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Changes to PatTrak as a result of the new Maternity Notice
						
						
						
						
						
				
		
		
				• 
		
		
				Clients can now be registered as soon as they are pregnant 
		
		
				• 
		
		
				Fields that MUST be entered for claims to be accepted are coloured 
				red. Fields that are not mandatory but effect how much you are paid 
				(e.g. VBAC, domicile codes) are coloured yellow. Fields that are used for 
				Midwifery Statistics Review are coloured blue. 
		
		
				• 
		
		
				The service of “Section 88” has changed to ‘LMC Care” – it means the 
				same thing but is slightly more intuitive and matches the terminology in 
				the new maternity notice. If you are not the LMC for the client you 
				should choose ‘Non LMC’. 
		
		
				• 
		
		
				Under the new notice there is more recognition of the fact that clients 
				may move between LMCs during their pregnancy. Therefore this is now 
				reflected in PatTrak with the ‘Registration History’ list at the base of the 
				initial details page.
		
		
				
				 
		
				
						<img height="245" alt="patTrak.bmp" src="/images/imagegallery/patTrak.bmp" width="428" border="0" />
				
		
		
				
						
								
								
						
				
		
		
				
						To Register a Client 
				
		
		
				Either select an existing client (if you have seen her before) or enter the 
				relevant information on the client details page. Enter the required information 
				on the Initial Details page. Note: Height, weight and smoking status are now 
				required at time of registration so you must record these at the first visit Click 
				the ‘Register’ button. This will pop 
				
						‐ 
						up a box asking you for the registration 
				
				date . Entering this and choosing ‘Close’ will update the following fields on the 
				Initial Details page:
				
						‐
						 
				
				
						• the grey ‘Status’ field to ‘Pregnant’ 
				• the grey ‘Registration Date’ field to the date you entered in the pop 
				
						‐ 
						up box 
				
				• the ‘Gestation at registration’ field 
				Clicking the ‘Cancel’ button on the pop 
				
						‐ 
						up will not save the registration date, 
				
				nor update any of the fields on the Initial Details screen. If you enter the 
				wrong date, you can change it by double clicking in one of the fields in the 
				‘Registration History’ list. Note: You cannot ‘Register’ a woman if she is 
				currently registered with you. i.e. if there is an entry in the ‘Registration 
				History’ with no Date left you must first complete the details of when the 
				client left by clicking the ‘Transfer of Care’ button before entering the new 
				registration information.
		
		
				
						
								
								
						
				
		
		
				
						Miscarriage / Client leaves your care 
				
				
						Previously there were 3 things to 
						update when a client left your care prior to 4 weeks postnatal. Now you click 
						the ‘Transfer of Care’ button on the Initial Details page. At this point a pop 
						‐ 
						up 
						will allow you to enter the date the client left your care, the reason she left 
						and any notes you may wish to add. Both the date and the reason are 
						mandatory. Note: the reasons that are available will change depending on the 
						trimester the client is in. Entering these details and choosing ‘Close’ will 
						update the following information:-
				
				
						
								 
						
						• 
				
				
						the grey ‘Status’ field to the selected reason for leaving 
						• 
						the current gestation (in red at the top left hand corner of the screen) 
				
				
						will be fixed at the gestation the client was when she left your care 
						• 
						the current status (in red at the top right hand corner of the screen) will 
						be set to the selected reason for leaving 
				
				If you have only discovered that client 
				has left you care when she comes to reregister 
				with you, you can enter the new 
				(second) registration date at the same 
				time as entering the ‘Transfer of Care’ 
				information by entering a new 
				registration date in the pop 
				‐ up box. 
		
		
				<img height="144" alt="tfer.bmp" src="/images/imagegallery/tfer.bmp" width="221" border="0" />
		
		
				
						Number of Trimester visits 
				
				Under the new notice you need to provide the number of visits in each 
				trimester that the client was in your care (first, second and third). This 
				information is shown on the ‘Antenatal’ page. Don’t worry if the box above the 
				‘Recalculate Visits’ button is blank, it just means no information has been 
				entered here yet. 
		
		
				
				 
		
				
						<img title="trimester" height="288" alt="trimester.bmp" src="/images/imagegallery/trimester.bmp" width="591" border="0" />
				
		
		
				If you enter the antenatal visits – or even just the date the woman came and 
				saw you – in the antenatal page, PatTrak will calculate the visits automatically 
				for you. When you export your data to SAMCL, any of the visit total fields that 
				are blank will be automatically updated with the number of visits entered in 
				the antenatal page. If you aren’t entering the antenatal visits, then a value of 
				zero will be entered. If there is already a number (including zero) in there it 
				will not be overwritten. You can force PatTrak to recalculate the number of 
				visits at any time (even if there are numbers in the fields) by clicking the 
				‘Recalculate Visits’ button. 
		
		
				
						Example: 
				
		
		You don’t wish to enter each of the antenatal visits separately. Click 
		the ‘Recalculate Visits’ button to display the number of visits fields with a zero 
		in each. Update the number of visits for each trimester by typing the total 
		number of visits for each trimester. If you then wish to record the individual 
		visits at a later date, enter the visit information and then you can click the 
		‘Recalculate Visits’ button to total the visits recorded for each trimester. You 
		can click the ‘Recalculate Visits’ button as frequently as you wish 
		
				. 
				
						It is 
						recommended that you get into the habit of doing this (or updating the 
				
		
		
				numbers manually) as you are entering the labour and delivery information.
				
						Visit Claims (Single Service Claims) 
				
		
		The single service claims have been largely removed in the new maternity 
		notice. As a LMC there is no provision for Single Service claims. If you are a 
		registered LMC you should not claim the Non 
		‐ LMC 1st Trimester payments. 
		Instead you should register the client and claim the partial first and second 
		trimester payment. 
		
				
						<img height="252" alt="visit.bmp" src="/images/imagegallery/visit.bmp" width="380" border="0" />
				
		
		
				With the exception of Obstetricians (Consultation and Subsequent 
				Consultation), each of the claims need only the practitioner (your) name and 
				the date the service was provided. Note: LMC Labour and Birth (Rural Support) 
				may only be claimed where there are two or more LMC’s registered under a 
				single Maternity Provider – not the case for any SAMCL members. 
		
		
				
						Labour and Delivery 
				
		
		PatTrak will determine that Hospital Midwifery Services were used if the 
		Delivery midwife has the word ‘hospital’ in it, otherwise you will receive the 
		full delivery fee. This means you can put a colleague’s name in here, or your 
		own if you wish. 
		
				
						Baby 
				
		
		Under the new notice there is a requirement for both the baby’s first name 
		and surname. Therefore on the Baby page, you will notice that the baby name 
		has been split into first and surname. The surname is automatically populated 
		by default with the mother’s surname, so if the baby is not taking the mothers 
		surname you will need to update this. Another change in the new notice is the 
		ability to receive payment for Elective Caesareans. Previously if the birth type 
		was ‘Elective Caesar ‘, no birth fee would be claimed. Under the new notice 
		you are entitled to a Delivery Fee if you are requested to attend by the woman 
		and are present supporting the woman through the Caesar. If you are not 
		present at the birth and hence cannot claim the Delivery module, enter ‘No’ in 
		the ‘Claim LandD Module’ on the mother’s Labour and Delivery page. For ease 
		of understanding, the ‘Well’ field has been renamed to ‘Liveborn’. Once the 
		baby’s date of birth has been entered, the Status is updated to ‘Pregnancy 
		Complete’ and the gestation in red at the top right of the screen is fixed at the 
		gestation at birth. 
		
				
						Postnatal 
				
		
		The definition of inpatient care has changed. It is now interpreted that the 
		woman received inpatient care if she left hospital more than 12 hours after 
		the birth. PatTrak uses the ‘First Delivery’ field on the Labour and Delivery 
		screen together with the ‘Discharge’ field (top left) on the Postnatal screen to 
		determine whether to charge an Inpatient claim or not. Both these fields must 
		be completed, even if a woman had a home birth. (If it was a home birth 
		ensure that the discharge field is less than 12 hours after the delivery to 
		ensure your pay is correct.) If the baby is not living at the same address as the 
		mother and you are providing 
		postnatal support for both mother 
		and baby, enter the baby’s address 
		on the Baby Postnatal screen. This 
		will cause two Postnatal claims to 
		be made, one for the mother and 
		one for the baby. If you are entering
		a separate baby claim you will also 
		need to ensure that you fill out the 
		baby ‘Discharge Date’ and ‘Rural 
		Code’ (if relevant). 
		
				<img height="240" alt="postnatal.bmp" src="/images/imagegallery/postnatal.bmp" width="504" border="0" />
		
		
				The ‘Refer to GP’ has been moved to the mother’s Postnatal screen although 
				the original fields have been left on the Baby screen to display historical 
				information. In line with the initial smoking status information, HealthPac also 
				require details of smoking on discharge. This can be recorded on the mother’s
				Postnatal screen. Completion of the ‘Discharge Date’ on the mother’s 
				Postnatal screen will update the following:
				‐ 
				• 
				the grey ‘Status’ field on the ‘Initial Details’ page to the ‘Patient 
				Discharged’ 
				• 
				the current status (in red at the top right hand corner of the screen) 
				will be set to ‘Patient Discharged’ 
				• 
				the ‘Registration History’ list at the base of the ‘Initial Details’ page will 
				be updated with the Date Left (Discharge Date) and the Reason (Patient 
				Discharged) 
		
		
				
						Example Pregnancy Scenario: 
						
						
				
		
		A woman comes to see you at 6 weeks as she is pregnant. You register her as 
		your client and begin care. At 10 weeks the woman miscarries. 
		
				Steps in PatTrak: 
		
		1. Enter (or update) the woman’s detail on the ‘Client Profile’ and ‘Initial 
		Details’ screens. Click the ‘Register’ button and enter the visit date to 
		register the woman. 
		2. When you are notified of the miscarriage, click the ‘Transfer of Care’ 
		button and enter the date of the miscarriage. Enter the Reason as 
		‘Miscarriage’. 
		
				
				
				
						
								<img height="288" alt="steps.bmp" src="/images/imagegallery/steps.bmp" width="591" border="0" />
						
				
		
		Scenario: 
		A woman comes to see you at 9 weeks as she is pregnant. You register her as 
		your client and begin care. At about 17 weeks (either with or without your 
		knowledge) the woman visits another LMC and registers with them. She then 
		returns to you, say about 23 weeks. You then continue her care through to 
		delivery. The woman transfers care for delivery and then you complete the 
		Postnatal care. 
		
				
						Steps in PatTrak: 
				
				
				
		
		
				1. Enter (or update) the woman’s detail on the ‘Client Profile’ and ‘Initial 
		Details’ screens. Click the ‘Register’ button and enter the visit date to 
		register the woman. 
		
				2. When you find out that the woman transferred from your care (most 
		likely when she comes back to see you again!) use the ‘Transfer of Care’ 
		button to enter the date she left your care and the reason (‘Patient Left 
		– Change in LMC’). You can also enter the new registration date at this 
		point. 
		
				3. When you transfer care for delivery, use the ‘Transfer of Care’ button 
		again to enter the date on which you handed care over. 
		
				
						<img height="144" alt="client.bmp" src="/images/imagegallery/client.bmp" width="221" border="0" />
				
		
		
				 
				
						4. Once the birth is complete and you are responsible for the woman’s 
				postnatal care, use the ‘Register’ button to re
				‐ register the woman with 
				you. 
				
						5. When you discharge the woman the Discharge Date will update the 
				Registration History list and the screen will look like this: 
		
		
				
						<img height="274" alt="last one.bmp" src="/images/imagegallery/last%20one.bmp" width="475" border="0" />
				
		
		
				
						
						
				
		
		Updating Your Details 
		In this latest version you also have the ability to update your own details such 
		as contact numbers, address and registration number. You will need to update 
		your registration number NOW to the new one that has been allocated to you. 
		If you cannot find this detail, please call SAMCL offices. 
		
				Off the Main Menu choose ‘Maintenance Menu’ then ‘Maintain Own Details’. 
				This will allow you to update details for the LMC you logged in as. For a group 
				practice each practitioner will need to log in to update their 
				own details. 
		
		
				
						Anneliese Allen 
						Managing Director