An authorised representative is someone who can manage a My Health Record on someone's behalf.
The My Health Record owner may be the authorised representative’s child, an incapacitated adult, or someone of any age who, for whatever reason, cannot manage their own My Health Record.
Authorised representatives can make decisions about how another person’s My Health Record is managed and how information in that person’s My Health Record is accessed. In doing so, however, the authorised representative must act in the best interest of the My Health Record owner.
Multiple people can be registered as an authorised representative for a single My Health Record. For example, multiple caregivers of a child can all be authorised representatives.
This page contains information about:
- What an authorised representative can do
- Registering another person for a My Health Record, and becoming that person’s authorised representative
- Accessing the My Health Record as someone’s authorised representative.
What authorised representatives can do
Authorised representatives have full control of the person’s My Health Record. They can:
- view information
- remove documents
- Update personal details
- include information in the personal health summary to share with healthcare providers
- include personal health notes about the health and development of the person (these are private and are not seen by any healthcare providers)
- change the consent preferences for inclusion of information held by Medicare to be uploaded to the person’s My Health Record
- choose which healthcare providers can access and view the person’s My Health Record
- add or remove nominated representatives from the person’s My Health Record
- view other authorised representatives who have access to the person’s My Health Record
- cancel the person’s My Health Record registration.
Become someone’s authorised representative and create a My Health Record for them
To become someone’s authorised representative, and register that person for a My Health Record, you will first need to apply to the Australian Digital Health Agency (the system operator).
Apply by completing the following form, along with the supporting information:
If you are creating a record for a child, you can apply directly through your own My Health Record. Find out more about how to register a child.
As part of your application, you may need to provide the following evidence:
- Evidence that the individual does not have capacity to manage their own My Health Record (only required for dependants 18 and over or those under 18 who have previously taken control of their record) such as a letter from a medical practitioner or psychologist or a guardianship order. Further information about determining capacity is outlined below.
- Your authority to act on behalf of the person (further details below).
- Your identity details such as name, date of birth and Medicare number.
- The other person’s identity details such as name, date of birth and Medicare number.
These documents must be provided as either a certified copy, or an original copy.
Access the record of someone you are authorised to represent
If you are appointed an authorised representative for someone else, you can access their My Health Record from the My Health Record welcome screen in myGov.
The person’s name and age, and your status as an authorised representative, will be included in a box on your welcome screen, which you can click to gain access.
You must show documentation to prove that you are authorised to act on someone’s behalf.
To prove parental responsibility, you can show:
- the child’s birth certificate
- your Medicare card, which shows your name and your child’s name
- an order from an Australian court or tribunal that shows you are a parent
To demonstrate other forms of responsibility, you can show:
- enduring power of attorney
- enduring guardianship
- guardianship order
For an otherwise appropriate person, they must provide a statutory declaration outlining their relationship to the person and that, to the best of their knowledge, there is no one with parental responsibility or legal authority to act on behalf of the individual. For a person over 18, documents such as an enduring power of attorney may be required to demonstrate who an appropriate person is.
A person’s authorised representative status will be stopped or may not be granted if someone else with more responsibility exists. For example, a parent has a greater level of care than someone with legal authority. In this case, the person will be notified by mail.
It is important for step-parents to consider whether they have the necessary legal authority to act on behalf of their step-children in relation to the My Health Record system.
For a person over 18, an authorised representative must prove that the individual cannot manage their own My Health Record.
This can be done by consulting a medical practitioner or psychologist. The medical practitioner or psychologist will make a determination on the individual’s capacity to manage their own record and provide written advice to this effect.
An individual over 18 that has an authorised representative but wants to manage their record themselves will need to prove their capacity to manage their My Health Record to take control of their record. This can be in the form of:
- a letter from a medical practitioner or psychologist
- a relevant court or tribunal decision.
Individuals who are 14 to 17 do not need to prove their capacity if they want to take control of their record or register for a record.
An individual under 14 will need to prove their capacity to register for, or take control of their My Health Record. This can be in the form of:
- a letter from a medical practitioner or psychologist
- a relevant court or tribunal decision
If a person has a fluctuating capacity to manage their own My Health Record, they may choose to appoint a nominated representative for additional support.