How to apply for organisations

Organisations need a HPI-O to access the HI Service and My Health Record. You can get a HPI-O through HPOS.

To apply for an HPI-O, your organisation needs to:

  • provide healthcare related services
  • employ at least 1 individual healthcare provider who has a HPI-I
  • have employees in the roles of responsible officer and organisation maintenance officer.

An individual can act in more than 1 role. For example, a sole trader may be an individual healthcare provider who is also the responsible officer and organisation maintenance officer.

Get a healthcare provider organisation identifier (HPI-O)

You can use HPOS to register a seed or network organisation in the HI Service and get a HPI-O.

You need an individual PRODA account to access HPOS. If you don’t have one, register for a PRODA account and link your PRODA account to HPOS.

You can register a seed, or add a network organisation in the HI Service. A seed organisation is the overarching organisation. Network organisations are linked to seed organisations or other network organisations.

Register a seed organization

To register a seed organisation in the HI service:

  1. log on to PRODA select Go to Service on the HPOS tile
  2. select My programs then Healthcare Identifiers and My Health Record
  3. select Healthcare Identifiers - Register seed organisation
  4. follow the steps to register your seed organisation.

Once we process your application, we’ll send notification of the outcome to your HPOS inbox.

Add a network organisation

To add network organisations to your seed organisation:

  1. log on to PRODA and select Go to Service on the HPOS tile
  2. select My programs then Healthcare Identifiers and My Health Record
  3. select Manage Healthcare Identifiers
  4. select the seed or network organisation the organisation will be under
  5. follow the prompts to create your network organisation.

Once we process your application, we’ll send notification of the outcome to your HPOS inbox.

Once you have a HPI-O you can register to access My Health Record.

Register your network organisation to access My Health Record

Once your organisation has a HPI-O you can register in the My Health Record.

To register, you must also be 1 of the following:

  • the responsible owner of the organisation or the parent organisation
  • the organisation maintenance officer of the organisation or the parent organisation.

When you register organisations, you need to set access flags, which determine if network organisations can access the My Health Record.

A No access flag gives the network organisation the same access as the parent organisation.

A Yes access flag gives the network organisation access to the My Health Record, even if the parent organisation doesn’t have access.

To register your organisation in the My Health Record and set access flags:

  1. log on to PRODA and select Go to Service on the HPOS tile
  2. select My programs then Healthcare Identifiers and My Health Record
  3. select Manage Healthcare Identifiers then Healthcare Organisation Registration
  4. select the organisation you would like to register from the list displayed
  5. select Register organisation on the Healthcare Provider Organisation Registration page
  6. check the box next to the organisations you want to register
  7. choose the access flag you want from the drop down box for each network organisation being registered and Save the changes
  8. check the checkbox for the participation agreement on the My Health Record SystemRegistration Confirmation page and select Register.

Your nominated organisation is now registered in the My Health Record system.

To access My Health Records using conformant clinical software, your organisation needs a NASH PKI certificate for Healthcare Organisations.

Read how to get your NASH PKI certificate.

Using HPOS you can also:

  • request Medicare PKI certificates to access patient individual healthcare identifiers
  • request NASH PKI certificates to access patient My Health Records.

If you don’t have conformant clinical software, your healthcare providers can access My Health Records using the read-only National Provider Portal.

The organisation maintenance officer in your organisation needs to create authorisation links to the healthcare providers’ HPI-Is, so they can access the National Provider Portal.

Read more about the National Provider Portal.

Page last updated: 22 June 2020