1.6 Explain the procedure of referring an individual with diabetes to others

This guide will help you answer 1.6 Explain the procedure of referring an individual with diabetes to others.

When supporting a person who has diabetes, there are times when you will need to involve other services or professionals. This is known as making a referral. Referrals help the person receive the right care, advice and treatment for their condition. As a health and social care worker, your role is to follow agreed procedures so that the referral is effective, accurate and timely.

Referral is more than passing on a name. It involves gathering relevant medical and personal details, explaining the reason for the referral, and using the correct communication channels. The process protects the person’s safety and ensures they get the best available support.

Recognising When a Referral is Needed

You should begin the referral process when:

• The person’s diabetes is not well controlled
• They show new symptoms, such as sudden changes in vision, numbness in feet or frequent infections
• There are signs of serious complications like diabetic ketoacidosis or hypoglycaemia events
• They need specialist advice about diet, exercise or medication adjustments
• The person is finding it hard to cope emotionally and needs counselling or mental health support
• They require education on managing their diabetes effectively

These signs may be reported by the person themselves or observed during routine care. Acting promptly can prevent deterioration and improve the person’s quality of life.

Following Organisational Policy

Every workplace has its own policy for making referrals. This must be followed step-by-step to protect confidentiality and meet legal requirements. The policy will set out:

• Who can make the referral
• How information should be recorded and stored
• Which forms or systems need to be used
• The roles and responsibilities at each stage of the referral

You must understand these procedures before starting the referral. This ensures the process is consistent and meets professional standards.

Gathering Information for the Referral

Before making the referral, collect all necessary details. Incomplete or inaccurate information can delay care or lead to confusion. Information should include:

• Full name, address, date of birth and contact details
• NHS number and GP details
• Type of diabetes and current treatment plan
• Recent blood glucose readings or HbA1c results
• Relevant medical history, including other health conditions
• Details of current symptoms or problems
• Any urgent risks to health
• Notes on emotional wellbeing if relevant to the referral

Record the information in a secure manner. Only share it with authorised professionals directly involved in the person’s care.

Talking to the Individual

Before making a referral, speak to the person about why you believe it is needed. Use plain language and avoid medical jargon. Listen to their views and answer any questions. It is important that the person understands:

• The purpose of the referral
• Who will receive the information
• What will happen after the referral is made
• They have a right to consent to the referral, except where immediate action is needed to protect life

If the person does not agree, record the details of the discussion. In emergencies, follow safeguarding and duty-of-care procedures.

Choosing the Right Professional or Service

The referral must be sent to the most appropriate person or service. Diabetes-related referrals could be to:

• A hospital diabetes clinic for complex cases
• An endocrinologist for specialist medical care
• A diabetes nurse specialist for education and ongoing management
• A podiatrist for foot care to prevent ulcers or infections
• An ophthalmologist for regular eye examinations
• A dietitian for nutritional advice
• A counsellor or mental health professional for emotional support
• Social services if the individual needs help at home

Select the referral destination based on the needs identified in your assessment and discussion with the person.

Making the Referral

Once all details are ready, follow the agreed method for making referrals. There are different ways to do this:

• Using an internal electronic system
• Completing and sending a referral form
• Writing a letter and sending it via secure email or post
• Making a phone call for urgent referrals, followed by written confirmation

Always keep a copy of the referral. Record the date, time and the professional or service contacted. This creates a clear audit trail.

Checking Consent and Confidentiality

Data protection laws and professional codes of conduct require you to protect the person’s privacy. Consent should be obtained before sharing information unless there is a serious risk to life or safety. Only relevant details should be shared.

Confidentiality is maintained by:

• Sending information only through secure channels
• Avoiding open discussions in public spaces
• Storing referral records safely
• Limiting access to authorised staff

If you breach confidentiality, you may face disciplinary action or legal consequences.

Coordinating with Other Team Members

Sometimes referrals involve more than one professional. You may need to work with colleagues such as nurses, social workers or care coordinators. Good communication ensures the process runs smoothly and no important information is missed.

Ways to coordinate include:

• Holding a brief case discussion with colleagues
• Updating the care plan to show the referral
• Notifying the individual’s GP
• Agreeing who will follow up after the referral is made

Monitoring the Outcome of the Referral

The referral process does not end when the request is sent. Follow-up is needed to check what action has been taken. This includes:

• Confirming the referral was received
• Checking the appointment date or intervention offered
• Recording updates in the care records
• Asking the individual about their experience
• Noting any further needs that arise as a result of the referral

Monitoring ensures that the person stays connected to the right support and avoids delays in treatment.

Dealing with Urgent or Emergency Situations

Some diabetes situations need immediate action. Examples include severe hypoglycaemia where the person is confused or unconscious, or diabetic ketoacidosis which involves nausea, vomiting and rapid breathing. In these cases:

• Call emergency services
• Contact the GP urgently
• Provide first aid as trained until help arrives
• Then follow up with written referral notes for continuity of care

Emergency referrals bypass normal timescales to protect life.

Training and Skills for Effective Referral

To carry out referrals well, workers need certain skills and knowledge:

• Understanding medical terms linked to diabetes
• Knowing when different professionals should be involved
• Communicating clearly in writing and speech
• Recording information accurately
• Using referral systems securely
• Listening to and respecting the needs of the individual

Staff training should cover legal duties, safeguarding, and rights of patients or service users.

Working Within Legal Frameworks

In the UK, referrals in health and social care must comply with laws such as:

• Data Protection Act 2018
• Equality Act 2010
• Care Act 2014
• Health and Social Care Act 2012

These laws protect individuals against discrimination, ensure access to care, and safeguard personal data. Any referral made must consider these principles.

Understanding the Role of Multi-Disciplinary Teams

Diabetes often affects different parts of the body. This means care often comes from a multi-disciplinary team (MDT). An MDT includes various specialists who work together to plan ongoing care. Referrals are the link that brings the person into contact with the right parts of this team.

In a diabetes MDT you might find:

• GP and practice nurse
• Diabetes specialist nurse
• Dietitian
• Podiatrist
• Ophthalmologist
• Endocrinologist
• Mental health professionals
• Social care workers

Each has a role in managing diabetes and preventing complications.

Importance of Documenting the Process

Detailed records provide evidence that you have followed correct referral procedures. Record:

• Why the referral was made
• Who was contacted
• When and how contact took place
• The individual’s consent status
• Any supporting documents sent
• Follow-up actions

This documentation supports continuity of care and reduces the risk of errors.

Supporting the Individual After Referral

Once a referral has been made, maintain contact with the person. They may have concerns about waiting times or what will happen during their appointment. Offer reassurance and practical help, such as:

• Arranging transport to appointments
• Providing written information about the service
• Checking if they need interpreter support
• Helping them prepare any questions for the specialist

Ongoing support shows care and helps the person engage fully with the help they receive.

Common Barriers to Successful Referral

Sometimes referrals do not go as planned. Problems can include:

• Incorrect or missing contact details
• Referral sent to the wrong service
• Delay in response from the receiving service
• Lack of consent or withdrawal of consent
• Technical issues with electronic systems

When barriers appear, act quickly to resolve them. This may mean contacting the service directly or seeking guidance from a manager.

Maintaining Professional Relationships

Referring someone with diabetes is part of building strong links with other professionals. Treat these contacts respectfully. Respond to their requests for additional information on time. This supports trust between services and benefits the person receiving care.

Final Thoughts

Referring an individual with diabetes correctly is a vital part of delivering safe, effective care. A good referral connects the patient to the right specialist or service without delay. It requires clear communication, accurate information sharing and respect for confidentiality.

By following organisational procedures, keeping records up to date and supporting the person through the process, you can improve their health outcomes. Diabetes management often needs an ongoing link between primary care, specialist services and community support. Effective referrals are the bridge that keeps these parts of care connected.