Sending patient notes

You can use our secure document transfer form on HealthLink to securely send patient notes through your practice management system (PMS).

Secure document transfer

Our secure document transfer form is a CareSelect web form you can only access through your PMS. It lets you send patient notes directly to our systems, making sure the information is protected.

To access the form you’ll need to register for HealthLink Messaging Services and have a compatible PMS.

Accessing the form is free but HealthLink charges for their messaging services. We don’t cover this cost.

If you don’t have a PMS

Contact us if you don’t have a PMS, or one that’s compatible. We’ll talk to you about your options.

Contact us

How to send patient notes

Once you have access to our form, you can find it in your HealthLink CareSelect options within your PMS.

You can attach 3.5MB of files with the form. Make sure you include the correct patient name and claim number on the form and in the filename of your attachments. This helps us process your submission faster.

Where to send your patient notes

When we send you a request for medical notes, it should include a Healthlink electronic data interchange (EDI) address for you to send it to.

When you use our form, you'll need to select the recipient that matches the EDI.

EDI on the request for medical notes

Recipient on our form


‘Specialist / GP / Other treatment provider notes’


‘ACC surgery requests and documentation’


‘Discharge and Operation reports’


‘Radiology reports’


‘Prior approval for guided injections’


‘ACC extension of treatment requests’

If you’re unsure where to send your medical notes, get in touch:

Contact us

Getting set up to send patient notes securely

  1. Contact your PMS help desk

    Ask if your PMS is compatible with HealthLink messaging and CareSelect forms.
  2. Register for HealthLink messaging

    To access our form you’ll need to register for HealthLink Messaging Services.

    Call HealthLink to register:

    Phone 0800 288 887

  3. Get your electronic data interchange (EDI) address

    Once you’re registered, HealthLink will give you an EDI address. This is a unique number that’ll help us identify your messages.
  4. Tell us your EDI address

    Contact our eBusiness team and tell them your EDI address. We’ll activate your access to our form within a working day.

Clinical records

Services you provide and invoice us for must be supported by clinical records that meet your professional standards and our recommendations. 

Requesting your clinical records

We're legally entitled to request your clinical records. If we cover a patient’s injury, we'll provide treatment and other support if needed. While primary care consultations receive automatic financial contributions under the Accident Compensation Regulations, we must check that other services such as surgery, pain management, weekly compensation and home help are related to the patient’s injuries. 

What we recommend for clinical records

Your clinical records must:

  • provide client identifiers such as name, date of birth and ethnicity
  • provide your name, a legible signature (if on paper) and the date and time of each consultation/visit
  • be written at the time of the consultation/visit or shortly afterwards and have any later records dated and countersigned
  • be written in English on a permanent electronic record or, if on paper, be legible and in pen, not pencil
  • record any tests or communication that influenced your diagnosis or treatment
  • record any prescribed medications the patient is taking
  • provide clinical reasons to justify any consultation/visit or ongoing treatment
  • provide a provisional diagnosis and supporting rationale if there is a differential diagnosis
  • identify a treatment plan and rehabilitation expectations, as discussed with the patient
  • record any referrals made
  • show consistency between your appointment record and invoice dates
  • be stored securely for a minimum of 10 years after the final consultation/visit
  • be transported (physically or electronically) only when essential, taking all steps necessary to protect that information. 
  • withstand the scrutiny of the treatment provided in the event of peer review, audit (medical or financial) or medico-legal challenge.

Protecting privacy as a supplier or provider

What to avoid in your clinical records

Make sure you don’t:

  • use ambiguous abbreviations
  • make offensive or humorous comments
  • alter notes or disguise additions.

Contact us

Contact our eBusiness team if you have any questions:

Phone 0800 222 994 – Option 1

Last reviewed: 20 November 2017