Update General Practitioner (GP) details with Queensland Health facilities
There are multiple 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 (STS) GP 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.
Patient – updates their GP name and practice address when attending hospital.
It is important a patient knows their GP details (name & address) when presenting to hospital via the emergency department, outpatients or for admission.
When attending a hospital or community facility, the patient is asked to confirm their GP and update practice details. These details are entered into the hospital’s HBCIS database (each hospital has their own database). If the GP is new to the area, then the administration staff may enter these new GP details.
If a GP practice has an arrangement that they see the doctor on the day or on duty, it is helpful if the hospital can send correspondence to a named GP. To assist with this, it can be helpful for the patient to have a nominated named GP where possible.
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.
Providing the patient with a business card with their GP name & practice name or asking them to make a note of their GP name in their mobile phone may assist a patient to recall the details of their GP.
It is equally important that patients update the hospital with any change to their personal details including changes to their residential address or best contact number.
This is especially important if patients are awaiting an outpatient appointment. Outpatient appointment notifications are sent via mail and SMS. Updating their contact details ensures communication and correspondence goes to patient’s current address or phone number.
What happens if the patient doesn’t nominate a GP?
If the patient doesn’t have a current GP in the hospital system, a discharge summary or letter is provided to the patient or sent to their home address so that they can take it on to their new GP if follow up is required.
Please check with your patient if they have been seen in hospital.
Queensland GPs can access discharge summaries and some outpatient letters if a patient has been seen in hospital or outpatients by looking in the Health Provider Portal/The Viewer under “Encounters” tab for ED or inpatient hospital visits or “Outpatients” tab for outpatient appointments.
What to do if a practice receives correspondence for a patient not known to the practice?
Please inform the relevant medical records department that the patient is not known to your practice, what information you received in error and that you will 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