Handled automatically
- Read the referral
- Check for the patient
- Prepare the patient and Medicare information
- Find and link the referring GP
- Create the referral and attach the original PDF
- File the completed email
Case study · Turning emailed referrals into Halaxy records
A referral arrived.Then it had to be entered again.
Every PDF meant reading the patient and GP details, checking Halaxy, creating or updating the right records, attaching the referral and filing the email.
I built the repeatable steps into the workflow. Anything missing or unclear goes back to the team.
The expensive bit
The PDF was only the start.Everything afterwards was the job.
Routine and unclear referrals arrived in the same inbox. If something was missing, the team had to notice before it became a bad record.
Matching
The workflow never guesses the patient.
It checks Halaxy first using the identifying details in the referral. Clear matches move forward. Missing details, conflicting records or more than one possible patient send it back to the team.
Needs a person
- Important information is missing
- More than one patient could match
- The referring practitioner is unclear
- The referral can’t be completed safely
What moved without retyping
Routine referrals reach Halaxy without being retyped. Anything uncertain stops with the PDF and the problem still attached.
Routine referrals don’t need retyping.
Patient, Medicare and GP details move from the PDF into Halaxy without someone re-entering every field.
The patient and referral stay together.
An existing patient is matched or a new record is prepared, then the referral is created with the original PDF attached.
The referring GP is linked in the same run.
The existing professional contact is found or a new one is prepared, then linked to the referral.
Unclear referrals stop before they create a mess.
Missing, conflicting or ambiguous details stop the referral and return it to the team with the source PDF attached.
The important rule was when to stop.
A match had to be reliable, and the team needed to see exactly why a referral came back.
Still paying someone to read the PDF and type it somewhere else?
Talk me through one real referral path from inbox to finished record. I’ll separate what can move automatically from what still needs your team.