How to prepare a rehabilitation referral that does not get delayed

Start with the funding pathway

Almost everything else follows from this. A Medicare-subsidised allied health referral under a GP Chronic Condition Management Plan carries different paperwork to an NDIS therapy request, a DVA referral, or a workers compensation treatment request.

If the pathway is genuinely unclear, say so on the referral rather than guessing. Providers can often help identify the likely pathway, but they cannot approve funding.

• Medicare: GP Chronic Condition Management Plan and the associated referral form.
• NDIS: plan dates, plan management type, goals relevant to therapy, and coordinator contact.
• DVA: the relevant DVA referral (commonly D0904/D904) and card details.
• Workers compensation: claim number, insurer, case manager and current certificate of capacity.
• CTP/motor accident: claim number, insurer and any approval correspondence.
• Private or self-funded: fund and membership details if a rebate is intended.

Clinical information that actually helps

Providers are deciding two things: is this within our scope, and can we start safely. Short, specific information answers both better than a long history.

• Diagnosis or presenting problem and date of onset, injury or surgery.
• Current functional status — mobility, transfers, communication, self-care, work status.
• Relevant precautions, weight-bearing status or surgical protocols.
• Comorbidities and current medications where relevant to therapy.
• Goals in the person's own words where possible.
• Any interpreter, accessibility or cultural support needs.

Consent and privacy

Referrals contain sensitive health information. Before sending, confirm the person understands who will receive the information and for what purpose, and record that consent. Where the referral is made by a case manager or family member, note the relationship and the authority to act.

Only include what is necessary for the receiving provider to triage and start care. Full clinical files can be shared later on request.

Logistics that determine whether care actually starts

• A phone number that is answered, and a preferred contact time.
• Suburb and postcode, plus whether travel is possible and how far.
• Whether telehealth is acceptable to the person.
• Home access details for home visits, including parking and stairs.
• Urgency, and what happens if there is a waiting period.

Sending the referral

Use a secure channel. On this platform, referrers can use the Refer a Patient form, which accepts supporting documents and records consent at the point of submission. Patients and families can use the Request Rehab Support form. Work injury and motor accident matters have a dedicated pathway.

After sending

Note who is responsible for following up and by when. If the funding pathway requires insurer or plan approval, expect that step to add time, and make sure someone owns it. Referral information collected here is used to connect people with participating providers — it does not constitute approval of funding or confirmation of clinical suitability.