MR&C - Minnesota Department of Health
Contents
1. State file number Birth record status 37 10Entering birth record Gestational Agreement or Surrogacy Use to enter pre birth court orders This section is found in the Basic Information page first page of a new birth record and from the Mother s Demographic Information page Step By Step Enter a surrogate birth record M Check here if gestational agreement surrogacy court order is present 1 Check the gestational agreement surrogacy box as indicated A new window will appear It is the responsibility of the birth registrar to examine the court order to ensure it is valid You will need the document to enter this information If this is an informal surrogacy or if the court order is not available to you uncheck the box to close the court order information window File the record with the birth mother s information and the name she chooses for the baby The parents will formally adopt the child through the courts 2 Find the name of the state where the court order was filed on the drop down list 3 Find the name of the county of the court order 4 Enter the entire court file number 5 Enter the date the court order was filed 38 6 Enter the mother s name s as directed by the court order First and last names are required 7 Enter mother s medical record number lf you or your facility does not use medical record numbers you may re enter the last name 8 Enter mother s Social Security2. MC amp C reports are available for facilities to use for statistical purposes and to reconcile the births and fetal deaths reported with the facility delivery log Step by step Printing reports 1 Select Reports from the Tasks menu on the birth page 2 Select the report you wish to print 3 Enter the requested parameters for this report e Date range most reports are available for only two months at a time Format select PDF e Facility you can see reports specific to your facility or practice Chronological birth log for example or compare your performance to other facilities in the state with Number of unknowns report 4 Click Generate Report 5 Reports are printed in pdf format After clicking Generate report a file download window will appear 6 Select Open to view the report before printing All reports and documents must be viewed prior to printing to ensure the correct document has been selected 7 When the correct document appears print by using File Print or by finding the printer icon in the upper left corner of the screen 42 13 Searching amp Working with a Fetal Death Report 13 1 Searching a fetal death report in MR amp C is like other internet searches supplying more data will narrow your search results On the other hand searching with too little data will create a long list of results and take longer to search al Step by step Search Fetal Death Report 1 Select Se
3. Minnesota Registration amp Certification System MR amp C Birth Registrar User Manual This manual can be found on the internet at http www health state mn us divs chs osr birthreg html For more information contact Minnesota Department of Health Division of Health Policy Office of the State Registrar 85 East Seventh Place Suite 300 PO Box 64882 St Paul MN 55164 0882 651 201 5961 MDH MDH REV 2 11 1 MR amp C Training Manual Table of Contents 1 INTRODUGIIONTOE THE MRS sara O ii 4 1 1 INTRODUCTION 4 1 2 TECHNICAL REQUIREMENTS 4 13 HOW TO USE THE MANUAL 5 2 LOGIN TO THREMARSO Guia dire i i Ao AL ALA e zi 6 2 1 OVERVIEW 6 2 2 PASSWORDS 6 2 3 FORGOTTEN OR EXPIRED PASSWORDS 7 3 NAVIGATING IN THE MRS Cosita aaa aaa 8 3 1 MESSAGE BOARD 8 3 2 HOME BIRTH DEATH CUSTOMER SERVICE ADMINISTRATION TABS 8 3 3 BIRTH RECORD Task MENU 9 3 4 BIRTH RECORD HELP MENU 10 3 5 FOLLOW ON ACTIONS 10 3 6 SIGNING OUT OF MR amp C 11 4 MANAGE PROFILE amp WORK QUEUVES cpu ai ian 12 4 1 MANAGE PROFILE 12 4 2 WORK QUEUES 12 5 SEARCHING FOR EXISTING BIRTH RECORDS aia ai 13 6 IFOLLOW ON ACTION Ss ridi ie 15 7 ENTERS BIR TI REC OR Discs ee bale asis 16 TA BASIC INFORMATION PAGE 16 7 2 CHILD S BIRTH INFORMATION PAGE 18 Ta CHILD S MEDICAL PAGE 20 7 4 MOTHER S DEMOGRAPHIC INFORMATION PAGE 22 TO MOTHER S DEMOGRAPHIC INFORMATION Il PAGE 24 7 6 FATHER S DEMOGRAPHIC INFORMATION PAGE 26 TA MOTHER S MEDICAL INFORMATION
4. Numbr of previous live births now dead record the number of babies who were born alive and have died if any at the time of this birth Do not include this one 3 Date of last live birth prior to this baby if applicable enter the year and month of birth of the last live born infant Include the most recent live birth not this delivery even if that baby is now dead 55 Mother s other pregnancy outcomes This section records all pregnancy losses 1 Number of other pregnacy outcomes enter the total number of pregnancies that did not result in a live birth Do not include this fetus 2 Date of last other pregnancy outcome enter the date of delivery or termination of the most recent pregnancy not this one that did not result in a live birth Risk Factors of this pregnancy The mother may have more than one risk factor Check all the boxes that apply If the mother has none of these risk factors check None Mother s drug usage information select Yes if any toxicology tests were administered to either mother or fetus to screen for non medical or prescribed drugs or chemicals Specify any positive results or indicate if confirmative tests are still pending If known list the names of the drugs Payment information the mother s medical information number should automatically pre populate with the data from the earlier page Select the name of the insurance company or type of assistance used by th
5. view birth record to review or continue entering data in an unfinished record If you did not find the record you wanted use the red button at the top of the page to re enter search criteria 14 6 Follow on Actions When the record you want is highlighted in the upper Search Results window select a follow on action from the drop down menu Create multiple birth record this will create a new record with identical parent and prenatal data The new record can be for a live birth or fetal death Correct a birth record use this to correct a record after it has been filed Birth records cannot be corrected during the time when a ROP and or a HNPS is pending Print HNPS form use this link to print a pre populated Husband s Non Paternity Statement The form will print with baby and parent information from the birth record ready for signatures and notarizing Print ROP form use this link to print a pre populated Minnesota Voluntary Recognition of Parentage form The form will print with baby and parent information from the birth record ready for signatures and notarizing Print affidavit of disclosure and non disclosure this form is available for birth and adoptive parents to indicate their desire to reveal birth data in the future Print birth commemoration a souvenir birth certificate for parents This is not a legal birth document Print birth to minor this is the 72 hour Report of Birth
6. After confirming data is correct click to file the birth record 4 The MR amp C automatically verifies the mother s mailing address to ensure delivery of the baby s Social Security Card and the Parents Notice If the address is correct as entered click the corresponding button otherwise use the red Save Verified Address button 5 Error messages Any data listed in an error message must be acknowledged corrected or completed Birth records cannot be finalized with error messages e Omitted data errors Mandatory Mandatory errors indicate required data has been omitted To correct click on the blue heading to return to the page were the error occurred After entering any missing data be sure to click on the data page and look for the following green message Birth record updated successfully 36 e Verify data errors Confirmation Confirmation error messages indicate an unusual or unknown response and must be verified Click on the blue heading to return to the page where the data was entered Review all error messages and make corrections if necessary Then simply check the box to confirm that the data is correct as entered If you make any changes or after entering any data click on the data page and look for the message Birth record updated successfully After verifying and correcting any error messages simply click to finish You should immediately see the following changes in the birth record viewing window
7. If you are completing a previously started report find it through the search listed above or use the Work Queue which is accessible from the Home Tab at the top of the page Reports Find facility statistical and user reports as well as statewide data quality and performance reports here Availability of the reports is dependent on the security access of the user Print Blank Worksheet Clicking this link will bring the user to a screen to print a blank worksheet These worksheets are currently being re worked for simplification and to better follow the flow of MR amp C data entry Please see the MDH birth registrars website for a draft of the new worksheets That web address is http www health state mn us divs chs osr birthreg index html 3 4 Birth Record Help Menu The help menu is in the frame on the left hand side of the application and is available within most actions in the MR amp C About this page This is where you will find detailed instructions to help with data entry on each page of the MR amp C FAQ Frequently asked questions are compiled from user input and may be an easy way to learn about an application Watch this link for future help Contact help desk look here for information on diagnosing MR amp C connectivity issues as well as phone and email contact information for MR amp C technical support 3 5 Follow on actions Follow on actions are available on many pages within MR amp C through a drop d
8. Information Il Page Infections present treated this pregnancy Check all boxes that apply The mother may have more than one infection Perinatal obstetric procedure Check all boxes that apply The mother may have more than one procedure Mother s transfer information was the mother transferred for her medical or fetus s medical conditions prior to delivery If so select the name of the facility the mother transferred from If mother transferred from a planned home birth do not record that in this field go to the FINALIZE page and enter planned homebirth in the notes section Onset of labor check all that apply note that prolonged labor and precipitous labor should not both be checked Characteristics of labor and delivery check all the characteristics that apply Date and time of birth the date should be pre populated from data entered earlier Check to ensure this entry matches the actual date of delivery and make adjustments if needed TIP You may find you need to TAB out of the date field in order for the new entry to save 31 Child s time of birth enter the exact time of birth and select the proper time format am pm or 24 hour military time from the drop down menu Method of birth complete every question in this section Maternal Morbidity check all that apply 32 8 Printing documents from a birth record Use the follow on actions to pr
9. PAGE 28 7 8 MOTHER S MEDICAL INFORMATION Il PAGE 31 8 PRINTING DOCUMENTS FROMA BIRTH RECORD esiivonisasiaa aaa 33 8 1 FOLLOW ON ACTIONS AND PRINTING 33 8 2 PRINTING DOCUMENTS FROM A BIRTH RECORD 34 9 IFINALIZING THE BIR THIREGORD coso as 36 10 ENTERING BIRTH RECORD GESTATIONAL AGREEMENT OR SURROGACY 38 11 CORRECTING A BIRTH RECORD OR FETAL DEATH REPORT i 40 12 PRINIING REPORTS Leelee 42 13 SEARCHING amp WORKING WITH A FETAL DEATH REPORT ccoo 43 13 1 SEARCHING A FETAL DEATH REPORT 43 13 2 WORKING WITH FETAL DEATH REPORTS FOLLOW ON ACTIONS 44 14 ENTERA FETALDEATA allena eni asia 45 14 1 BASIC INFORMATION PAGE 45 142 FETUS S DELIVERY INFORMATION PAGE 46 143 FETUS S MEDICAL PAGE 48 14 4 FETUS S CAUSE OF DEATH 49 14 5 MOTHER S DEMOGRAPHIC INFORMATION PAGE 50 14 6 MOTHER S DEMOGRAPHIC II PAGE 52 14 7 FATHER S DEMOGRAPHIC INFORMATION PAGE 53 14 8 MOTHER S MEDICAL INFORMATION PAGE 54 14 9 MOTHER S MEDICAL INFORMATION II PAGE 57 14 10 FOLLOW ON ACTIONS amp PRINTING 58 14 11 FINALIZING PAGE 59 15 MR amp G MPSANDSPEGIBL AEBPSis aida 60 1 Introduction to the Minnesota Registration amp Certification System MR amp C 1 1 Introduction Minnesota Registration amp Certification System MR amp C is an integrated web based vital record system which will allow state and local issuance staff funeral directors physicians medical examiners and their assistants homebirth midwives an
10. a multiple gestation you can use this to create a multiple birth or fetal death even if the rest of the delivery does not occur on the same day e Print verification of birth facts Parent s Notice this is a form for parents to proofread the legal information on their baby s birth certificate and for facilities to document the record has been reviewed by the parents e View fetal death report select this to finish or make changes to an unfiled record or to simply view or print documents from a completed record e View fetal death report history use this to see if an amendment or correction has been made to a fetal death report You can also see the user IDs of the people who have viewed or worked with this record 44 14 Enter a Fetal Death Use this to enter fetal deaths stillbirths only Babies who expire shortly after birth are entered as live births a funeral home will usually enter the death record 14 1 Basic information page This is where you begin entering a fetal death report Step by step Enter fetal death report 1 Enter the date of delivery Dates must be entered in mm dd yyyy format with slashes or by using the calendar icon 2 Enter the mother s current legal name and her name before any marriages maiden name Note that first and last names are required 3 Enter mother s medical record number If you or your facility does not use medical record numbers you may re enter the
11. is not required 20 6 Apgar score 10 Minutes enter as recorded select not applicable or leave blank if no 10 minute Apgar score was recorded Plurality this field should pre populate from the first data entry page Select from the drop down menu if the data is incorrect Enter total number of infants and Birth Order these fields should be pre populated Simply check to ensure the information is correct 7 Mother s Hepatitis B status enter mother s Hepatitis B surface antigen status from the prenatal or history and physical H amp P records 8 Hepatitis B vaccine given if the baby received the first dose of the Hep B vaccine select Yes and enter the date given 9 Hepatitis B Immune Globulin HBIG given to baby If baby received the HBIG select Yes then enter the date and time given 10 Abnormal conditions of the newborn child this is a required field Check all boxes that apply If none of the conditions applies check none 11 Congenital anomalies of the newborn this is a required field Check all boxes that apply If none of the conditions applies check none 12 Other information Was baby breastfed or fed breast milk during stay Select appropriate response Was baby breastfed or fed breast milk at discharge Select appropriate response 21 Was infant alive at the time of filing record Select appropriate response If yes the b
12. last name or leave this blank Avoid using NONE or UNKNOWN etc 4 Enter mother s 9 digit Social Security Number numerically without dashes If the Social Security Number is unknown not available or if the mother does not have one indicate by clicking the appropriate box 5 Enter birth plurality if this is a singleton delivery the order of birth data field will become unavailable If this birth is one of a multiple gestation enter the 45 total number of fetuses in this pregnancy even if not all babies were born alive or if not all babies were born at this time 6 Enter birth order If this delivery is part of a multiple gestation enter the birth order of this baby even if not all babies were born alive or born at this time 7 Click the red button at the bottom of the page 14 2 Fetus s delivery information page Fetus s information 1 2 Enter the name of the fetus from the parent s worksheet Enter the gender of the fetus Place where delivery occurred 3 You have the ability to enter deliveries which occurred en route or off site Select the type of facility HOSPITAL or RESIDENCE from the first drop down list In the second data field if you select the name of the facility associated with your user id the data fields will automatically populate If the delivery occurred outside of the facility select proper response from Place of delivery type menu Count
13. of birth select one 57 5 Hysterotomy Hysterectomy select this response if fetus was delivered via a non cesarean uterine incision or hysterectomy Maternal Morbidity select all that apply Finishing Finalizing the record all of the data fields are complete 1 Use the follow on actions to print the verification of birth facts for parent review and proofing 2 After confirming data is entered correctly click to file the fetal death report 14 10 Follow onactions amp Printing Select a Follow on Action Follow on action menus appear at the bottom of each page e Create multiple birth record selecting this will create a new record with identical parent and prenatal data The new record can be for a live birth or fetal death e Print completed worksheet use this link to print the delivery data on a transcript for data quality review e Print parent s notice parent verification this is a form for parents to verify the legal information on their baby s fetal death report and for facilities to document the record has been proofread by the parents e View fetal death report select this to finish or make changes to an unfiled record or to simply view or print a completed record 58 14 11 Finalizing Page During the finalize record process the MR amp C system will check for omitted or improperly entered data and verify unusual responses Error messages Any data listed in an error mess
14. or the space bar on the keyboard to relocate the cursor on the computer screen e All fields marked with a red search button H are required Enter the beginning of the name or place click Search and select the correct name from the drop down menu Names must appear in the field after the search button If the name you need is not on the list double check the spelling and retry Still not there Select other and re enter the name If you do not know the name select unknown from drop down menu This field cannot be left blank Avoid entering UNKNOWN or UNK in any data field DATES must be entered in mm dd yyyy format with slashes If you have difficulty getting a date to save use the Tab button on your keyboard to move the curser out of the data field before saving Social Security Numbers must be entered without the dashes Data fields marked with a red asterisk are required and the record cannot be filed until they are completed Use the computer mouse instead of enter to move between data fields Do not use the internet browser back or forward buttons az 60
15. print from MR amp C at any time even if the record is incomplete All documents are printed using Adobe Reader Step By Step Printing documents 1 Follow the steps to Search birth record to find the record you want to print 2 Access the Follow on action drop down menu from the middle of the page 34 Select the document you wish to print A new page will open listing the document and the option to generate the report or cancel Pressing Cancel will return you to the birth record Reports are printed in pdf format so after clicking Generate report a file download window will appear A dialog box will appear asking you to either open or save the paf file Select Open to view the record before printing it All records must be viewed prior to printing to ensure the correct record and document has been selected When the correct document appears print by finding the printer icon in the upper left corner of the screen Or go to the File menu and select Print 35 9 Finalizing the birth record Finish entering and verify data about this delivery Step By Step Finalizing the birth record During the finalize record process the MR amp C system will check for omitted or improperly entered data and verify unusual responses 1 Enter the birth data and save 2 Use the follow on actions to print any necessary parentage forms and the verification of birth facts for parent review and proofing 3
16. separate fields e Months are entered by name dates and year are numeric ie 1 6 10 is entered as January 06 2010 e If the exact date is not known or available enter unknown in one or all of the data fields 4 Total number of prenatal visits this is the total number of visits recorded in the medical record 5 Month prenatal care began enter first second etc to correspond with the month of pregnancy in which the first prenatal visit occurred 28 Mother s height and pre pregnancy weight Enter the mother s height in feet and inches Enter the mother s pre pregnancy weight or weight at first prenatal visit Mother s weight at delivery enter the most recent weight available This may be the weight at the last prenatal visit Date last normal menses Enter all known parts of the date the mother s last normal menstrual period began If no parts of the date are known select unknown in each of the three fields Mother s live birth information this section records all babies born alive to this mother 9 10 11 Number of previous live births now living include all babies if any born to this mother who are still living at the time of this birth Do not include this baby Number of previous live births now dead record the number of babies who were born alive and have died if any at the time of this birth Do not include this infant Date of last l
17. time but paternity will not be legally established until the HNSP is filed To do this enter unknown in all of the husband s data fields UNKNOWN will print on the birth certificate until a HNPS is filed or paternity is established by a court action and communicated to MDH Is record public Birth records for babies born out of wedlock can be Confidential or Public records 2 Mother s educational information Select the description on the drop down menu that best fits the highest level or degree of completed not intended education at the time of delivery Select only one response 3 Mother s Hispanic origin and race information Check the boxes that correspond to the mother s responses on the worksheet Check as many boxes as applicable Do not correct her assessment of her racial or national identity 25 click EA and log out o then OK to continue entering data 7 6 Father s Demographic Information Page Note If no father will appear on the birth record and you entered no to mother s marital status and paternity documents questions you will have the option to skip to the Mother s Medical Information page 1 Father s name enter the father s legal name First and Last names are mandatory If he identifies himself with a suffix as in Jr Sr 111 select that from the drop down list If this birth causes the father to begin identifying himself as a Sr yo
18. Number as directed If the Social Security Number is unknown not available or if the mother does not have one please indicate by clicking the appropriate box 9 Enter birth plurality if this is a singleton birth the order of birth data field will become unavailable If this birth is one of a multiple gestation enter the total number of fetuses in this pregnancy even if not all babies were born alive or if not all babies were born at this time 10 Click the red button at the bottom of the page 11 Continue entering the birth record as instructed 39 11 Correcting a birth record or fetal death report Data entry errors can easily be corrected even after filing within the first 45 days of filing in MR amp C Step by step Correcting a record 1 Locate the record to be corrected using the Search a birth record task Activate the record and make sure it appears in the window above the list 2 Select Correctbirth recordfrom the Follow on Action drop down menu 3 Select the reason for the correction such as Data entry error correction 4 Click to open the record The record is now unlocked and you may make corrections to one or more data fields 5 Review the record and make the appropriate changes 6 Click to save the new information 7 Go to the Finalize Record node found at the top of the page The correction s will be listed with their previous and corrected data 8 Verify the correction If
19. aby was alive click if you are leaving the page or click KENT to continue entering the same record Clicking Continue will prompt you to save your work Always save your work on every page If your answer is No the baby was not alive at filing more questions will appear to indicate disposition information for the baby Select the type of facility receiving the fetus from the diposition drop down menu More data fields will appear Enter the requested information from documentation in the chart e When the disposition information is complete click or KA to continue entering the same record Clicking Continue will prompt you to save your work Always save your work on every page 7 4 Mother s Demographic Information Page Mother s legal name and name prior to first marriage These fields should be pre populated from the data entered on the first page of this record You can correct data entered in error on this page If you have received a court order surrogacy or gestational agreement specifically instructing you to enter the maternal information differently follow the instructions in Section 10 of this manual for gestational agreement surrogacy 22 1 Mother s date of birth enter date in mm dd yyyy format with slashes The Age at the time of child s birth field will populate with her calculated age Social Security Number this should be pre populated Review the number and change it here if
20. age must be corrected or completed Fetal death reports cannot be finalized with error messages Mandatory errors indicate that data has been omitted To correct click on the blue heading to return to the page were the error occurred After entering the missing data be sure to click on the data page and look for the green fetal death report updated successfully message before returning to the finalize page Confirmation These error messages indicates an unusual response and data needs to be verified Click on the blue heading to return to the page where the data was entered Please review all error messages and make corrections if necessary After you have reviewed it simply check the box to confirm that the data is correct as entered If you make any changes to the record be sure to click on the data page and look for this message before returning to finalize the record Fetal death report updated successfully Finalizing After verifying and correcting any error messages simply click ISEE EEE to finish You should immediately see the following changes in the record viewing window State file number Fetal death report status Confirmation message 59 15 MR amp C tips and special helps The MR amp C system refreshes to the top of the page when confirming an entry selected from a drop down menu You may find your cursor has jumped when this occurs Use the scroll ball on the computer mouse
21. arch fetal death reports from the Tasks menu A new window will appear 2 Enter the information you know about the report you seek Enter names using upper or lower case letters these fields are not case sensitive 3 Dates must be entered using the mm dd yyyy format with slashes 4 If you are looking for an unfinished report select Unfinished reports from the Record Status list to see only those reports 5 When you have entered the search criteria click the red IBM button at the bottom of the page 6 If your search does not return the report you were looking for click the red button at the bottom of the page to clear any previously entered data from the search screen and re enter your search criteria Search results Your search results will appear in a list Highlights from the active report will be in the window above the list 43 If you wish to use a different report simply click on the name in the lower list to activate that report If you wish to organize the list click on any of the column headings to re sort the list e Still not what you were looking for Click at the top of the page to return to Search Fetal Death Report 13 2 Working with fetal death reports Follow on Actions Select a Follow on Action after the report you want to use is highlighted in the window above select a follow on action from the drop down menu e Create a multiple birth record if this delivery is part of
22. ction of MR amp C is where authorized users can enter new requests search for existing new pending or closed requests for birth or death records issue certificates and access reports for customer service transactions Birth registrars will not have access to these options Administration this tab is used by MDH state employees and facility administrators to manage user security Most birth registrars will not have access to these options 3 3 Birth Record Task Menu The task menu is the frame on the left side of the application and it is used to start most actions in MR amp C Task menus will change in different sections of the application based on each user s access rights For example a hospital employee s Task menu will have different choices than a local issuance office employee Search birth records Use this link to find any birth record associated to your facility or practice Both unfinished and filed finalized records can be searched and retrieved Search fetal death reports Use this link to find any fetal death report linked to your facility or practice Enter birth record Clicking this link will bring the user to the Enter Basic Birth Information screen If you are completing a previously started record find it through the search listed above or use the Work Queue which is accessible from the Home Tab at the top of the page Enter fetal death report Use this link to begin entering a new fetal death report
23. d hospital birth registrars to enter maintain and use birth and death data including civil registration and public health data Authorized users will access it through a secure web browser MR amp C is owned and maintained by the Minnesota Department of Health MDH and access is regulated and monitored by MDH and your facility administrators Unauthorized access or use is strictly prohibited and punishable according to Minnesota state statues This manual will guide birth registrars through the steps involved in logging into the MR amp C entering new birth and fetal death records viewing existing birth and fetal death record information from your facility making corrections printing documents and running reports 1 2 Technical requirements MR amp C is a web based software application replacing the MN VRV2000 software It has been tested using Internet Explorer 8 Mozilla Firefox 3 0 1 and Safari 3 2 2 web browsers on Windows XP Vista and MAC Operating systems To print documents and reports you will need Adobe Acrobat Readera free application available online at http get adobe com reader Access to the MR amp C application is available through the Office of the State Registrar at the Minnesota Department of Health MDH A valid user name can be obtained by application directly from MDH 1 3 Howto use the Manual Throughout this manual we have used some formatting conventions symbols and pictures to make it easier for you to
24. ddress apartment number if applicable and zip code Indicate if this address is within city limits 6 Father s educational information Select the description on the drop down menu that best fits the highest level or degree of completed not intended education at the time of delivery Ta Father s Hispanic origin and race information Check the boxes that correspond to the responses on the worksheet Check as many boxes as applicable Do not correct the parent s assessment of his racial or national identity Click IGES and log out orke then OK to continue entering data 27 7 7 Mother s Medical Information Page Mother s prenatal information The prenatal care record is the preferred source for answers to these questions 1 Did mother receive prenatal care select the appropriate response 2 Date of first visit enter the date a physician or other health care professional first examined and or counseled the pregnant woman for the pregnancy Enter the month day and year in the separate fields Months are entered by name dates and year are numeric ie 1 6 10 is entered as January 06 2010 If the exact date is not known or available enter unknown in one or all of the data fields 3 Date of last visit enter the last or most recent date a physician or other health care professional examined and or counseled the pregnant worman for the pregnancy Enter the month day and year in the
25. down menu if this pe field is not pre populated If the delivery attendant has an NPI number enter it in the appropriate field This field may be left blank if no number exists 7 Click and log out or click REMO continue entering the same record Clicking Continue will prompt you to save your work Always save your work on every page 47 Although the record is only partially complete you may use any of the follow on actions to convert this to a fetal death record or view the birth record history to see who has searched for printed or entered data in this record Selecting View birth record brings you into the record where you are right now 14 3 Fetus s medical page Fetus s medical information 1 Weight of fetus select the unit of weight pounds or grams then enter the stillborn baby s birth weight as recorded 2 Gestation enter the number of completed weeks of gestation as recorded by the delivery attendant 3 Plurality this field should pre populate from the first data entry page Select from the drop down menu if the data is incorrect 4 Enter total number of fetal deaths and Birth Order these fields should be pre populated Simply check to ensure the information is correct 5 Congenital anomalies of the newborn this is a required field Check all boxes that apply If none of the conditions applies check none 6 Person completing fetal death report If data for the feta
26. e mother for payment of this delivery This information is usually available from the admitting office or hospital face sheet Click EA and log out o then OK to continue entering data 56 14 9 Mother s Medical information Il page Infections present treated this pregnancy Check all boxes that apply The mother may have more than one infection Mother s transfer information was the mother transferred for her medical or fetus s medical indications prior to delivery If so select the name of the facility the mother transferred from If mother transferred from a planned home birth do not indicate that here nstead enter planned homebirth in the notes section of the last Finalize page of MR amp C Date and time of delivery the date should be already entered from data entered earlier Check to ensure this entry matches the actual date of delivery and make adjustments if needed You may find you need to TAB out of the date field in order to save the new entry Fetus s time of birth enter the exact time of birth and select the proper time format am pm or 24 hour military time from the drop down menu Method of delivery complete every question in this section 1 Forceps attempted If yes indicate if the forceps delivery was successful 2 Vacuum attempted If yes indicate if the vacuum delivery was successful 3 Fetal presentation select one 4 Final route and method
27. eview this list carefully to ensure a duplicate record is not already in the system In the unlikely event that a duplicate record is entered into MR amp C contact MDH immediately for deletion 17 7 2 Child s Birth Information Page Child s information 1 Enter the name of the child from the parents worksheet Child s first name and Child s last name are mandatory fields If the child does not have a middle name simply leave this field blank Do not enter no middle name or NMN as this will print on the birth certificate and become part of the child s legal name Hyphens and apostrophes are the only special characters allowed 2 Enter the gender of the baby 3 Using the drop down menu indicate if the parents want to apply for an automatic Social Security Number for the baby Place where birth occurred 4 You have the ability to enter births that occurred en route or off site Select the type of facility HOSPITAL or RESIDENCE from the first drop down list In the second data field if you select the facility associated with your user id the data fields will automatically populate If the birth occurred outside of the facility select the proper response from Place of birth type menu Country and State should default to United States and Minnesota Select appropriate County from menu To enter the city where birth occurred begin entering the name of the city pre
28. f death Enter or select all of these other causes or conditions When you have finished entering this data use METAIEERA to ensure data is spelled and entered correctly If corrections are indicated click MAZA 3 Other information Select the appropriate response to each question from the respective drop down menus Estimated time of fetal death Autopsy Histology e Were results used Click if you are leaving the page You may return at any time Or click KEN to continue entering the same record Clicking Continue will prompt you to save your work A ways save your work on every page 14 5 Mother s demographic information page Mother s legal name and name prior to first marriage These fields should be pre populated from the first page of this record If you have received updated information change the information accordingly 50 Mother s date of birth enter date in mm dd yyyy format with slashes The Age at the time of child s birth field will automatically populate with her calculated age Social Security Number this should be pre populated Review the number and change it here if you need to make any corrections Enter the mother s place of birth by first selecting the country of her birth from the drop down menu Do the same thing to locate the state if applicable where she was born To enter the city begin entering the name of the city press the red butto
29. g with too little data will create a long list of results and take longer to search 2 In the new screen that appears enter information about the record you seek Enter names using upper or lower case letters these fields are not case sensitive You can enter one or more criteria to search for the record After entering the search criteria you must click on the red button at the bottom of the page Dates must be entered using the mm dd yyyy format with slashes If you are searching by state file number you will need to enter the dashes i e 2011 MN 123456 _ If you are looking for an unfinished record or one with a pending ROP status you may further restrict your search by selecting this from the Record Status list 13 3 If you are searching a record by City or Town you must click the Find button and then click on the search button The system will display a list of records that meet the search criteria you have entered Highlights from the active record will be in the window above the list of possible records If you wish to use a different record simply click on the name of the child to activate that record and show highlights in the upper window To organize the list click on any of the headings to re sort the column When the desired record is highlighted in the upper window find the a i y i ATA Actio n drop down list located in the middle of the screen Select
30. ilable enter unknown in one or all of the data fields 3 Date of last visit enter the last or most recent date a physician or other health care professional examined and or counseled the pregnant worman for the pregnancy Enter the month day and year in the appropriate separate fields If the exact date is not available enter unknown in one or all of the data fields 54 4 Total number of prenatal visits this is the total number of visits recorded in the medical record 5 Month prenatal care began enter first second etc to correspond with the month of pregnancy in which the first prenatal visit occurred 6 Mother s height and pre pregnancy weight Enter the mother s height in feet and inches e Enter the mother s pre pregnancy weight or weight at first prenatal visit If prenatal care was limited or absent this data may not be obtainable 7 Mother s weight at delivery enter the most recent weight available 8 Date last normal menses Enter all known parts of the date the mother s last normal menstrual period began If no parts of the date are known select unknown in each of the three fields Mother s live birth information this section records all previous babies born alive to this mother 1 Number of previous live births now living include all babies born to this mother who are still living at the time of this birth Do not include this fetus 2
31. int any necessary parentage forms applicable documents and the verification of birth facts for parent review and proofing 8 1 Follow on actions and printing Select a Follow on Action Follow on action menus appear at the bottom of each page Create multiple birth record selecting this will create a new record with identical parent and prenatal data The new record can be for a live birth or fetal death Convert birth record to fetal death report if you have begun entering a birth record and discover the baby did not show any signs of life you can convert the data in the existing birth record to a fetal death report with this follow on action Print completed worksheet to print the record on the worksheets used in data collection Partially completed worksheets may be printed Print HNPS form use this link to print a pre populated Husband s Non Paternity Statement The form will be pre populated with baby and parent information from the birth record and ready for notarizing and signatures This form must be signed by the husband notarized and faxed to MDH at 651 215 5834 A HNPS will not remove the husband s name from the birth record until a completed ROP is also filed although each form can be faxed to MDH independently Print ROP form use this link to print a pre populated Minnesota Voluntary Recognition of Parentage form The form will be pre populated with baby and parent information from the birth rec
32. is not pre populated If the delivery attendant has an NPI number enter it in the appropriate field This field may be left blank if no number exists 19 9 Click if you are leaving the page or click HE to continue entering the same record Clicking Continue will prompt you to save your work Always save your work on every page 10 Although the record is only partially complete you may use any of the follow on actions to convert this to a fetal death record or view the birth record history to see who has searched for printed or entered data in this record Selecting View birth record brings you into the record where you are right now 7 3 Child s Medical Page Child s medical information 1 Was the baby transferred within 24 hours of birth Select Yes from the drop down menu if the child was transferred to another facility for care You will be prompted to choose the name of the receiving facility from the new drop down list that opens Enter the baby s medical record number If no number is used you may leave this blank or enter the baby s last name Baby weight Select the unit of weight pounds or grams then enter baby s birth weight as recorded Gestation enter the number of completed weeks of gestation as recorded by the delivery attendant Apgar score 5 Minutes enter the Apgar score at 5 minutes of age If the 5 minute Apgar is above a six a 10 minute Apgar
33. ive birth prior to this baby If applicable enter the year and month of birth of the last live born infant Mother s other pregnancy outcomes This section records all pregnancy losses 29 12 13 14 15 16 Number of other pregnacy outcomes enter the total number of pregnancies that did not result in a live birth Include pregnancy losses of any gestional age Include spontaneous or induced abortions ectopic pregnancies tubal and molar pregnancies miscarriages IUFD Date of last other pregnancy outcome enter the date of delivery or termination of the most recent pregnancy that did not result in a live birth Risk Factors of this pregnancy The mother may have had more than one risk factor Check all the boxes that apply If the mother has none of these risk factors check None Mother s drug usage information select answer Yes if any toxicology tests were administered to either mother or baby to screen for non medical or prescribed drugs or chemicals Specify any positive results or indicate if confirmative tests are still pending If known list the names of the drugs Payment information the mother s medical information number should automatically pre populate with the data from the earlier page Select the type of insurance or assistance used by the mother for payment of this delivery Click EA and log out o then OK to continue entering data 30 7 8 Mother s Medical
34. l death report is provided by someone other than the delivery attendant or the MR amp C user currently logged into the system enter the name and title here Otherwise this field can be left blank your login id is sufficient 48 Disposition information select appropriate response Funeral home information 7 Enter the country and state where the funeral home is located by using the drop down menus To enter the city begin entering the name of the city and press the red Search button I Select the name of the city from the drop down menu The name of the city must appear on the drop down list lf the correct name is not on the list select other and enter the name in the new data field Funeral homes are linked to the city in which they are located If you do not see the name of the funeral home try a different city or enter other and the name of the funeral home 8 When the disposition information is complete click or KA to continue entering the same record Clicking Continue will prompt you to save your work Always save your work on every page 14 4 Fetus s cause of death 1 Initiating Cause Condition Select one cause or condition that most likely began the sequence of events resulting in the death of the fetus This data can usually be found in the maternal chart or delivery record 49 2 Other significant causes or conditions Often a combination of factors contributes to the cause o
35. lthough statistical data is captured regarding marital status no paternity paperwork is required to include the father on a fetal death report Select appropriate response 2 Mother s educational information Select the description on the drop down menu that best fits the highest level or degree of completed not intended education at the time of delivery 3 Mother s Hispanic origin and race information Check the boxes that correspond to the mother s responses on the worksheet Check as many boxes as applicable Do not correct her assessment of her racial or national identity click EA and log out o AMEE then OK to continue entering data 52 14 7 l Father s Demographic Information page Father s Name enter the father s legal name First and Last names are mandatory If he identifies himself with a suffix as in Jr Sr 111 select that from the drop down list If this delivery causes the father to begin identifying himself as a Sr you may add that to his name now Father s date of birth enter date in mm dd yyyy format with slashes The Age at the time of child s birth field will automatically populate SSN enter the nine digit Social Security Number numerically without dashes If the Social Security Number is unknown not available or if the father does not have one indicate by clicking the appropriate box Birthplace Enter the father s place of birth by fir
36. n and select the name of the city from the drop down menu The name of the city must appear on the drop down list lf the correct name is not on the list select other and enter the name in the new data field Mother s residence information The country and state of the mother s residence will default to United States and Minnesota change them using the drop down menus if appropriate Select the county of mother s residence from the drop down menu To enter the city begin entering the name of the city and press the red button then select the name of the city from the drop down menu The name of the city must appear on the drop down list Continue entering the street address apartment number if applicable and zip code Indicate if this address is within city limits Other information Did mother get WIC food during this pregnancy Please indicate if mother used these services and if so what prenatal month first 51 through ninth did she start Select the appropriate answer from the drop down menus Smoking indicate if mother smoked at anytime during the pregnancy or in the three months before conception If yes select cigarettes or packs and indicate quantity used during each of the 4 trimesters Click EA and log out o nen OK to continue entering data 14 6 Mother s Demographic II page 1 Marital status Was mother married at the time of conception birth or any time in between A
37. or fetal death record we suggest you include only your work phone and email addresses Change your MR amp C password at any time by clicking Change Password This opens a new window with instructions and requirements for selecting a password Passwords are case sensitive Selecting Continue without change returns you to the home page 4 2 Work Queues A work queue is simply a list of lists of unfinished work from your facility or practice In order to see these unfinished records click the Home tab at the top of the page and click on Work Queue under the Tasks menu on the left MDH recommends reviewing the work queue daily to ensure records do not surpass the 5 day filing requirement Items in the work queue may have been entered by any user at your facility Each item in the work queue is interactive Click the name of an item on the list Unfinished birth record for example to see all of the records associated with your facility which have been started but not finalized Then you can click on the name on the record to activate or enter the record and finish entering the data 5 Searching for Existing Birth Records Step By Step Searching for Existing Records 1 If you want to look for a complete or incomplete birth record Select Search birth records from the Tasks menu Searching a birth record in MR amp C is like any other internet search supplying more data will narrow your search results On the other hand searchin
38. ord and ready for notarizing and signatures This form must be signed by both parents notarized and faxed to MDH at 651 215 5834 33 e Print affidavit of disclosure and non disclosure this optional form is available to print for birth and adoptive parents to sign indicating their desire to reveal birth data in the future e Print birth commemoration a souvenir birth certificate for parents This is optional form is not a legal birth document e Print birth to minor this is the 72 hour Report of Birth to a Minor used by Minnesota counties to track and assist minor parents e Print birth transcript a report of all data entered about this birth record for data quality review This is available by selecting Print Completed Worksheets e Print verification of birth facts this is a form for parents to proofread the legal information on their baby s birth certificate and for facilities to document that the record has been proofread by the parents This form may be used to verify any corrections to the birth record too e View birth record select this to finish or make changes to an unfiled record or to simply view or print a completed record e View birth record history use this to see if an amendment or correction has been made to a birth record You can also see the user IDs of anyone who has viewed or worked with this record 8 2 Printing documents from a birth record Documents from a birth record are available to
39. own list often located at the bottom of the page They allow the user to perform certain functions related to a birth record or fetal death report These functions include viewing opening a record beyond the summary screen viewing the history of actions performed on a record correcting a record or printing a pre populated document from the birth record 3 6 Signing out of MR amp C You can sign out of MR amp C at any time by clicking on the Sign out link located at the top of every page Any unfinished work you have entered and saved will be available to you or any authorized user at your facility in the work queue at the next log in We recommend always saving your work prior to signing out Unsaved work will not be stored in the system after exit Step By Step Logging into the MR amp C site 1 Open Any Internet Browser 2 Type the web address into the address bar of the browser This web address is available from the system administrator 3 Click on go or press enter key 4 Type your username and password into their respective fields 5 Click You should be at MR amp C home page see below 4 Manage Profile amp Work Queues 4 1 Manage Profile MR amp C users have the ability to maintain and update their contact information Click on the Manage profile link in the Tasks menu to access this Please keep your phone and email contact information current in MR amp C To avoid being contacted at home about a birth
40. perform the functions Please take a moment to familiarize yourself with symbols pictures and formatting you see below Step by Step procedures will walk you through processes and will be preceded with this image Items to Note will be preceded with this image If there is an item you should take special caution or concern with it will be preceded with this image 2 2 1 Login to the MR amp C Overview Birth registrars will need a valid username and password to log in to MR amp C Usernames usually consists of the first five letters of the user s last name and first initial of the user s first name and a number are issued by a system administrator and cannot be changed Temporary passwords are also issued by MR amp C via email and must be changed when logging in to the system for the first time 2 2 Passwords Passwords must Be unique to each user Be a combination of 8 30 characters symbols and numbers Not have been used previously Not contain your account or full name Contain at least three of the following four character groups a English uppercase characters A through Z b English lowercase characters a through z c Numerals 0 through 9 d Non alphabetic characters such as 2 3 Forgotten or expired passwords Passwords can only be reset by a system administrator Contact the administrator at your facility or Technical Support at MDH at 888 692 2733 or 651 201 5993 If yo
41. rvices and if so what month of her pregnancy first through ninth did she start Select the appropriate answer from the drop down menus Smoking indicate if mother smoked at any time during the pregnancy or in the three months before conception If yes select cigarettes or packs and indicate quantity used during each of the 4 trimesters Click EM and log out or MT hen OK to continue entering data 7 5 Mother s Demographic Information Il Page 1 Marital Status and Paternity Information Was mother married during this pregnancy select appropriate response Will paternity forms be submitted If both parents wish to complete a Voluntary Recognition of Parentage ROP form or a Recognition of Parentage ROP form with a Husbands Statement of Non Paternity HNPS answer yes 24 e ROP forms can be printed from MR amp C enter baby s name and both parents data first using the follow on action located at the bottom of each page e HNPSformscanbe printed from MR amp C enter the baby s name the husband s and both parents data first using the follow on action located at the bottom of each page Both forms are required to remove the husband s data from the birth record and replace it with the father s data e lfa married mother refuses to provide information about her husband but wishes to establish paternity through use of the ROP the ROP can still be signed and faxed at this
42. ry and State should default to United States and Minnesota Select appropriate County from menu To enter the city where delivery occurred begin entering the name of the city press the red button and select the name of the city from the drop down menu The name of the city must appear on the drop down list If the correct name is not on the list select other and enter the name in the new data field 46 4 Remember to also enter the place where the delivery is recorded at the bottom of this section Birth attendant s information If the delivery attendant is already linked to your facility you may enter all or part of the attendant s name or license number in one of the three fields across the top of the section and click the red button 5 After searching select the attendant from the RIA ea enna El drop down list This field cannot be left blank The rest of the data fields will automatically pre populate e Ifthe delivery attendant is not listed choose OTHER from the Attendant s license number drop down list and then enter none in the new data field that appears e Enter the rest of the requested information attendant names address and title 6 Contact MDH to add new birth attendants to the list for your facility Avoid entering UNKNOWN in the license number field as this de activates all other fields in this section e Select the title of the birth attendant from the drop
43. ss the red button and select it from the drop down menu The name of the city must appear on the drop down list for MR amp C s automatic linking and verification system to work If the correct name is not on the list select other and enter the name in the new data field 5 Remember to enter the place where the birth is recorded at the bottom of this section Birth attendant s information 6 If the delivery attendant is already linked to your facility you may enter all or part of the attendant s name or license number in one of the three fields across the top of the section and click the red button 7 After searching select the name of the attendant from the o Duce nia I drop down list This field cannot be left blank The rest of the data fields in this section will automatically populate If the delivery attendant is not listed such as the case when the father or someone from outside of the facility delivers the baby choose OTHER from the Attendant s license number drop down list and then enter none in the new data field that appears Enter the rest of the requested information attendant names address and title 8 Contact MDH to add new birth attendants to the list for your facility e Avoid entering UNKNOWN in the license number field as this de POI activates all other fields in this section Select the title of the birth attendant from the drop down menu if this field
44. st selecting the country from the drop down menu Do the same thing to locate the state where he was born if applicable To enter the city begin entering the name of the city press the red button and then select the city from the drop down menu The name of the city must appear on the drop down list lf the correct name is not on the list select other and enter the name in the new data field Father s educational information Select the description on the drop down menu that best fits the highest level or degree of completed not intended education at the time of delivery Father s Hispanic origin and race information 53 Check the boxes that correspond to the responses on the worksheet Check as many boxes as applicable Do not correct the parent s assessment of his racial or national identity Click EA and log out o then OK to continue entering data 14 8 Mother s Medical Information page Mother s prenatal information The prenatal care record is the preferred source for answers to these questions 1 Did mother receive prenatal care select the appropriate response 2 Date of first visit enter the date a physician or other health care professional first examined and or counseled the pregnant woman for the pregnancy Enter the month day and year in the separate fields Months are entered by name dates and year are numeric ie 1 6 10 is entered as January 06 2010 If the exact date is not ava
45. this manual for gestational agreement surrogacy 3 Enter the mother s current legal name and her name before any marriages maiden name Note that first and last names are required 4 Enter mothers medical record number If you or your facility does not use medical record numbers you may leave this blank or re enter the last name 16 Enter mother s 9 digit Social Security Number numerically without dashes If the Social Security Number is unknown not available or if the mother does not have one please indicate by clicking the appropriate box Enter birth plurality if this is a singleton birth enter single The next data field order of birth will become unavailable If this birth is one of a multiple gestation enter the total number of fetuses in this pregnancy even if not all babies were born alive or if not all babies were born at this time Enter birth order If this birth is part of a multiple gestation enter the birth order of this baby even if not all babies were born alive or born at this time Click the red button at the bottom of the page MR amp C will automatically perform a duplicate check If MR amp C does not find any potential matches the user will be moved to the Child s Birth Information page If MR amp C finds any records matching the same date of birth mother s name Social Security and or medical record numbers the user will see a list of potential duplicates R
46. to a Minor used by Minnesota counties to track and assist minor parents Print verification of birth facts for parents to proofread the legal information on their baby s birth certificate and for facilities to document that the record has been proofread by the parents View birth record select this to finish or make changes to an unfiled record or to simply view or print a completed record View birth record history use this to see if an amendment or correction has been made to a birth record You can also see which users have worked with or viewed the record 7 Enter a Birth Record Use this to enter live births only Step By Step Enter a Birth Record 7 1 Basic Information Page 1 Sign in with your username and password Click on the Birth tab and select Enter birth record from the Tasks menu A new screen will appear 2 Enter the child s date of birth from the delivery record Current dates may be entered by clicking the green calendar Hicon _ Dates must be entered using the mm dd yyyy format with slashes If you are entering the record prenatally enter the estimated date of delivery EDC and check the l Pre registered expected date of birth box next to the date field If you have received a court order surrogacy or gestational agreement specifically instructing you to enter the maternal information differently follow the instructions found in Section 10 of
47. u are unable to reach MDH during normal business hours you may leave a message or send an email to health birthreg state mn us Include your name user ID location and email address in any email or phone messages Your new password will be sent to you via email 3 Navigating in the MR amp C Use the tab key the space bar and or the mouse to navigate in MR amp C Avoid using the browser back arrow to return to a previous page Use the red Back and Continue buttons to move between pages 3 1 Message Board Scan the message board on the home page each time you log into MR amp C This is where MDH will communicate critical information to users such as the system being down for maintenance 3 2 Home Birth Death Customer Service Administration tabs Home Birth Death Customer service Administration The highlighted gray tab indicates your current location Home This tab will always take the user back to the main menu screen Manage your profile and access the work queues to find incomplete work here Birth Birth registrars use this tab to enter birth and fetal death records search for existing records make corrections and print birth documents and reports Death This tab is used to open the Death Record Section of MR amp C where authorized users can search for existing death records and access death reports Birth registrars will not have access to these options Customer Service The Customer Service Se
48. u may add that to his name now 2 Father s date of birth enter date in mm dd yyyy format with slashes The Age at the time of child s birth field will populate with his calculated age 3 SSN enter the nine digit Social Security Number numerically without dashes If the Social Security Number is unknown not available or if the father does not have one indicate by clicking the appropriate box 4 Birth place Enter the father s place of birth by first selecting the country of birth from the drop down menu Do the same thing to locate the state if applicable where he was born To enter the city begin entering the name of the city and press the red button then select the name of the city from the drop down menu This is a mandatory field If the correct name is not on the list select other and enter the name in the new data field 26 5 Father s mailing information The father s mailing address is a required field If both parents live at the same address use the button to automatically populate this section If the father s mailing information is different from the mothers begin entering the address by selecting the country state and county using the drop down menus if appropriate To enter the city begin entering the name of the city and press red button Select the name of the city from the drop down menu The name of the city must appear on the drop down list Continue entering the street a
49. you need to make any corrections 2 Enter the mother s place of birth by first selecting the country of her birth from the drop down menu Do the same thing to locate the state if applicable where she was born To enter the city begin entering the name of the city press the red button then select the name of the city from the drop down menu This is a mandatory field If the correct city name is not on the list select other and enter the name in the new data field 3 Mother s residence address the country and state of the mother s residence will default to United States and Minnesota change them using the drop down menus if appropriate Select the county of mother s residence from the drop down menu To enter the city begin entering the name of the city press the red button and select the name of the city from the drop down menu The name of the city must appear on the drop down list for MR amp C s automatic linking and address verification system to work Continue entering the street address apartment number if applicable and zip code Indicate if this address is within city limits 23 4 Mother s mailing address follow the instructions above for entering mother s mailing address Or if the mailing address is not different from the residence address click MM 5 Other information gt Did mother get WIC food during this pregnancy Please indicate if mother used these se
50. you see something that isn t correct you can cancel the corrections to return to the record 9 Use the button to finalize the correction 40 Records cannot be corrected if they are in pending status This occurs during paternity establishment or revocation adoption replacement or a amendment Contact MDH for instructions on how to correct one of these records Changes to a birth record will not be communicated to the Social Security Administration even if automatic application for a Social Security Number was selected You may want to advise parents to contact the Social Security office for instructions Although you have the ability to make changes to birth and fetal death records it is not always advisable If parents are making a change to the baby s name or other legal information that you are unable to verify check the parents identification to ensure they have a right to make the change and print the Parents Verification form for their signature and your records You can also refer them to the local county office or MDH for changes Changes occurring after 45 days of filing the record are considered amendments according to Minnesota Statute Documentation requirements and fees apply to all amendment requests Refer anyone requesting an amendment to MDH Amendment information and forms can be found on the website at www health state mn us or by calling 651 201 5970 41 12 Printing Reports
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