Managing delegations

The person you nominate must have their own Provider Digital Access Account (PRODA) account or individual PKI certificate.

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

Delegation functions

Delegates have access to a range of functions, services and information in HPOS.

A delegate can access the following HPOS functions:

• mailbox
• statements and subscriptions
• Secure Form Upload
• Online Forms
• find a patient and patient profile
• multiple details request.

A delegate can access the following services:

• Australian Immunisation Register (AIR), if you’re eligible
• Child Dental Benefits Schedule (CDBS), if you’re a dentist
• Online PBS Authorities system applications
• Medicare Bulk Bill Webclaim
• Medicare Patient Claim Webclaim
• DVA Webclaim
• MBS items online checker.

If they’re eligible, the information delegates can access include 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
• track and scale.

Delegation requests and renewals

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 provider, 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 in 14 days.

Delegation expiry

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 will need to renew all delegations after either:

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

You and your delegates 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.

Instructions for providers nominating a new delegate

You must use your delegate’s valid Registration Authority (RA) number to nominate a delegate.

You can get the RA number from either:

• your PRODA account email

• the USB PKI token or smartcard for individual PKI certificates.

How to nominate a new delegate

1. Log on to HPOS.
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 doing 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.

How to view transactions

1. Select My details.
2. Select My access history.

How to amend your delegate’s end date or access to services on your behalf

1. Log on to HPOS.
2. Select My details.
3. Select My delegates.
4. Select Edit against the delegation you wish to change.
5. Either:
   • Enter a new delegation end date. You can enter another end date up to the maximum 12 month period.
   • Amend the services you want to delegate by either selecting or unselecting existing service.
6. Select Confirm to update the request for the delegation extension. The new delegate end date will appear in the My delegates list.

How to approve a new delegation request or renewal

1. Log on to HPOS.
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.

How to delete or remove a delegate

1. Log on to HPOS.
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.

Instructions for delegates

How to submit a delegation request

1. Log on to HPOS.
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. The delegation request will be sent to the provider for approval. The provider will have 14 days to action the request.

How to request an update to your existing services or an extension of your delegation

1. Log on to HPOS
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.

How to remove your delegation

1. Log on to HPOS.
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.

How to select a provider to act on their behalf

1. Log on to HPOS.
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.