Managing HI Service and My Health Record details

How to use HPOS to manage your HI service details and My Health Record authorisations.

You need a Provider Digital Access (PRODA) account to access Health Professional Online Services (HPOS). If you don’t have one, register for a PRODA account and link the service.

HI Service assigns unique healthcare identifiers to patients, individual healthcare providers and organisations that provide healthcare. Healthcare identifiers are used create and access a patient’s My Health Record.

My Health Record provides a secure online summary of your patients' health information.

To manage your details in HPOS, your organisation must register in the Healthcare Identifiers (HI) Service.

Provide evidence of your ongoing membership with your professional association

You can upload evidence of your ongoing membership with your professional association to make sure your HPI-I is not deactivated.

Health professionals whose profession is regulated by AHPRA don’t have to provide evidence to the HI Service.

To provide evidence:

  • log on to your PRODA account and select Go to Service on the HPOS tile
  • in HPOS, select My programs and then select the My Health Record and Healthcare Identifiers tile
  • select the Healthcare Identifiers – Register Allied Health Professional tile
  • select the Provide evidence of ongoing professional association membership to my existing HPI-I radio button, and click Apply now
  • select your professional association if you have more than one and click Next
  • select your profession and click Next
  • provide the required information under each tab, upload your evidence of professional association membership and select Submit
  • check your information and select Back if you need to change details
  • read the Privacy notice. If you agree, select the I agree checkbox and select Confirm.

You will receive a notification of the outcome of your application in your HPOS Mail Centre.

Add an allied health profession to your individual healthcare provider identifier

You can apply to add more than one health profession to your existing healthcare provider. To add a health profession regulated by AHPRA, contact AHPRA.

To apply to add an allied health profession to your existing individual healthcare provider identifier:

  • log on to your PRODA account and select Go to Service on the HPOS tile
  • in HPOS, select My programs and then select the My Health Record and Healthcare Identifiers tile
  • select the Healthcare Identifiers – Register Allied Health Professional tile
  • select the Add a new allied health profession to my existing HPI-I radio button, and click Apply now
  • select your professional association and click Next. If you don’t see it in the list, select the My professional association is not in the list checkbox
  • select your profession and click Next. If you don’t see it in the list, select the My profession is not in the list checkbox
  • provide the required information under each tab, upload your evidence of professional association membership and select Submit
  • check your information and select Back if you need to change details
  • read the Privacy notice. If you agree, select the I agree checkbox and select Confirm.

You will receive a notification of the outcome of your application in your HPOS Mail Centre.

Manage your individual healthcare provider identifier details

You can update your name, contact details, address and HPD entry in HPOS. You can also view organisations you are linked to in the Healthcare Provider Directory.

You can’t update AHPRA details using HPOS. To update your details contact AHPRA.

You need to:

  • log on to your PRODA account
  • select Go to Service on the HPOS tile
  • select My Programs
  • select Healthcare Identifiers and My Health Record
  • select Healthcare Identifiers – Manage existing records
  • select My Details
  • use the tabs to view your details
  • select Amend to change details or Delete to delete an entry
  • select Submit.

Search for individual healthcare providers and organisations

HPOS refers to the Healthcare Provider Directory (HPD) as the Provider Directory Service (PDS).

You can search using location—such as state and country—with at least one other piece of identifying information. Your search can show up to 50 providers.

To search for an organisation:

  • log on to your PRODA account
  • select Go to Service on the HPOS tile
  • select My Programs
  • select Healthcare Identifiers and My Health Record
  • select Healthcare Identifiers – Manage existing records
  • select Search HI Provider Directory Service for Organisation
  • enter the HPI-O number or enter the State and Country of the organisation and at least one other field
  • select Search.

To search for an individual healthcare provider:

  • log on to your PRODA account
  • select Go to Service on the HPOS tile
  • select My Programs
  • select Healthcare Identifiers and My Health Record
  • select Healthcare Identifiers – Manage existing records
  • select Search HI Provider Directory Service for Individual
  • select an Identification Number Search and enter the provider's HPI-I number or AHPRA Registration Number and Family Name, or
  • select the Demographic Search and enter the State and Country of the individual and at least one other field, such as Family Name, Given Name, Date of Birth, Sex or Address
  • select Search.

Manage HPI-O details – initial steps

Only people with an RO or OMO role can update an organisation’s details.

You may hold a role for more than one organisation. Select the healthcare provider organisation from the 'Where are you' menu. You need to do this before you update its details in the HI Service.

To access your organisation’s details:

  • log on to your PRODA account
  • select Go to Service on the HPOS tile
  • select My Programs
  • select Healthcare Identifiers and My Health Record
  • select Healthcare Identifiers – Manage existing records
  • select your organisation from the list displayed
  • select My Organisation Details.

Using the tabs along the top of the screen, you can view, add, update and delete details.

Deactivate organisation or complete a change of ownership

If you are closing a seed or network healthcare organisation, you need to deactivate it in the HI Service.

To transfer a network organisation to another seed organisation’s hierarchy, you can use the Complete a Change of Ownership button.

Follow Manage HPI-O details - initial steps to access your organisation’s details, and then:

  • select the Summary tab to see a snapshot
  • select Deactivate Organisation or Complete a Change of Ownership as appropriate
  • select Submit to confirm.

Manage organisation service details

You can add new service details to your organisation.

Follow Manage HPI-O details - initial steps to access your organisation’s details, and then:

  • select the Services tab to see the organisation's service summary
  • select Add New Organisation Service Details or Amend to update organisation service details
  • select Submit to confirm.

Create and manage record for organisation staff

You can create and manage records for staff working in your organisations, and update contact details for ROs.

Manage organisation name details

You can update your organisation’s trading name.

Follow Manage HPI-O details - initial steps to access your organisation’s details, and then:

  • select the Names tab to see the organisation's name details
  • select Add New Name Details or Amend to update organisation name details
  • select Submit to confirm.

You can’t update the ABN, ACN or enterprise name in HPOS. Contact the HI Service for information about how to update those details.

Manage organisation contact details

You can add as many contact details as necessary for your organisation, or update existing details.

Follow Manage HPI-O details - initial steps to access your organisation’s details, and then:

  • select the Contacts tab to see the organisation's contact details
  • select Add New Contact Details or Amend to update contact details
  • select Submit to confirm.

Manage organisation address details

You can update address details as necessary for your organisation.

Follow Manage HPI-O details - initial steps to access your organisation’s details, then:

  • select the Addresses tab to see the organisation's address details
  • select Add New Address Details or Amend to update address details
  • select Submit to confirm.

Manage Endpoint Locator Service details

It's important the ELS details are correct and in the HPD. They help organisations send and receive electronic referrals or electronic prescriptions. Organisations can have multiple ELS details depending on how they want to get secure messages.

Contact your software vendor to confirm the ELS address.

Follow Manage HPI-O details - initial steps to access your organisation’s details, and then select the ELS (Endpoint Locator Service) tab. You’ll see the organisation's ELS identity details.

Next, select Add New ELS Details, Amend or Delete to update ELS details.

The Endpoint Locator Service Identity field identifies the ELS and distinguishes ELS URLs.

The Endpoint Locator Service Address field is for the Web Services URL address for electronic clinical information exchange.

The Endpoint Locator Service Security Certificate Reference field is the qualified certificate reference of an organisation. It identifies a certificate reference for communication with the ELS.

When you’re done, select Submit to confirm.

The next step is to publish the ELS details within your HPD entry. See Manage HPD entries for further instructions.

Manage HPD entries

Keep your HPD record up-to-date.

Follow Manage HPI-O details - initial steps to access your organisation’s details, and then:

  • select the HPD tab to see a list of the HPD entries associated with the organisation
  • select Amend or Delete, Add New PDS Entry Details
  • select Publish in PDS Details and select the ELS Details check box
  • select Save Changes then Submit to confirm updates, and publish in the HPD.

Link individuals and organisations

You can link individuals and contracted service providers to your organisation in the HI Service and My Health Record.

View the organisation's network map

If you have registered networks, a network map shows an organisation's hierarchy. It displays all organisations linked together.

To see your organisation’s details:

  • select Healthcare Identifiers from the Main Menu in HPOS
  • select View Network Map and the network map will display
  • select any organisation in the map to view its details.

You can select to view other networks ROs or linked OMOs by selecting Another Network.

Table of HI Service functions by role

What you can do in HPOS will depend on your assigned role.

If you’re an RO and you need to access OMO functions, contact HI Service. We’ll ask you some security questions before we process the request over the phone.

HI Service functions by role
Service HPI-I RO OMO
Manage Provider Directory Entry Yes No No
Search for Individual Provider Directory Entry Yes Yes Yes
Search for Provider Individual Details Yes No Yes
Read Provider Organisation Details No Yes Yes
Manage Provider Organisation Details No Yes Yes
Search for Healthcare Organisation Directory Entry Yes Yes Yes
Search for Provider Organisation Details Yes No Yes
Read Provider or Administrative Individual Details Yes Yes Yes
Manage Provider or Administrative Individual Details      

Page last updated: 25 June 2020