The aim of this online training is for the learner to be able to complete referrals as requested by the clinicians. You will learn to understand the screens that are involved with the process whilst adhering to your work place protocols, and gain an understanding of what to do with any concerns or queries as well as maintaining confidentiality throughout.
Referrals Basic Training for Beginners for SystmOne
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- Average time to complete: 2 hours
- 100% online
- Screenshot-based SystmOne guidance
- Downloadable resources included
- Free CPD-accredited certificate to evidence professional development
Processing referrals is an important part of general practice administration. Getting the right information, documentation and referral pathway in place can help avoid unnecessary delays and ensure patients are directed to the appropriate service.
This CPD-accredited SystmOne referrals training course gives beginners a practical introduction to processing referrals in general practice. Screenshot-based guidance covers referral forms and pathways, funding requests, electronic referrals through the NHS e-Referral Service, appointment booking, urgent suspected cancer referrals and responding to common patient queries.
Why this course matters
- Incomplete or incorrectly processed referrals can lead to rejection, duplication and delays for patients
- Different services may require specific referral forms, supporting information or prior funding approval
- Understanding SystmOne referral pathways makes it easier to locate and complete the correct documentation
- The NHS e-Referral Service plays a central role in connecting general practice with hospital and community services
- Urgent suspected cancer referrals require particular care when completing and processing documentation
- A clear understanding of the referral process can give new administrative staff greater confidence in handling patient enquiries
What you will learn
- How referral forms, pathways and supporting documents may be accessed and managed within SystmOne
- What to consider when a referral requires prior funding approval
- How electronic referrals are created and processed using SystmOne and the NHS e-Referral Service
- How to search for appropriate services, attach documentation and support appointment booking
- The process involved in urgent suspected cancer referrals, previously known as two-week wait (2WW) referrals
- How to find referral information, respond to common patient queries and deal appropriately with rejected referrals
Who this course is for
This beginner SystmOne referral training course is primarily designed for non-clinical and administrative staff who process referrals on behalf of clinicians in general practice. It is particularly relevant to:
- Referral administrators and referral clerks
- Medical secretaries
- GP receptionists and administrative assistants whose role includes referral processing
- GP assistants supporting clinicians with administrative referral tasks
- Care navigators who process or provide information about referrals
- New or returning general practice staff who need an introduction to SystmOne referral processes
No previous experience of processing referrals is required, although learners should have appropriate workplace access to SystmOne where they intend to apply the training.
Learning outcomes
By the end of this course, you will be able to:
- Explain the basic referral process within general practice
- Locate and complete referral forms and pathways within SystmOne
- Recognise when additional documentation or prior funding approval may be required
- Describe how to create and process referrals through the NHS e-Referral Service
- Recognise the additional considerations involved in urgent suspected cancer referrals
- Find relevant referral information and respond appropriately to common queries, rejections and follow-up actions
Full course description
Preparing and creating referrals
Some referrals require more preparation than others. The course looks at funding forms, supporting information and documentation that may need to be completed before a referral can progress, while recognising that requirements vary between local areas and services.
Learners are also shown how referral documentation can be saved to the patient record ready to accompany the referral.
Referral forms and pathways in SystmOne
Screenshot-based examples introduce the referral areas within the SystmOne clinical tree and show how local referral pathways and forms may be organised. Because practices configure SystmOne differently, the emphasis is on becoming familiar with the structure used within your own organisation.
The course also considers the information needed when completing referral forms and the importance of checking that required fields and supporting clinical information have been included before submission.
Electronic referrals and appointment booking
Learners are introduced to creating electronic referrals and navigating the NHS e-Referral Service, including searching for services, selecting appropriate options and attaching relevant referral information.
Patient choice and appointment booking are also covered, including how available hospitals and services can be explored before referral options are presented to the patient.
Urgent suspected cancer referrals
The course explains the additional process involved when handling an urgent suspected cancer referral, previously referred to as a two-week wait or 2WW referral. This includes working with clinician-completed referral documentation and selecting the appropriate referral pathway within the system.
Managing referrals and patient queries
Referral administration continues after a referral has been sent. Learners are introduced to some of the information available within e-RS, including booking details and Unique Booking Reference Numbers, as well as common queries patients may raise about their referral.
The course also considers accepted and rejected referrals and the importance of ensuring that outstanding actions are followed up appropriately.
Assessment and certification
At the end of the course, you will complete an assessment to demonstrate your understanding of the topics covered. You will need to achieve a result of 80% or higher to pass.
On successful completion, you will receive a free CPD-accredited certificate, which can be downloaded or printed as evidence of your professional development.
Professional responsibility and scope
Referral processes, local pathways and SystmOne configurations can vary between organisations. This course provides introductory guidance and should be used alongside the procedures in place within your own practice.
- Competency should be assessed within your workplace
- Practice should align with local protocols, current guidance, and professional standards
- You are responsible for applying learning appropriately within your role
- Clinical decisions and referral requests remain the responsibility of appropriately qualified professionals
- Seek advice where information is missing or a referral falls outside your role or authority
- Screens and system functionality may change as SystmOne and NHS e-RS are updated
Average time to complete
Approximately 2 hours, depending on your prior knowledge and experience. The course is fully self-paced, allowing you to complete it in stages. You can revisit any sections that you’re unsure of.
Course Content
Frequently asked questions (FAQs)
Can I buy this course for someone else?
Yes. To do this, register using their email address and the name they would like to appear on their certificate.
For example, you might know them as Kate, but they may need their certificate issued in their full birth name, Katherine. It’s best to check these details with them first.
Once the purchase is complete, they will receive the automatic course link by email.
Can I complete the course in my own time, and how long do I have to access it?
All of our online courses are self-paced, so you can complete them at a time that suits you. Your progress is saved at the end of each lesson, allowing you to return and continue later.
You will have six months from the date of enrolment to complete the course. After six months, the course will no longer be available.
Some courses, such as Basic Life Support, must be completed annually by clinical staff. A new course will therefore need to be purchased each year to ensure the training reflects the most up-to-date guidance.
Can I access the training material after completing the course?
Yes. The course materials are available to download during your access period, so you can keep a copy for future reference. Your course access will remain active for six months from the date of enrolment, after which the course will no longer be available.
Which payment methods do you accept?
We accept card payments via Stripe. You can pay using a debit or credit card (such as Visa or Mastercard).
When will I get my certificate?
As soon as you have passed the end-of-course assessment and achieved the required pass rate of 80% or more, your certificate will be available to download from the top of the course page.
Do you offer refunds if I no longer need the course?
Refunds may be available if you have not logged into your account.
Once you have logged in, you will have access to the course materials and downloadable content, and a refund will no longer be possible.
What should I do if I can't log into my account?
When registering, please make sure you enter the correct email address, as login issues are often caused by an incorrect email being used. It can help to copy and paste your email address to avoid mistakes.
If you are unable to log in, click ‘Forgotten password’ and follow the instructions to reset your password via the email link sent to you.
If you continue to experience issues, please contact GPHA-training@gphealthcarealliance.co.uk and we will endeavour to respond within two working weeks.
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- 5 or more learners, receive 10% off
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To receive a discount code or discuss offers, email gpha-training@gphealthcarealliance.co.uk
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