Effective Immediately --
New Discrepancy Procedure for Birthing Hospitals
For all birth certificates that cannot be completed with all required information, a discrepancy letter must be issued. Effective immediately, hospital birth certificate staff must document each field that was unable to be completed within the 'Comments' tab of the birth record in LEERS.
For example, if a mother is unable/unwilling to provide you with her husband's information, you would check the 'Issue Discrepancy Letter' box to remove the required validation notifications from the electronic record. Our new process then requires the birth certificate staff to click on the 'Comments' tab of the record and enter (any that apply):
DISCREPANCY: FATHER'S NAME, FATHER'S SSN, FATHER'S DOB, FATHER'S POB
Please note that you should list each incomplete field as specifically as possible. By providing this information in the 'Comments' tab, the record can be more efficiently processed by Vital Records when the mother attempts to remove the flag from her child's birth certificate.
If you have any questions about the new procedure,
Thanks for all you do!
