Midwifery Documentation and Forms

Obtaining the required 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

NSW – Blue Book No formal process (it changes often). Currently phone Design, Publishing & Print Co-ordinator, Phone (02) 9391 9967
QLD - 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.
VIC – Blue Book 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
SA - Blue Books can be obtained by faxing through a purchase order through to (08) 8124 4655. Item number of Blue Book is 76106754. Indicate quantity of books required. Ensure the purchase order has your business name and address (no deliveries to PO Boxes).
TAS - Child Health records can be obtained from any child health centre or Royal Hobart Hospital on request

Births, Deaths and Marriages Registration

NSW - 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”
QLD - 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
SA - 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
TAS - 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
VIC – No online facility to register births. To order “Birth Registration Statement” and forms for parents to register the baby’s birth Phone: 1300 369 367

Centrelink Forms

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

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

QLD Midwifery Notes -  a book put together by QLD 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 have a Pregnancy Health Record. Order from Corporate Express Australia Ltd (CEAL). Orders to be faxed to (07) 3365 0899. Document "How to order pregnancy health record forms". PDF copy of QLD Pregnancy Health Record.

SA 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

VIC Victorian Maternity Record (VMR). Order from www.health.vic.gov.au/maternitycare/vmr_orderform.htm. PDF copy of the Victorian Maternity Record

WA Pregnancy Health Record. Order from www.kemh.health.wa.gov.au/services/mpowher/order.htm. PDF copy of the WA Pregnancy Health Record

Maternal and Perinatal data

NSW 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". Another helpful document is the NSW Perinatal Data Collection Manual – this includes the order form you need to purchase the NSW Health Perinatal Data Collection Forms.

QLD 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

SA 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

TAS 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.

VIC Victorian Perinatal Data Collection Unit (Department of Health) - Forms can be ordered from VPDCU Phone: 1300 858 505, Fax: (03) 9096 2700, Email: perinatal.data@dhs.vic.gov.au. Request a user manual and paper version: Form A and Form B. To download the Victorian Perinatal Data Collection Manual.

  • Must be submitted in two parts in separate envelopes clearly marked Form A or Form B
  • Form A - For each woman a triplicate carbon form is completed
  • Form B - Complete each month (or sooner if you don’t have more clients due) including the identifying information for each woman, UR number, name and address. 
  • Both forms to be returned to: Victorian Perinatal Data Collection Unit, GPO Box 4003, Melbourne 300

Additional Reporting

VIC - Report births to the local Council where the mother lives within 48 hours of the birth, for Maternal and Child Health services. Forms can be ordered from trath@wfds.com.au. Contact details of the Municipalities can be found at the Maternal and Child Health Directory

Newborn Screening Cards

NSW - NSW Newborn Screening Programme. Phone (02) 9845 3659

QLD - 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

SA - South Australian Neonatal Screening Centre (Womens and Childrens Hospital) Phone (08) 8161 7396 Fax (08) 8161 7100 Email neonatalscreen@wch.sa.gov.au

TAS - South Australian Neonatal Screening Centre (Womens and Childrens Hospital) Phone (08) 8161 7396 Fax (08) 8161 7100 Email neonatalscreen@wch.sa.gov.au

VIC - Contact Robyn Forbes 8341 627 870

Page originally published 26th April 2011

Latest update 28th September 2012

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.

Comments

15 comment(s) on this page. Add your own comment below.

Pamela Bennett
May 5, 2011 10:52pm [ 1 ]

Thanks for your time in putting this together Jane.

Just one picky question...why do you have an apostrophe in Birth's and none on Deaths and Marriages? The latter two are correct. Birth's is not.

May 6, 2011 7:31am [ 2 ]

Thanks Pamela for picking up the typo - it's now fixed

Alan Rooney
Jul 21, 2011 5:44pm [ 3 ]

Great idea Jane. Should be very useful now that there is an Australia wide registration working interstate will be more attractive for some.

Lisa Richards
Mar 12, 2012 11:59am [ 4 ]

aarrggg...ringing for blue books in NSW...guy who normally handles the orders is away and no one knows what to do...cause I'm not part of a hospital...this is so frustrating...why can't there just be an easy standard way of doing things...ARG...and I've ordered from there before...but does that make it easier...NOPE...this time...I'm going to order a truck load so I don't have to deal with them too often!!!! Oh and the centrelink number for NSW is not working either...can my day get anymore frustrating!

Apr 1, 2012 2:17pm [ 5 ]

How about a birth register? I've had a couple of people recommend a UK one but it's out of print currently. I'd love to keep one from the beginning of my practice.

Alison Reid
Aug 25, 2012 9:30pm [ 6 ]

Thanks for this very comprehensive list, Jane. One link appears not to be working...Document "How to order pregnancy health record forms".(in Queensland section)

Cheers, Alison Reid

Samantha Rouse
Sep 12, 2012 5:54pm [ 7 ]

Thanks for this very useful resource Jane. The phone number for QLD baby personal health records (red books) is not right. I got a call redirection service! Cheers

Sep 14, 2012 10:38pm [ 8 ]

Hi Alison and Samantha - we are going to try to track down the new contact phone number. We will post it up as soon as we have it.

Cheers

Jane

Sep 21, 2012 1:14pm [ 9 ]

I have just checked the details for ordering Centrelink forms. These details have been updated as of today 21st September 2012. Orders can only be placed via email.

Sep 28, 2012 10:00pm [ 10 ]

Hi Samantha - we finally have an answer from QLD Health the baby health records need to be obtained from local maternity hospitals. The person we contacted said that their should not be any problems for midwives obtaining the books.

Chloe
Dec 9, 2012 8:12am [ 11 ]

Hi there I've just come from overseas and was wondering where I can get a red health record book for my child. Thanks

Terri Schaumberg
Jul 5, 2013 12:02pm [ 12 ]

The Births, Deaths and Marriages toll free contact phone number for Qld. is 1 300 366 430 (NOT 1 800 .....) as above

Jane Palmer
Jul 6, 2013 6:02am [ 13 ]

Hi Terri - Thanks for pointing out the incorrect phone number. I will go and correct it now.

Catherine
Oct 29, 2013 11:38pm [ 14 ]

There is no info for WA, do you have any links please? Thanks :-)

Nov 10, 2013 8:49am [ 15 ]

Hi Catherine - there are a couple of resources for WA above. However I do acknowledge the rest of the links are missing. I had to do a lot of research to create this page and I had to rely on other midwives. Unfortunately at the time I was unable to source the information you are after. If there is anyone out there that can email me any further resources - I would really appreciate it. My email is jane@pregnancy.com.au

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