Mental health service referral form: HealthLink SmartForm guidance

Using HealthLink SmartForms to refer people experiencing mental ill health to our referral and access team

GPs and other health professionals using HealthLink-enabled clinical software can use a SmartForm to refer anyone experiencing mental ill health to our mental health referral and access team.

HealthLink SmartForms are secure and trackable digital referral pathways embedded in your practice management software (PMS). The platform is already in use across many general practices in Australia for hospital and My Aged Care referrals.

SmartForms are located in patient electronic records, and pre-populate many of the data fields required or requested.

To get started on a referral, simply select click the HealthLink icon within a patient’s electronic medical record, select ‘Medicare Mental Health (1800 595 212)’ from the SmartForms service list, and choose your state and PHN region. Read on for a more detailed guide, and step-by-step video.

Not using HealthLink-enabled software? Use our secure webform or fax referral form.

  • Why switch to digital referrals?

    E-referrals bring significant benefits for referrers and consumers.

    • No faxing or printing is needed.
    • Referrals are processed more rapidly, meaning consumers receive support faster.
    • Referrers get instant confirmation that referral has been received.
    • All information provided is securely stored.
    • Progress of the referral can be tracked throughout the process.

  • Which practice management software packages are supported?

    • Best Practice
    • MedicalDirector
    • Zedmed
    • Genie
    • MedTech
    • Communicare
    • Shexie

    If your practice does not use any of these systems, you can still make a secure electronic referral by using the My HealthLink portal, a secure webform or a fax.

  • Launch the form by clicking the HealthLink icon within a patient’s electronic medical record (EMR). (This is similar to how you access other digital referral templates.)

    Select ‘Medicare Mental Health (1800 595 212)’ from the SmartForms service list. Choose your state and PHN region.

    The SmartForm automatically pulls key data from the patient’s record, including:

    • Name, contact details and selected demographic information
    • Referrer and practice details
    • Current medications

    Each field can be edited by the referrer.

    To understand more, please see this step-by-step video.

  • Attaching documents

    Documents can be attached to SmartForms. These might be Mental Health Treatment Plans or other mental health assessment documents as needed. Formats accepted are RTF, DOCX, and PDF.

  • Where does the referral go?

    Once submitted, the referral is transmitted securely and directly into the NWMPHN Mental Health Referral and Access intake system, where intake clinicians can view and action the referral without needing to re-enter data.

    The SmartForm uses the same pathway as the Mental Health Service Referral form you may be currently using for referrals into CAREinMIND™, Medicare Mental Health and Head to Health services.

    The system also provides automated referral status updates back to the GP software, including confirmation of receipt and notification when the referral has been accepted, improving transparency and reducing follow-up workload.

  • Tracking your referral

    GPs and authorised practice staff can easily track the status of a referral submitted using HealthLink SmartForm.

    • After the referral is submitted, a status update message will be delivered to the practice’s clinical software inbox.
    • These messages appear through the same secure messaging workflow used for pathology results, radiology reports, and discharge summaries.
    • The message will contain a URL tracking link that can be copied and pasted into a web browser.
    • The link takes the user to a referral status page, where they can view real-time updates on the referral’s progress.

    To understand more, please see this step-by-step video.

    Refer to the HealthLink QuickStart Guides below for software-specific instructions on where and how these messages appear in each system.

  • How to use the form