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A

  • Access code

    See Personal access code (PAC)

  • Access history

    The Access history is a record of all activity related to an individual’s My Health Record. Every time a My Health Record is accessed, changed or removed from the record, an automatic audit trail is created and can be viewed.

  • Access list

    An access list associated with an individual’s My Health Record specifies the registered healthcare provider organisations permitted or blocked from accessing an individual’s My Health Record. If you do not have a Record access code, any healthcare providers involved in your care can access your My Health Record. The access list will show the healthcare provider organisations who have previously accessed the record.

  • Accessing organisation

    An accessing organisation is a healthcare provider organisation from which subordinate organisations inherit their My Health Record’s access levels.

  • Achievement diary

    Developmental milestones throughout childhood, such as the first words spoken or the first day of primary school, can be recorded in the achievement diary by an individual or their authorised representatives, such as a parent. Healthcare providers cannot view these.

  • Administration portal

    An online tool used by the system operator for administrative actions on individual My Health Records, for example, when assisting an individual with an enquiry.

  • Advance Care Document custodian

    The Advance Care Document custodian (ACD custodian) is the custodian of an individual’s Advance Care Directive. An individual can add the names and contact details of who they have shared their Advance Care Planning documents with on their My Health Record, and doctors will be able to contact the ACD Custodian should the need arise.

  • Advance Care Planning

    An Advance Care Planning document (ACP documents) is a type of written statement regarding a person’s wishes for their future medical or healthcare treatment, and may formally appoint a substitute decision-maker. Advance Care Planning documents can be used if, at some point in the future, the person becomes incapable of making healthcare decisions for themselves (e.g. due to illness or injury). Such Advance Care Planning documents can be uploaded to and stored on an individual’s My Health Record.

  • Advanced access controls

    Advanced access controls means the access controls that enable a registered individual to set controls on the registered healthcare provider organisations and Nominated Representatives who may access the individual’s My Health Record within the My Health Record system.

  • Assisted registration

    Assisted registration enables healthcare providers to assist their patients to register for an My Health Record.

  • Assisted Registration Tool

    The Assisted Registration Tool (ART) is purpose built software to enable an HPI-O to assert a patient’s identity and then submit their details to the My Health Record system for registration.

  • Authoring organisation

    The authoring organisation is the healthcare provider organisation which created the content of that document.

  • Authorisation links

    An authorisation link connects a healthcare provider to a healthcare provider organisation so the healthcare provider can access the My Health Record system via the Provider Portal on behalf of their organisation.

  • Authorised employee

    An authorised employee of a registered healthcare provider organisation who has been authorised by the organisation to use the My Health Record system and access an individual's My Health Record on behalf of the organisation.

  • Authorised representative

    An authorised representative is someone who can apply for and manage a My Health Record on behalf of another person. For the purposes of the My Health Record system someone can be an authorised representative if they:
    • have parental responsibility for a person under 18; or
    • have legal authority to act on behalf of a person who is at least 18 and who is not capable of making his or her own decisions.
    If there is no one with parental responsibility or legal authority, a person who is otherwise appropriate to act on behalf of the individual can be an authorised representative. An individual can have more than one authorised representative.

B

  • Business to Business gateway

    Business to Business gateway (B2B) – this is how the My Health Record electronically communicates with other connected systems.

C

  • Channel

    A channel is a means of entry into the My Health Record system to enable reading and updating My Health Records. For example individuals can use the Consumer Portal or providers may use the system via B2B.

  • Child development

    The Child development section of the My Health Record contains information about childhood growth and development.

  • Clinical document architecture

    Clinical document architecture (CDA) is an HL7 standard intended to specify the encoding, structure and semantics of clinical documents for exchange.

  • Clinical Information System

    A Clinical Information System is used by a healthcare provider to manage patient and practice records. It may include a software component connected to the My Health Record system.

  • Clinical synopsis

    A clinical synopsis is a short summary of a healthcare event (e.g. reason for visit, diagnosis etc) included in an Event Summary document.

  • Conformant digital certificate (for the My Health Record system)

    The conformant digital certificate is an electronic credential used to secure access in the My Health Record system.

  • Consumer Portal

    The Consumer Portal is used by an individual who has set up access to their My Health Record online.

  • Consumer-Shared Documents

    Consumer-Shared Documents have been authored by an individual, authorised representative or full access nominated representative. These documents, such as the Personal Health Summary, are shared with providers and other representatives.

  • Contracted service provider

    See registered contracted service provider (CSP) 

  • Contracted service provider officer

    The CSP officer acts as the liaison between a contracted service provider and the system operator. There must be at least one CSP Officer and there can be up to three at one time.

D

  • Default access controls

    Default access controls are the access controls that apply where a registered individual has not set controls on the registered healthcare provider organisations or nominated representatives who may access the individual’s My Health Record. This means that any participating healthcare provider involved in your healthcare can access your record.

  • Diagnostic test information

    Diagnostic test information can be recorded in an individual’s My Health Record (i.e. lab results).

E

  • Emergency access

    Emergency access is access by a registered healthcare provider organisation to an individual’s My Health Record to lessen or prevent a serious threat to a person’s life, health or safety and where it is unreasonable or impracticable to obtain the individual’s consent. If a participant asserts that these circumstances exist, the access controls of the individual’s My Health Record are overridden. Emergency access can also occur where it is necessary to lessen or prevent a serious threat to public health or public safety. Emergency access expires five days after the assertion of the emergency is made.

  • eReferral Note

    eReferral specification supports the seamless exchange of significant patient information from one treating healthcare provider to another via a national system of creating, storing and sharing referral reports.

  • Event Summary

    An Event Summary is a clinical document that may be uploaded to an individual’s My Health Record summarising one or more episodes of care.

F

  • Full access nominated representative

    A full access nominated representative (FANR) is able to perform all the functions of an authorised representative in respect of an individual’s My Health Record with the exception of cancelling the record, viewing the Access history, and viewing or adding other representatives. A full access nominated representative must verify their identity to the system operator.

G

  • General access (applied to a clinical document)

    General access, where applied to a document, is an access setting for an individual’s My Health Record. A general access document is available to be viewed by all healthcare provider organisations that have general access to an individual’s My Health Record. An alternative access level that can be applied to a document is restricted access.

  • General access (applied to a Nominated Representative)

    The general access setting for a Nominated Representative can be set in the ’Manage Access to this Record' screen of the Consumer Portal. The general access setting allows a Nominated representative to access the individual’s My Health Record and view those documents classified as general access.

  • General Access (healthcare provider organisation)

    General Access where applied to a healthcare provider organisation is an access level that can be given to an organisation accessing an individual’s My Health Record. General access for a healthcare provider organisation allows any healthcare provider within that organisation to access the My Health Record and ’read’ (view) those documents marked as general access. It also classifies all documents this organisation writes (adds) to the record as general access. An alternative access level that can be applied to healthcare provider organisations is restricted access.

  • Growth charts

    Growth charts in the Child Development Section can be used to graph the measurement information recorded for a child over a certain time period, including height, weight, and head circumference.

H

  • Health Check Assessment Schedule

    The Health Check Assessment Schedule in the Child development section displays a list of questions for parents within a child’s current selected state or territory that can be completed by the individual, or representatives, for different childhood age brackets.

  • Health Check Questionnaires

    A list of available questions about a child’s health and development is available from the Health Check Assessment Schedule in a My Health Record and can be completed by parents or the alternate authorised representatives involved in a child’s healthcare.

  • Health information

    It relates to the individual’s physical or psychological health, and includes the dispensing of medicines and the provision of aged care, palliative care, and care for a person with a disability.

  • Health Professional Online Services

    The Health Professional Online Service (HPOS) provides DHS services to health professionals through a secure online channel. Services accessed through HPOS include application for My Health Record registration and the ability for a HPI-O to link to a CSP.

  • Health Service

    The Privacy Act 1988, defines a Health Services as an activity performed in relation to an individual which is intended or claimed (expressly or otherwise) by the individual or the person performing it:
    (a) to assess, maintain or improve the individual's health; or
    (b) where the individual's health cannot be maintained or improved--to manage the individual's health; or
    (c) to diagnose the individual's illness, disability or injury; or
    (d) to treat the individual's illness, disability or injury or suspected illness, disability or injury; or
    (e) to record the individual's health for the purposes of assessing, maintaining, improving or managing the individual's health.
  • Healthcare Identifiers Act

    Means the Healthcare Identifiers Act 2010 which establishes the Healthcare Identifiers Service and regulates related matters.

  • Healthcare Identifiers Service

    The Healthcare Identifiers Service is a national system for uniquely identifying healthcare providers and individuals, which makes sure the right health information is associated with the right individual – see IHI, HPI-I and HPI-O.

  • Healthcare professional

    See Healthcare provider.

  • Healthcare provider

    A healthcare provider is a person who is involved in or associated with healthcare delivery. For the purposes of the My Health Record system a healthcare provider is a person who has an HPI-I and is authorised by a registered healthcare provider organisation to access the My Health Record system on their behalf.

    Note: this was previously referred to as ‘Individual Healthcare Provider’

  • Healthcare Provider Directory

    The Healthcare Provider Directory (HPD) is a voluntary provider directory service established and maintained by the Healthcare Identifiers Service Operator.

  • Healthcare Provider Identifier – Individual

    The Healthcare Provider Identifier for individuals (HPI-I) is a unique 16 digit number used to identify individual healthcare providers who deliver healthcare in the Australian healthcare setting.

  • Healthcare Provider Identifier – Organisation

    The Healthcare Provider Identifier for Organisations (HPI-O) is a unique 16 digit number used to identify organisations which deliver healthcare in the Australian healthcare setting.

  • Healthcare provider organisation

    A healthcare provider organisation (HPO) is an entity, or a part of an entity, that has conducted, conducts, or will conduct, an enterprise that provides healthcare (including healthcare provided free of charge such as a hospital).

  • Healthcare provider organisation access 

    Healthcare provider organisation access is the level of access that a healthcare provider organisation has to an individual’s My Health Record.
    See also General Access (healthcare provider organisation) and Restricted Access (healthcare provider organisation).

I

  • Identity verification code

    The identity verification code (IVC) is a code which consists of seven numbers and letters (e.g. P8vNy4h) that is generated and provided to individuals who choose to verify their identity using the following channel:

    • My Health Record help line on 1800 723 471
    • By visiting healthcare provider using assisted registration

    The IVC is used to access the individual’s My Health Record online for the first time. This code only needs to be used once and is valid for 30 days after issue.

  • Index view

    The index view is a listing of all the documents available in an individual’s My Health Record.

  • Indigenous status

    The Indigenous status indicator is stored within the My Health Record for individuals who wish to indicate whether they are of Aboriginal or Torres Strait Islander origin. This indicator is not mandatory.

  • Individual Healthcare Identifier

    The Individual Healthcare Identifier (IHI) is a 16 digit unique number used to identify individuals who receive or may receive healthcare in the Australian health system.

  • Individual or patient

    An individual or patient is a person who has received, receives or may receive healthcare in Australia.

  • Individual Reference Number

    The Individual Reference Number (IRN) appears to the left of an individual’s name on their Medicare card to indicate the individual’s reference number on the Medicare card. This is not a unique identifier.

  • Inheriting organisation

    An inheriting organisation is a healthcare provider organisation that inherits access levels in relation to My Health Records from an accessing organisation.

L

  • Limited document access code

    A limited document access code may be used to restrict access to individual documents within an individual’s My Health Record. An individual can generate a code and provide this to their healthcare provider for a one time use.

  • Local System Identifier

    The Local System Identifier (LSI) is used by healthcare provider organisations to identify authorised employees who have read and upload (but not write) access to the My Health Record system on their behalf.

M

  • Medicare information preferences

    Medicare information preferences allow an individual to decide whether certain information (Medicare Benefits Schedule, Pharmaceutical Benefits Scheme, Australian Organ Donor Register, Australian Childhood Immunisation Register, Repatriation Pharmaceutical Benefits Scheme and Department of Veterans’ Affairs data) is to be displayed in their My Health Record.

  • Medicare Overview

    The ‘Medicare Overview’ screen provides a consolidation, or overview, of the Medicare information in the My Health Record. It is accessed via the ‘Medicare Records’ menu.

  • Medicare Records

    The ‘Medicare records’ menu in the My Health Record contains Medicare Benefits Schedule, Pharmaceutical Benefits Scheme, Australian Organ Donor Register and Australian Childhood Immunisation Register information where an individual has consented to have this information displayed in their My Health Record.

  • Medicine Record

    A Medicine Record is a summary of Prescription and Dispense information for the My Health Record. It delivers a list of medications that have been prescribed and dispensed to the individual.

  • Medicines Information

    The Medicines Information view quickly sorts and displays the most recent and available medicines information and documents in the individual’s My Health Record. It can include the individual’s latest Shared Health Summary or Discharge Summary, up to two years of Prescription and Dispense records, and any Allergy or Adverse Reactions. The Medicines Information section can be found under the Documents tab in an individual’s My Health Record.

  • Mobile Gateway

    A mechanism for mobile applications to securely integrate and interact with the My Health Record system and allow individuals and Authorised Representatives access to My Health Records. The mobile gateway does not authenticate healthcare providers.

  • My Health Record

    A My Health Record of an individual is the record of information created and maintained by the System Operator in relation to the individual, and information that can be obtained by means of that record, including the following:
    • information that relates to the individual in the record relating to the individual’s registration;
    • health information connected in the My Health Record system to the individual, including information included in a record accessible through the index service;
    • other information connected in the My Health Record system to the individual, such as information relating to auditing access to the record; and
    • back-up records of such information.
  • My Health Record system

    The My Health Record system is used for the operation of functions under the My Health Records Act by the System Operator.
     
    The My Health Record system was launched on 1 July 2012 (previously known as the Personally Controlled Electronic Health Record or PCEHR) and provides a system of managing health information online that will make it more accessible to Australians who choose to sign up with the system, and healthcare providers.
     
    The My Health Record system is supported by a legislative framework consisting of the My Health Records Act 2012, Healthcare Identifiers Act 2010, My Health Records Regulation 2012, Healthcare Identifiers Regulations 2010 and My Health Records Rule 2016.
     
    Note: this was previously referred to as the ‘PCEHR’. It is now referred to as My Health Record system’.
  • My Health Records Act 2012

    The My Health Records Act 2012 commenced on 29 June 2012 and provides the critical components of the My Health Record system, while the operational detail is contained in the My Health Records Rule 2016. The My Health Records Act establishes the role of the My Health Record system Operator and its advisory committees, a privacy and security framework, penalty provisions and common mechanisms associated with the transparency and scrutiny of the Act.

  • My Health Records Regulation 2012

    The My Health Records Rule (currently consisting of the My Health Records Rule 2012, My Health Records Rule 2016 and the My Health Records (Assisted Registration) Rule 2015) contain requirements regarding the day to day operation of the My Health Record system.

  • My Health Records Rule 2012

    The My Health Records Rule (currently consisting of the My Health Records Rule 2012, My Health Records Rule 2016 and the My Health Records (Assisted Registration) Rule 2015) contain requirements regarding the day to day operation of the My Health Record system.

  • myGov

    A secure myGov account gives individuals access to a range of Australian Government services.

N

  • National Authentication Service for Health

    The National Authentication Service for Health (NASH) is a secure and authenticated service for healthcare provider organisations and personnel to exchange sensitive My Health Record information. The service issues digital credentials, including digital certificates managed through the Public Key Infrastructure (PKI) and secured by tokens such as smartcards. These credentials validate identity when used to access My Health Record systems that are enabled to use NASH authentication.

  • National E-Health Transition Authority

    The National E-Health Transition Authority (NEHTA) was established by the Commonwealth, state and territory governments to develop better ways of electronically collecting and securely exchanging health information and was the managing agent for the design and build of the My Health Record system.

  • National Infrastructure Operator

    The National Infrastructure Operator (NIO) is the business area responsible for providing and managing the My Health Record system on behalf of the System Operator.

  • National Repositories Service

    The National Repositories Service (NRS) ensures that there is capacity to store a minimum critical set of health information about registered individuals, including Shared Health Summaries, Event Summaries, Discharge Summaries, Specialist Letters, prescribed and dispensed medications and healthcare recipient-only notes. The system operator operates the NRS.

  • Network hierarchy

    A network hierarchy is made up of a seed organisation (the lead healthcare provider organisation of the network hierarchy) and may include one or more network organisations.

  • Network organisation

    A network organisation is a healthcare provider organisation with an HPI-O which is part of a network hierarchy and is subordinate to a seed organisation. Network organisations can be used to represent different departments, sections or divisions within an organisation (e.g. departments within a hospital) or can be separate legal entities from the seed organisation.

  • Nominated healthcare provider

    A nominated healthcare provider is the author of a Shared Health Summary. Under the My Health Records Act 2012, a nominated healthcare provider must be a medical practitioner, a registered nurse or an Aboriginal or Torres Strait Islander health practitioner. The healthcare provider and the individual must agree that, for the purposes of the My Health Record system, the healthcare provider is the individual’s nominated healthcare provider.

  • Nominated representative

    A Nominated representative is provided access to a My Health Record by the individual or the individual’s authorised representative. A nominated representative can view your health information. A nominated representative with read-only access is not required to provide any evidence of identity to the system operator.

  • Notification settings

    This is the area of the My Health Record where individuals can set their preferences for when and how they would like to be notified about who is accessing their My Health Record, when a new Shared Health Summary is uploaded, and when a new myGov account is linked to their record.

    Note: in the Concept of Operations this was previously referred to as ‘Notification Preferences’

O

  • Organisation maintenance officer

    An organisation maintenance officer (OMO) is an employee of a healthcare provider organisation who is recognised by the My Health Record system operator as having authority to act on behalf of the organisation in its dealings with the system operator.

P

  • Participant

    A participant in the My Health Record system is the system operator, a registered healthcare provider organisation, a registered repository operator, a registered portal operator, a registered contracted service provider and the operator of the National Repositories Service.

  • Participation Agreements

    Healthcare provider organisations, contracted service providers, repository operators and portal operators must enter into, and remain a party to, a Participation Agreement with the system operator to be registered to participate in the My Health Record system. The Participation Agreement includes rights and obligations for both the organisation and the system operator. The key purpose of the Participation Agreement is to set out obligations relating to the uploading of records to the My Health Record system, the allocation of liability between the parties, and the processes for notifying key events and changes.

  • Pending nominated representatives

    Pending nominated representatives are those who have been appointed as an individual’s nominated representative and have had an access code generated, but who are yet to log into the My Health Record system using the access code.

  • Personal Access Code

    A Personal Access Code (PAC) is a code generated by the individual to provide a nominated representative with access to the individual’s My Health Record.

    Note: this was previously referred to as the ‘Access Code’

  • Personal controls

    The personal controls provide a single point within an individual’s My Health Record to view information about their My Health Record personal settings. The screen will be visible from both the Consumer Portal and the Administration Portal.

  • Personal Health Notes

    A Personal Health Note is a consumer-only note in an area of the My Health Record that allow individuals to store private notes about their health. This section of the My Health Record is not accessible by healthcare providers.

  • Personal Health Summary

    A Personal Health Summary is a document created by the individual that includes medications and allergies/adverse reactions. This section of the My Health Record is accessible by healthcare providers (unlike the Personal Health Notes).

     

    Note: this was previously referred to as ‘Consumer Entered Health Summary’
  • Personal Observations

    Personal Observations allows for the recording and viewing of childhood measurement information such as a child’s height, weight and head circumference. Personal Observations may be viewed by healthcare providers.

  • Personally Controlled Electronic Health (eHealth or PCEHR) Record

    Refer to the My Health Record.

  • Prescription and dispense records

    These records incorporate prescription and dispense information to provide a consolidated record of medications – which are available as two clinical documents (My Health Record Prescription Record and My Health Record Dispense Record) available in Consumer, B2B and Provider Portals.

  • Proof of record ownership

    Proof of record ownership (PORO) is a method of identification used by DHS to verify someone's identity.

  • Provider Portal

    The Provider Portal is the interface through which healthcare provider organisations can access the My Health Record system and view an individual’s My Health Record without having to use a clinical information system. The Provider Portal is a view only service.

R

  • record

  • Record Access Code

    A Record Access Code (RAC) is a code which can be used to restrict access to an individual’s My Health Record. The code is provided to a healthcare provider for all providers in the linked healthcare organisation to grant access to the individual’s My Health Record.

  • Registered contracted service provider

    A registered contracted service provider (CSP) is an entity that provides information technology services, or health information management services, relating to the My Health Record system to a healthcare provider organisation under contract with that organisation, and has registered to participate in the My Health Record system.

  • Registered individual

    A registered individual refers to an individual who has completed the process of registering to use the My Health Record system, and has been given a My Health Record.

  • Registered portal operator

    A Registered portal operator (RPO) is a person who is the operator of an electronic interface that facilitates access to the My Health Record system, and is registered to participate in the My Health Record system.

  • Responsible officer

    A responsible officer (RO) is an employee of a healthcare provider organisation that is a seed organisation and who is recognised by the My Health Record system operator as having authority to act on behalf of the organisation in its dealings with the system operator.

  • Restricted access (healthcare provider organisation)

    An alternative access level that can be applied to healthcare provider organisations by an individual. This allows an organisation to have restricted access to an individual’s clinical documents.

  • Restricted access settings

    Restricted access settings allow an individual to choose who can access their My Health Record or to restrict particular documents.

S

  • Seed organisation

    A seed organisation is a healthcare provider organisation with an HPI-O and is a legal entity which is the head of a network hierarchy which may or may not include subordinate network organisations.

  • Shared Health Summary

    A Shared Health Summary (SHS) is a clinical document summarising an individual’s health status and includes important information such as allergies/adverse reactions, medicines, medical history and immunisations. Only a nominated healthcare provider can create or update the Shared Health Summary.

  • Specialist Letter

    A Specialist Letter is the document used by a treating specialist to respond to a GP about a referred patient. It is based on the usual practice where a specialist writes back to the GP.

  • System operator

    The system operator of the My Health Record system is the participant with responsibility for establishing and operating the My Health Record system. The system operator is presently the Australian Digital Health Agency.

T

  • Template service

    The template service contains template packages to assist with the creation of clinical documents in the My Health Record system.

V

  • Veteran and Australian Defence Force (ADF) status indicator

    The Veteran and ADF status indicator is stored within the My Health Record for individuals who wish to indicate whether they are a current or former serving ADF member. This indicator is not mandatory.