How to Read Your Imaging Referral: A Section-by-Section Guide

Your imaging referral contains important information about your healthcare - and understanding it puts you in control. When you know what's on your referral, you can:

• Verify the correct scan and body part have been requested (mistakes happen) • Understand why your doctor ordered the scan and what they're looking for • Confirm your referral is complete before arriving at the clinic (avoiding delays) • Make informed decisions about where to book - different clinics offer different pricing and bulk-billing options • Communicate effectively with the imaging clinic when booking

Many patients receive a referral and have no idea what half of it means. This guide breaks down every section so you can read your referral with confidence.

The top of your referral will include your personal information:

• Full name - Check this matches your Medicare card exactly. Mismatches can cause problems with Medicare claiming. • Date of birth - Used to confirm your identity at the imaging clinic • Address - Your current residential address • Medicare number and reference number - Needed for the clinic to process your Medicare rebate • Contact phone number - The clinic may call you about preparation instructions or appointment changes

What to check: Make sure your name is spelled correctly and your Medicare number is accurate. If anything is wrong, ask your doctor to correct it before you book - incorrect details can delay your Medicare rebate or prevent the clinic from processing your claim.

Your referral will identify who ordered the scan:

• Doctor's full name and qualifications • Practice name and address • Phone and fax number - the imaging clinic sends results here • Medicare provider number - a unique identifier that allows the clinic to process your referral through Medicare. Without this, your referral may not be valid for a rebate. • Signature - required for the referral to be valid. Electronic signatures are accepted.

The provider number is particularly important. It tells Medicare which doctor ordered the scan, ensures results are sent to the right person, and validates the referral for rebate purposes. If this is missing, the imaging clinic cannot process your Medicare claim.

What to check: Ensure the doctor has signed the referral and that a provider number is visible. If you received your referral electronically, confirm it includes a digital signature or the doctor's stamp.

The core of your referral is what scan has been requested. This section typically includes:

• The imaging modality - the type of scan (X-ray, ultrasound, CT, MRI, etc.) • The body part or region - specifically what area of your body to image (e.g., "left knee," "lumbar spine," "abdomen and pelvis") • Whether contrast is required - "with contrast," "without contrast," or "with and without." Contrast is a special dye that makes certain structures more visible. • Any specific protocol - some referrals specify particular imaging sequences or techniques

Examples of scan requests: • "MRI left knee without contrast" • "CT chest, abdomen and pelvis with IV contrast" • "Ultrasound abdomen - liver, gallbladder, kidneys, pancreas, spleen" • "X-ray right hand AP and oblique views"

What to check: Confirm the correct body part and side (left vs right) is specified. If your doctor mentioned scanning your right shoulder but the referral says left, get it corrected before booking.

The clinical indication (sometimes called "clinical details" or "reason for request") explains why the scan has been ordered. This is one of the most important parts of the referral because it guides how the radiologist interprets your images.

Examples of clinical indications: • "Acute right knee pain following twisting injury during soccer. ?ACL tear" • "Persistent headaches for 3 months, worsening. No neurological signs. ?structural cause" • "Staging CT - newly diagnosed lung cancer, pre-treatment assessment" • "Follow-up: 6-month post-treatment surveillance, previous colon cancer"

The question mark (?) before a diagnosis means the doctor suspects this condition and wants the scan to confirm or rule it out. For a deeper explanation of clinical indications and what common terms mean, see our dedicated guide: What does clinical indication mean?

What to check: Read the clinical indication to understand what your doctor is looking for. If it doesn't match your understanding of why you're having the scan, discuss it with your doctor before booking.

Many referrals include additional clinical context beyond the primary indication:

• Previous imaging - "Previous CT in March showed 8mm lung nodule - follow-up requested" • Surgical history - "Post right knee arthroscopy 2024" • Medications - particularly relevant if contrast is being used (e.g., metformin, blood thinners) • Allergies - especially contrast allergy or iodine sensitivity • Relevant conditions - diabetes, kidney disease, pregnancy status • Current symptoms - duration, severity, aggravating factors

This information helps the radiologist and imaging clinic in several ways: the radiologist can compare new images against previous findings, the clinic can plan for special protocols (e.g., pre-medication for contrast allergy), and the report can address specific clinical questions.

What to check: If you have relevant allergies (especially to contrast media) that aren't mentioned on the referral, tell the imaging clinic when you book. This is important for your safety.

Every referral has a date - the day it was written. This is important because referrals expire:

• GP referrals expire 12 months from the date written • Specialist referrals expire 3 months from the date (unless a longer period is specified)

Your appointment must fall within the validity period. If you've been sitting on a referral and it's approaching expiry, book promptly or get a fresh one from your doctor.

What to check: Note the date on your referral and count forward 12 months (for GP referrals) or 3 months (for specialist referrals). If you're close to the deadline, book your appointment now to avoid needing a new referral.

Also check: some referrals specify "urgent" or include a timeframe like "within 2 weeks." If yours says this, prioritise booking quickly even though the referral technically remains valid for longer.

If your referral is missing information (no signature, no provider number, unclear body part, or missing clinical indication), here's what to do:

• Before booking: Contact your GP's office and ask them to reissue a complete referral. Most clinics can do this same-day. • After booking: If the imaging clinic identifies an issue, they'll typically contact your doctor directly to clarify. This might delay your appointment. • At the clinic: If you arrive and the referral has a problem, the clinic may still be able to proceed - they'll call your doctor for verbal confirmation and request a corrected written referral.

Common issues that delay appointments: • Wrong body side (left instead of right) • Missing Medicare provider number • No signature • Expired referral • Clinical indication too vague ("pain" without specifying where or what's being investigated)

To avoid delays, review your referral before booking using this guide. If something looks wrong, it's much easier to fix before your appointment than on the day.