A strong referral is one of the biggest time-savers in community OT. When OTs receive clear and complete information, they can book the right appointment, prepare properly and move straight into meaningful work. When referrals are vague or missing details, everything slows down.
This guide explains exactly what Support Coordinators can include to help OTs start faster and deliver the right outcomes with less back-and-forth.
Why the Quality of a Referral Matters
A good referral helps OTs:
- Understand the real reason for the request
- Triage risks and prioritise safety
- Match the right OT to the job
- Prepare equipment or documents before arriving
- Schedule the correct appointment type (FCA, AT, home mods, capacity building)
Poor or incomplete referrals often lead to:
- Delays in scheduling
- Repeat phone calls for clarification
- Incorrect appointment types
- Slower report timeframes
- Frustration for clients and families
The difference between a fast outcome and a slow one often starts with the referral.
For referral clarity, see Red Flags in Adult Referrals: When an OT Should Be Your First Call.
What Information Helps OTs Start Quickly
The main reason for referral
This is the most important question and often the least clear.
Helpful descriptions include:
- “Falls in the bathroom”
- “Needs an FCA for plan review in July”
- “Difficulty getting off the couch and bed”
- “AT request for shower chair; recent near misses”
- “Possible Home Mods for front steps”
A single clear sentence sets the direction for the whole process.
Recent changes or risks
Tell the OT what has changed and what is worrying the team.
Examples:
- New falls or near misses
- Reduced mobility
- Avoidance of showering
- Increased carer strain
- Unsafe routines
- Confusion or difficulty managing tasks
This helps the OT assess urgency.
Relevant medical history or documents
Notes that support the referral may include:
- Hospital discharge summaries
- GP letters
- Information about diagnoses
- Other therapy reports
OTs don’t need every detail, but the right context prevents unnecessary delays.
Plan dates and expected timeframes
Plan end dates and report deadlines help the OT schedule appropriately. Sharing these early supports better planning and avoids last-minute urgent requests.
Clear contact details
One of the biggest delays happens when the OT can’t reach the client.
Helpful details include:
- Best contact person
- Best days/times to call
- Whether the client knows the OT will be in touch
- Any preferred communication method
This saves weeks of phone tag.
Support network information
Let the OT know who else is involved:
- Family members
- Support workers
- Carers
- Other allied health providers
This helps coordinate appointments and recommendations.
Access considerations for the home visit
Provide any practical details that help the OT plan:
- Gate or door codes
- Parking notes
- Pets
- Stairs or steep paths
- What the OT should bring or expect
This allows the OT to arrive prepared.
A well-written referral helps OTs plan ahead, and our article on Travel Time, Scheduling and Waitlists explains why timelines matter.
What to Avoid in Referrals
Vague instructions
“OT needed”, “capacity building” or “needs support” aren’t enough.
These can lead to the wrong assessment type or missed priorities.
Missing timeframes
Without knowing plan review dates or expected deadlines, OTs can’t plan their calendar effectively.
No context or background
OTs need at least a short snapshot of what is happening. Even two or three sentences help significantly.
Conflicting goals mid-process
A sudden shift in goals (for example, from AT to complex home modifications) may require starting parts of the assessment again.
Clear direction upfront avoids this.
A Simple Referral Template for SCs
Below is a structure that gives OTs everything they need to start fast:
1. Reason for referral:
(Example: “Three recent bathroom falls; FCA needed before June plan review.”)
2. Current risks or changes:
(Example: “Difficulty standing from toilet; reduced mobility after hospital stay.”)
3. Plan dates:
(Example: “Plan ends 14 July; report ideally submitted by 21 June.”)
4. Medical notes (optional):
(Example: “Discharge notes from hospital attached.” “NDIS plan goals attached.”)
5. Contact details:
(Example: “Client prefers 10am–2pm calls; sister is main contact.”)
6. Support network:
(Example: “Carer attends Mondays and Thursdays; support worker can attend initial visit.”)
7. Access information:
(Example: “Gate access around left side; steep driveway; dog will be contained.”)
This template ensures a smooth start and reduces delays from missing information.
When OT reports must be delivered quickly, our article What Makes an FCA High-Quality? helps clarify the level of detail required.
How Good Referrals Help OTs Support You in Return
When referrals arrive clear and complete, OTs can:
- Assess urgency accurately
- Book clients in sooner
- Send accurate timeframes
- Complete reports more efficiently
- Plan the right next steps
Everyone benefits, the client, the Support Coordinator and the OT.
A Collaborative Next Step
A well-written referral sets the tone for the entire process. Clear communication and early information help OTs deliver safer, faster and more effective outcomes.
If you’d like support writing referrals or want a copy of our referral template, check out on our Refer To Us page for more. For more insights like this, check out our Articles & Resources page.
