Doula-Client Record Book

[DoulaCBE]

Those of you who bought the Doula-Client Record book off of ebay, how is it working for you?
Do you find that it's too much paperwork, not enough?
I have to admit I haven't yet used it as it's not what I need for my practice, but it has given me a great idea of how to take my current paperwork and bind it into the same type of format to make client info easy to find and streamlined.

What are your thoughts?

[AmandaB]

I haven't bought a program. But this is what I have.

An excel spreadsheet (which sorely needs to be updated)
I have all the forms from DONA photocopied (they all go in a page protector in a zip binder)
I have a labour log book, on the left side it has all the info (name, due date, ect) and one the right side it has the labour record, when they called, what was happening

I keep all of this stuff in a binder and the clients are in order. Once baby is born then their packet comes out and I file it.

[doula Michele]

I gotta admit that I am terrible at paperwork. i try to at least keep their contract and info sheets filed. But I really hate paper.
Sometimes I do not really get their whole birth record filled out. I try to take notes at births....but at the one 2 weeks ago, I totally forgot! I was extremly busy with her, and I had just gotten off the plane from holidays a few hours earlier...(it could not be because I am going senile and losing my mind!)

Maybe if I had an actual book and all I had to do was fill in details it would be easier??
I will be interested to hear what others say.

[anniesbunch]

I am interested to see what others have to add to this topic. I love to be organized but find it a constant struggle. I would love to figure out a binder or something that would work across the board for charting and taking notes but has all of mommas info in it to do a quick "at a glance" thing.

[jkapheim]

Polly Perez offers a product at Cutting Edge Press
See description below. I imitated this by using a manilla folder, and two prong self-adhesive fasteners. I use the inside left to put client info that I may need quickly, phone number, address, payment info, directions to home, dates we met how long we met.
Then on the right side I use the fasteners and put in paper stuff, reciepts, contract, meeting notes, phone notes, birth notes.
Then I can file it away very easily.



Doula Charting System (10).
Details

Each single-use Doula Chart System contains expense card, client contact sheet, prenatal interview, contract, receipt for payment, Cutting Edge Press Birth Plan pamphlet, and labor notes. The files are designed to take a doula from the first call to charting at the labor and birth.

Price: $30.00

[DoulaCBE]

To those who want to stay organized, check out the Doula-Client Record book on EBay. I think it's a great place to start at keeping orgainzed and the setup she has does keep everything in one place and there are two pages for birth notes. I use a journal to keep all my birth notes in so this part of the Doula-Client book is redundant for me but I do have an idea for it in my own record book.

I took my own paperwork and made some adjustements and here's what I'll be putting togetehr in my own "doula record book"

1 copy of my contract - I will have the clients sign at our first prenatal. This way I don't have to worry about ever losing my copy of the contract it's right there in what will be their permanant file. They will still have their own copy that they keep from the 1st prenatal as well.

Needs Assessment - a four page intake form that includes information from their name, due date, provider, phone numbers all the way to basic birth preferences and if they want pictures or not.

Coping Strategy Assessment - this is a two page check box style form that I was given many years ago by another doula. It asks women how they typically cope in stressful or painful situations, how they like massage, what kind of touch they like, any no touch zones, etc. I always have the client fill out one and usually I keep it, but I'm thinking that from now on I'll give the copy she fills out to her partner for their own reference and just fill in my record book copy at the 2nd prenatal where we review this paperwork.

Prenatal Visit Notes - one page with 3 spaces to record any notes I need from our prenatal visits. Requests they have for handouts, what topics they'd like to cover at the next prenatal, etc. Each section has a date/time header.

Appointment Log - this was originally in the aforementioned binder. I use a PDA to keep track of prenatal visits and I'll post more on that later. Anyway, this form I modified to include mileage and to reflect the number of visits I do in my own practice. So there's a prenatal section for when our visits are/were scheduled, location and then mileage. There's a section for postpartum visits that is the same. Then there's a section for payment. When they paid me, how they paid me, and how much and balance due.

Phone Log - I use one in my job running our doula practice and I added it to my own practice. This has a space for date, who called who and what we discussed.

Labor Log - Even though I use my journal for labor notes, I figured I could record the basic details in here and then use these two pages for my version of events, candid memories, vents, rants, etc.

Labor and Birth Summary - one page form that sums up the birth, interventions used, baby's statistics, postpartum complications or procedures and info about breastfeeding.

Postpartum Visit Notes - one page with space to fill in the date/time of our postpartum visits and what we discussed and note any follow up I need to do, or requests they had of me for additional information, handouts, pictures, etc.

So the paperwork would be separated by neon card stock and they'd be entered in the order of hire. The Doula-Client book has tabs and I personally feel they get in the way so I don't think I'll be using them. I'll just print a "coversheet" for each section that allows me to insert client name, EDD, provider and birth location and the cardstock/color will allow me to thumb through to each cover page to find who I'm looking for.

Since someone mentioned a binder system I should say that I do have one, and even though I use a 1/2 inch binder it gets bulky and difficult to carry. Then after the birth the client record has to be put somewhere so I quit using it many months ago. I use a zippered binder currently with client records in page protectors, but that's too bulky to carry to a birth for me. So I think using the basic concept and having this record book bound with durable covers would be the best option for me. The question is what it'll cost me to have it bound. We'll see.

[DoulaCBE]

A bit more on the topic of orginization.

I use a PDA to track all client appointments and basic information.

I use a Palm powered PDA and I've added Datebook 6 a datebook enhancement that allows me to use icons to represent appointments or events.

My addressbook record for each client includes all their basic personal information under the category Clients then at the bottom there are custom fields that I've renamed to:
EDD:
Birth Location:
Provider:
Baby's DOB:
Baby's Name:

When I'm hired I enter them into the book with EDD, Location and Provider filled in. So at one click I can bring up their address book record and see on one screen their contact info and their details about when due, where birthing, etc.

When I am hired I enter the client's EDD into my PDA calendar and use a baby buggy icon to represent client due dates. I then enter their names and link to their address book record in the details of the "event". So that when I tap on a day with a baby buggy I see who it is that's due and can get their contact or basic info with another click.

For prenatal visits I have an icon for a meeting that is dedicated to prenatal visits and I again enter their name and link to their address book record.

When baby is born I have a cute little baby face I enter on that date and then enter baby's name, and link once again to the client's address book record. I then edit the address book record to complete the details of baby's DOB and name.

Postpartum visits is a baby in a blanket sleeper icon and again I enter the parent's name and link to their address book record.

Once a client has delivered and I've completed our postpartum visit, I edit their address book record to the category "Past Clients" and then they're a permanant part of my address book and I know just where to find them.

For inductions that are scheduled or for scheduled cesareans I use a stork carrying a red "package" to represent this event. So I can see at a glance if I have any birth scheduled at a particular time and not create a schedule conflict in my personal or doula life.

It may sound really complicated, but most of the above takes 1-2 clicks and it's done.

I also know of doulas who take all their labor notes on their PDAs as well, but I hate writing on the screen and I can't stand using the tiny keyboard with the stylus even more, so I prefer my journal for that. However, if one wishes they could enter basic details in a linked note and have even a labor record in their PDA when all is said and done.

[DoulaMorgan]

I have this totally amazing filing bag. It is a canvas bag with built in file folder (15 I think) So, I have space for EVERYTHING I need at my finger tips. I keep a clip board in my doula-bag, so I can pull out the labor log, or a birth record or an affirmation sheet for mom during labor, then after wards, I put it all in a manilla folder and file it away with the birth story. I give a copy of the birth story to mom and then I'm done!

In my file bag I have sections for "Initial Interviews" each Prenatal (I do 3) gets it's own file, labor, post-partum, breastfeeding, Certifications (if anyone ever asks)"tools and "Current clients".

Then within each file I keep BLANKS of all my forms for each meeting. Once they are filled out, they go in that client's particular manilla folder, then filed into the "current clients" folder. I have ALL their info at my finger tips and if they lose something from one meeting to the next, I've always got more for them.

Hope that made sense.

[wingedheartdoula]

I am so excited about this thread - lots of good information - Can you tell me where you find these things - Can I see more?

Quote:

Originally Posted by DoulaCBE A bit more on the topic of orginization. I use a PDA to track all client appointments and basic information. I use a Palm powered PDA and I've added Datebook 6 a datebook enhancement that allows me to use icons to represent appointments or events.

and all of the icons? I love my Palm and would love to be able to use it more and be able to whip it out when someone calls and know what I am doing. LOL

and this - Coping Strategy Assessment - from DoulaCBE's post

I am always looking for better ways to be organized. I hate disorganization but I just haven't found what I need yet. I definitely will be looking into the ebay thing - just to see what it offers.

I need a new labor record - I have tried modifying the one from CAPPA but I just haven't been able to make it work right yet

Heather

[DoulaCBE]

Heather,
I bought Datebook 6 from www.pimlicosoftware.com/datebk6.htm
You can download a free 45 day trial.

I use palmgear.com to buy icon sets that I can use with Datebook6. Also install the Icon Manager that comes free with the Icon set, it'll allow you to edit and move icons around.

I've attached the Coping Strategy Assment.

The labor log is simple. Create a document using table with a table to note vag exams and their details (time, dilation, station, effacement) then just add a notes section with lines that you can write on. Done

[AussieDoula]

If you have a handouts, forms, and other documents you would like to share with AllDoulas members to use with clients or for inspiration, remember that we have a new area in the Resources section for Downloads From Members (click underlined link to view/add files).

Also, we have a handful of Printable Documents designed and provided by our very own Tiffany for use in your Doula business.

[Bex]

I feel so unorganized after reading this thread! But lots of good ideas. At the moment, though, I only have 1 client about every 3 months, so I guess I really haven't had a need for anything big.

I put input dates for prenatals and anything else (work, birthdays) in a plain old day planner. dp wanted to buy me a palm, but I'd never use it. I'm much better without techonology, sometimes.

[wingedheartdoula]

Sometimes I miss the days of just writing stuff down in a calendar but with my palm I have addresses and the calendar and book lists and to do lists and it is all handy. I just wish I could get the rest of my life as organized.

Heather

[DoulaCBE]

Quote:

Originally Posted by seaplay I feel so unorganized after reading this thread! But lots of good ideas. At the moment, though, I only have 1 client about every 3 months, so I guess I really haven't had a need for anything big. I put input dates for prenatals and anything else (work, birthdays) in a plain old day planner. dp wanted to buy me a palm, but I'd never use it. I'm much better without techonology, sometimes.

I must admit
"Hi, my name is Angie and I have a datebook addiction."
Seriously, I love datebooks and it's been a real challenge since my husband bought me this most recent PDA to just use it and give up the paper ones. I see the new Breast Cancer Awareness ones that are pink and I just ITCH to buy one, but it really is much simpler to use my PDA at this point. I have TONS of Dayplanners laying around. The big pain for me is getting all my contacts moved from one to another when I change, or when I outgrow the current one, etc. I like to have all my client info with me for all clients for the past 7 years (address book and phone numbers) and writing that all out each year is a pain.

IT took about 4-5 months to really get into using the PDA and using the template feature (might be a Datebook6 enhancement) to save those types of appointments or events that happen often (prenatals, postpartums, doula meetings, my period, etc) makes it so easy to add new ones with just a few taps. Add the icons in and I'm in love. Especially now that my PDA is color, the old one I never used was black and white and the icons weren't as fun.

When it comes to programs for PDAs there are birth related programs I have installed as well. A contraction timer, bishop's score calculator, gestational wheel, breastfeeding programs, most of which are free on the internet. You can buy Hale's Medication and the Mother's Milk for your PDA for just about the same price as the book as well. The Mass Breastfeeding Coalition has a few free programs for breastfeeding professionals. Kellymom.com has 3 programs for those who work with breastfeeding women, one of which helps you calculate baby's lowest weight and average weight gain, those three programs combined are around $25.

The contraction timer is fun to beam to my clients who are also tech geeks. Husbands really like it. And since it's free there's no license to by or copywrite to voilate. The same with the Mass BF program.

One final note on PDAs. Make sure if you're looking for one that you get one with a non-fatal memory. Meaning that when your batteries die (and they will) that it doesn't wipe out everything on your PDA and you have to reinstall and re-sync your PDA. When my battery dies I recharge and everything is still there. Sync once a week when you charge to keep your computer's Palm calendar updated.

[doula Michele]

Thats funny Angie... I also have some sort of weird addiction to daytimers, and I can not seem to find the perfect one. maybe I will find it when I find my perfect bag/purse.!!