How to make a referral as a support coordinator
A good referral saves everyone time and gets supports started sooner. What to include, what to check first and how to follow up effectively.
By National Choice Care Team · Published
Support coordinators sit at the centre of most successful service arrangements. A complete, well-timed referral means a provider can respond quickly with a realistic answer, and the participant is not left waiting while details go back and forth. This guide covers what generally makes a referral easy to action.
Before you refer
- Confirm the participant consents to their information being shared
- Check the provider covers the participant's area and the supports needed
- Have current plan dates and relevant funding categories to hand
- Be clear on urgency — is this a future option or an immediate need?
What to include in the referral
- Participant name, contact details and preferred contact method
- A short summary of goals and the supports being requested
- Days, times and locations where support is needed
- Any risks, health considerations or communication preferences workers should know
- Your own contact details and the best times to reach you
What good providers should do next
Expect an acknowledgement quickly and a substantive answer about capacity within a reasonable timeframe. If a provider cannot help, a good one says so early and, where possible, suggests alternatives rather than leaving the referral in limbo.
Following up
Diarise a follow-up date when you send the referral. If you have not heard back by then, a short call is usually more effective than another email. Keep the participant informed at each step, even when the update is simply that you are still waiting.
Consent, privacy and reporting obligations for coordinators are set by government rules that are revised over time, so check the latest government guidance to make sure your referral process stays compliant.