not associated with a hospital that formerly filed paper certificates, and midwives have also been offered use of the system. Paper certificates will continue to be accepted.
We are now in our on-going training program, which will provide periodic trainings on the birth and death systems. These trainings are provided periodically in a variety of formats including:
- Online, self-paced tutorials
- Monthly, live Webcast demonstrations
- Periodic in-person trainings
- Help desk support (Monday through Friday, 8 a.m. – 5 p.m.)
If you would like to request training for your facility contact Kerry Lionadh, the OVERS Training Coordinator, at 971-673-1197 or by email at kerry.l.lionadh@state.or.us. Medical offices that certify death certificates can also contact Kerry.
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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 has changed? |
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Hospital birth clerks enter birth certificate information into the Web-based EBRS, rather than the 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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If you have several users and would like to request training tailored to the needs of your facility contact Kerry Lionadh, the OVERS Training Coordinator, at 971-673-1197 or by email at kerry.l.lionadh@state.or.us. We also provide live training webinars, which are demonstrations designed as introductory courses for first-time users of the system, or for users who need a refresher on the basics.
Additional resources such as User Guides and self-paced tutorials can be found on the training page of our website.
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.
The EBC system has been discontinued, including the use of floppy disks or sftp to transfer records, and transfer of such records is no longer available.
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