Main Guide

Registration Process for Babies Born Outside of the Hospital

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Purpose

Provides instructions for registering a baby born outside of the hospital and coordinating their transfer to the well baby unit.

Situation / Scenario

This process applies when a mother and baby arrive at the Emergency Department after a birth that occurred outside of the hospital.

Step 1: Initiate Reception

In the ED Tracker, click Reception to begin the intake process.

Step 2: Receive Patients

Determine if the patients are Walk-in or EMS arrival. Receive the Mom and Baby separately into the ED as individual patients and assign them D#s. When receiving the baby, use the Mom's Last Name and enter Baby Boy or Baby Girl as the first name.

Step 3: Print Armbands

Save the reception to trigger the Forms to Print screen. Print two baby armbands, one for the baby and one for the mother.

Step 4: Register the Baby

Register the baby using the mother's information. Ensure the mother is listed as the baby's Guarantor; you may search for her using the GN# (Guarantor Number).

Step 5: Rollover to Well Baby

Once the nurse confirms the baby has left the ED, navigate to the Registration Management Desktop and click Rollover. Enter the baby's D# to roll the baby into Well Baby.

Step 6: Admission to Inpatient

Roll the patient from Emergency to Inpatient. Contact Well Baby to obtain the room assignment, Admit Provider, and Attending Provider, and ensure the Service Type is set to Newborn.

Step 7: Documentation

Notate all account changes in Coll Notes. Provide a detailed, step-by-step account of the encounter, including arrival details, cord status, birth time, cross-referenced D#s, nurse instructions, and room assignments.

Helpful Tips

  • Keep your notations in Coll Notes very detailed to ensure a clear audit trail of all actions taken for both accounts.

Common Mistakes

  • Attempting to link the baby to the mother within the Expanse system, which is not supported.
  • Forgetting to set the Service Type to 'Newborn' during the inpatient rollover.

What NOT To Do

  • Do not attempt to link the baby's record directly to the mother's record in Expanse.

Escalation Instructions

Contact the Well Baby unit to obtain necessary admission information including room assignments and provider details.