Healthcare Provider's Perspective
We believe focusing on effective communication and collaboration between practitioners is the key to improving the lives of those suffering from chronic pain.
​The PainScape Pain and Rehabilitation team sincerely appreciates your decision to refer a patient to our Pain and Rehabilitation Clinic. Your trust in our services is highly valued, and we are committed to providing excellent care for your patient.
​
To streamline the referral process, we have attached a fillable PDF form titled "PainScape – Standardized Case Management Referral Form." While we prefer this format for its efficiency, we will also accept your own referral letter if it includes all the necessary information.
​
Please fax the completed "PainScape – Standardized Case Management Referral Form" or your personal referral letter, along with any relevant special investigation results, as well as imaging reports to our electronic fax system (604 914 2009), ensuring that we have all the essential details to provide the best possible care for your patient.
Here is a broad outline of the Intake Process Flow at PainScape:
1. Receive the Referral
After we received your referral, our staff will create a case file and add the patient to the waitlist. You will receive a Receipt of Referral as a notification that we have received your referral. If you do not receive a Receipt of Referral we did not receive the referral.
2. Triage the Referral
Dr. Petrus Retief, a specialist in Interventional Pain Management, will review your patients' case file promptly. If he determines that he most likely can assist with your patients specific pain condition, our staff will contact your patient and schedule a Telephonic Medical Assessment Consultation.
3. What is a Telephonic Medical Assessment?
A PainScape Telephonic Medical Assessment is a phone-based evaluation conducted by Dr Retief to assess your patient's medical pain condition. The purpose of this call is to:
-
Gather information about your patient's symptoms, their pain condition's history, and pain management needs.​
-
​Confirm the nature of the pain condition, and understand how the pain condition physically and emotionally impacts the patient's daily life.
-
Determine if the treatment modalities at PainScape would be a good fit for your patient's specific pain condition.
-
Assessing the urgency of your patient's condition and the most appropriate next steps in the treatment plan.
There are 2 possible outcomes after the Telephonic Medical Assessment:
-
Acceptance as a Patient (The patient will be informed and invited to a Group Education Session) or
-
Unfortunately the referral is Not accepted as a patient (you will receive a letter with a explanation)
4. What is a PainScape Group Education Session?
We believe that empowering patients with knowledge about their condition is the first step to alleviating their pain. Therefore, before a first procedural consultation, we want to ensure that patients are armed with the appropriate knowledge and understanding to reap full benefit from our program. During the Group Educational Session, Dr Retief will discuss the complexity of chronic pain, the most effective treatment methods, and the various interventional procedures available. The Group Education is informative, lively and patients with similar conditions will greatly benefit from this shared experience.
5. Procedural Appointment
If Patients are comfortable and now equipped with the relevant information about their pain condition, we can schedule their first In-person procedural appointment with Dr Retief. Patients who believe interventional pain procedures will hold no benefit for them can opt out of the process at this stage. You will be informed if your patient has declined our services.
​
.
In order for the PainScape Team to move forward effectively and efficiently with your patient's referral we do require your co-operation.
Regardless if you use our Standardized Referral Form or your own referral letter, it is essential that you provide us with the following details regarding the case:
-
The patient's full Name: First, Middle and Last Names included
-
Date of Birth
-
PHN number
-
Contact details of the patient:
-
Cell number / Home number
-
Email
-
-
Clear Medical Diagnoses or Differential Diagnosis
-
Clear Medical Service or Services Requested
-
The latest Imaging Reports
-
Any other special Investigations
Missing Information
If any of these essential details are missing on your referral, PainScape will notify you with a fax and request the missing information. This creates unnecessary delays for your patient as the case file moves back down the waitlist.
Please note: A referral which misses essential information will NOT be accepted into the system until the information has been received!
For your convenience list of the PainScape Interventional Procedures are attached as a downloadable pdf.
​
1. OPIOID dependency or Opioid Induced Hyperalgesia:
Please note that PainScape cannot accept referrals of patients who have an active Opioid dependence or are suffering from Opioid Induced Hyperalgesia. We do not possess the resources to place these patients on an effective Opioid Tapering Program, and while under the influence of significant doses of Opioids or where Opioid Induced Hyperalgesia exists, our treatment techniques are ineffective. Please refer this patient to a pain service where a multidisciplinary team, which includes a Opioid Tapering specialist, will be able to manage this patient.
2. Pain Condition's Not accepted
Unfortunately we do not possess the resources to manage patients who suffer from these conditions. Please refer this patient to a tertiary pain service where a multidisciplinary team, and the appropriate resources are available to manage this condition timely and effectively. These conditions are:
-
Trigeminal Neuralgia
-
Abdominal Pain
-
Pelvic Pain
-
Perineal Pain
-
Nonspecific Chronic Widespread Pain
-
Multiple Sclerosis
-
Chronic Regional Pain Syndrome
3. Procedures Not offered at PainScape
Please note that PainScape cannot accept referrals of patients where the following treatment technique have specifically been requested:
-
Cervical Epidural Steroid Injections for Cervical Radiculopathy
-
Ketamine Infusions
Unfortunately we do not possess the resources to provide this technique. Unless the technique which was requested can be replaced by a technique we do offer, please refer this patient to a tertiary pain service where the appropriate resources are available to provide this service.
-
Pain Medication Reviews, or Pain Medication Guidance which is not associated with a specific Interventional Pain Management Procedure.
At PainScape we are committed to providing the highest standard of care to your patients and ensuring a seamless partnership with you as a referring physician. Our promise to you includes:
1. Clear and Timely Communication:
We pledge to keep you informed at every stage of your patient’s care, providing prompt updates and detailed reports. We understand the importance of clear communication in delivering effective treatment, and we will ensure you have all the information you need to stay connected to your patient’s journey.
2. Efficient Coordination of Care:
We are dedicated to coordinating care with precision and attention to detail, ensuring that your patients receive timely appointments and that any follow-up care is handled efficiently. Our team will work closely with you to streamline processes and minimize any disruptions to your practice or patient flow.
3. Respect and Professionalism:
We treat every referral with the utmost respect, recognizing the trust you place in us when sending a patient to our care. Our interactions with you and your patients will always reflect the highest levels of professionalism and courtesy.
4. Shared Commitment to Mutual Goals:
We share your commitment to delivering exceptional patient care. By working together towards our common goal of improving patient outcomes, we aim to build a lasting partnership that benefits both our practices and, most importantly, the patients with chronic pain we serve.