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This page provides information for healthcare providers and organisations wanting to register with the Healthcare Identifiers (HI) Service and the My Health Record system. 

These steps are required for:

  • healthcare provider organisations that want to:
    • apply for a Healthcare Provider Identifier for Organisations (HPI-O)
    • access the HI Service and download patient Individual Healthcare Identifiers (IHIs)
    • access the My Health Record system
    • use Secure Message Delivery (SMD)
  • healthcare provider individuals who want to apply for a Healthcare Provider Identifier for Individuals (HPI-I). 

Prepare a My Health Record system security and access policy for your organisation

Prior to registering to participate in the My Health Record system, organisations have a legislative requirement to prepare a My Health Record Security and Access policy. The Agency or Office of the Australian Information Commissioner (OAIC) may ask healthcare providers to supply a copy of a current or previous version of their policy.

My Health Record security and access policy

Healthcare provider organisations must have a written policy that reasonably addresses the matters specified in the My Health Records Rule 2016, Rule 42, subrule (4). The Agency has a sample policy that can be adapted to suit your organisation.


 

In addition, several organisations have developed templates that may assist you in preparing a policy:

For help on completing any of these steps, see our contacts for healthcare professionals page.

Review and record keeping requirements

The My Health Record Security and Access policy must be kept up-to-date and reviewed at least annually, or more frequently if any new or changed risks are identified. Each iteration of the policy requires a unique version number and the date when that iteration came into effect. Copies of each iteration of the policy must be kept so they can be supplied, if requested by the Agency or the OAIC.

My Health Record Security and Access policy checklist

This checklist can be used as a guide to implement a My Health Record security and access policy for your organisation. It covers the requirements that must be incorporated into the policy, as outlined in the My Health Records Rule 2016, together with a number of recommended privacy and security practices.

Register your organisation for an HPI-O and with the My Health Record system

An organisation needs to have someone with an HPI-I before they can get an HPI-O (see steps on this page for more information). 

Before registering, please familiarise yourself with the roles and responsibilities within the Healthcare Identifier (HI) service and My Health Record system. This will help you understand the terms used on this page.

Registering a seed organisation

You can register your seed organisation via Health Professional Online Services (HPOS), accessible via the Provider Digital Access (PRODA) portal. 

From the HPOS ‘My programs’ page:

  1. Select the ‘My Health Record and Healthcare Identifiers’ tile.
  2. Select ‘Healthcare Identifiers - Register seed organisation’.
  3. Complete the online form to register your seed organisation.

More information is available from Services Australia

You will need a PRODA account to access HPOS. Register for a PRODA account.

Registering a network organisation

Once you have successfully registered your seed organisation and received your healthcare identifier (HPI-O), you can register one or more network organisations with the HI Service and My Health Record system using HPOS. Find out more.

Creating roles and responsibilities

When registering your organisation with the HI Service, you will automatically be registered as the responsible officer (RO) and the organisation maintenance officer (OMO). Each organisation can have only one RO but can have multiple OMOs. The RO and the OMO can be the same person. Following successful registration, you can update or add new OMOs using HPOS.

See roles and responsibilities for more information on who could assume these roles and what is involved.

Healthcare Organisation (HPI-O) ownership changes – My Health Record access

When a healthcare organisation registered in the HI Service is sold or is replaced by a similar business, access to My Health Record should be considered for healthcare providers continuing to work there.

Organisation changes

If the healthcare organisation you’re buying or replacing is registered in the HI Service, you have the option of keeping the existing healthcare provider identifier – organisation (HPI-O). 

The healthcare services your organisation provides must be of the same type. For example, both must provide dental services or pathology services.

Access to My Health Record

Healthcare providers can upload documents to a patients’ My Health Record. My Health Record uses the healthcare organisation’s HPI-O to upload the information.

Healthcare providers can update existing documents in My Health Record if they are using the same HPI-O. If the HPI-O changes they will not be able to update existing records which means it does impact their access to My Health Record.

Should I keep the existing HPI-O? Things to consider

You need to consider if:

  • you will continue to employ the same healthcare providers. 
    Healthcare providers can only update their own documents in patients’ My Health Records using the same HPI-O. If you employ different healthcare providers, they cannot make changes to existing documents, even if your patients are the same.
  • there are network organisations linked to the existing HPI-O. 
    Changing the HPI-O for a healthcare organisation with networks will prevent healthcare providers at the networks from being able to make changes to documents they have uploaded to a patients’ My Health Records as well.

If you wish to retain the HPI-O but change the ABN or the Responsible Officer, you will need to use Health Professional Online Services Australia (HPOS). You will need an individual Provider Digital Access (PRODA) account to access HPOS. If you don’t have one, register for a PRODA account and then link your PRODA account in HPOS to your identifier (if you have one).

To change the ABN for an existing seed or network organisation, log in to your PRODA account to access HPOS, then:

  1. select My programs.
  2. select Healthcare Identifiers and My Health Record.
  3. select Healthcare Identifiers - Change Organisation Ownership and follow the prompts to change ownership for a seed or network organisation.

Once Services Australia has processed your request, you will be advised of the outcome through your HPOS mailbox.

To change the responsible officer only (and not change the ABN) for a seed organisation, log in to your PRODA account to access HPOS, then:

  1. select My programs.
  2. select Healthcare Identifiers and My Health Record.
  3. select Healthcare Identifiers - Change Responsible Officer and follow the prompts to change responsible officer.

Once Services Australia has processed your request, you will be advised of the outcome through your HPOS mailbox.

Getting a new HPI-O

If you wish to request a new HPI-O, you need to:

You need to consider what’s best for your organisation, your healthcare providers and your patients.

If you have any questions, please contact the Healthcare Identifiers Service for health professionals Operations Team:

  • Phone: 1300 361 457 Monday to Friday, 8:30 am to 5:00 pm AEST
  • Email: healthcareidentifiers [at] servicesaustralia.gov.au

National Authentication Services for Health (NASH) PKI certificates

NASH PKI certificates are used to access the My Health Record. We recommend you request a new NASH certificate if the Australian Business Number or Responsible officer is changing.

You can request a NASH certificate in HPOS. Read more about NASH

Recommended training checklist and declaration

The Recommended Training Checklist and Declaration assists healthcare organisations with guiding and tracking My Health Record training according to the participant obligations. 

Steps to obtain a Healthcare Provider Identifier – Individual (HPI-I)

Healthcare providers such as GPs, allied health professionals and nurses registered with the Australian Health Practitioner Regulation Agency (AHPRA) are automatically registered with the HI Service and assigned an HPI-I number. Health professionals who are employed in a profession not regulated by AHPRA need to apply for an HPI-I. See ‘Options for healthcare providers not registered with AHPRA to obtain their HPI-I’ below for steps to apply.

Options for healthcare providers registered with AHPRA to obtain their HPI-I

You should have received a letter from AHPRA with your HPI-I. If you have not kept this letter, use one of the options below to get your HPI-I.

Option 1
  • Log in to the AHPRA website; or
  • Call AHPRA on 1300 419 495 Monday to Friday 9:00am - 5:00pm (AEST).

Note: If you know your AHPRA User ID, add 800361 to the front of the ID to get your HPI-I.

Option 2  Call the HI Service enquiry line on 1300 361 457 Monday to Friday 8:30am - 5:00pm (AEST) and ask for your HPI-I.
Option 3 If your healthcare organisation is registered with the HI Service, your organisation maintenance officer (OMO) can retrieve your HPI-I from Health Professional Online Services (HPOS) for you.

Options for healthcare providers not registered with AHPRA to obtain their HPI-I

If you are a healthcare professional in a field of practice not covered by AHPRA you may be eligible to obtain an HPI-I, provided you meet the criteria for an individual healthcare provider set out in the Healthcare Identifiers Act 2010.

To be eligible, a healthcare professional must be a current member of a professional association that:

  • relates to the healthcare that has been, is being, or is to be, provided by the member; and
  • has uniform national membership requirements, whether or not in legislation.

Find out more about the professional association characteristics for allied health professional eligibility.

If you believe you meet the above criteria and wish to obtain an HPI-I, you can apply using the allied health registration process.

Read the Provider Type Classification Reference Guide to determine your provider type.

Please see My Health Record in allied health for additional digital health resources.

Accessing the My Health Record system using conformant software

If an organisation is going to access the My Health Record system using conformant software they will also need to obtain a National Authentication Service for Health (NASH) public key infrastructure (PKI) certificate.

A NASH PKI Organisation Certificate is a digital certificate that authenticates an organisation whenever they access the My Health Record system using conformant software.

Organisations can apply for a NASH PKI Organisation Certificate via HPOS.

Find out how to apply for a NASH PKI Organisation Certificate.

Accessing the National Provider Portal

If your healthcare provider organisation does not have access to conformant clinical software, you can use the read-only National Provider Portal to access My Health Record.

To use the National Provider Portal, you  must have a PRODA account and your HPI-I must be linked to your organsiation’s HPI-O.

For more information see the Provider Portal page.