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New registration process for healthcare providers is here

There is a new registration process for healthcare providers who wish to register and connect to the My Health Record system.

It is a more streamlined process, available through Health Professionals Online Service (HPOS), improving registration time from weeks to hours. Before using this new registration process, you will need to have a PRODA account, which can be created here.

This page provides information to assist healthcare organisations to register with the HI Service and the My Health Record system.

Before you register, read background information about the registration process.

These steps are required for:

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

Register your organisation for a Healthcare Provider Identifier – Organisation (HPI-O) and with the My Health Record system

When doing so, consider:

  • roles and responsibilities within the Healthcare Identifier (HI) and My Health Record system
  • your organisation's listing in the Healthcare Provider Directory (HPD).

Registering your seed organisation online 

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

You will need a PRODA account to access HPOS. You can register for a PRODA account here.  

From the HPOS ‘My programs’ page, select the ‘My Health Record system – Organisation Registration’ option, and complete the online form to register your Seed Organisation.

Registering a network organisation

Once you have successfully registered your seed organisation and a healthcare identifier (HPI-O) has been issued, you then have the option to register one or more  Network Organisations  with the HI Service and My Health Record system using HPOS.

Creating roles and responsibilities

When registering your organisation with the HI Service, you will be automatically registered as the Responsible Officer (RO), and the Organisation Maintenance Officer (OMO). Each organisation can have only one RO but can have multiple OMOs. Following successful registration you can update or add new OMO(s) using HPOS.

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

Healthcare Provider Directory (HPD)

When registering your Seed Organisation with the HI Service and the MHR, your organisations’ details will be entered into the Healthcare Provider Directory (HPD). A HPD record provides a means for healthcare organisations and individuals registered with the HI Service to search for contact details of other registered healthcare providers and organisations.

Please note that if you are a general practitioner and intend to register your healthcare organisation for the Practice Incentive Program (eHealth Incentive), an up-to-date HPD record for your organisation is a mandatory component of the second requirement (Secure Message Delivery) .

My Health Record system policy

As part of meeting the legislative requirements to participate in the My Health Record system, organisations need to confirm they have a My Health Record system policy which addresses a number of areas. To help you with this step, read the .

Templates which can be adapted to suit your organisation are:

    In addition, a number of organisations have developed sample polices to assist you:

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

    Security practices and policies checklist

    This checklist can be used as a guide to implementing security practices and policies in your organisation.

    It covers the requirements that must be incorporated in a My Health Record system security policy, as outlined in the My Health Records Rule 2016, together with a number of sound privacy and security practices.

    Steps for Healthcare Provider Individuals 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 a HPI-I number. Health professionals that are employed in a profession  not regulated by AHPRA will need to apply for a HPI-I. See Options for Healthcare Providers not registered with AHPRA to obtain their HPI-I below for steps to apply.

    Obtaining healthcare provider HPI-Is

    Options for Healthcare Providers registered with AHPRA to obtain their HPI-I

    Option 1

    AHPRA has sent you your HPI-I in correspondence. However, if this has not been retained, you can obtain your HPI-I from:

    • the AHPRA website using your login account; or
    • calling AHPRA on 1300 419 495 Monday to Friday 9:00am - 5:00pm (local time).

    Note: If you know your AHPRA User ID, simply 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 (local time) and request 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, provided that you have consented to have your details published in the Healthcare Provider Directory (HPD).

     

    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 still be eligible to obtain an HPI-I, provided that 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, or is to be provided by the member; and
    • Has uniform national membership requirements, whether or not in legislation.

    If you believe you meet the above criteria and wish to obtain an HPI-I, you can apply using the appropriate form below:

    Application Form

    Complete if:

    Application to Register a Healthcare Provider

    The field of practice you wish to register with the HI Service is not covered by AHPRA in your state or territory.

    Application to amend a Healthcare Provider Record

    You wish to add or change the details of an existing healthcare provider, including their profession, and add or amend their Healthcare Provider Directory (HPD) entry details.

     

    Accessing the My Health Record system using conformant software

    If an organisation is going to access the My Health Record 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 a healthcare provider organisation does not have access to conformant clinical software they may opt to use the read-only National Provider Portal to access the My Health Record.

    For more information see the Provider Portal page.