External Referrer Portal
The Referrer Portal gives external professionals — GPs, NDIS planners, lawyers, and EAP providers — a secure, self-service way to send referrals to your practice and track their progress without needing a full Praxi account.
Overview
Rather than receiving referrals by fax, email, or phone, you can provide external referrers with a dedicated portal link. Referrers create a lightweight account, submit structured referral forms, and receive status updates as you process their referrals.
| Capability | Description |
|---|---|
| Structured referral forms | Referrer type-specific forms (GP, NDIS, legal, EAP) with required clinical information |
| Document uploads | Attach Mental Health Treatment Plans, NDIS plans, court orders, or EAP authorisations |
| Status tracking | Referrers see real-time progress (received, under review, accepted, waitlisted, declined) |
| Secure messaging | Two-way communication between your practice and the referrer |
| Referrer directory | Maintain a searchable directory of all referral sources |
Getting Started
Creating and Inviting Referrers
Practice owners and practice managers can add and manage referrers from Clients > Referrers.
To invite a new referrer:
- Navigate to Clients > Referrers
- Click Add Referrer
- Enter the referrer's details:
- Name and email address
- Provider number
- Provider type (GP, Specialist, Allied Health, NDIS, EAP, Legal, Insurance, or Other)
- Practice name and address
- Phone and fax (optional)
- Click Create
Leave Send portal invitation email immediately ticked (it is on by default) to email the referrer an invitation with the portal link and sign-in instructions — you can add an optional custom message. Referrers sign in with a one-time passcode (OTP) sent to their email; no password setup is required. You can re-send the invitation later with Send Portal Invite in the row's actions menu (⋮).
Referrer Verification
After creating a referrer, you should verify their identity by confirming their provider number and credentials. Verified referrers are shown with a badge in the referrer list.
- Go to Clients > Referrers
- Click the actions menu (⋮) next to the referrer
- Select Verify
Verification is a manual step — Praxi does not automatically validate provider numbers against AHPRA or Medicare registers. You should confirm the referrer's identity through your usual channels before verifying.
Managing Referrer Access
From Clients > Referrers, you can:
- View portal status — See whether a referrer has logged in, when they last accessed the portal, and whether their account is locked
- Send Portal Invite — Email (or re-send) the portal invitation with sign-in instructions
- Reset Access — Clear a referrer's failed-login lockout so they can request a new login code straight away
- Revoke access — Remove a referrer's access to your organisation. This deactivates their link to your practice but does not delete their account (they may still be linked to other practices)
- Edit details — Update a referrer's provider number, practice name, or contact information
Key Features
Referral Types
Each referral type collects information specific to the funding source and clinical context.
| Referral Type | Key Fields | Required Documents |
|---|---|---|
| GP / Medical | Diagnosis, Mental Health Treatment Plan, Medicare item number, number of sessions | MHTP, referral letter |
| NDIS | NDIS number, plan dates, funding category, support coordination contact | NDIS plan or service agreement |
| Legal / Forensic | Court order details, matter number, solicitor contact, assessment type | Court order or letter of instruction |
| EAP | EAP provider, authorisation number, session allocation, presenting issue | EAP authorisation |
Referral Workflow
- Referrer submits a referral through the portal
- Your practice receives a notification in the inbox and task queue
- A team member reviews the referral and attached documents
- The referral is accepted, waitlisted, or declined with a reason
- The referrer is notified of the outcome automatically
- If accepted, a new client record is created (or linked to an existing one) and the referral details are attached
Referrer Directory
Maintain a searchable register of all referral sources at Clients > Referrers. The directory shows:
- Referrer name and organisation
- Profession and provider number
- Total referrals sent and acceptance rate
- Last referral date
- Verification and access badges (verified, revoked)
Use the directory to identify your strongest referral relationships and follow up with referrers who have gone quiet.
Communication
The portal includes a secure messaging channel between your practice and each referrer. Use it to:
- Request additional information about a referral
- Provide progress updates on a client (with client consent)
- Share discharge summaries or reports (with client consent)
- Coordinate care planning
All communication through the referrer portal is logged in the audit trail. Client consent is required before sharing any clinical information with a referrer.
Permissions
| Action | Required Permission |
|---|---|
| Enable/configure referrer portal | Practice owner |
| Approve referrer registrations | Practice owner, practice manager |
| Review and process referrals | Practice owner, practice manager, receptionist |
| Communicate with referrers | All clinical and admin roles |
| View referrer directory | All authenticated users |