How to get referrals as a psychologist

Where referrals come from

Most established practices rely on three or four of these. A new practice needs to choose where to begin, and colleagues are usually the fastest route.

Be specific about who you help

A referrer has a particular client in mind. “I see adults and adolescents for a range of difficulties” gives them nothing to match against. “I work with adolescents with anxiety, and I have space on Tuesday afternoons” is something they can act on.

Decide on two or three things you want to be known for. Say them the same way on your website, your directory profile and in conversation. You will still see other clients. The point is to give referrers a reason to remember you.

Build the relationships

• Introduce yourself. A short email to GPs and practitioners in your area, saying who you see, your fees, your availability and how to refer.
• Make referring easy. One link or one number. A referrer who has to hunt for your details will use someone else.
• Report back. With the client’s consent, tell the referrer the client was seen. Nothing builds referrals faster.
• Refer out. Colleagues refer to people who refer to them.
• Stay visible. Peer supervision groups, CPD events and professional associations are where practitioners decide whom they trust.
• Say when you are full. And say when you have space again.

Be findable

Before a referrer passes on your name, they often check you. Before a client phones, they almost always do.

• A practice website with your services, fees, location, registration number and a booking button
• A complete, current profile in any directory you are listed in
• Your HPCSA registration category stated accurately
• A way to book that doesn’t depend on you answering the phone

Keep the content factual. The HPCSA’s guidance on advertising requires that information about your practice is accurate and not misleading.

How to refer a client to another psychologist

Referring out well is part of being a good referral partner. It is also an ethical duty when a client’s needs fall outside your scope or competence.

1. 1Explain to the client why you are suggesting a referral, and what it will add.
2. 2Get their consent to share information, and agree on what will be shared.
3. 3Find the right practitioner: scope, specialty, location, language, fees and medical aid.
4. 4Check availability before giving the client a name. A referral to a closed waiting list is a dead end.
5. 5Send a referral letter, with the client’s consent.
6. 6Record the referral on the client’s file.
7. 7Follow up to confirm the client was seen.

When you first approach a colleague, you don’t need to identify the client. Describe the need, and share personal details only once they have agreed to take the referral.

Referral from a registered counsellor to a psychologist

A referral from a registered counsellor to a psychologist is common, and it is how the system is designed to work. A registered counsellor’s scope covers short-term supportive counselling and screening. When a client needs diagnosis, formal assessment or treatment of a more complex condition, referral is the appropriate step.

It runs the other way too. Psychologists refer to registered counsellors for supportive work, psychoeducation and step-down care. Our reference guide to the HPCSA scope of practice by category sets out the boundaries.

What a psychologist referral letter should include

A psychologist referral letter template doesn’t need to be elaborate. One page is enough:

• Your name, registration category, HPCSA number and contact details
• The client’s name, date of birth and contact details
• The reason for the referral, in a sentence or two
• Relevant background: what you have done so far, and for how long
• Any risk the receiving practitioner should know about
• What you are asking for: assessment, treatment, or an opinion
• Whether you will continue to see the client
• A statement that the client has consented to the referral and to this information being shared

Share only what the receiving practitioner needs. A referral letter is not a copy of the file.

Keep track of referrals

Referrals fail quietly. A name is given, the client never books, and nobody notices. Keep a record of who you referred, to whom, and whether it was taken up. In Wholistic, each referral is recorded on the client’s profile and stays open until you close it.

Track the incoming side too. Asking every new client where they heard about you tells you which relationships are sending work, and which are worth more of your time.