PatientNotes connects directly with Refr so you can send bulk-billed imaging and specialist referrals straight from a completed note — no re-typing patient details, no switching systems. The referral arrives at Refr pre-filled from your note and your provider profile, ready for you to review and send.
This guide is for clinicians (allied health and GPs) using the Refr integration.
Before you start
You'll need three things in place, one time only.
1. Set up your Refr account
Your provider profile lives in Refr, and that's what makes the one-click hand-off work. If you don't already have a Refr account, create one and log in at refr.com.au. Make sure your provider details are complete on the Refr side — your name, occupation, clinic, and provider number. These are what auto-load onto every referral, so you never fill them in manually.
You can send referrals using a Refr guest account, but we recommend setting up a full account — it stores your provider details so they load automatically every time, and keeps your referral history in one place.
2. Turn on the Refr integration in PatientNotes
Go to Settings → Profile → Early access and switch on Refr Integration (Bulk-Billed Imaging & Specialist Referrals). This enables the capability on your account.
3. Show the referral buttons
Go to Settings → Profile → Preferences → Referrals and turn on Show Refr referral buttons. This makes the referral buttons appear on your completed notes.
A note on costs
The patient may have some out-of-pocket expense for a referral sent through Refr — usually much less than the cost of a scan. Any fees, billing, and payment are handled entirely by Refr, not PatientNotes. PatientNotes simply passes your completed note through to Refr to pre-fill the referral; it does not process or manage any charges.
Sending a referral
1. Finish and complete your note
Write and review your note as usual. When you're happy with it, mark it as complete. The referral buttons only appear once a note is complete — this keeps referrals from being sent from a half-finished draft.
2. Choose your referral type
At the bottom of the completed note, you'll see two buttons:
Send to Refr: Imaging — for bulk-billed scans (for example MRI, X-ray, ultrasound)
Send to Refr: Specialist — for specialist referrals
Click the one you need.
3. Wait for the referral to prepare
A new tab opens showing "Preparing your Refr referral…". Leave this tab open — it will automatically load the Refr review page as soon as your referral is ready. The first time you do this, you may be prompted to log in to your Refr account.
4. Review the pre-filled referral
The Refr review page opens with everything pulled through for you:
Patient details — name, contact, and age range
Your details — provider name, occupation, clinic, and provider number, from your connected Refr profile
Clinical context — a suggested injury or diagnosis and timeframe
Referral request — a suggested side, body area, modality, and view
Clinical details — a narrative summary drawn from your note
Fields marked with the AI tag have been suggested automatically from your note.
5. Check, adjust, and save
This is your referral, so review every field before sending:
Confirm the modality and view are correct (these are required)
Confirm the side, body area, and diagnosis match your clinical intent
Adjust the timeframe (Acute, Chronic, or Onset date) as needed
Add more scans or another body area if required
When everything is correct, click Save to submit the referral.
What fills in automatically vs. what you check
Auto-filled from your note and profile: patient name and contact, your provider details, a suggested diagnosis or injury, a suggested timeframe, and the clinical details narrative.
Always review before saving: modality and view (required), side and body area, diagnosis accuracy, timeframe, and the clinical details for accuracy and completeness.
Important: you are the referring clinician
Referral content is AI-assisted and drawn from your note. Always review the full referral for clinical accuracy before saving. The AI speeds up the paperwork; the clinical judgement is yours.
Troubleshooting
I don't see the referral buttons. Check that your note is marked as complete, and that both toggles are on: Early access → Refr Integration, and Preferences → Show Refr referral buttons.
My provider details didn't load. Your provider profile comes from your connected Refr account. Make sure you're logged in to Refr and your provider details are complete on the Refr side.
The "Preparing your referral" tab is stuck. Leave it open a little longer. If it still doesn't load, close it and click the referral button again from your completed note.