Contact Management - Health Professionals & Service Providers

Contacts in MediRecords let your practice build and maintain a centralised list of health professionals and service providers, such as specialists, consultants, and pathology or radiology units. Each contact can be set to Private, Practice, or Community visibility, giving you control over who can see it. Keeping this information current speeds up referrals, correspondence, and care coordination, and replaces scattered or outdated address books with one reliable source.

Contents:

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

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.

Searching Contact Records

You can search for a Contact using any of the following formats:

• First name only
• Last name only
• Last name, First name (a comma between the two is required)

Searching using a first name and last name together without a comma (for example "John Smith") will not return results. This matches the search behaviour in Patient Views.

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 health 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

Troubleshooting

Provider Number Missing on a Health Professional Contact

Cause: No Provider Number has been entered on the Health Professional's contact record, so MediRecords cannot validate or use the secure messaging broker for that contact.

Resolution: Enter the Provider Number in the contact's details. If you don't have it, contact or message the HealthLink Provider Directory.

Escalate: If the HealthLink Provider Directory can't supply a Provider Number for the contact, contact MediRecords Support for further assistance.

Contact Search Returns No Results

Cause: Searching with a first name and last name together but no comma (for example "John Smith") will not return results. This matches the search behaviour in Patient Views.

Resolution: Search using First name only, Last name only, or "Last name, First name" with a comma between the two.

Escalate: If the contact still can't be found after trying these formats, contact MediRecords Support to confirm the record exists.

Deactivated Contact Still Available to Other Practice Users

Cause: Deactivating a Practice-shared contact only removes it from your own Contacts list. It remains Active and available to every other user at the practice who has access to it.

Resolution: To stop other users at the practice from using the contact, change its Sharing setting to Private instead of deactivating it.

Escalate: If changing the Sharing setting doesn't meet your needs, contact MediRecords Support.

Further Reading

• Activities - Tasks, Clinical Actions, and Work Lists
• Letter Templates
• Investigation Requests - Pathology & Radiology