Access My Health Record using the Provider Portal

The National Provider Portal (NPP) is a web based interface through which healthcare providers can access the My Health Record system.

It is a read-only service that is accessible without conformant clinical software.

Healthcare providers can now access the NPP using their PRODA (Provider Digital Access) account. Note that this removes the reliance on the National Authentication Service for Health (NASH) public key infrastructure (PKI) certificates, however, if the healthcare provider has a NASH PKI Certificate for Individuals, they can still continue to use this to access the NPP until the certificate expires.

The process for setting up access to My Health Record via the NPP will differ depending on whether you are:

a healthcare professional setting up access for yourself (e.g. a sole trader or someone practising independently), or
a healthcare organisation manager, administrator or similar setting up access for the organisation’s healthcare professionals (e.g. a practice manager setting up access for their GPs and nurses).

I am a healthcare professional who works for myself and I want to set up access to the NPP via PRODA:

Step 1. Get a Healthcare Provider Identifier – Individual (HPI-I) for yourself

If you are registered with the Australian Health Practitioner Regulation Agency (AHPRA), you will already have a HPI-I. To find it:

log onto www.ahpra.gov.au using your AHPRA User ID
call the HI Service on 1300 419 495, or
add 800361 to the front of your AHPRA User ID (note: this is not your professional registration number).

If you aren’t registered in AHPRA, complete the Application to register a Healthcare Provider (HW033). You will need to provide evidence of your identity and documents supporting your registration in a professional association related to the healthcare you provide (see Appendix 1).

Step 2. Register for a PRODA account

Provider Digital Access (PRODA) is an online authentication system used to securely access government online services. To access services using PRODA, you need to register as an individual to get your own account.

Create a PRODA account here

Step 3: Register your organisation with the HI Service and My Health Record

If your organisation does not already have a Healthcare Provider Identifier – Organisation (HPI-O), you will need to register it with the HI Service and the My Health Record.

This is done using your PRODA account:

log into PRODA and select the ‘Health Professional Online Services’ (HPOS) tile.
click on the ‘My programs’ tile
select the ‘My Health Record system – Organisation Registration’ tile, and complete the online form to register your Seed Organisation
if the organisation is not known to the HI Service, the applicant will need to provide evidence that they have the authority to make decisions on behalf of your organisation (see Appendix 1) via document upload in the Seed Organisation registration application.

Once the registration is complete, the applicant will receive an email in HPOS mail, this will include:

confirmation of successful registration with My Health Record
Healthcare Provider Organisation Identifier (HPI-O)
Responsible Officer (RO) and Organisation Maintenance Officer (OMO) numbers

Step 4: Link your HPI-I to your organisation’s HPI-O

In order for a Healthcare Provider Individual (HPI-I) to access the NPP on behalf of a Healthcare Provider Organisation (HPI-O) they need to be linked to the organisation through any of the following options:

Health Professional Online Services (HPOS) - see steps on the Human Services website
My Health Record Help line (option 2) on 1800 723 471.

You should then be able to access the NPP via your PRODA account using the ‘My Health Record’ tile.

I am a healthcare organisation manager, administrator or similar setting up access for the organisation’s healthcare professionals

Step 1: Register for a PRODA account.

Create a PRODA account here

Step 2: Register the organisation with the HI Service and My Health Record

If your organisation does not already have a Healthcare Provider Identifier – Organisation (HPI-O), you will need to register it with the HI Service and the My Health Record.

This is done using your PRODA account:

log into PRODA and select the ‘Health Professional Online Services’ (HPOS) tile.
click on the ‘My programs’ tile
select the ‘My Health Record system – Organisation Registration’ tile, and complete the online form to register your Seed Organisation

if the organisation is not known to the HI Service, the applicant will need to provide evidence that they have the authority to make decisions on behalf of your organisation (see Appendix 1) via document upload in the Seed Organisation registration application.

Once the registration is complete, the applicant will receive an email in HPOS mail, this will include:

confirmation of successful registration with the My Health Record
Healthcare Provider Organisation Identifier (HPI-O)
Responsible Officer (RO) and Organisation Maintenance Officer (OMO) numbers

Step 3: Link the organisation’s healthcare professionals’ HPI-Is to the organisation’s HPI-O

Health Professional Online Services (HPOS) (see steps on the Human Services website).
My Health Record Help line (option 2) on 1800 723 471.

If the healthcare professional does not have a HPI-I, or they do not know what it is, they should follow the steps outlined above. Get a Healthcare Provider Identifier – Individual (HPI-I) for yourself.

Step 4: Have each healthcare professional register for a PRODA account.

Healthcare professionals can create a PRODA account here

Once registered healthcare professionals working for your organisation should then be able to access the NPP via their PRODA account.

How to use the Provider Portal

Step 1: Log on using either PRODA or your NASH certificate.

You can access the Provider Portal using latest versions of Internet Explorer, Google Chrome, Firefox, Safari and Android.

Go to portal.ehealth.gov.au to access the portal. Select the ‘Log in with PRODA’, or ‘Log in with NASH’ option. Log in and verify your identity using your Individual NASH PKI Certificate (for example, a USB token).

If you are using a NASH PKI certificate:

Insert your token into the USB port or smart card reader.
Choose the credential you wish to use (if necessary).
Enter your password (set up as part of the installation process).
Click on the ‘Log in with NASH’ button

Provider Portal Login Screen

provider_portal_login_screenshot_1.png

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Screenshot of the Select a Certificate screen of the Provider Portal

If you are using PRODA:

Click on the ‘Log in with PRODA’ button (see login screen above)
You will be redirected to the PRODA login page
Enter your credentials and click on the My Health Record tile from your ‘Available services’.

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Screenshot showing services that can be linked from PRODA.

4. Link your PRODA ID to the My Health Record system. You will only need to complete the linking once.

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National Provider Portal welcome to My Health Record screen.

Step 2. Select the organisation you are representing

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Screenshot of the Select Your Organisation page of the Provider Portal

Step 3. Search for the individual’s My Health Record

Once you log in, a search screen will appear.

Add their information to the search screen to find their My Health Record. To find the individual’s record, the information you enter must match their details as recorded with Medicare.

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Screenshot of Search page of the Provider Portal

The individual may have set up access restrictions for their record. If they have, you will need to get the access code from the individual and enter it into the screen.

Step 4. Navigating My Health Record

The record opens on the individual’s Health Record Overview (HRO). The HRO provides a single access point to relevant areas of a My Health Record to allow for easy navigation.

Note: You will need to log out and in again if treating individuals on behalf of other organisations.

Health Record Overview screenshot_6.jpg

Screenshot of Health Record Overview page of the Provider Portal

Appendix 1

Evidence of identify documents

Acceptable documentary evidence of the existence of the organisation as a legal business entity and your authority to commit requires the following:

Yourself	Your organisation
You must provide a minimum of one document from the Primary group and one document from the Secondary group. You must include a Deed Poll or marriage certificate if there is a difference in name in these documents. Primary Group* Australian Birth Certificate; Australian Citizenship Certificate; Australian Driver's License; or Passport or Immigration Card Secondary Group* Medicare Card; Australian Marriage Certificate; or Australian Change of Name Certificate. * Additional options are listed in the forms themselves.	You must provide a certified copy of any one of the following documents: the notice issued by the Registrar of the Australian Business Register (ABR) bearing the business entity’s name, Australian Business Number and your name listed as the Public Officer certificate of registration of a company issued by the Australian Securities and Investments Commission and your name listed as the Public Officer the organisation’s appointment as a trustee (if the legal structure is a trust) with you as a stakeholder contract for sale or purchase of business addressed to you statement of transaction issued by a financial institution in the name of the company, addressed to you and less than one year old lease agreement for the organisation’s primary place of Business addressed to you rates notice for the organisation’s primary place of business addressed to you certificate of change of name for the organisation issued by the Australian Securities and Investments Commission and addressed to you a document issued by the Australian Taxation Office with the organisation’s name and tax file number and addressed to you.

Yourself

Your organisation

You must provide a minimum of one document from the Primary group and one document from the Secondary group. You must include a Deed Poll or marriage certificate if there is a difference in name in these documents.

Primary Group*

Australian Birth Certificate;
Australian Citizenship Certificate;
Australian Driver's License; or
Passport or Immigration Card

Secondary Group*

Medicare Card;
Australian Marriage Certificate; or
Australian Change of Name Certificate.

* Additional options are listed in the forms themselves.

You must provide a certified copy of any one of the following documents:

the notice issued by the Registrar of the Australian Business Register (ABR) bearing the business entity’s name, Australian Business Number and your name listed as the Public Officer
certificate of registration of a company issued by the Australian Securities and Investments Commission and your name listed as the Public Officer
the organisation’s appointment as a trustee (if the legal structure is a trust) with you as a stakeholder contract for sale or purchase of business addressed to you
statement of transaction issued by a financial institution in the name of the company, addressed to you and less than one year old
lease agreement for the organisation’s primary place of Business addressed to you
rates notice for the organisation’s primary place of business addressed to you
certificate of change of name for the organisation issued by the Australian Securities and Investments Commission and addressed to you
a document issued by the Australian Taxation Office with the organisation’s name and tax file number and addressed to you.