Sending Us a Referral
Thank you for thinking of us. This page shows how to refer a client to Invictus Health and send us their documents securely. We'll work with you and your client every step of the way.
Three ways to refer a client
Online referral form
Secure. Your referral goes directly into our practice management system, Halaxy. Email your documents to us after you submit the form.
Email documents
Email the referral letter and documents to info@invictushealth.com.au. Put the client's initials and date of birth in the subject line. Put the client's full name in the email body.
Phone us
Call 03 9478 1810, Monday to Friday, 9am to 5pm. We're happy to take the details by phone and work through the referral with you.
What happens after you refer a client
Every referral follows these stages. We also email you when your client is booked and when the report is ready.
Scroll sideways to see every stage.
Before you refer a client
File names
Name each file: Surname First name - Document type - YYYY-MM-DD. Example:
Smith Jane - Referral letter - 2026-10-16.pdf
Save a multi-page scan as one PDF.
Using the online referral form
The form works on a computer, tablet or phone. You do not need a log-in. Only the pages marked with a star are required. All other questions are optional. Answer as many as you can.
Open the form
Click the referral form link.
Your Details (required)
Enter your first name, surname, email, phone and profession. Solicitors, insurers and agency staff: select Other as the profession. Click Save and continue.
Client Details (required)
Enter your client's name and date of birth (both required), and their email and phone. Click Save and continue.
More Information (optional)
Eight short sections: About you and this referral; About the client (including interpreter needs); NDIS and support worker; The assessment (purpose and number of sessions); Medical history; Children involved; Assessment location; Report and background (the questions you want answered). Click Save and continue after each section.
Mark Completed (required)
Tick the confirmation. Click Submit. The page shows Form submitted. Our admin team contacts you within 2 business days.
Email your documents
Email the referral letter and background documents to info@invictushealth.com.au. See Sending documents by email.
Include these details in your referral letter
The form does not ask who will pay. Include these in your referral letter:
- Who will pay (for example NDIS, TAC, WorkSafe, an insurer, a law firm or the client)
- Any claim or purchase order numbers
- For a client under 18: the parent or guardian's details
What to send
Send only documents that relate to the referral question. A short, relevant set of documents is more useful to the clinician than a large set.
GP or medical specialist
- Referral letter with the reason for referral
- Relevant medical history and current medicines
- Recent specialist letters, scans or hospital discharge summaries
- Any previous psychological or cognitive assessments
Solicitor or insurer
- Letter of instruction, including the questions to be answered
- Any due date for the report
- Relevant medical records and previous reports
- Claim number, purchase order or billing details
NDIS support coordinator or plan manager
- The reason for referral and the goals it relates to
- NDIS plan details relevant to the request
- Plan manager name and email for invoices
- Previous functional or cognitive assessments
School or education service
- The reason for referral and what you have noticed
- School reports and learning support plans
- Previous assessments (for example speech, OT, psychology)
- Parent or guardian contact details
Agency or community service
- Referral letter and reason for referral
- Consent from the client (or guardian) to share information
- Any relevant case notes or previous reports
- Who will pay, and any billing details
Sending documents by email
Email us
Send to info@invictushealth.com.au.
Write the subject line
Enter the client's initials and date of birth, for example Records for J.S., DOB 01/02/1980. Put the client's full name in the email body.
Attach the files
Use PDF where possible. If your organisation has secure or encrypted email, use it.
We save the files
Our team saves the files to the client's record in Halaxy and tells the clinician.
Large files or highly sensitive records
Call us on 03 9478 1810. We will arrange a secure way to send them.
Getting the report
We send the report to the referrer named on the referral. Another person or organisation, such as a school, receives a copy only with the client's written consent (or a parent or guardian's consent for a child).
You receive an email
From Invictus Health, with a cover letter and a secure link.
You receive a code
When you click the link, Halaxy emails you a verification code.
You download the report
Enter the code. Download the report as a PDF.
Medico-legal reports
We send medico-legal reports only to the solicitor, insurer or agency that instructed us.
Questions
How do I know you received my referral?
The form shows Form submitted when it is sent. Our admin team will be in touch within 2 business days to thank you and talk through the next steps. If you have not heard from us by then, please call 03 9478 1810 and we'll follow it up straight away.
Can the client refer themselves?
Yes. The client is welcome to call us on 03 9478 1810. Some funders need a referral from a professional. If so, we'll explain this to the client and help them work out the next step.
Is there a file size limit?
Your email system sets the limit. If an email with attachments fails, send the files in several emails, or call us on 03 9478 1810.
What if my client needs an interpreter?
Answer the interpreter question in the About the client section of the form, including the language. We book a professional interpreter for appointments.
Who do I call to talk about a report?
Please call us on 03 9478 1810. We'll pass your message to the clinician and arrange a time to talk it through with you.
Thank you for trusting us with your clients. We look forward to working with you.
Fees are on our fees and rebates page. For step-by-step guides to common referral questions, see our assessment pathways.