Pennsylvanias Birth RegistrationWinEBC Regional Training

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PennsylvaniasBirth Registration/WinEBCRegiona
l Training
Mothers Worksheet
Delivery of Baby
Filing with PA Department of Health
Complimentary Birth Certified Copy
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Why is your position important?

• Legal Document
• Certificate of Live Birth Permanent, legal
  record that proves age, parentage, and
  citizenship.
• www.health.state.pa.us/vitalrecords
• Statistics
• www.dsf.health.state.pa.us
  (click on Health Statistics on the
  left side)
• www.cdc.gov/nchs

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Its the Law

• The Vital Statistics Law, 35 P.S. 450.204
  (Department forms) states The department shall
  prescribe the forms for all certificates required
  by this act. The department may prescribe all
  other forms necessary for collecting,
  transcribing, compiling and preserving vital
  statistics. The department shall include in such
  forms all standard items which contribute to a
  uniform comparable nationwide system of vital
  statistics.

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Its the Law (continued)

• The Vital Statistics Law, 35 P.S. 450.401
  requires a certificate of each birth occurring in
  the Commonwealth of Pennsylvania to be filed
  within a period prescribed by regulations of the
  Advisory Health Board. Accordingly, 28 PA Code,
  Title 28, 1.1 was promulgated by the Advisory
  Health Board, which requires the reporting of
  birth information within 10 days after the birth.
  
• Note A hard copy of the Certificate of Live
  Birth should also be printed, signed, and filed
  with the designated local registrar.

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Completion and Review of Mothers Worksheet

• Babys Legal Name
• Name of Parent(s)
• Mailing Address
• Marital Status

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Babys Legal Name

• What if parent(s) did not provide babys name?
• Do not wait longer than 10 days to file the
  record with the state.
• Do not send the Mothers worksheet home with the
  parents.

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Parents Name

• What you type in the WinEBC is what will print on
  the birth certificate and what social security
  will get.
• The mothers maiden name is what prints on the
  birth certificate.
• If the mothers maiden name is Mary Unknown in
  the WinEBC system it will print as Mary
  Unrecorded on the birth certificate.
• If the Fathers name is Unknown in the WinEBC
  system it will print Information Not Recorded
  on the birth certificate.

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Mothers Mailing Address

• What not to enter
• Do not enter Pennsylvania counties (PA counties
  are in menu selection)
• Same data in more than one field

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How to Enter Mothers Mailing Address(continued)
Correct Entries

• What to enter
• P. O. Box or Rural Route address in street field
• Only six characters for apartment number
• Only Add Out-of-State Counties (not Pennsylvania
  counties)
• http//www.addresses.com/zip_codes_by_city/3207.ht
  ml

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Review of Marital Status(Item 16 on worksheet)

• Determine if mother is
• Married to father of baby
• Married, but does not wish to name husband
• Not married

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Yes, I am married to the father

• Be certain that husbands information has been
  provided on the mothers worksheet.
• Complimentary birth certified copy issued within
  two weeks.
• If mother indicates her marital status is common
  law, ask when they entered into common-law
  marriage.
• Must be prior to September 17, 2003, to be
  recognized in Pennsylvania.
• If parents did not enter into common-law marriage
  prior to this date, mother is NOT married to
  father. Provide Acknowledgment of Paternity form
  to mother.

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No, I wish to name someone other than my husband

• Provide Affidavit of Mother (DO NOT provide
  Acknowledgement of Paternity form).
• Affidavit must be legible, witnessed, signed and
  completed with husbands name and last known
  address.
• Attach affidavit to hard copy of certificate.
• Complimentary birth certified copy issued within
  two weeks (will not include fathers name).

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Entering information in WinEBC (Naming someone
other than husband)

• Select Yes for Item 16 (mother is married).
• Enter ? in all fields pertaining to father.
• Exception Select Dont Know/Not Sure for Item
  25 (fathers race).

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Nomother is not married and wishes to name
father

• Have both parents sign Acknowledgement of
  Paternity in presence of a witness.
• Submit to DPWs Bureau of Child Support
  Enforcement (Direct questions to their office at
  800-932-0211.)
• If DOH receives electronic verification from DPW
  within 60 days, complimentary birth certified
  copy will be issued with fathers name.
• If verification of Acknowledgement of Paternity
  not received within 60 days, complimentary birth
  certified copy will be issued without fathers
  name.

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Entering information in WinEBC (Unmarried
mother who wished to name a father)

• Select No for Item 16 (mother is unmarried).
• Select Yes indicating Acknowledgement of
  Paternity was completed.
• Enter fathers information as provided on the
  mothers worksheet.

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Nomother is not married and does not wish to
name father

• Complimentary birth certified copy issued within
  two weeks (will not include fathers name).
• Advise mother that Acknowledgement of Paternity
  form may be completed at a future date and
  submitted to DPW.

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Entering information in WinEBC (Unmarried
mother who does not wish to name a father)

• Select No for Item 16 (mother is unmarried).
• Select No indicating Acknowledgement of
  Paternity was not completed.
• Enter ? in all fields pertaining to father.
• Exception Select Dont Know/Not Sure for Item
  25 (fathers race).

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Assisted Conception Registrations

• Gestational carrier (woman who gives birth)
  completes worksheet indicating her actual
  marital status.
• Supplemental Report of Assisted Conception to
  include information pertaining to intended
  parent(s).
• May have situations where intended parents are of
  same gender.
• Attach Supplemental Report of Assisted Conception
  to hard copy of Certificate of Live Birth and
  court order, if available.
• Submit directly to Vital Records immediately.

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Entering information in WinEBC (Assisted
Conception Registrations)

• Enter gestational carriers information in
  entries pertaining to mother.
• DO NOT enter intended mothers information.
• Select Yes or No for Item 16 to indicate
  gestational carriers marital status.
• Enter intended fathers information only if he
  fertilized the egg. If not, enter ? in all
  fields pertaining to father. Exception Select
  Dont Know/Not Sure for Item 25 (fathers
  race).
• Call Vital Statistics staff at 1-800-323-9613 for
  verbal file number.
• Print hard copy of birth certificate.
• Transmit in batch as you normally would.

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Foundling

• Enter the facility address or location the baby
  was found for the residence information.
• Enter Unknown in the Street Name field for
  mailing address and select Unknown as the
  State/Country. Leave the other Mailing Address
  fields blank.
• Enter Baby Boy Unknown or Baby Girl Unknown
  (in separate fields).
• Enter Information Not Record for the Mothers
  and Fathers name (in separate fields)
• Estimate the babys date of birth.
• All other unknown fields should be completed as
  normal.

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Deceased Baby

• Not Living at Time of Report
• Baby was born alive but died
• A Certificate of Live Birth should be filed and a
  Certificate of Death (white Form H105.043-Rev
  11/06) should be filed
• Fetal Death (gt 16 Wks Gest)
• Baby was not born alive showed no signs of life
• A Certificate of Fetal Death (green Form H105.024
  Rev. 12/06) should be filed.
• ITOP (lt 23 Wks Gest)
• Induced Termination of Pregnancy should only be
  reported on Report of Induced Termination of
  Pregnancy (Form H106.072-Rev 09/02)

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Social Security Number

• Review Item 18 to determine if authorization was
  provided to issue Social Security number for
  baby.
• Will not be issued if baby not named, placed for
  adoption, baby is deceased at time of report.
• Will be sent to mothers mailing address (usually
  within two weeks after birth certificate).
• SSA will not send Social Security card to foreign
  countries.
• If there is a correction, contact Social Security
  Administration at 1-800-772-1213 or your local
  office
• Website https//s044a90.ssa.gov/apps6z/FOLO/fo001
  .jsp
• Phone number can also be located in blue pages of
  telephone book.

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Submission

• Enter into WinEBC system and transmit batch
  (state file) within 10 days.
• Print hard copy of Certificate of Live Birth.
• Appropriate individual must sign birth
  certificate. (MD, DO, Manager, or Supervisor)
• Submit hard copy to local registrar.

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Facility Errors

• Do not reenter a second record in WinEBC (will
  create a duplicate record).
• To correct an error, facility may submit a
  correction letter on their letterhead that
  includes babys name, date of birth, state file
  number, error, and correct information.
• Send to
• Division of Vital Records
• Attention Correction Unit
• 101 South Mercer Street
• P.O. Box 1528
• New Castle, PA 16103-1528
• or
• Fax to 724-656-3079

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Facility Errors (continued)

• Advise parent(s) that they may return incorrect
  certified copy to Vital Records to be replaced at
  no charge.
• If address has changed, parent is to include copy
  of government issued photo ID that verifies
  current address.
• If incorrect certified copy not available,
  parent(s) must complete application form and
  submit fee.

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Things to remember

• Is this Record Complete
• If this box does not pop up after you complete
  and save a record, than the record is incomplete.
• Double click on incomplete at the bottom of
  your screen to see what needs to be completed.

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Things to remember
If you keep the listing for your files, you must
click on Print Listing. The list of babies is
only available once.
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Things to remember
You must click Yes and
You must click Send Data to transmit the Batch!
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Contact InformationDivision of Vital
RecordsAddress 101 S. Mercer St P.O. Box 1528
New Castle, PA 16103

• Anne Koszela Clerical Supervisor, Current
  Registration Unit
• Telephone [phone], Ext 656-3121
  (Facility Use Only)
• Email akoszela_at_state.pa.us
• Margaret Matthews Administrative Officer,
  Registration Section
• Telephone [phone], Ext
  656-3310 (Facility Use Only)
• Email mmatthews_at_state.pa.us
• Other Contact Numbers
• Public 1-877-PA HEALTH or 724-656-3100
• Fax [phone] (Facility Use Only)

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Contact InformationDivision of Statistical
RegistriesAddress 555 Walnut Street, 6th floor,
Harrisburg, Pa 17101

• David Mattiko RHIA Acting Chief, Vital
  Records Data Systems
• Email dmattiko_at_state.pa.us
• Chirike Odigie RHIA Vital Statistics Field
  Consultant
• Email codigie_at_state.pa.us
• Holly Hoffa Dickinson RHIA Vital Statistics
  Field Consultant
• Email hdickinson_at_state.pa.us
• Contact Numbers
• Toll Free 1-800-323-9613
• Local 717-783-2548
• Fax [phone]

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