How to Register Your Organisation for an HPI-O Number in Healthcare?
Enrolling for a Healthcare Provider Identifier Organisation (HPI-O)
Prior to Commencing:
It is crucial to comprehend the diverse roles and obligations necessary for the enrollment and integration into the My Health Record system. Most entities such as GP practices, pharmacies, allied health, or private medical specialists opt to register under the My Health Record system as a Seed Organisation. Essentially, a seed organization constitutes a lawful entity responsible for delivering or overseeing healthcare services. An indispensable requirement within the seed organization involves designating a Responsible Officer (RO) and an Organization Maintenance Officer (OMO).
Key Definitions:
Responsible Officer (RO): This individual, registered with the HI Service, possesses the authority to represent the Seed Organisation and relevant Network Organisations (if applicable) in their interactions with the System Operator of the My Health Record system. In larger organizations, the RO may be the Chief Executive Officer or Chief Operations Officer. Conversely, in smaller organizations, the RO typically assumes the role of the business owner.
Organisation Maintenance Officer (OMO): Registered with the HI Service, this officer manages day-to-day administrative interactions within the Seed Organization and/or Network Organisations (if any) related to the HI Service and the My Health Record system. Healthcare organizations can appoint multiple OMOs if necessary. In General Practice settings, this role may be assigned to the Practice Manager, if available, or other senior staff well-versed in the clinical and administrative systems of the practice. Alternatively, the RO may also undertake the role of the OMO.
For detailed insights into roles and responsibilities, refer here:
Crucial Considerations for Registration:
- The individual enrolling the organization must possess the authority to represent it.
- Employing or having a health professional registered in the HI Service, providing healthcare as part of their responsibilities, is imperative.
- The organization must hold an active Australian Business Number (ABN).
For an optimal experience, it is advisable, if feasible, to utilize Google Chrome as the preferred browser.
Registering a New Organization with My Health Record: A Step-by-Step Guide:
To successfully register a new organization with My Health Record, follow these step-by-step instructions:
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The individual authorized to act on behalf of the organization (e.g., the business owner) must log into PRODA. If a PRODA account is not available, it can be created by selecting "Register now.".
Note: If someone other than the business owner is completing the process, they must provide proof of authorization to act on behalf of the business.
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To expedite the registration process as a Healthcare provider, it's beneficial to connect your AHPRA medical registration number, provider number, and/or HPI-I number with your PRODA account. Locate the Health Professionals Online Services tile and access the 'Link identifiers' option to complete this connection.
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Input your personal AHPRA medical registration number or choose the identifier type, like the Medicare Provider Number. Use the search function to establish the connection between your identifier and your PRODA account. If uncertain about your AHPRA medical registration number, contact AHPRA at 1300 419 495 for assistance.
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Navigate back to the PRODA services main screen and access the Health Professional Online Services (HPOS) by clicking on the 'Go to service' option.
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Select My Programs.
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Select the Healthcare Identifiers- Register Seed Organisation tile.
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Enter the business ABN or ACN number.
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If the provided ABN/ACN is verified, it will prompt the opening of the Seed Organisation Application pages. Certain information might auto-fill if the applicant is recognized by the HI Service. Ensure to fill in all required fields on the Organization Details tab and proceed by selecting 'Next' to proceed to the subsequent tab.
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Complete the RO Details tab and click Next.
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If necessary, fill out the Additional OMO (Organisation Maintenance Officer) Details tab. It's important to note that appointing an OMO is optional for the organization. In the absence of an appointed OMO, the Responsible Officer (RO) will assume both the responsibilities of an OMO and RO.
Once completed click Next.
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If necessary, the Documents tab will become accessible if there is a requirement to submit identity verification. Choose one of the listed documents to upload and then click on the 'Submit' button.
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After completing the process, a confirmation screen will display, summarizing your application. If changes are needed, you can utilize the back button. Once satisfied with the information, review the privacy notice, mark the 'I Agree' checkbox, and proceed by clicking on the 'Confirm' button.
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After submission of your application, you will be redirected to the main screen of the form. Your submitted application, along with its current status, will be listed at the bottom of the screen.
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Notification of the approval for your successful application will be sent to your HPOS messages inbox. To access this inbox, log in to your PRODA account, access HPOS, and click on the Messages icon. The duration for approval can vary, ranging from a few hours to several weeks, based on the complexity of the application.
Privacy and Policies
It is essential for the practice to establish suitable policies and checklists while utilizing the My Health Record system. The My Health Record website offers a variety of documentation, checklists, and templates designed to aid in the preparation of your practice for using the system.
If you need to register for an HPI-O, click here:
https://www.servicesaustralia.gov.au/registering-your-healthcare-provider-organisation-to-use-healthcare-identifiers-hi-service?context=22876