Industry kit
Medical office forms for a GP clinic, from registration to feedback
A general practice registers new patients, records consent for telehealth and procedures, runs vaccination clinics and asks patients how the visit went. This kit links a finished example of each form and signing flow, written for invented Australian clinics.
The forms a general practice runs on
A general practice handles more forms than most small businesses. New patients register with their Medicare details, concession cards and emergency contacts. Their history, medications and allergies go into the clinical record. Telehealth needs its own consent because the patient agrees to be assessed without an examination. Procedures such as skin excisions or injections need informed consent. Vaccination clinics need a registration and a pre vaccination checklist. Each form is filled by someone who is unwell, nervous or in a hurry, so it has to be short, clear and in the order the patient has the information to hand.
Paper, tablets and links
Clinics now mix a tablet at reception with links sent before the appointment. A link sent with the booking confirmation lets a patient register at home with their cards in hand, which shortens the queue and reduces errors in Medicare numbers. Consent for planned procedures can be signed online in advance, and a short satisfaction survey after the visit tells the practice where the patient experience breaks down, whether that is the phone queue, the waiting room or the bill. Each of these steps has a finished example below.
Who the kit is for
The kit is written for Australian general practices, from a solo GP to a group clinic with nurses and allied health. Practices working towards accreditation against the RACGP Standards will recognise the areas the forms touch: patient identification, consent, privacy and feedback. Medical practitioners are registered with the Medical Board of Australia, and clinic advertising follows the national health advertising guidelines, so the examples make no outcome claims and use invented clinics throughout.
The kit, piece by piece
Patient registration form
New patient registration form with Medicare and IRN on itPersonal details, Medicare and IRN, concession cards and emergency contact, as a new patient fills them in at home.
Patient intake form
Patient intake formHistory, medications, allergies and the reason for the visit, read by the GP before the consult.
Telehealth consent form
Telehealth consent form for video and phone sessionsWhat a phone or video consult can and cannot do, and the patient agreement to proceed.
Telehealth consent signing
Sign a telehealth consent form onlineThe telehealth consent signed online with an email code, kept as a certified PDF.
Procedure consent signing
Medical consent e-signatureConsent for a planned procedure, signed before the day so the appointment starts on time.
Privacy consent signing
Sign a patient privacy consent onlineA patient acknowledges the privacy statement and consents to how their information is shared.
Vaccination clinic registration
Vaccination clinic registration form with the screening questionsRegistration and pre vaccination screening questions for a flu or vaccination clinic day.
Medical centre flyer
Medical centre flyer for a new practice and its bulk billing policyA flyer for a new or growing clinic: services, bulk billing information and how to book.
Patient satisfaction survey
Patient satisfaction survey template for an Australian GP clinicA short survey written for an Australian GP clinic, covering booking, waiting and explanation.
Patient registration template
New patient registration templateA registration template to start from when building the clinic version.
Registration that gets Medicare right
The registration form should ask for the full name exactly as it appears on the Medicare card, the card number and the individual reference number, any concession or health care card, date of birth, address, phone, an emergency contact and consent to reminders by SMS. Asking the patient to type the numbers at home with the card in hand reduces claim rejections. The registration example in this kit lays these out in the order they appear on the cards.
Consent for telehealth and procedures
Telehealth consent should explain that the GP cannot examine the patient, that a face to face visit may still be needed, how privacy is protected on the call and what happens if the connection drops. Procedure consent names the procedure, the site, the risks, the alternatives and the aftercare. Both can be signed online before the appointment: the e-sign flow confirms the patient with a code sent to their email and returns a certified PDF with the signing time and IP address in its audit trail.
Privacy obligations
Every health service provider in Australia is covered by the Privacy Act for the health information it holds. A clinic should collect only what care and billing need, explain the purpose on each form, store responses securely and control who can open them. A published form can require login or a secret key. The form does not send the patient an email copy of their answers, which keeps health details out of inboxes; the clinic receives an alert on submission and can export responses.
The tools behind the kit
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Questions people ask
What forms does a new patient fill in at a GP clinic?
Most clinics ask new patients for a registration form with personal, Medicare and emergency contact details, a health history with medications and allergies, and a privacy acknowledgement. Telehealth and procedure consent forms come later when needed. Combining registration and history into one form sent before the first visit saves time at reception.
Is telehealth consent required?
Patients should understand and agree to the limits of a telehealth consult, such as the lack of a physical examination, before it begins. Many clinics record this with a short consent form at the first telehealth appointment. The telehealth consent examples in this kit show a form version and an e-signed version.
Can medical consent forms be signed online?
Yes. Electronic signatures are valid for most consent in Australia under the Electronic Transactions Act, and online signing lets patients read the information in advance. The clinician should still discuss the procedure and confirm consent on the day. The signed PDF and its audit trail become part of the record.
How should a clinic collect patient feedback?
Send a short survey after the visit, keep it under two minutes, and ask about the things the practice can change: booking, waiting time, how well the GP explained things and fees. Accreditation standards expect practices to collect and act on feedback, so keep a record of what changed as a result.
Should vaccination clinics use a separate form?
A separate registration with pre vaccination screening questions works best for clinic days, because it can be completed in the queue on a phone and reviewed by the nurse quickly. It should ask about previous reactions, allergies, current illness, pregnancy and immune conditions.
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