Frequently Asked Questions

Your GP or healthcare provider needs to send a written referral to Grampians Health Specialist outpatient clinics. Referrals are for patients needing specialist consultation for elective and non-emergency treatment. Once we get your referral, a Specialist will review it, and our team will contact you. 

Referrals can be for 3 months, 12 months, or indefinite. If your referral expires, the clinic staff will ask you to get it renewed by your GP or referring specialist. 

All patients are encouraged to have a GP. Specialists focus on specific health issues for a limited time, but a GP knows all your health needs. Your GP is the first person to see for health advice, and helps manage your health outside of specialist care. This helps you stay well and ensures any new health issues are acted on early.  

We recommend registering for My Health Record. This contains a summary of your health information. My Health Record keeps your medical information together for non-regular GPs. Other healthcare providers can view this information when they treat you. 

There is a waiting list for our Ballarat Specialist Outpatient Clinics. Appointments are booked by priority of care required. Once an appointment is set, you'll be notified by SMS, letter, or phone. You may also receive letters about tests needed, like X-rays or blood tests before your appointment.  

Referrals are declined if patient data and medical information is incorrect, mismatched, or inadequate. We will contact your GP or you, using the details we have on file. 

Please contact us as soon as possible if you get correspondence needing more information, or contact your GP to forward the details to us.  

Demand for public hospital outpatient services is growing, and waiting lists can be long. We prioritise urgent patients and aim to see routine cases quickly. Discuss waiting times and alternative options with your GP. If your condition worsens while on the waiting list, contact your GP or go to emergency. 

Before your appointment, please: 

• get any test results needed 
• list any medications or supplements you take 
• write down your questions for the doctor 

Please let us know if you need an interpreter before your appointment.  

On the day, please bring: 

• the appointment letter 
• any relevant X-rays, scans, blood tests, or other results 
• a list of current medications 
• your Medicare card, DVA card, pension card, or other concession cards 
• TAC or Work Cover claim number and case manager details, if applicable 
• your GP's address and phone number 
• any medication or supplements you need during your visit 
• toys or books for children attending with you 

• You are welcome to bring a friend, relative, or carer to your specialist appointment.  
• If you have home care, it is important that your carer comes with you.  
• If you’re an aged care community resident, we prefer that a member of the nursing staff attend with you. 

We recommend you allow up to two hours for your appointment. There may be more than one patient per appointment time as multiple staff work in the clinic. Delays can happen if staff need to discuss complicated treatments or are urgently needed elsewhere at the hospital. You will be informed of any delays, and another appointment can be arranged if you can't wait. 

Please arrive ten minutes before your appointment to complete any paperwork, especially on your first visit. 

The number of appointments you need depends on your reason for referral. You may need additional tests or procedures as an outpatient or inpatient. Specialist outpatient clinics are for the time you need specialised care. The doctor will discuss with you how many visits you will need.  

You may be discharged back to your GP or another service when you no longer need specialist care. 

Grampians Health has a "non-attendance" policy. If you miss two consecutive appointments without notice, your referral will be closed. A new referral from your GP will be required to organise another appointment.  

We will exercise discretion to avoid disadvantaging patients in genuine hardship or unavoidable circumstances. 

You can cancel or change your appointment by filling in this online form  or phoning us on 03 5320 4221. 

You can update your details by  filling in this online form or phoning us on 03 5320 4221. 

You can cancel your referral by filling in this online form or phoning us on 03 5320 4221.  

GPs can close a patient's referral by  filling in this online form or phoning us on 03 5320 4221.