Referral Processing Guide — Full Copy

Determine the document type and act accordingly.

Open the document in preview mode in Gmail by clicking on it.

If the document requires a PIN to open, mark the email as unread and drag it into the 'Needs PIN' folder. Stop here for this email.

Check whether there is more than one attachment or email for the same client.

Click the triangular 'Add to Drive' symbol in the top right of the document preview to save it to Drive.

Open Drive via the 9-dot grid in the top right of Gmail → select Drive.

Find the document in Drive, rename it, and move it to the correct folder.

Check whether the document is a valid MHTP.

Check there is a mobile phone number for the client.

Check there is a GP name, GP provider number, and GP clinic name.

All four elements present — proceed to Part 4.

If any element is missing, forward to Incorrect Referrals:

Search the client's name in Halaxy using first and last name together. If no result, try last name only. Do not use middle names.

In Halaxy, click Clients → Add Client.

Enter the client's full name. Click Main next to the name field.

Enter the client's date of birth.

Enter the client's mobile number in the format: +61417746631.

Enter the client's timezone (use the GP clinic timezone if no client address is available). Click SAVE.

Go to the Funding tab → click NEW CLAIM.

For Funder, enter Medicare → click Next.

Skip the Medicare Card Number screen by clicking Save → click ADD REFERRAL.

Set Referral type to MHTP.

For Referrer, enter the doctor's name. If not found, click 'Add [Doctor] as new Professional contact' and complete the pop-up.

For Limit, enter the number from the referral. If none is specified, enter 6.

For Date, enter the date from the referral document → click SAVE.

Under the new referral line, click ADD FILES.

Download the referral document, upload it, and press SAVE. Keep the filename as-is — it should read Emily Jones 24-08-21 JS.

Go to the General tab and send the intake form via SMS using template 'Form 1'.

If the client has an email address, also send the intake form by email using the same 'Form 1' template.

Click Tasks → Add Task → title: iffu → assign to Remote Therapy Admin → set for 2 days' time → click Add.

Double-check you have processed all documents in the email.

Move the email into the 'MHTPs — Done' folder in Gmail.

Compare the new document's date to the last referral on file. If the date is more recent, it is valid — proceed to Part 7.

If the date is the same as the existing referral, it is a duplicate. Do not upload to Drive.

Open the client profile in Halaxy and go to the Funding tab.

If the existing referral is partially used (e.g. 1/6, 3/6, 5/6) and is less than 12 months old, click the pencil icon on that referral and tick 'Preferred'.

Click Add Referral.

Set Referral type to MHTP.

For Referrer, enter the doctor's name. If not found, click 'Add [Doctor] as new Professional contact'.

For Limit, enter the number from the referral. If none specified, enter 6.

For Date, enter the date from the referral document → click SAVE.

Under the new referral line, click ADD FILES.

Download the referral document, upload it, press SAVE. Filename should read Emily Jones 24-08-21 JS.

If the client has a cmur task, mark it complete.

If the client has a '378' or '267' alert, delete it.

Check whether the client has used 10 MHTP sessions for the year.

Check whether the client has any unpaid invoices on their Invoices tab.

Check the client's appointment status and take the appropriate action:

Double-check you have processed all documents in the email.

Move the email into the 'MHTPs — Done' folder in Gmail.