How to manage incoming referrals

Inbound referrals are recorded in HealthTrack through the Patient Management tab in the patient's file. You can attach a scanned copy of the original referral to the patient's file at the same time.

A patient can have multiple active referrals. Each new referral should be added as a separate entry - do not overwrite an existing referral.

You need access to the Patient Management screen for the patient. If the patient has no existing record, create a patient record first.

Add the referral

  1. Open the patient record and go to the Patient Management tab.

  1. Click New In to add a new inbound referral. The Add/Modify Referral screen opens.

  1. In the Issued field, enter the date the referring doctor issued the referral.
  2. In the First Use field, enter the date of the patient's first appointment relating to this referral.
  3. Select the Valid To period: 3 months, 6 months, 12 months, 18 months, or Indefinite.
    • HealthTrack calculates the expiry date from the First Use date.

The default referral period is 12 months. To set a custom date, click Custom and enter the date directly.

  1. Set the referral Class as General Referral, Request, or Referral Including a Test Request.
  2. Set the referral Type as Standard, Emergency, Lost Request, Remote Exemption, Grandfathering Provision, or Not Required.
  3. If the service will be performed in a hospital, tick In Hospital Service and select the hospital from the drop-down that appears.
  4. In the Referring Doctor section, select External and search for the referring doctor by surname or provider number.
    • Click Search or press Enter twice. Select the doctor from the results.

  1. In the Referred To section, select either a Doctor or a Location - not both.

Attach the referral document

  1. Click Manage Attachments. The Manage Attachments dialog opens.

  1. To attach a document already in the patient's file: select Attach Existing.
  2. To import a new scanned document: click Import New. The document is saved to the patient's Documents tab and linked to this referral.

If you have not yet scanned the referral, you can attach it later by reopening this referral and clicking Manage Attachments.

  1. Click Save & Close. The referral now appears in the patient's Patient Management screen and is available for selection when making bookings or invoices.

For instructions on How to select a referral for a Booking, review our article here.

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