The Paperwork

Paperwork Checklist

The world does not move without paperwork authorizing it, or it at least it seems that way. The birth of a baby is no exception. This page lists most of the things you have to do. At the end of this section is a link to a pdf checklist that you can download. The major areas are:

Pre-admission Forms
Birth Certificate
Request a Social Security Number (SSN)
DEERS Enrollment
Paternity paperwork
Personnel Office Paperwork

Update of SGLI
Update DD form 93 (“Page 2” in Navy speak)
Verify/Update DEERS Enrollment

Tricare Prime Enrollment
Update DEERS Enrollment with Child's SSN
Other paperwork

Pre-admission Forms (done 20-34 weeks of pregnancy)

You can and should complete all your admissions paperwork prior to going into labor. If you don't do this ahead of time, you will have to go down to admissions while in labor to complete the forms. You can do this at anytime, but we recommend you do it between your 20 th and 34 th week. Since you come to NMCP for your 20 week ultrasound, this is a good time to do it.

Go to the admissions department located on the first floor at the main entrance. You can get a pre-admission packet at any open service window. Complete the packet and return it to the admissions department. This does not have to be the same day. The packet contains:

? Information Papers which you have to read to complete the back side of the General Consent to Treatment form.
? Admissions Worksheet (front & back)
? General Consent to Treatment form, NAVMEDCENPTSVA 6320/25 (REV2/05) (front & back)
? Privacy Act Statement, DD form 2005
? Third Party Collection Program, DD form 2569 (Note: you have to complete this form even if you don't have other insurance.)

The completed packet is kept on file until Labor & Delivery calls for it. If you are admitted for another reason prior to delivery, this paperwork will be used then. You will have to sign a new General Consent to Treatment, Privacy Act and Third Party Collection forms to have a pre-admission packet on file.

Birth Certificate ( Done in the hospital)

You will receive a birth certificate worksheet when you arrive in the postpartum ward. The name of your baby is the most important thing. Therefore, decide this before you come to the hospital. You complete the worksheet and the Birth Registrar will use it to register the birth with the state of Virginia .

You will receive a “Proof of Birth Letter” from the hospital that you can use when completing other paperwork.

You will receive an “Application for Birth Certificate” form. You fill out this application and send it to the Virginia Bureau of Vital Statistics. The state then sends you an official copy of the birth certificate a few weeks later. The cost for an official copy is currently $12 payable by check or money order to “State Health Department.” Under most circumstances you receive the “Application” before you leave the hospital. However, you may have to make arrangements for the hospital to mail this to you.

If you are married, your husband is the father of your child according to state law and you need no other paperwork. His name and information goes on the birth certificate worksheet, and then onto the birth certificate. If you are not married, see the section about paternity paperwork.

Social Security Number (Done in the hospital)

The Birth Registrar will use the Birth Certificate Worksheet to complete an electronic application for a social security number and card. Using this method you will receive the number and card in about 4 weeks. If you wait until after discharge, you must go to the social security office, endure long bureaucratic waits for the verification of information and about 17 weeks for the number and card to arrive. You must have a SSN to claim your child on your tax returns and receive both the exemption and child tax credit. If you do not update your DEERS enrollment by providing the child's SSN, the system will delete your child.

Defense Eligibility Enrollment System (DEERS) Enrollment (Done in the hospital)

You will receive a one page request for enrollment certificate which needs the sponsor's name and SSN. Once signed, it will go to the Personnel Services Division (PSD) at the hospital, who will initially enroll your child into the DEERS system. Because the system is Department of Defense wide, the Navy PSD at the hospital handles this for all services. About one week after discharge, you need to check with either your PSD (active duty) or Tricare Beneficiary Councilor Assistance Coordinator (BCAC) (dependent) to verify your baby is enrolled . Even with the best systems glitches occur. This is why you need to check.

Paternity Paperwork (Done in the Hospital)

What the hospital does is determined by state law, not hospital policy. It makes the paperwork more convenient for patients that meet certain criteria.

If you are not married, you may place the father's name on the birth certificate if you meet all the following criteria. You do not have to place the father's name on the birth certificate.

1. He acknowledges paternity

2. Both of you sign a paternity form at the hospital. The Birth Registrar will generate a preprinted form that you will sign in the admissions department. The signatures must be written in front of a notary (also in the admission department) who will then notarize the document as required by law.

3. The form is signed after the baby is born, but before the mother is discharged from the hospital. If the father is not present for whatever reason, you may not do this. (NOTE: you may add the father's information later but it costs $10 and you have to deal with the state Bureau of Vital Statistics yourself)

4. The mother was not legally married within 300 days of the birth of the child. This is 300 days after a divorce is final regardless of how much time you were separated before. State law assumes that the husband is the father of the child, if the child is born before the three hundred day mark. You must establish paternity through the courts.

 

We strongly recommend that you complete the following paperwork 30-40 days after the birth of your child. This helps you avoid problems that are just a pain to resolve.

Personnel Office Paperwork (Done at your supporting personnel office)

You have to go to your unit's supporting personnel service office to do three things:

• Update your Serviceman's Group Life Insurance (SGLI)
• Update your DD Form 93, Emergency Contact Information (Navy “Page 2”)
• Verify DEERS Enrollment. If you have your child's SSN, update the DEERS Enrollment at this time. Otherwise you have to return to update this. (Earlier we said the hospital enrolled your child in DEERS and it did. Now you have to make sure he is still in the system. It doesn't make much sense, but this is the military and you just have to do it.)

The “Proof of Birth” letter is the supporting document to do this.

Tricare Prime Enrollment (Done at the Tricare Service Center )

If at least one family member has Tricare Prime, then your newborn is automatically covered under Tricare Prime for 60 days. (All active duty military are covered by Tricare Prime.)

Before you can submit the Tricare Prime Enrollment forms, your child must be in DEERS. The Tricare Service Center cannot put your child into the DEERS system, but they can check it.

Your may obtain the forms in the postpartum ward, at your local Tricare Service Center (Bldg. 249 at NMCP, behind the parking garage) or by clicking this link Tricare Prime Enrollment Form and printing the forms.

Link is https://www.hnfs.net/bene/enrollment/package/En_forms.htm

You must complete the Tricare Prime Enrollment forms and turned them in so that the enrollment is processed by the 60 th day of life. After the 60 th day, coverage changes to Tricare Standard which costs you more. We recommend that you do this within the first 30-40 days after birth because it gets confusing if you wait longer.

Example: Tricare enrollments processed after the 20 th of the month will not be effective until two months. Your baby is born on March 1. If you turn in the enrollment form on April 19, it will be effective May 1 and within the 60 days. If you wait until April 22 to turn in the enrollment form, Tricare Prime coverage will not be effective until June 1. Because it is after 60 days, your baby will be covered by Tricare Standard for the month of May.

If you have not updated and completed the forms within 365 days, your child will be dropped from Tricare coverage.

Update DEERS Enrollment with Child's SSN (Done at your supporting personnel office, ID card section)

When your child is initially enrolled into the DEERS system, he does not have a social security number. When you receive this number, you must update the information in the DEERS System. If you do not update the information, the DEERS system will delete your child after about 3 months.

Rejection of Vaccinations and Other Preventative Treatment (Done with your doctor)

Immediately after the birth, your baby will receive prophylactic eye treatment to prevent infection, a vitamin K injection to help with blood clotting and his first Hepatitis B vaccination. If for religious reasons you do not want any of these procedures, you must make arrangements through your doctor or the Labor & Delivery Unit prior to the birth of your child. They will perform these procedures unless you have rejected them in writing. For legal reasons the medical staff cannot honor a verbal request immediately following the birth.

The Paperwork Checklist