Not on the system for 12-week scan - midwife/hospital error?

[Jenbyfish]

Hi, I'm 11 weeks, and as of yesterday still hadn't received a first scan appointment. Called the hospital scanning department to check if they had a date for me and they couldn't find me on the system...I had my booking appointment with the midwife on 24th September so over 3 weeks ago now. The hospital said I should speak to one of the midwives and they'd need to submit another request form if they hadn't already.

Called the midwife number and spoke to a different one to the one I've seen so far - she was surprised the hospital hadn't had any paperwork for me, particularly as the midwife who took my details is apparently quite meticulous with paperwork. She took down some basic details and said she'd send off another request form marked urgent. So I'll check back with the hospital on Thursday to see if they have me on the system then.

Has anyone else had something like this happen? Either midwife didn't submit the details in the first place or the paperwork's gone missing at the other end.

Bit worried as the midwife at my booking appointment took my maternity notes with her to get me on the system and said I'd get these back at the 12 week scan. So if the hospital hasn't received these, or has mislaid them, do I have to provide all the info again and maybe re-do the booking appointment? I also haven't had blood tests yet because I'm meant to get these on the same day as the scan apparently so hoping there won't be a problem with these either.

It's my first pregnancy after almost 18 months of trying so I'm trying to remain positive because I really don't want anything to derail now that we've got this far, but if something this routine has gone wrong right at the start it's not leaving me with much confidence in the rest of the process...

Sorry for the big long moan. Feeling particularly hormonal/ill today so just needed to vent and share Let me know if any of you have had similar problems before.

Hi, sorry this has happened to you, must be really stressful.
Just wanted to reassure you there's still plenty of time - as you probably know the 12 w scan can be anything between 11 and 14 weeks.

I was asked in for mine at what turned out to be 10 weeks, and too early, so went back at 13 weeks. I also had an issue where my 20 week scan wasn't booked in first time around but luckily this was picked up at my 16 week midwife appointment. Sure it happens a lot but great that you've picked up on it and I hope they sort it out quickly.

I had a similar issue. My midwife did request the appointment but the hospital forgot to book it. I had to call them and beg for an appitement when I was 12 weeks. I was so nervous about it and I did not wanted to wait any longer. I would just keep calling the hospital till you get booked and check if they have your notes as well.
I would also change your midwife. I wasn't happy with mine ( I have seen 3 different midwife for 3 different appoitements and the whole experience was really confusing). Since I have the same midwife, it makes me feel everything is much more organised.

Hopefully they can get you in ASAP, try not to let this stress you more than necessary, although I appreciate it's unsettling.

@Tina8800 why are you suggesting the OP change midwife? There's no evidence so far to suggest the midwife is at fault. She may or may not be but they have an opportunity now to rectify the situation.

Seems very strange for the midwife to take your notes. I’ve had it drummed into me that I mustn’t go anywhere without them.

My scans are all booked over the phone by my midwife, whilst I’m sitting there, and then written in my book.

Hope they fit you in, but like PP said, you technically have to to 14 weeks to still be in time for all the screening.

I was told I'd get my notes back at 12 week scan but the hospital said they'd already returned them to the mid wife and when I called the midwife they hand got them. Turned up around week 14. It might be there in transit between the two locations so I wouldn't stress too much. My 12 week scan was closer to 14 weeks than 12 so I'd give them another few days to sort then chase again.

Thanks for the reassurance everyone! Really needed the pick-me-up will just keep chasing and hope it all straightens out soon. Now at the point where I'm just impatient to have that proof from the scan that everything's ok - fingers crossed!

Fingers crossed for you Jenby that your appointment is soon and that all is well. Don't be apologetic about chasing, they do need to look after you, and I'm sure they will be looking to get you in ASAP to ease your worries.

I had a very similar situation to you. I knew I was on the system because our hospital does it online and I’d seen my midwife who said she’d put in a scan request. It reached the end of the 10th week and still no letter. I phoned up and that’s when they said they had no record of a request and I needed to get my midwife to put one in. She did and luckily this one went through. However, by this point (11th week) still no letter or scan appointment. I spent the next 2 weeks phoning the hospital every few days who kept saying they were aware of me and would call me back. They never did. After a horrible wait over the weekend and bank holiday when they’re closed, I phoned again when I was 13+2 and they fitted me in 13+4. When I was scanned baby measured 14+2 and I couldn’t get the screening! I was extremely annoyed. So my advice to you is even when you’re on the system, if you’ve not had your letter by next week keep phoning because it was really stressful getting closer and closer to the screening cutoff and not have a scan date and then not get the screening at all.

@Pizzaandsushi god that's awful - I'm sorry that happened to you.

OP - I'm sure it will all be sorted for you but it's stress you don't want isn't it. The midwives wouldn't want you to be stressed out. In response to the suggestion to change your midwife - do women actually still get allocated a midwife? In both my pregnancies I didn't see the same midwife twice!

@Pizzaandsushi what a horrible experience! So stressful

Thankfully it looks like things have resolved really quickly for me - just found out a scan is now booked in for Monday so basically bang on 12 weeks. Think I've ended up being be very lucky despite the system blip. Such a relief, now just keeping everything crossed for a positive scan!

@niki26 yeah I really wasn’t impressed. I just wanted to know the baby was ok you know and being my first pregnancy it was all a bit much but thankfully my 20 week scan went smoothly (apart from baby refusing to move so she could check his heart, until I’d eaten a chocolate bar to get him wriggling 😂)

@Jenbyfish fantastic! That’s really good news and a weight of your mind I’m sure! Nicely in the timeframe too. Good luck for the scan.

@niki26 I think it depends where you're located. I'm 35 weeks and I've seen the same midwife apart from one appointment when they double booked me and another woman for the same slot. My midwife offered to move me to another midwife but I said i would stick with her. My friend on the other hand who is about 27 weeks, lives in the next town and hasn't seen the same mid wife twice, she has asked for some continuity but so far nothing.

I know they call it “paperwork” but is it actually all on physical paper in your trust still?! I would be very surprised if the notes/requests/appointments weren’t also digital. Therefore if you put in a formal complaint then there will be a digital audit of who’s done what. They’ll be able to tell every time someone’s even looked at your records or searched for them. Makes it v hard for “professionals” to hide behind things just getting lost.