Records & amendments

Records is every course of care in your practice’s registry. Open it by clicking the Birth Registry rail head — Records is where it lands — or from Records on its hover card or tab strip. It opens under the heading Records — “Every course of care in this practice’s registry — status, versions, and links to the birth log.”

Scope and filters

A Show toggle scopes the list to My practice’s births (everyone in your practice) or My births (just the births you attended). A filter toolbar narrows the list further by Status, Place of birth, Attendant, and a Born from / Born to date range; Clear filters resets them. Above it, the list toolbar’s starters are This year and Drafts; saved filters, Copy link and Print selected are covered on Filters & selections.

Each row has a View action that opens the record’s detail drawer. When no records match, the list explains how records arrive: A record lands here when you log a birth in the Births drawer, import a CSV, or an integration writes one. A birth saved from the Births drawer creates its record here automatically.

Courses of care not linked to a birth

A course of care can end up without a logged birth on the Births log — for example, one that came in through an import or an integration. The dashboard counts these as courses of care not linked to a logged birth, and that line links here with the list narrowed to them. A banner reads Showing courses of care not linked to a logged birth., with Show all records to go back.

In that view, roles that can manage records get a Link to birth action on each unlinked row. It opens Link to a birth, which lists the logged births you can link it to: births that are completed, have a birth date, and don’t have a course of care yet. Choose Link next to the right one. A planned, in-progress or undated birth isn’t listed. If the birth you need is missing, log it on the Births screen, or complete it there, then link the course of care to it.

The record lifecycle

Every birth record moves through a prospective lifecycle, modelled on MANA Stats and the AABC PDR: a course of care is enrolled at intake before outcomes are known, completed once they are, and locked to freeze the record.

• Draft — a record you’re still entering.
• Enrolled — the course of care is under way; outcomes aren’t known yet.
• Complete — outcomes are recorded.
• Locked — the record is frozen; from here it can be changed only by amendment.
• Amended — a locked record that has since been corrected (see below).
• Voided — a record taken out of use. Voiding is terminal.

Forward moves (enroll, complete) happen directly; the consequential ones — Lock and Void — ask you to confirm first, because locking freezes attested content and voiding is terminal. A move that isn’t allowed from the record’s current state is refused with “That status change is no longer allowed.”

Amend, don’t edit in place

A locked record is immutable. You never edit a locked record in place; instead you amend it, which cuts a new version and moves the record to Amended. The original stays on file. Saving an amendment confirms with “Amendment saved as version N.”

This is deliberate: a filing artifact is signed against content that can no longer change underneath the signature, so corrections have to create a new, separately-versioned record rather than silently rewrite the signed one. A record that hasn’t been locked yet is still editable directly, and saving those changes just confirms “Record updated.”

Voiding

Voided takes a record out of use and is terminal. A voided record can only be brought back by amendment — a revival lands it as a new Amended version rather than a second record under the same chart number.

Revision history

Every record carries a Revision history, collapsed by default and labelled with its version count — e.g. Revision history (2). Expand it to see each past Version, when it was recorded, and field-by-field what changed on the way to the next version (from → to). A version where no tracked field changed says so. Revision history is a read of already-visible, de-identified fields, so it’s available to every role, including Viewer.

Downloads and review & sign

Open a record with View to reach its detail drawer. Its header shows the record’s version and how it was captured — for example Version 2 · captured csv. From there you can:

• Download forms — the state’s birth worksheet and filing artifacts for the record.
• Review & sign — review the completed record and sign its filing artifact.

Signing is available once a record is locked or amended — the states whose content can no longer drift out from under the signature. The full download and signing flow is documented under State filing.

Next steps

• Record a birth — the course-of-care form.
• Births — the quick drawer on the Births log.
• State filing — worksheets and filing artifacts by state.