Manage delegations

You can nominate someone to do tasks on your behalf in Health Professional Online Services (HPOS). When you do this, that person becomes your delegate.

The person you nominate must have their own (PRODA) account.

Administrative staff can also request delegation access through HPOS. Administrative staff can be delegates for multiple providers.

Delegates have access to a range of functions, services and information in HPOS. As the health professional, you can allocate the functions in HPOS that you’d like your delegate to be able to access on your behalf.

At your discretion, your delegate can access the following HPOS functions:

  • Messages
  • Statements and Subscriptions
  • Secure Form Upload
  • Online Forms
  • Find a patient and patient profile
  • View patient care plan history
  • Multiple details request.

At your discretion, your delegate can access the following programs and services via HPOS:

  • Australian Immunisation Register (AIR), if you’re eligible
  • Child Dental Benefits Schedule (CDBS), if you’re a dentist
  • Closing the Gap PBS Co-Payment Register
  • Online PBS Authorities system applications
  • PBS Stationery Online Ordering
  • Medicare Bulk Bill Webclaim
  • Medicare Patient Claim Webclaim
  • DVA Webclaim
  • MBS items online checker
  • Workforce Incentive Program (WIP) - Doctor Stream.

At your discretion, your delegate may be able to access some or all of the following:

  • Department of Veterans’ Affairs Patient Treatment reports
  • Prescription Shopping Patient Summary reports
  • Therapeutic Goods Administration (TGA) Recall and Hazard Alerts
  • DVA Webclaim reports
  • Medicare Bulk Bill reports, including Easyclaim Processing and Payment reports
  • Provider personal details, excluding banking details
  • Provider number details including creating a new provider location
  • View patient care plan history
  • Track and scale.

You and your administrative staff can manage new delegation requests and delegation renewals.

Your delegates can:

  • submit a new request for delegation access to you for approval
  • submit a request to you to renew their delegation end date.

As a health professional, you can:

  • set up a new delegation
  • approve or decline a new delegation request or renewal request
  • update a delegation end date before it expires.

Delegation requests and renewals must be actioned within 14 days.

When you approve a delegate, they can act on your behalf for 12 months. You can approve a delegation request to expire before 12 months. Delegates can also request their delegation to expire before 12 months.

You’ll need to renew all delegations after either:

  • the default 12-month period
  • the period they’re set up for.

You and your delegate will get an expiry warning notification in your HPOS mailboxes before the delegation expires. The only exception is if the delegation period is less than 14 days.

You must use your delegate’s valid Registration Authority (RA) number to nominate a delegate. Your nominated delegate must have an active HPOS account and have accepted HPOS Terms and Conditions. You can get the RA number from your PRODA account email.

Follow these steps to nominate a new delegate:

  1. Log in to HPOS using PRODA.
  2. Select My details.
  3. Select My delegates.
  4. Select Add new delegate.
  5. Enter the RA number for your nominated delegate, then select Search. If you use an invalid or expired RA number you can’t go any further.
  6. The delegation end date will be the default 12-month period. You can enter another end date up to the maximum 12-month period.
  7. You can unselect services from the list that you do not want your delegate to access on your behalf. Some services can be delegated based on your provider number/s issued for your location/s.
  8. Select Nominate to confirm the delegate to act on your behalf. The new delegate will appear in the My delegates list.

Follow these steps to approve a new delegation request or renewal:

  1. Log in to HPOS using PRODA.
  2. Select My details.
  3. Select My delegates.
  4. Select Review.
  5. Review your delegation requests. You have 14 days to action requests. You can amend the services that you want to delegate and change the delegation end date before you approve.
  6. Select Approve to confirm the delegate and end date or Reject to reject the request.
  7. If you approve the request, the new delegate will appear in the My delegates list.

Log in to PRODA

Follow these steps to view your previous transactions in HPOS, including those undertaken by your delegate:

  1. Log in to HPOS using PRODA.
  2. Select My details.
  3. Select My access history.

Follow these steps to amend your delegate’s end date or access to services on your behalf:

  1. Log in to HPOS using PRODA.
  2. Select My details.
  3. Select My delegates.
  4. Select Edit against the delegation you wish to change.
  5. Enter a new delegation end date. You can enter another end date up to the maximum 12-month period.
  6. Select or unselect services to amend the services you want to delegate.
  7. Select Confirm to update the request for the delegation extension. The new delegate end date will appear in the My delegates list.

Follow these steps to delete or remove a delegate:

  1. Log in to HPOS using PRODA.
  2. Select My details.
  3. Select My delegates.
  4. Select Remove for the delegation you want to delete. The details of the selected delegate will display.
  5. Select OK to confirm the removal of the person as your delegate. An updated My delegates list will display.

Log in to PRODA

Follow these steps to submit a delegation request:

  1. Log in to HPOS using PRODA.
  2. Select My providers from the HPOS home page.
  3. Select Request delegation.
  4. Enter the RA number for your nominated provider then select Search.
  5. The delegation end date can be updated before submitting the request.
  6. The services you want to use on behalf of the provider can be amended before submitting the request.
  7. Select Request to submit your request to the provider. The pending request will appear in the My delegate requests list.
  8. Wait for the provider to action. They will have 14 days to action the request.

Follow these steps to update or extend your delegations:

  1. Log in to HPOS using PRODA.
  2. Select My providers from the HPOS home page. Select Edit against the delegation you wish to change.
  3. Enter a new delegation end date. You can enter another end date up to the maximum 12-month period.
  4. Select or unselect services from the list of delegable services.
  5. Select Request to submit your request to the provider. The pending request will appear in the My delegate requests list.
  6. The delegation request will be sent to the provider for approval. The provider will have 14 days to action the request.

Follow these steps to remove your delegation:

  1. Log in to HPOS using PRODA.
  2. Select My providers from the HPOS home page.
  3. Select Edit for the delegation you wish to delete. The details of the selected provider will display.
  4. Select Remove.
  5. Select OK to confirm the removal of the association between you and the provider.

Log in to PRODA

Follow these steps to act on the behalf of a provider:

  1. Log in to HPOS using PRODA.
  2. Select My providers from the HPOS home page.
  3. From the My providers table select, Select in the Action column.
  4. You will then be acting on behalf of the provider in HPOS.
  5. To stop acting, select Stop acting button on the right-hand side of the header.

Log in to PRODA

Page last updated: 24 June 2024.
QC 74174