Intake Documentation
Patient Intake Form + Referral + Results (optional)
In order to confirm your booking, we require some preliminary documents in advance of your appointment. This reduces your wait time and maximises your time with your Specialist. The instructions for providing these documents are below. Please note that your appointment is not confirmed until we have received your referral and completed patient intake form.
1. Patient Intake Form
A secure message would have been emailed to you shortly after you booked your appointment via separate email (unique email address ending with @chatswoodent.xestro.com) with instructions to complete our new patient intake form. It is essential that you complete the form ASAP in advance of your appointment.
If you have difficulty with the secure link, the form can alternatively be completed on our website at chatswoodent.com.au/new-patient-registration-forms-combined/.
2. Referral
We request that you provide a copy of your referral so that your appointment can be triaged. Some conditions require earlier attention and your referral will help us to give you the care you need. Provide your referral by a method that is easiest for you:
- SMS a photo: Lay the referral flat in good light, focus the image, and ensure all text is included. If there is more than one page, take a photo of each page. Attach and send the photo/s in response to your appointment confirmation SMS.
- Email (Reply/Attach): Email a photo or scan to referral@chatswoodent.com.au.
- Email (Forward): If you already have a copy of the file in an email from your GP, forward that email to referral@chatswoodent.com.au.
GP Sending Options: Your GP can send us a copy via Healthlink (chatsent), Medical Objects, email (referral@chatswoodent.com.au), or Fax to (02) 9188 1611. If you are having difficulty sending a copy, please ask your GP/referrer reception staff to send it on your behalf.
Other: If you are unable to complete any of the above, please call us on (02) 9188 9292. We will note that you will provide a paper copy on arrival.
3. Results
If you have had scans, pathology, or tests that relate to your condition, please ensure we know about it prior to your appointment day. If you don’t have a copy, please tell us what test/scan was done, where, and when you had it. We will obtain a copy on your behalf and, for relevant imaging (especially CT and MRI scans), attempt to confirm access to the complete study series for our surgeons in advance. Email copies or links to referral@chatswoodent.com.au.
Hearing Loss: If attending with hearing loss symptoms, an audiology test (audiogram and tympanogram) prior to the appointment is helpful. Your GP may have ordered this, or we may provide a request form in advance once our surgeon reviews your referral.
Snoring & Sleep Symptoms: For symptoms including snoring, mouth breathing, teeth grinding, dry mouth, or apnoea events, our surgeons often request data from the free SnoreLab App (see SnoreLab FAQs). Collect up to three nights of data free to review during your consultation. Do not send this data to the clinic in advance—simply bring your device on the day.
Young Children: Please attempt to capture video and/or audio recordings of sleep disruptions for review on the day. It is not necessary to send the data in advance; bring your device along on the day.
Fees
All fees are payable on the day of consultation. Typically you will be billed for the consultation only. Most other minor procedures—such as scopes and ear wax removal—are bulk-billed. A valid referral is required for Medicare rebates and bulk billing. Without a valid referral, minor procedures will be billed privately.
- Standard Initial Appointment: $320 – $380 (Medicare rebate approx. $80.00)
- Subsequent Appointments: $200 (Medicare rebate approx. $40.00)
- Existing Patients (Same condition, seen within 2 years): $250 (Medicare rebate approx. $80.00)
- Existing Patients (New condition OR > 2 years since last appointment): $320 (Medicare rebate approx. $80.00)
- Telehealth Appointment: $100 (Paid in advance, Medicare rebate approx. $40.00)
- Vocal Cord Check: $200 (Pre-operative check; does not apply to throat or voice conditions)
Waiting List
If you have requested an urgent appointment or asked to be placed on our cancellation list, having your completed patient information form and referral on file makes it possible for us to bring your appointment forward. You will only be offered an earlier appointment if we have received these documents. Patients without a patient registration form and referral on file will forfeit their place on our cancellation list.
Cancellation Policy
SMS reminders are sent 7 days and 2 working days prior to your appointment. Please REPLY ‘YES’ to confirm your attendance. If you do not have a mobile, we will call or email you. If unreachable, we will leave a message asking you to call (02) 9188 9292 or email referral@chatswoodent.com.au.
APPOINTMENTS NOT CONFIRMED BY REPLY SMS OR PHONE BY 12:00 PM (NOON) ON THE BUSINESS DAY PRIOR WILL AUTOMATICALLY BE CANCELLED SO THAT WE CAN OFFER THE TIME SLOT TO ANOTHER PATIENT.
If a confirmed appointment is missed without notice, a $100 non-refundable deposit will be required to secure your next booking. This deposit is applied to your fee if you attend, and forfeited if you cancel with less than 24 hours’ notice or do not attend.
Location & Parking
We are located at: Level 1, Suite 13, ‘The Gallery’, 445 Victoria Avenue, Chatswood, NSW 2067.
Please visit our website for details on arriving by public transport and local parking options: chatswoodent.com.au/location/.
