Preparing a Referral Package That Makes Life Easier for Everyone

When you’re referring a client for a psychological or rehabilitation assessment, the way you prepare and present the referral package can make a significant difference — not just for the assessor, but for the client and for the overall efficiency of the process.

After more than 30 years of reviewing referral packages, I’ve seen first-hand how a well-prepared submission can save hours of clarification later on. Here are my top tips for putting together a package that gets things off to the best possible start.

1. Include All Relevant Background Documentation

Think broadly about what might help the assessor understand the client’s history and current situation. This could include:

Previous assessment reports (psychological, medical, vocational, functional capacity, etc.) Medical records and specialist reports Treatment summaries from relevant providers Incident reports, workplace accommodations, or insurance forms

The goal is to paint a clear, concise picture without burying the assessor in irrelevant material.

2. Highlight Key Dates and Events

A simple timeline of major events — such as the date of injury, start and end of treatment phases, and prior assessment dates — can save the assessor from combing through pages of notes to find them.

3. Clarify the Referral Questions

The most helpful referral packages make it clear exactly what questions need to be answered. If there are multiple questions, list them in order of priority. This helps focus the assessment and ensures nothing gets overlooked.

4. Ensure Documents Are Legible and Organized

Scanned documents should be clear, complete, and in a logical order. A poorly scanned or misfiled document can slow down the process or lead to misunderstandings.

5. Respect Confidentiality

Double-check that sensitive information is included only when relevant — and ensure it’s transmitted securely. This is particularly important when sending packages electronically.

6. Provide Contact Information

If the assessor needs clarification, they should be able to reach you quickly. Include a direct phone number and email for the referring professional (or their assistant).

A strong referral package not only makes the assessor’s job easier but also improves the accuracy and efficiency of the assessment — ultimately benefiting the client and the referring organization. In other words, the more prepared you are on the front end, the smoother the entire process will be.