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BirthTracks Help CenterBirthTracks Help Center

Records & amendments

Records is where you browse and manage your practice’s births. Open it from Records in the registry sub-nav. It opens under the heading Records — “Browse and manage your births.”

Scope and filters

Section titled “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, including by Status.

The record lifecycle

Section titled “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

Section titled “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

Section titled “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

Section titled “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

Section titled “Downloads and review & sign”

Open a record to reach its detail drawer. 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

Section titled “Next steps”