Booking decision tree

A mental flow to run when someone calls wanting a scan. Work through it top to bottom — each step either clears the patient to the next, or pulls them out of the booking queue until something is resolved.

1. Who referred them?

• GP — default case, proceed
• Specialist — proceed; note some MRI items require fully licensed scanners (see MRI)
• Allied health (podiatrist, chiropractor, physio, midwife) — eligibility is restricted by region and modality. Confirm before booking:
  • Podiatrists: foot/ankle US only
  • Midwives (with provider no.): obstetric US items only
  • Chiropractors/osteopaths: limited XR items, no rebate on many
  • If in doubt, check the modality page or ask the supervisor

2. What modality, and what's the booking path?

• X-ray — walk-in at most sites, no appointment needed (confirm the site accepts walk-ins)
• CT, MRI, US, DEXA, Breast, Dental — pre-booked appointment
• Urgent CT or US — same-day book if clinical indication warrants it. See same-day and urgent

3. Any safety triggers?

Ask before you offer a time:

• MRI — implants, pacemaker, aneurysm clips, metal in eye, pregnancy, claustrophobia
• CT with contrast — prior contrast reaction, renal impairment, diabetes + age, pregnancy
• Any scan — pregnancy or possible pregnancy (for ionising modalities)

If any answer is yes, or the patient is unsure:

1. Do not confirm the appointment.
2. Take full details + the flagged item.
3. Email or message the radiologist with the info.
4. Tell the patient you'll call back within 1 business day.

Full screening questions live on safety screening.

4. Prep check

Tell the patient what they need to do beforehand — fasting, bladder filling, no deodorant for breast imaging, etc. Use prep rules by modality as the fast lookup.

5. Patient ID, referral validity, Medicare

Before you finalise:

• Confirm full name, DOB, contact number
• Referral must be valid (GP: 12 months from date of issue; specialist: 3 months, unless marked "indefinite")
• Medicare card number + expiry; pension/DVA/health care card if applicable
• Full detail on Medicare and referral intake

6. Confirm + remind

• Lock in the slot in Visage
• Send prep reminder SMS if the modality has prep (CT fasting, US bladder filling, breast imaging, etc.)
• Read back the appointment time, site address, and any prep one more time before hanging up