Update General Practitioner (GP) details with Queensland Health facilities
There are 2 key steps that need to be correct for patient correspondence to reach a General Practitioner (GP).
General practices – Update the “GP (STS) Address Book”
It is essential that Queensland Health facilities are aware of where GPs are based to ensure that correspondence goes to the correct GP at the correct general practice.
When a hospital sends correspondence (eg. inpatient discharge summary or outpatient letter) to a GP, hospital staff use the Queensland Health Secure Transfer Services (STS) Address Book to search the GP name and practice details. This search is based on the GP details the patient provides to staff on their most recent hospital visit.
To receive correspondence electronically, the GP (STS) Address Book must be kept up to date.
When to update the STS Address Book
Practice staff must update the STS Address Book when:
- A new GP starts at the practice
- A GP leaves the practice
- Practice contact details change
- Mode of receiving information changes (eg. fax → electronic)
How to update the STS Address Book
- Complete or update the GP (STS) Address Book PDF Form
Include all GPs currently based at your practice (any GPs not listed will be removed from the STS Address Book) - Save the completed PDF so that it can be edited for future updates
- Please contact Practice Support for assistance with completing the form.
Patient – updates their GP name and practice address when attending hospital.
It is important that patients confirm/update their GP details at every hospital visit including Emergency Department presentations, outpatient appointments and admissions.
Each patient has their GP details entered into the HBCIS database at each individual hospital. Correspondence is addressed to a specific doctor rather than a clinic or practice.
How GP practices can help
Many times, a patient is unable to remember the full name of their GP or their practice name when asked, making it difficult for hospital administration staff to know where to direct any hospital correspondence for the GP. It is helpful to:
- Provide patients with a business card for their GP or ensure their GP details are in their mobile phone
- Remind patients to update their address and contact details with the hospital to ensure all hospital communications are received including appointment notifications sent via mail and SMS.
What happens if the patient doesn’t nominate a GP?
If the patient doesn’t have a current GP in the hospital system, the patient is given a letter or correspondence is sent to their home address.
Queensland GPs can access ED discharge letters, inpatient discharge summaries and some outpatient letters by looking in the Health Provider Portal/The Viewer under the “Encounters” tab for ED or inpatient hospital visits or the “Event Summaries” tab for outpatient correspondence.
What to do if a practice receives correspondence for a patient not known to the practice?
If patient correspondence is received in error, please:
- Inform the relevant medical records department that the patient is not known to your practice and what information you received in error
- Destroy the information confidentially.
The hospital will aim to check patient’s GP at their next hospital presentation.
Contact us
Metro North Clinical Advice Line
Phone: 1800 569 099
Hours: Monday to Friday, 8.30am – 4pm
Rapid Access to Community Care (RACC)
Phone: 1300 220 922