How to create a Birth Notification

NCRS allows specific users to create birth notifications, legally required alerts that notify relevant organisations of a baby's birth and create an NHS number. 

Babies born in England, Wales and the Isle of Man are given a unique NHS number when a Birth Notification is created. This is the same NHS number that they will have for life and can be used to find their patient record. 

Creating a Birth Notification also: 

• fulfils legal requirements to notify a birth within 36 hours 
• notifies health and care organisations that will support the infant’s care 
• notifies the Office for National Statistics to maintain population statistics 

Only the following role-based access control (RBAC) and activity codes can create a birth notification and view existing birth notifications:  

• R8013 and B1610 (Health Records Manager access role) 
• R8016 and B1610 (Midwife access role) 

1. Go to the mother's Patient tab. 

2. Select Create a Birth Notification 

Follow the instructions to add details of the birth and create the birth notification.  

On the next screen you will see the baby's NHS number which would have been created automatically. 

If the mother does not have an NHS number

If the mother does not have an NHS number, you can allocate an NHS number for her by following the instructions below. 

How to allocate an NHS number 

If the mother does not have an NHS record, you can allocate an NHS number for her: 

1. Select the option to allocate an NHS number from an empty search results page. 

2. Follow the instructions to fill in the mother’s details.  

When you have done this, you will be able to create a birth notification for the baby from the mother’s record.  

When you are searching for the mother's record, if there are no matches to your search criteria you entered, there will be an option to create a birth notification without using a mother’s NHS number.  

Following this process will take you through the screens to create a birth notification but without a banner that contains the mother’s details. 

1. Enter the mother’s demographic details.  

2. Save the Birth Notification. 

 An NHS number will be created for the baby, but there will be no link between the mother’s and baby’s records. 

You can also search for existing Birth Notifications by navigating to the 'List birth notifications' link in the top menu.  

You can search for Birth Notifications by: 

• date range of when the notification was created  
• the organisation that the notification is associated with 
• the baby's NHS number 
• the baby's date of birth, or a date range for their date of birth 
• the mother's NHS number 
• the mother's date of birth