Checklists

Start of Day: 

• Arrive at the hospital at your designated shift time- within enough time to clock in before the shift starts

• Clock in via Rippling

• Prepare camera, flash, cart with extra linens, any paperwork  needed for the day

• Grab census from designated area and ask if there are any special situations

  • • Demise

    • Adoption

    • Surrogacy

    • COVID, etc. 

Order of operations for the census:

• • Visit discharges first

  • Go from oldest vaginal, to oldest c-section, to yesterday's vaginal, to yesterday's c-section, to today's vaginals 

  • Make your rounds, book your rooms and shoot sessions

End of Day: 

• Check with any families that told you they will think about a session, confirm if they want it or not

• Recheck the census before the end of shift, ask a PM shift to come in if you were unable to clear it out.

• Complete "The Welcome"

• Put camera, flash, and computer on charger. 

• Fill out the Employee Stats form that is bookmarked in Google Chrome. 

• Tidy up your area and dispose of any used linens that have not been discarded yet. If you used any props/swaddles of your own today, please gather to take them home to wash. 

• Clock out via Rippling

Start of Day:

• Log into Dashboard.

• Select your hospital location.

• Enter all rooms from the paper census into the Dashboard.

• Do not enter baby information until the time of session.
  
  

During Day:

• Before entering a room for a session:

  • Enter baby's information.

  • Fill out the consent form.

  • Have parents verify their email address.

  • Capture consent form.
    
    

• After session:

  • Upload photos.

  • Show photos to family.

  • Present pricing and sell.

• Check for any checkbacks or follow-ups throughout the day.

• Prioritize rooms based on discharge status. 

• Leave notes on every room you visit— lives updates are better than waiting until end of day. 

• Ensure Dashboard is updated in real time.
  
  

End of Day:

• Confirm every room has been:

  • Spoken to.

  • Marked as needed.

  • Rolled over to the next day (if applicable).
    
    

• Ensure all rooms have notes.
  
  

• Roll over any unbooked rooms or follow-ups to the next day. Change photographer if needed.
  
  

• Confirm Dashboard is clean and reflects accurate status before logging out.

Upon Entering Room:

• Knock, enter, and warmly introduce yourself.

• Sanitize:

  • Hands

  • Cart

  • Camera

  • Computer

  • Props

• Fill out consent form and have parents verify email.

• Open blinds for natural light.

• Turn off overhead lights.

• Move bassinet/cart to window.
  
  

During Session:

• Capture Fresh48, posed, and lifestyle images—all three are required.

• Ensure a clean and clutter-free shooting space.

Before Leaving Room (post shooting):

• Go over pricing and product guides with the family.

• Discard used hospital linens inside of the room (use dirty laundry basket) and discard used gloves. 

• Advise family you will return shortly to show photos.

• Clean up your area, close blinds, and turn lights back on if applicable.

Before Final Leaving Room (post showing/selling):

• Give access code card

• Explain to parents that they will get an email with a link to view their photos and there is a link to complete a review on that same email. 

• Explain their photos are online for 14 days. 

Session Standards:

Capture: 20-25 images (photojournalistic style of photography)

• • Fresh48 shots- capture baby in bassinet (close up and full body), profile, close up of hands and feet (remove socks, mittens, and roll up sleeves if needed); roll baby in front of the window for the best lighting. You can incorporate lifestyle and fresh48 together by having the parents involved (blurred in bed with bassinet in front, looking over into the bassinet, holding babys hand in the bassinet)

  • Lifestyle shots- do not ask parents if they want to be in photos, just direct- "Okay mom, come stand over here; okay dad, I'm going to hand you baby". If parents say they do not want to be in photos, transition to minimalistic lifestyle- "No worries, just grab babys hand for me", etc.

  • Posed Shots- either on your cart, the couch, or mom's bed. Get as close to the window for the best light. Be sure to place babys hand under their head when posing to capture the most professional photo.

  • Aim for equal amounts of all categories.
    
    
    

Check:

• • Camera settings.

  • Flash settings.

  • Image quality (focus, exposure, posing, composition).

  • Consistency with WelcomeNewborn standards.
    
    
    

After Session:

• • Edit and upload photos.

  • Show photos to family. Have family confirm birth announcement information is correct. 

  • Sell to family. 

  • Send Welcome Email if needed.
    
    
    

Post-Session:

• • Leave session notes in Dashboard.

  • Note any follow-ups or checkbacks.

  • Ensure Dashboard is updated and email is verified