Adult Specialist Clinics at Western Health are provided by the Adult Outpatient Department, DrugHealth Services (formerly DASWest) and Women's Clinics. Our Subacute Ambulatory Care Service also provides services which can be referred to by GPs including Community Based Rehabilitation and Specialist Clinics via the Western Health Community Services.
Referring to Adult Specialist Clinics
To ensure referrals can be triaged appropriately, referrals need to meet the minimum referral information requirements (clinical and clerical) as outlined in the Referral Requirements page.
Clinic Directory – Adult Specialist Clinics
The Adult Specialist Clinics Referral Directory lists all services/clinics offered at Western Health for Adults
Referral guidelines
Western Health has been working with Clinical Units to develop pre-referral guidelines for Specialist Clinics. The Adult Specialist Clinic Referral Directory includes clinics that have implemented pre-referral guidelines. Referrers are asked to review these guidelines before referring to ensure that the referral meets eligibility and triaging criteria.
Referrals with insufficient information to facilitate triage may be returned with a request for additional information which may delay access to the service.
Referral form
Western Health encourages the use of the GP Referral Form (previously known as the Victorian State-wide Referral Form (VSRF)).
Some clinics have developed referral forms to assist GPs with referrals however with the exception of the Neurosurgery Additional Information Form, these are not compulsory and referrals will be accepted using any template provided that it meets the minimum referral criteria and the criteria outlined in he pre-referral guidelines (if applicable).
New Victorian Access Policy for Specialist Clinics
GPs will start to see some differences in the communication received from Western Health specialist clinics. The changes in communication processes, as outlined below, are a result of the implementation of the Department of Health's Specialist Clinics in Victorian Public Hospitals: Access Policy, released 2013.
Key points for GPs
Referrals to specialist clinics should contain all the relevant demographic and clinical information as well as results from preliminary investigations. Such referrals can be efficiently triaged for urgency and added to a waitlist, and can reduce patient waiting times.
Specialist clinics should communicate with referrers about referrals and the outcomes of specialist reviews within set time frames, which will help with ongoing care management in the community.
The Policy has three main areas of focus:
Timeframes for the completion of key processes relating to specialist clinics
Increased data transparency - implementing a centralised monitoring of access to specialist clinics and other aspects of service performance, hopefully leading to the government releasing information about specialist clinic waiting lists
To improve communication between referrers and clinics in a way that manages expectations and is beneficial to both parties
Timeframes for implementation
The Policy has a two year implementation phase with full compliance expected by all health services by 1 July 2015. As outlined in the table below Western Health has begun implementing the changes.
Western Health is committed to keeping you informed of the changes as we move towards full implementation of the Policy.
What does the Policy mean for you and your patients?
Clear minimum standard for all referrals
Clear expectations regarding timelines for processing referrals
Clear expectations regarding when to expect communication regarding outcome of referral
Improved access to pre-referral information including pre-referral guidelines
Improved communication from specialist clinics following appointments
Major changes at Western Health in line with the Policy
Referrals for specialist clinics must contain all the information outlined below.
Patient demographic information | Name, contact details, date of birth, Medicare number, Indigenous status and interpreter needs |
Clinical information | Reason for referral Presenting problems Preliminary diagnosis Physical examination results Management to date and response to treatment Relevant investigation results Relevant medical and social history |
Referrer details | Name, contact information, referrer provider number and signature |
Referral details | Date of referral, name of specialist clinic, if known and name of specialist to whom the patient is being referred. A named specialist is required for all referrals to MBS clinics |
As per the Policy, referrals that don't include all the information as outlined above will be returned to the referring doctor with a request for more information. Referrals that are awaiting further information will remain 'open' for 30 days. If a new referral with the requested information is not received by the Specialist Clinics within 30 days the referral will be not accepted.
What you can expect from Western Health
Key specialist clinic activity | Details | Timeline for implementation |
Each specialist clinic should have designated staff available to respond to information requests from referrers | Contact details for Outpatients Adult Outpatients Ph 8345 6490 Women's Clinic Ph 8345 1727 (press 7 for GP priority) Paediatric Clinics Ph 8345 1616 | Implemented |
Specialist clinics should have user-friendly and up-to-date information on their websites about referral requirements and services offered | GP Integration page on Western Health website www.westernhealth.org.au/HealthProfessionals/ForGPs/ Development of referral guidelines | Jan 2015 In progress |
Clinical prioritisation should occur within five days of receiving a complete referral, with referrals categorised as either 'urgent' or 'routine' | Referrers will be sent notification of receipt of referral Referrers will be sent notification of the patient's appointment or that they have been placed on waiting list as either 'urgent' or 'routine' see below. | Implemented Implemented |
Specialist clinics should contact the referrer and acknowledge a referral within 8 days, and request any additional diagnostic tests or information at this time | Referrers will be sent a request for more information to be able to accurately triage a referral within 8 days If further information is not received within 30 days the referral will be not accepted | Implemented |
Urgent cases are to be seen within 30 days | Cases that are triaged as urgent (Category 1) will be seen within 30 days of receiving referral. Referrers will be notified of appointment | Commenced – completion June 2015 Implemented |
Routine cases are to be seen on a first on, first off basis | 'Routine' is classified as any category that is not urgent (Category 2 and 3) | June 2015 |
Specialist clinics should send a summary within 5 days of the initial assessment appointment and within 5 days of the discharge appointment | An assessment in Specialist Clinics may occur over several appointments. | June 2015 |
For more information
Please contact General Practice Integration on 8345 1735 or email [email protected] or visit the Department of Health to view the access policy http://docs.health.vic.gov.au/docs/doc/Specialist-clinics-in-Victorian-public-hospitals:-Access-policy.
Resrouces
A printable fact sheet of the above informatoin is avaible here Access Policy Information for GPs
Contact Us
Adult Specialist Clinics
Phone 8345 6490 Fax 8345 6856
Women's Clinic
Phone 8345 1727 Fax 8345 1691
SACS
Phone: 8345 1283
Fax: 8345 1339
General Practice Integration
Phone 8345 1735 Fax 8345 1180
Email [email protected]