Contact Management - Health Professionals & Service Providers

The Contacts feature in MediRecords allows you to create, manage, and maintain an organised list of health professionals and service providers that your practice works with. Having an up-to-date contacts database ensures your team can quickly find the right person or organisation when arranging referrals, sharing correspondence, or coordinating patient care. By centralising this information, MediRecords reduces the risk of errors and eliminates the inefficiency of relying on scattered address books or outdated contact lists.

You can add individual health professionals such as specialists or consultants, as well as service providers like pathology or radiology units. Each contact can be stored as Private (visible only to you), Practice (shared with your clinic), or Community (shared across the MediRecords network). This flexibility means you can tailor the visibility of contacts based on your needs while keeping patient care seamless.

Contents:

1. Creating a Health Professional Contact
2. Creating a Service Provider Contact
3. Adding a Facility ID to a Service Provider
4. Creating Tasks from a Contact
5. Creating Letters from a Contact
6. Editing Contact Records
7. Deleting Contact Records
8. Deactivating & Reactivating a Contact
9. Printing an Individual Contact Record
10. Printing a List of Contacts

Health Professional Contacts

What is a Health Professional?

A Health Professional is an individual that is in contact with you or your practice, and can provide a service to patients, such as a Specialist or Consultant.

There are three types of contact lists for health professionals - Private, Practice, and Community.

• Private Contacts are created by the user, and are only visible to the user.
• Practice Contacts are created by a local user, and then shared with the practice.
• Community Contacts are fellow MediRecords users who have allowed their details to be shared across the MediRecords platform. These contacts are maintained by the user themselves. 

Creating a Health Professional Contact

1. Go to More then Click Resources
2. Click Contacts
    

3. Open the Health Professionals
   
    

4. Click New to open the new contact form.
   
    

5. The new Contact form will be displayed
   
    

6. The compulsory details to complete are Title, First Name, Last Name, and User Category.

To ensure the new contact has the appropriate privacy setting, configure this in the Sharing field.
Select whether you want the contact to be exclusive to you (Private), or accessible to anyone within the practice (Practice).
 

7.  Of particular note is the Parent Service Provider field. If the health professional is related to a service provider in your contact list, click it and select the name.
   
   8. It's mandatory to have a Provider Number entered in order to validate and use the secure messaging broker. If you don't have the provider number you can contact or message the HealthLink Provider Directory.
    
8. Complete the rest of the form as required and click Save.
   
   
    The newly created health professional will now appear in your contacts list.

Service Provider Contacts

What is a Service Provider?

A Service Provider is a company or group that can provide services for your practice, such as a Radiology or Pathology Unit. 

There are three types of contact lists for service providers - Private, Practice, and Community.

• Private Contacts are created by the user, and are only visible to the user.
• Practice Contacts are created by a local user, and then shared with the practice.
• Community Contacts are service providers who have requested to have their details registered on the MediRecords Community Website.

Creating a Service Provider Contact

1. Open More > Resources > Contacts > Service Provider
   
   
    
2. Click New to open the contact form.
   
   
    
3. You will be shown the New Contact form.
   
   
   
   The compulsory details to complete are Name, Work Phone, and Provider Type.
    

4. To ensure the new contact has the appropriate privacy setting, configure this in the Sharing field.
   Select whether you want the contact to be exclusive to you (Private), or accessible to anyone within the practice (Practice).
   
   Note: If you would like this Service Provider to be used for Pathology or Radiology Requests, please ensure that the Provider Type is set to either Radiology or Pathology. You are then able to assign the provider a template.

    

5. Complete the rest of the form as required and click Save.
   
   
   
    
6. The newly created Service Provider will now appear in your contacts list.
   
   

Adding a Facility ID to a Service Provider

To add a facility ID for a location, open the Contact record, and enter the Facility ID into the provided field, and click Save.

A resource has been provided by Medicare for sourcing the correct Facility ID per hospital, which is available freely via Google: https://www.health.gov.au/resources/publications/list-of-declared-hospitals?language=en 

Creating Tasks from a Contact

You can create Tasks directly from a Contact to support follow-ups and coordination.

Common use cases

• Follow up test results with a provider

• Reminder to send additional documentation

• Track communication with specialists
   

To create a Task:

1. Open the Health Professional or Service Provider contact list, locate the contact you wish to create a task for, and tick the checkbox next to the contact name.

2. Click More then Select Create Task

3. Complete the task details:

   

    

4. Click Save

5. The task will now appear in the assigned user’s task list.
   
    

Creating Letters from a Contact

Letters can be created directly from a Contact record, streamlining correspondence.

Common use cases

• Referral letters

• Requests for information

• Follow-up correspondence
   

To create Letters:

1. Open the Health Professional or Service Provider contact list, locate the contact you wish to create a letter for, and tick the checkbox next to the contact name.

2. Click More then Select Create Letter
   
   
   
    

3. Choose the appropriate Letter Template - e.g: Referral
   
   
    

4. Review and edit the letter content as required

5. Save, print, or send the letter according to your workflow
   
   
   
    

The contact’s details will automatically populate into the letter.

Editing Contact Records

The method for editing Contacts is the same across both Health Professionals and Service Providers.

1. Open the Contacts list. Locate the Service Provider (or Health Professional) you wish to edit.

2. Do one of the following:

• Click directly on the contact name, or

• Tick the checkbox next to the contact and click Open
  

Make any necessary changes to the contact details. Click Save to apply your changes.

Deleting Contact Records

The method for deleting Contacts is the same across both Health Professionals and Service Providers.

You can only delete contacts you have created. To delete a contact, check the box next to the name and select Delete.

*NOTE: This is a permanent action and cannot be reversed.
 

You will be shown a warning message.

Click Yes if you wish to proceed. 

Deactivating & Reactivating a Contact

1. You can change the active status of one or more contacts. Check the box next to the contact name, click on Status, and select Deactivate.
    
2. The contacts will now be Inactive. To reactivate, change the Filter to display Inactive contacts only - make sure you de-select Active. 
   
    
3. Similar to deactivation, check the box, click Status, and select Activate.
   
   
   The contact will now be Active again.

Printing an Individual Contact Record

1. Navigate to Resources by clicking More, then Contacts.

   

2. Open the "Service Providers" or "Health Professionals" contact list
   
    
3. Click the Tick-box next to the name of the contact and click More to reveal a drop-down list
4. Click Print to open a print a contact Card
   
    
5. Check to make sure the page is going to right printer Destination, and click Print
   
    

       The contact details for the heath professional have now been printed

Printing a List of Contacts

1. Navigate to Resources by clicking More, then Contacts.
   
    
2. Open the "Service Providers" or "Health Professionals" contact list
   
    
3. Click the Tick-box next to the name of the contacts and click More to reveal a drop-down list
4. Click Print to open a print a contact Card
   
    
5. Check to make sure the page is going to right printer Destination, and click Print