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Midwifery Documentation and Forms

Midwifery documentation and forms with Jane Palmer Midwife

Obtaining the required midwifery documentation and forms as a privately practicing midwife in Australia can be confusing. I have added this resource page to help you navigate through the various organisations to enable you to obtain the required documentation. Please let me know if the details are incorrect as the numbers and contact details change frequently. Thanks Jane.

Baby/Child Health Record

New South Wales

Blue Book No formal process (it changes often). Currently phone Design, Publishing & Print Co-ordinator, Phone (02) 9391 9967

Queensland

Red Book (Baby Personal Health Records). Midwives need to approach their local maternity hospital and ask for them. This is the only option at present according to QLD Health.

South Australia

Blue Books can be obtained by faxing through a purchase order through to (08) 8124 4655. The item number of Blue Book is 76106754. Indicate the number of books required. Ensure the purchase order has your business name and address (no deliveries to PO Boxes).

Tasmania

Child Health records can be obtained from any child health centre or Royal Hobart Hospital on request

Victoria

My Health, Learning and Development book (green book) is produced by the Department of Education and Early Childhood Development. To order phone 1300 791 423 (this is the Maternity and Child Health Unit of Department of Education and Early Childhood Development) or email mch@edumail.vic.gov.au

Births, Deaths and Marriages Registration

New South Wales

Midwifery Login to register births online eBirths Contact Person: Alana Baird. Phone (02) 90356545. Email: alana_baird@agd.nsw.gov.au. Obtaining forms for parents to register their baby’s birth “Birth Registration Statement” – Fax request through to (02) 9699 5319. Mark attention “The Stores Officer”

Queensland

To obtain Birth notification and registration forms phone 1300 366 430. Fax (07) 3247 5719. Mailing address PO Box 15188, City East, Qld 4002. Birth registration application to be given to mother can be downloaded from www.justice.qld.gov.au

South Australia

To obtain notification of birth cards and forms to distribute to parents – send a formal request in writing to Births, Deaths and Marriages GPO Box 1351 Adelaide SA 5001. For further information Phone 131 882

Tasmania

No online facility to register births. To obtain “Notice of Birth” and forms for parents to register the baby’s birth – write to the Registrar requesting the forms. It is advisable to include a copy of your registration with the letter as proof. Postal address: Registry of Births, Deaths and Marriages GPO Box 198, Hobart TAS 7001. Phone 1300 135 513. You can contact the registrar for more information – kerri.lawrence@justice.tas.gov.au

Victoria

Register as a new stakeholder at https://partners.rio.bdm.vic.gov.au/login. Log on and complete, save and submit a birth notification. Ensure parents have details about where to go online and complete their requirements – https://www.bdm.vic.gov.au/baby. For brochures https://partners.rio.bdm.vic.gov.au/contact-us

Orders are only accepted via email (not by phone or fax). The email address is telemarketing@centrelink.gov.au. When ordering please provide the following details:

  • Your full name and position
  • Your organisation or business name
  • Your postal and street address and postcode
  • Your email details and fax and telephone numbers including area codes
  • The name, product number and quantity of each product you require.

You can order the following forms:

  • FA008 Claim and notes for people who want to claim the following payments for a child who has recently died: Bereavement Payment of Maternity Allowance; Maternity Immunisation Allowance; Family Tax Benefit
  • FPR036(P) Parent Pack

If you would like further information phone Toll on 1300 36 76 76. (Toll produces Medicare’s stationery).

Pregnancy Records

New South Wales

New South Wales Health Department Antenatal Care Record. Order from Salmat Phone (02) 9311 9899

Queensland

Midwifery Notes – a book put together by Queensland health containing duplicate copies of progress notes, birth notification, pregnancy health record etc. It is designed for homebirth midwives. Midwifery notes are available from chiefnurse-office@health.qld.gov.au. Alternatively, QLD has a Pregnancy Health Record. Order from Corporate Express Australia Ltd (CEAL). Orders to be faxed to (07) 3365 0899.

South Australia

South Australian Pregnancy Record. Available from the SA Health Distribution Centre, Phone: (08) 8425 9204, Fax: (08) 8124 4655, Email: sahealthdc@health.sa.gov.au

Victoria

Victorian Maternity Record (VMR). Order from www.health.vic.gov.au/maternitycare/vmr_orderform.htm.

Western Australia

Pregnancy Health Record. Order from www.kemh.health.wa.gov.au/services/mpowher/order.htm.

Maternal and Perinatal data

New South Wales

Data submitted on paper form must be completed and returned to NSW Department of Health within thirty (30) days of the baby being discharged. The Perinatal Data Collection forms can be obtained from Industrial Printing Co. by faxing or emailing the Order Form accompanied with your Purchase Order. Industrial Printing Co. Telephone: (02) 6352 3555 Facsimile: (02) 6352 2446 Email: print@ipc.com.au. NSW Health has developed a document called “Perinatal Data Collection (PDC) Reporting and Submission Requirements“.

Queensland

Obtain forms contact Data Collections Unit – Perinatal Data Collection. Phone (07) 3234 0814 or (07) 3234 1708. Mail address GPO Box 48, Brisbane QLD 4001

South Australia

Obtain Supplementary Birth Record form from the Pregnancy Outcome Statistics Unit, Department of Health. Phone (08) 8226 6380. Email: pregnancy.stats@health.sa.gov.au

Tasmania

Perinatal Data Collection (Clinical Data Services). Phone (03) 6233 3185 Fax (03) 6233 3550. Contact Peter Mansfield to order forms. Tasmania will be going electronic through a web based system. For the moment though midwives will need to use the paper form.

Victoria

Victorian Perinatal Data Collection Unit (Department of Health) can be registered by emailing hdss.helpdesk@health.vic.gov.au. You can submit data via the Health Collect Portal at www.healthcollect.vic.gov.au.

Additional Reporting

Victoria

Report births to the local Council where the mother lives within 48 hours of the birth. Within 48 hours of the Birth Complete a notice of birth – see https://www.education.vic.gov.au/Documents/childhood/professionals/support/birthnoticeform.pdf and submit to the CEO (MCHN) of the local council where the woman usually resides – see http://www.education.vic.gov.au/findaservice/Home.aspx.

Newborn Screening Cards

New South Wales

NSW Newborn Screening Program. Phone (02) 9845 3659

Queenlsand

Pathology Queensland (Newborn screen cards, parent and health professional information for neonatal screen). Phone (07) 3636 7263 or (07) 3636 7051. Email pathology_queensland@health.gld.gov.au. Mail address: Newborn screening section GPO Box 495 Brisbane Qld 4001

South Australia

South Australian Neonatal Screening Centre (Women’s and Children’s Hospital) Phone (08) 8161 7396 Fax (08) 8161 7100 Email neonatalscreen@wch.sa.gov.au

Tasmania

South Australian Neonatal Screening Centre (Women’s and Children’s Hospital) Phone (08) 8161 7396 Fax (08) 8161 7100 Email neonatalscreen@wch.sa.gov.au

Victoria

Contact Robyn Forbes 8341 627 870

Hearing Screening

Victoria

Victorian Infant Hearing Screening Program (VIHSP) contact is https://www.rch.org.au/vihsp/contact_us/. Locate the local screening program and provide the mother or father’s name and contact number. Include baby name, DOB, weight, sex and gestation.

Adverse Events

Victoria

All adverse events including maternal deaths, stillbirths and neonatal deaths must be reported to CCOPMM.  PPMs are required to participate in this process in conjunction with any health service involved in the care and/or individually. https://www2.health.vic.gov.au/hospitals-and-health-services/quality-safety-service/consultative-councils/council-obstetric-paediatric-mortality/reporting-to-ccopmm

This page relies on you letting us know if there are any changes. If any information is incorrect please email us.

Page originally published 26th April 2011

Latest update 1st November 2020

With thanks to Andrea Quanchi for updates on Victoria’s information.

ABOUT THE AUTHOR: Jane Palmer is a mother, birth activist and midwife in private practice located in Sydney, Australia. With additional qualifications as a childbirth educator and lactation consultant, Jane works to improve pregnancy, birth and parenting options for families.

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