Referral Wizard
Answer a few questions to find the right appointment type, MBS item, fee and booking script.
New Patient Intake Checklists
Psychiatry — New Patient Checklist
| Item | Notes |
|---|---|
| Referral to our Psychiatrist | Any GP, specialist, or NP. Signed and dated. Valid 12 months. |
| Medicare card + IRN | IRN = individual digit on the card |
| Current medications list | Name, dose, duration |
| Previous psychiatric/psychological reports | Psychiatrist may request in advance |
| NDIS details (if applicable) | See NDIS page |
| DVA card (if applicable) | Refer to March Ahead |
Booking Script
Your appointment will be [video/in-person] on [date] at [time] for approximately 60 minutes. You'll receive a confirmation email with a new patient intake form — please complete it at least 24 hours before. [For video:] You'll also receive a link to join the video call — find a quiet, private space with good internet. Is there anything else I can help with?
Psychology — New Patient Checklist
| Item | Notes |
|---|---|
| GP Mental Health Treatment Plan (MHTP) | NOT a standard referral letter. Must be from MyMedicare GP or usual GP (from 1 Nov 2025). |
| Sessions used this year | Max 10 Better Access sessions per calendar year across all providers |
| Medicare card + IRN | |
| NDIS details (if applicable) | See NDIS page |
Script — If No MHTP
For the Medicare rebate with psychology, you'll need a Mental Health Treatment Plan from your GP — it's different from a standard referral. Call your GP and ask for a 'Mental Health Treatment Plan appointment' to be referred to a psychologist. Alternatively, I can book you as a private patient while you arrange that — the fee is $250, but there's no rebate without the plan. Which would you prefer?
Neurodevelopmental Assessment — Checklist
| Item | Notes |
|---|---|
| Referral from GP, psychiatrist or paediatrician | Preferred but not mandatory for psychology assessment |
| School reports (primary + secondary) | Critical collateral — even without a person to interview |
| Previous assessments if any | Psychological, psychiatric, educational |
| Contact for childhood collateral | Parent, sibling, childhood friend — if available |
| Laptop/desktop computer confirmed | Required for Session 3 (ADHD computer testing) |
| $1,800 all-in fee confirmed | Full payment at booking — no Medicare rebate |
Scripts — 20 Most Common Triage Questions
1
"How much will it cost?"
For [appointment], you pay $[fee] on the day and Medicare puts $[rebate] back in your bank within 2 days — out-of-pocket is about $[OOP].
| Common Appointments | Fee | Rebate | OOP |
|---|---|---|---|
| Psychiatrist — Initial (60 min) | $530 | $262.10 | ~$268 |
| Psychiatrist — Follow-up (30–45 min) | $355 | $134.00 | ~$221 |
| Psychiatrist — Follow-up (45–75 min) | $475–$535 | $179.85 | ~$295 |
| Psychology — Better Access (50 min) | $250 | $145.25 | ~$105 |
| Neuro Assessment (4 sessions) | $1,800 | Nil | $1,800 |
2
"Do you bulk bill?"
Most of our services are privately billed — you pay the full fee on the day and Medicare deposits the rebate directly to you.
However, our Psychiatric Registrar bulk bills, meaning there's no out-of-pocket cost to you at all. The registrar works 2 days a week and appointments are via video telehealth. Would you like to hear more about that option?
3
"Do I need a referral?"
For psychiatry: Yes — you need a GP referral to see our psychiatrist. Any GP, specialist, or nurse practitioner can write one. The referral is valid for 12 months and is required for Medicare to pay a rebate on your appointment.
For psychology: A GP referral isn't required, but if you want a Medicare rebate under Better Access, your GP (ideally your MyMedicare GP) will need to prepare a Mental Health Treatment Plan (MHTP) first. Without a MHTP you can still attend as a private patient — $250 per session, no rebate.
4
"My referral is 8 months old — is it still valid?"
Referrals are valid for 12 months. If signed within the last 12 months, you're fine.
5
"What's a Mental Health Treatment Plan?"
It's a specific form your GP prepares in a dedicated appointment — different from a standard referral. It's what lets you access the Medicare rebate for psychology.
6
"How does the video call work?"
You get a link by email — click it at appointment time, no download needed. Quiet private space, good internet.
7
"Will my GP find out what I said?"
Our Psychiatrist will send your GP a clinical letter — standard practice to coordinate care.
8
"Can I get a script renewal without an appointment?"
For controlled medications like ADHD stimulants, an appointment is required.
9
"How many psychology sessions am I entitled to?"
Up to 10 per calendar year with the rebate — across all providers. Resets January 1st.
10
"I've used 10 sessions — can I still see the Psychologist?"
Yes — as a private patient. Same $250 fee, just no Medicare rebate.
11
"I have NDIS — does that cover this?"
Depends on plan type. Plan-managed or self-managed — yes. Agency-managed — we'd need to see you privately. Which type are you?
12
"I have a DVA card"
We don't see DVA patients here — we'd refer you to March Ahead (marchahead.com.au) which is set up exclusively for DVA patients.
13
"I'm feeling really unsafe right now"
Use crisis protocol — see Crisis Protocol below.
14
"What if I need to cancel?"
More than 2 business days notice — no charge. Less than 2 days — 50% of the session fee. No-show — full fee.
15
"Is everything confidential?"
Yes — with three exceptions: risk of serious harm, mandatory child abuse reporting, court order.
16
"How long is the first appointment?"
About 60 minutes for the Psychiatrist, 50–60 minutes for the Psychologist.
17
"I need an interpreter"
TIS National — 131 450, free with a Medicare card. They can connect into the video session.
18
"What happens after the appointment?"
Our Psychiatrist sends your GP a clinical letter. If medication is prescribed, you get an electronic prescription by SMS or email.
19
"What's the Medicare Safety Net?"
Once your out-of-pocket healthcare costs reach about $596 in a year, Medicare covers more costs automatically. Register through MyGov or call 132 011.
20
"Can I bring a support person?"
Absolutely — just let us know when booking. Separate carer/family appointments can also be arranged.
Services We Offer
Service delivery: 100% telehealth via Halaxy platform. Queensland-based, serving all of Australia.
Phone: 07 2112 4223 | Email: info@halcyonhealth.com.au | Referrals: referrals@halcyonhealth.com.au | Fax: +61 7 3521 5936
Clinical Team
- A/Prof Charana Perera — Consultant Psychiatrist, Clinical Director & Founder (MBBS, FRANZCP)
- Billie LaRosa — Clinical Psychologist (BPsychSci(Hons), MPsych(Clin)) — CBT, ACT, EMDR, DBT, Schema Therapy
- Mental Health Nurse Practitioner — position pending appointment
- Psychiatric Registrar — position pending appointment (2 days/week, bulk billing only)
Core Services
- General adult psychiatry (initial assessments, follow-ups, medication management)
- Clinical psychology (Better Access, private, NDIS)
- ADHD & ASD neurodevelopmental assessments
Specialised Programs
- HPPD Program (Hallucinogen Persisting Perception Disorder) — comprehensive assessment, medication management (lamotrigine, clonazepam), psychological strategies
- Neurostimulation Therapies — TMS, tDCS, Esketamine, Ketamine-assisted psychotherapy (delivered at accredited partner clinics with psychiatric oversight via telehealth)
- Chronic Pain & Psychiatry — SNRIs, anticonvulsants, low-dose antipsychotics, low-dose ketamine, ACT psychology adapted for chronic pain
- DBT Skills Group — telehealth, 6–9 participants — mindfulness, distress tolerance, emotional regulation, interpersonal effectiveness
Assessments & Reports
- WorkCover reports
- CTP / motor accident injury reports
- Independent medical examinations (IME)
- NDIS psychosocial functional assessments
- Family / carer consultation sessions
GP Referral Method
Preferred: Medical Objects secure messaging. Also accepted: email to referrals@halcyonhealth.com.au or fax to +61 7 3521 5936.
I Don't Have a Referral
Psychiatry — Referral Required
To see our Psychiatrist, you do need a referral — any GP, specialist, or nurse practitioner can write one. Your regular GP can usually arrange it quickly, sometimes even on the phone. Would you like to book once you have it?
No Referral — Willing to Pay Privately
Without a referral, there's no Medicare rebate, so the full fee applies. For a new psychiatric consultation that's $450. If you'd like to get a referral first, you'll pay $450 but receive approximately $301 back from Medicare. Most patients prefer to get the referral — it usually only takes a quick call to your GP.
Mental Health Treatment Plan — How to Explain It
| Rule | Detail |
|---|---|
| Who can issue | GP only (not a specialist or NP) |
| GP requirement (from 1 Nov 2025) | Must be patient's MyMedicare GP or usual GP |
| Exemption | Patients in crisis, remote areas, or experiencing family violence are exempt from the usual-GP requirement |
| Old MHTPs | Valid until sessions expire or a new plan is created |
| Sessions per year | Up to 10 Better Access sessions per calendar year (across all providers) |
| Expiry | Resets every calendar year (1 January) |
Script
A Mental Health Treatment Plan is a specific form your GP prepares — it's different from a standard referral letter. You'll need a dedicated appointment with your GP to have it done. Once you have it, you're eligible for up to 10 Medicare-rebated psychology sessions per calendar year.
MyMedicare Telehealth Eligibility Check
From 1 Nov 2025: If MyMedicare = NO and no face-to-face visit in 12 months, telehealth is ineligible.
Telehealth Setup
Platform: Halaxy built-in video — no download required for patients.
Patient Readiness Checklist
- Quiet, private space
- Stable internet connection
- Device with camera and microphone (laptop, tablet, or phone)
- Link received via email — click at appointment time
- Test link beforehand if possible
Session 3 — Special Requirement
For neurodevelopmental assessments, Session 3 requires a laptop or desktop computer (not a phone or tablet) for ADHD computer-based testing.
Fees — Explaining to Patients
Standard Script
You pay the full fee on the day, and we process your Medicare claim automatically. Medicare deposits the rebate directly to the patient — no bank details required from the patient.
Quick Fee Reference
| Appointment | Fee | Rebate | Out-of-Pocket |
|---|---|---|---|
| Psychiatrist — Initial (60 min) | $530 | $262.10 | ~$268 |
| Psychiatrist — Follow-up (30–45 min) | $355 | $134.00 | ~$221 |
| Psychiatrist — Follow-up (45–75 min) | $475–$535 | $179.85 | ~$295 |
| Psychologist — Better Access (50 min) | $250 | $145.25 | ~$105 |
| Neuro Assessment (4 sessions) | $1,800 | Nil | $1,800 |
Rebate amounts are approximate and subject to MBS schedule updates.
Exception: Psychiatric Registrar appointments are bulk billed — patient pays $0. See Registrar page.
No bulk billing. We are a private practice. We do not bulk bill any appointments.
Cancellation Policy
Script
If you need to cancel or reschedule, please give us at least 2 business days' notice. Late cancellations attract a 50% fee, and missed appointments are charged at the full session rate.
Internal Policy
| Notice Given | Charge |
|---|---|
| More than 2 business days | No charge |
| Less than 2 business days | 50% of session fee |
| No-show | Full session fee |
Medicare Safety Net
| Threshold | Amount (approx.) | Effect |
|---|---|---|
| Original Medicare Safety Net | ~$596 OOP per year | Medicare covers a higher percentage of out-of-pocket costs once reached |
| Extended Medicare Safety Net | ~$770 (concession) / ~$2,544 (general) | Additional rebate on top of standard rebate for out-of-hospital services |
Script
Once your out-of-pocket healthcare costs reach about $596 in a year, Medicare automatically covers more of your costs. You can register through MyGov or call Medicare on 132 011 — it's free and it means you'll get a bigger rebate once you hit the threshold.
Confidentiality — How to Explain It
Script
Everything you discuss with your clinician is confidential. There are only three exceptions where we're legally required to act: if there's a serious risk of harm to you or someone else, if there's a mandatory child abuse report, or if a court orders disclosure. Outside of those situations, nothing leaves the room without your consent.
DVA Patients
Script
We don't currently see DVA patients at Halcyon Health. We'd refer you to March Ahead at marchahead.com.au — they're set up exclusively for DVA patients and can look after you there.
DVA Card Types — One-Liners
- Gold Card: Covers all clinically necessary health care
- White Card: Covers treatment for accepted service-related conditions only
- Orange Card: Pharmaceutical benefits only
Exception
If a DVA patient specifically requests a private appointment (no DVA billing), they can be seen as a standard private patient with no Medicare rebate. This is rare — always offer the March Ahead referral first.
Crisis Protocol
DO NOT:
- Ask detailed questions about method or plan
- Put the caller on hold
- Promise confidentiality
DO:
- Stay calm and listen
- Acknowledge what they're feeling
- Provide crisis resources:
| Service | Number | Availability |
|---|---|---|
| Emergency | 000 | 24/7 |
| Lifeline | 13 11 14 | 24/7 |
| Beyond Blue | 1300 22 4636 | 24/7 |
| Suicide Call Back | 1300 659 467 | 24/7 |
| 13YARN (Aboriginal & Torres Strait Islander) | 13 92 76 | 24/7 |
After the Call:
- Ask if they would like a clinician to call them back
- Document the call immediately
- Notify the treating clinician (or duty clinician if unavailable)