Birth Defects Reporting

The Georgia Birth Defects Registry includes fetal deaths of at least 20 weeks gestation through children up to six years of age with birth defects.

In Georgia, all reported cases who meet the National Birth Defects Prevention Network (NBDPN) case definition for core, recommended, and extended conditions must be confirmed through medical record review and abstraction. The complete list of reportable birth defects can be downloaded Download this pdf file. here . A crosswalk from ICD-9-CM to ICD-10-CM codes, developed by NBDPN, is available through the following link: nbdpn.org/icd10.php

How to Report a Birth Defect

To report an individual birth defects case, please register for an account on Georgia's State Electronic Notifiable Disease Surveillance System (SendSS) here. On the SendSS registration page, select “Birth Defects Reporter.” Once registered, you will have access to the Birth Defects Reporting Form. Please be aware that this form contains mandatory fields (i.e., child’s first name, child’s last name, child’s DOB, at least one ICD-10-CM code, and date of report). You will have the option to add a new record, save your entry, view previous entries, and edit previous entries within seven days of report.

If you would like other options to report birth defects cases, please contact us at [email protected]

If your facility is looking to report birth defects, please contact us and use the information below to determine which option best meets your needs:

  1. Routine electronic reporting of birth defects cases (e.g., monthly line list exported to .csv, sample template can be found Download this xls file. here  with mandatory fields highlighted), or
  2. Reporting using electronic medical records (eHR), which would allow your facility to attest for Centers for Medicare and Medicaid Service's Meaningful Use compensation (register here to begin this process).

Both methods listed above regarding electronic reporting will be facilitated by a strict security protocol pursuant to Privacy Rule under the Health Insurance Portability and Accountability Act (HIPAA) of 1996. 

A comprehensive reporting manual for birth defects in Georgia is now available Download this pdf file. here  and includes:

  • Legislation and confidentiality
  • Reporting requirements
  • Detailed instructions for reporting cases through paper, fax, and electronically through SendSS or eHR
  • Codebook
  • Paper reporting form (also available Download this pdf file. here )
  • ICD-9-CM to ICD-10-CM Crosswalk for birth defects and related conditions occurring in the perinatal period
  • List of reportable conditions and associated ICD-10-CM diagnosis codes by organ system

Any questions pertaining to notifiable defects or methods of reporting should be referred to Registry staff at [email protected]Do not send case report forms, line lists, or any other protected health information to the DPH birth defects email. 

Legal Authority

Legal authority for the DPH to collect health information is provided in Chapter 31 of the Official Code of Georgia (O.C.G.A.). O.C.G.A. § 31-12-2 allows DPH “…to declare certain diseases, injuries, and conditions to be diseases requiring notice and to require the reporting thereof…in a manner and at such times as may be prescribed.” This authority also provides that “any person, including, but not limited to, practitioners of the healing arts, submitting in good faith reports or data…in compliance with the provisions of this Code section shall not be liable for any civil damages therefor."

Page last updated April 4, 2019