Every referring clinician has a story about a referral that went wrong. A letter comes back marked “insufficient information.” A patient waits six weeks, only to find out the wrong specialist was contacted.
A Medicare rebate falls through because one date was missing. None of this is complicated once you know the rules; it’s just rarely taught properly, and some of the rules have changed in the past year.
This guide covers exactly how to refer a patient in South Australia: what belongs in the letter, how long a referral actually lasts under Medicare, and how to choose the right pathway when referring into a multidisciplinary clinic like Elyséa HEALTH in Adelaide.
What a Poor Referral Actually Costs Your Patient
It’s worth saying this simply before getting into the details, because it changes how much care you put into the letter. A referral that’s missing information doesn’t just inconvenience the receiving clinician; it delays the patient.
If key details are missing, the specialist has to chase them up before they can assess the case’s urgency. That pushes the appointment further down the queue. A vague reason for referral can mean the patient gets booked into the wrong type of appointment altogether.
And if the letter is missing any of the following details required by Medicare, the patient’s rebate may be reduced or refused, leaving them with a bill unrelated to the care they actually needed:
- A provider number
- A date
- A stated duration
The Royal Australian College of General Practitioners puts it simply: a good referral gives the receiving clinician current, complete information and a clear reason for the referral.
Below are the steps to help you meet that standard every time, not just when you remember to.
A Step-By-Step Guide to Get A Referral
Getting a psychology referral can be simple when you know what to expect. Follow these simple steps to arrange your referral and access the support you need.
Step 1: Gather the Right Patient Information
Before you write anything, have these ready:
- Identifying details: Patient full name, date of birth, Medicare number, address, and contact details
- Clinical question: State the specific problem you want addressed.
- Relevant history: Include how long the issue has been present, past episodes, and what has already been tried.
- Current medications and allergies: List all current medications and known allergies.
- Relevant findings: Include examination results, test results, and any previous specialist input.
- Cultural or communication needs: Note whether an interpreter or other communication support is required.
Leave out anything sensitive that isn’t relevant to the referral. A good letter includes what the receiving clinician needs to act; not the patient’s entire file.
Step 2: Structure the Referral Letter So It's Easy to Act On
A referral is easier to read and faster to act on when it follows a clear order: why now, what’s the background, what you found, and what you’re asking for. This is the same logic behind SBAR (Situation, Background, Assessment, Recommendation), a handover method used widely across Australian healthcare.
It works just as well on paper as it does at the bedside.
- Situation: why you’re referring this patient today
- Background: Relevant medical and personal history
- Assessment: Your findings and clinical reasoning
- Recommendation: What you want the receiving clinician to do: give an opinion, take over management, or share care
Say clearly whether you want a one-off opinion or ongoing management. This helps the clinic sort the referral correctly the first time, instead of sending it back with questions.
Key Requirements for a Specialist Referral
A specialist referral must:
- Include the patient’s relevant clinical information.
- Explain why you are referring the patient.
- Add the date of the referral.
- Include your details and signature.
- State how long the referral will remain valid if it is not for the standard 12-month period.
- Make sure electronic referrals identify you and show your approval.
Step 3: Know the Referral Validity
This trips up even experienced clinicians, so it’s worth having front of mind for South Australian practice:
GP-to-Specialist Referrals
These referrals are usually valid for 12 months. That period starts from the patient’s first appointment with the specialist, not the date you wrote the letter. A referral generally covers a single course of treatment for the condition named in the referral.
This includes the specialist’s initial consultation and continuing management until the patient is referred back to the referring practitioner. A referral expiring does not automatically mean that a completely new course of treatment has started.
If the patient develops a new or unrelated condition that requires specialist care, a new referral is needed for that condition.
Beyond 12 months, a GP can write a longer or indefinite referral for a patient who needs ongoing specialist care. A new referral is still needed if a new or unrelated condition comes up.
Specialist-to-Specialist Referrals
These referrals usually last only 3 months, except for patients who are admitted to hospital. Use referrals longer than 12 months only for patients who genuinely need ongoing specialist care, not as a default to save paperwork.
For psychiatry, an indefinite referral may be appropriate when a patient needs ongoing care for an established condition. However, the RACGP notes that shorter referrals, such as one, two or three years, can help maintain regular GP involvement, continuity of care and clinical oversight.
Step 4: Choose the Right Pathway
Referring into a multidisciplinary clinic isn’t the same as referring to a single specialist. It’s worth knowing these differences before sending anything to Elyséa HEALTH or a similar Adelaide clinic:
Psychiatry
A current GP referral is required for every appointment, and the Medicare rebate depends on it.
Psychology
No referral is needed to book a psychologist directly. If your patient wants to claim a Medicare rebate, they’ll first need a Mental Health Care Plan (MHCP) from their GP.
Allied Health
Referrals for chronic conditions now sit under the GP Chronic Condition Management Plan (GPCCMP). For GP Chronic Condition Management Plan referrals, state the referral period on the referral.
If no period is given, the referral is usually valid for 18 months from the patient’s first service. This is different from the standard 12-month period for GP referrals to specialists.
Sending the wrong document is one of the most common reasons a booking gets delayed. A quick check of which pathway your patient actually needs saves everyone real time.
Step 5: Submit It the Right Way
Across South Australia, most referrals go through one of these:
- Secure electronic referral (eReferral)
- Fax
- Online referral forms
Check the receiving clinic’s preferred method before sending. A referral sent the “wrong” way can sit in a queue far longer than one sent correctly, even when the clinical content is identical.
Step 6: Confirm Receipt and Follow Up
Once you’ve sent it, don’t assume it arrived. Good practice is to:
- Confirm it was received, especially for time-sensitive cases
- Tell your patient what happens next; rough wait times, how the clinic will contact them, and what to bring to their first appointment
- Keep a copy on file and note the date you sent it, since Medicare validity is counted from the patient’s first specialist visit, not the letter date
If a patient’s condition gets worse while waiting, don’t let them sit on a referral response. For a genuine emergency, direct them to 000, or for an acute mental health crisis in South Australia, the Mental Health Emergency line (24/7, SA Health): 13 14 65.
Referring to Elyséa HEALTH’s Clinicians
Elyséa HEALTH is a multidisciplinary clinic in Fullarton, in Adelaide’s eastern suburbs, bringing GPs, psychiatrists, psychologists, and Signature Clinics doctors together in one place. You can send referrals for psychiatric assessment or psychological therapy through the online referral form, HealthLink, fax, or email.
Every referral is clinically triaged to match the patient with the right clinician and appointment type.
Elyséa HEALTH Referral Pathways at a Glance
Not every Elyséa HEALTH service requires a referral:
- Psychiatry: A valid GP referral is required
- Psychology: No referral is required to book. A valid Mental Health Care Plan is required when the patient wants to claim a Medicare rebate
- Signature Clinics: No referral is required
- Standard GP appointments: Patients can book directly through HotDoc
- GP-led ADHD appointments: Patients should call Elyséa HEALTH to book
This distinction matters because booking requirements and Medicare rebate requirements are not always the same. A patient may be able to book a service directly but still need specific documentation to claim a Medicare rebate.
The Final Referral Check
Whether you’re referring to Elyséa HEALTH or any other specialist clinic in Adelaide, the same final check applies. A few minutes here can separate a referral that gets actioned immediately from one that sits waiting for missing details.
At Elyséa HEALTH, we clinically triage every referral on arrival, so a complete letter is the fastest way to match your patient with the right clinician. Run through this list before you send:
- Patient ID, contact, and Medicare details are current
- The clinical question is stated in one clear sentence
- Relevant history, medications, and allergies are included
- Referral duration is specified: 12 months, indefinite, or otherwise
- The correct pathway is chosen: Psychiatry, psychology, GP, or allied health
- It’s sent using the receiving clinic’s preferred method
- Receipt is confirmed, and the patient knows what happens next
Getting a referral right the first time isn’t box-ticking; it’s what lets the next clinician pick up exactly where you left off, without delay or an unnecessary hit to your patient’s Medicare rebate.
This article provides general information for referring clinicians and does not replace individual clinical judgment or official Medicare and RACGP guidance. For emergencies, call 000, or the SA Mental Health Emergency line on 13 14 65.
