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Smart Referrals - Access - Best Practice (PDF 941 kB)

Transcript for Access Smart Referrals from Best Practice

Voice over: Before opening Smart Referrals, ensure that Best Practice is open, and a patient is selected.

To open from the Smart Referrals window, open the Smart Referrals icon from your desktop or start menu.

Then, click the Smart Referrals button in the application window. You may be prompted to choose a certificate. Select the correct certificate and click ok.

Smart Referrals will open in a new window and is ready to use.

Smart Referrals - Access - Medical Director (PDF 964 kB)

Transcript for Access Smart Referrals from Medical Director

Voice over: To launch Smart Referrals from Medical Director, ensure Medical Director is open and a patient is selected.

In the Medical Director sidebar, locate the Smart Referrals window and click the Smart Referrals button.

You may be prompted to choose a certificate. Select the correct certificate and click ok.

Smart Referrals will open in a new window and is ready to use.

Smart Referrals - Attaching information to the referral (PDF 314 kB)

Transcript for Attaching information to the referral

Voice over: Additional information such as investigations, medications and other supporting documents can be attached to the referral.

In the standard clinical information section medical history, current medications, investigations, progress notes and immunisations are extracted from your clinical software and can be included in the referral.

For recent investigations and progress notes items, details are displayed by default. To change between the display of details use the show all, show selected, and show none buttons.

Click load more to load the next ten items. Use the table menu to select or deselect all or change between the display of unchecked items.

Check the items you wish to include.  It is important to note that only an item with the tick in the checkbox will be included in the referral.  Files that either exceed the maximum file size of 5MB or have an unsupported file type will appear ‘greyed-out’ at the bottom of the list.  These files cannot be attached to the referral.

The attachments section allows you to attach documents from your computer or clinical software. PDF attachments are preferable. Please note that files should be no greater than 25 megabytes in total.

Clicking Computer opens windows explorer. Navigate to the location of the file you wish to attach, select it and click open.

Clicking Clinical software opens a pop-up window within Smart Referrals containing a list of files that can be attached. Check the items you wish to attach and click Attach.

Successfully attached files appear as green. Attachment errors appear red. To remove an attached file click the ‘x’.

Information regarding supported file types and maximum file size can be found within the Attachments section.

Smart Referrals - Completing the referral form (PDF 1844 kB)

Transcript for Complete the referral form

Voice over: The referral for is divided into sections. These are:

  • Referral information
  • Referral recipient
  • Condition specific information
  • Standard clinical information
  • Patient information
  • Insurance information
  • Referring GP’s information, and
  • Attachments

All sections are closed initially, except for referral information. To open and close a section, click anywhere in the grey title bar.

Some conditions may have additional information to complete as part of the referral. If so, a condition specific information section may also display.

The referral form may prompt you for further information depending on what you have entered.

These provide additional information related to the section or field.

Holding the mouse arrow over the information icons, reveals important and helpful information for completing the referral.

Smart Referrals - Extracting information from clinical software (PDF 725 kB)

Transcript for Extracting information from clinical software

Voice over: When Smart Referrals is opened, it connects to your clinical practice management software. This allows it to retrieve the most recent relevant information which can be used in creating the referral.

A padlock icon indicates the data is sourced from the Practice Management Software, and hence, is not available to edit in the referral form itself.

When completing the referral, this data can be edited in your clinical software. Simply modify the required data and then click the refresh button on the Smart Referral form. This re-extracts data and updates the locked fields while retaining any other data already entered into the form.

Once the referral is submitted, a PDF version is written back to your clinical software.

To view the PDF, click Correspondence Out or expand the section to view a list of documents. Double click the referral to open it in a new window.

Smart Referrals - Missing Fields, Preview, Submit (PDF 845 kB)

Transcript for Preview, submit and complete missing fields

Voice over: For a referral to be sent, all required fields must be completed. The missing fields button shows a list of all the incomplete required fields requiring completion before submitting the referral.

The number in the button indicates how many fields need to be completed. Click on the field name to navigate to the field, even if the section is closed.

Once all information is completed, the submit button will be enabled.

As stated on the screen, by pressing the SUBMIT button you verify that this is an accurate record of the referral created, and, you acknowledge this action is in lieu of your signature.

Clicking submit opens a preview of the information that will be sent with the referral.

Click Edit to modify the referral information, click Submit to confirm and send the referral.

You will see a confirmation message showing the referral has been successfully sent.

Smart Referrals - Accessing Existing Referrals' (PDF 462 kB)

Transcript for View a patient’s existing referrals

Voice over: If a patient has existing referrals, a window will display when Smart Referrals is launched.

These include both in draft or submitted referrals.

Draft referrals are those that have been parked, usually because they are awaiting additional information or investigations essential to the referral.

Click the action button (represented by three dots) to view a list of actions.

Draft referrals can be resumed or deleted.

When a referral is resumed, any imported data from the clinical software is again refreshed and updated.

All other fields can also be updated.

Submitted referrals is a list of:

  • QHSRs (or Queensland Health Smart Referrals) that remain in the list until the referral has been completed, cancelled or declined.

Click the action button to display a list of referral actions.

Submitted referrals can be updated, withdrawn, or continued.

Updating the referral opens a copy of the original referral and extracts the most recent data from the clinical practice management system.

Enter a reason for updating the referral and attach or add any supporting information from the standard clinical information section and the attachment section.

Once the referral is submitted, a new copy is written back to the Clinical Practice management system.

Withdrawing opens a pop-up window that requires you to enter the reason for withdrawal request.

If withdrawn the referral is unable to be accessed by Smart Referrals.

The referral will be saved in the Clinical Practice Management System and an entry made into the referral history detailing the reason for withdrawal.

From Medical Director, open the letters tab to view a list of letters, double click to open the referral in a new window.

Smart Referrals - Enhanced Search' (PDF 993 kB)

Transcript for View a patient’s existing referrals

Voice over: Smart Referrals has been designed to make it easy for GPs to provide essential referral information by providing intuitive searching.  This is achieved through leveraging SnoMed terms as well as Specialty Alternate Names to improve searchability for the appropriate Clinical Prioritisation Criteria (CPC) and/or Specialty within the referral template.

  • SnoMed terms are mapped to CPC Conditions and will provide the GP all relevant results
  • SnoMed terms are also mapped to Clinical Disciplines
  • Alternate Names are applied to Clinical Disciplines to assist with other common terminology searches

NOTE: Reporting will be available to the Smart Referrals Support Team to understand the search terms GPs are undertaking to select the appropriate template.  This information will be leveraged to guide future SnoMed term mapping and/or Alternate Name mapping.

GPs are encouraged to search for a condition in the first instance, as this will offer the appropriate CPC template and articulate minimum referral criteria relevant for the patient’s presentation.

Where a condition is not available, we request the specialty search be undertaken, where a generic template is provided for the GP to provide all relevant clinical information.

Last updated: 7 April 2021