Search for an existing authority using Online PBS Authorities in HPOS
View, amend or cancel an existing authority using the PBS Authorities system on Health Professional Online Services (HPOS).
Step 1: log on to HPOS and access PBS Authorities
To access HPOS, you will need to use your Provider Digital Access (PRODA) account.
PRODA is an online authentication system used to securely access government online services. Designed using a two-step verification process, it requires a username, password and verification code to log on.
If you do not already have a PRODA account, register for one now.
After logging on to HPOS, on your homepage select My programs.
Select PBS Authorities to continue.
The location of the PBS Authorities tile may differ depending on how many programs you have access to.
Step 2: select Search Authorities
You can search for any existing authorities you have previously requested, to check patient history and previous application details. To search for an existing authority, select Search Authorities.
You can search by using:
- Medicare number
- Patient details
- an Authority number.
The search can also be filtered by other criteria, such as Assessment Result:
- Approved with changes
- Previously rejected/now approved
- Authority not required
Medicare Number search type (default)
Select Medicare Number from the Search Type drop down menu and enter the 11 digit Medicare number, then select Search.
Step 3: view an authority application
Details of the applications you’ve previously submitted for approval will display.
If multiple search results are returned, select the View action link of the required patient authority to confirm the application details.
The application details will display in view only mode.
Step 4: change an authority application
You can change an authority application that has not yet been dispensed through the Amend action link in the Authority Search Results. Authority applications that have already had an original prescription supplied cannot be amended.
The authority application will display in edit mode, allowing you to select Edit to change the patient details, PBS item details and restriction details previously selected.
Step 5: cancel an authority application
You can cancel an authority application that has not yet been dispensed, by selecting the Cancel action link on the Search Results section of the Authority Search page. The authority application will display in edit mode, allowing you to select Cancel Application.
Once the authority application has been successfully cancelled, select Exit to return to the PBS Authorities home page.
Changing patient details
Select Edit under Patient details.
Enter the correct patient’s 11 digit Medicare Number without any spaces or slashes, then select Search.
The updated patient details will display on the screen. Select Return to go back to the Assessment Result screen. Select the declaration tick box and select Submit for reassessment.
Select Exit to return to the PBS Authorities home page.
Changing PBS Item details
Select Edit under Selected PBS Item.
Search for the item by entering the brand or medicine name as a Keyword or by entering the PBS Item Code, then select Search.
After the item has been selected, the Prescribed Quantity and Prescribed Repeats will default as the PBS listed quantity and repeats for the item. The Prescribed Quantity and Prescribed Repeats can be changed as required for the prescription.
The Daily Dose must also be entered.
Then select Next.
If Return is selected at any stage, the previous authority application appears with the previous restriction details.
Select the tick box for the required restriction, then select Next to continue.
The updated PBS Item details display at the top of the screen.
If already entered, the authority comments from the previous application version will be displayed. These comments can be kept or deleted if they are no longer relevant.
The previous assessment result will display at the bottom of the screen for information. Select the Declaration Statement tick box, then select Submit for reassessment.
If approved, the application will have Approved with changes as the assessment result. Select Exit to return to the PBS Authorities home page.
Changing restriction details
Select Edit next to the Selected restriction to display the Select Restriction screen.
Select the tick box next to the required restriction, then select Next.
If Return is selected at any stage, the previous authority application will appear with the previous restriction details.
The Restriction Text, Notes and Cautions pop up will display on the screen to provide further information in accordance with the PBS listing. Select Next.
The updated restriction details display on the screen.
Select the Declaration Statement tick box and select Submit for reassessment.
The updated PBS restriction details will display. If approved, the application will have Approved with changes as the assessment result. Select Exit to return to the PBS Authorities home page
Multiple Medicare cards information message
When searching for authorities, if the patient has two or more Medicare numbers, some of the patient’s records may not display. The information message will state 219: Patient on multiple Medicare cards - unable to display all results.
For more information about Reason Codes, visit the PBS reason codes for Online PBS Authorities page.
Page last updated: 30 October 2019
This information was printed 22 September 2020 from https://www.servicesaustralia.gov.au/organisations/health-professionals/services/medicare/hpos/services/search-existing-authority-using-online-pbs-authorities-hpos. It may not include all of the relevant information on this topic. Please consider any relevant site notices at https://www.servicesaustralia.gov.au/individuals/site-notices when using this material.