Request an authority using Online PBS Authorities in HPOS
Request a new authority using the online Pharmaceutical Benefits Scheme (PBS) Authorities system on Health Professional Online Services (HPOS).
As an approved prescriber, you no longer need to call us to request PBS authority approval for:
- most PBS items (but not some complex written Authority Required items)
- increased quantities or repeats for those items.
You can request PBS authority approvals online through either:
- PBS Authorities on Health Professional Online Services (HPOS)
- upgraded clinical and prescribing software, when available.
Also you or your delegate can submit PBS written authority documents using Form Upload in HPOS. You can use this function through HPOS Messages. Form upload lets you securely send messages with forms and supporting documents directly to us. This function confirms forms have been received and there's no postal delays.
Learn more about form upload in HPOS.
Complete the Form Upload service eLearning module for additional information.
There are no changes to existing phone and written arrangements for Repatriation Pharmaceutical Benefits Scheme (RPBS) approvals through the Veterans’ Affairs Pharmaceutical Approval Centre (VAPAC).
Step 1: log on to HPOS and access PBS Authorities
To access HPOS you need to use your Provider Digital Access (PRODA) account. PRODA is a digital online system that provides secure access to many online services. To access PRODA you need a username, password and verification code to log on.
Learn more about HPOS and PRODA.
You can register for a PRODA account, now if you haven’t already.
When you’re in HPOS, select My programs for a list of programs you can access.
Select PBS Authorities to access the Online PBS Authorities system.
The location of the PBS Authorities tile may change and depends on how many programs you can access.
Step 2: select Request Authority
Select Request Authority to request a new authority for your patient.
Step 3: enter the patient’s Medicare number
Enter your patient’s 11 digit Medicare number, without any spaces or slashes, then select Search.
The search results are for the selected Medicare Number as well as the patient’s:
- date of birth
- Medicare number and expiry.
Select the tick box next to your patient, then select Next.
Step 4: enter the Authority Prescription Number
Enter the Authority Prescription Number as shown on the PBS authority prescription, then select Next.
Step 5: select the PBS item being prescribed
To search for the item being prescribed enter the brand or medicine name as a Keyword or enter the PBS Item Code then select Search.
Tip: type the first few letters to find the item you’re prescribing. For example 'dexam' will show as 'dexamphetamine', 'dexamethasone', 'dexamethasone + framycetin sulfate + gramicidin'.
Select the tick box next to the item to be prescribed.
After you’ve selected the item, the Prescribed Quantity and Prescribed Repeats will default to the PBS listed quantity and repeats for the item. You can change the Prescribed Quantity and Prescribed Repeats for the prescription.
The Daily Dose must also be entered.
Note: Daily dose is needed to calculate the number of days within a treatment cycle. Enter a number from 1 to 999, for example enter 4 for four tablets per day.
If the dose is or includes partial dose, add the ‘+’ symbol at the end of the number to show a value between whole numbers. For example enter 1+ to show a daily dose between 1 and 2, such as 1.5 tablets or 1.75ml.
Enter the following if a daily dose can’t be measured:
- X for items that aren’t measured by dosage, such as creams and ointments, or for items used less frequently, such as patches used weekly
- D for directions given to the patient but not entered into the application
- N for no directions given to the patient or entered into the application.
After you enter the Daily Dose, select Next.
To search for a Growth Hormone item code you need to enter prescription details.
You should use the ‘Dose and cartridge quantity calculator' on the Department of Health website before you complete the Prescribed Quantity, Prescribed Repeats and Weekly dose with the unit.
Accepted units for weekly dose include:
After you enter the prescription details select Next.
Step 6: select the PBS restriction
To determine the eligibility criteria for the PBS authority application select the relevant Restriction Code tick box.
To see restriction details in full, such as notes, cautions and warnings, select the Display Restriction Detail link.
Note: If the word “Streamlined” appears in the Selected PBS Item section of the screen, you may not have to proceed with the online authority application. If you’re prescribing within the PBS listed quantity and repeats for a streamlined authority item, write the four-digit Streamlined Authority Code on the PBS prescription. You can then Exit the authority application.
If prescribing a streamlined item above the PBS listed quantity and repeats, or prescribing a Restricted Benefit or Authority Required item, to continue with the authority request select the relevant Restriction Code tick box and then Next.
The Restriction Text, Notes and Cautions pop-up provides more information about the PBS Restriction in accordance with the PBS listing.
If you agree that the authority application meets the restriction information, select Next, or select Close to return to the Restriction Selection screen.
Step 7: answer questions about the PBS restriction
Note: skip Step 7 for growth hormone authorities
For an authority application you may need to answer more questions about the PBS restriction. Answers may need to be in text, a number, a date or selected from a drop down menu, as shown on screen.
Select Next after you answer all questions.
Step 8: answer eligibility questions for Growth Hormone
After you select the restriction and Next at Step 6, you’ll see the confirmation of the Condition and Treatment combination you’re prescribing.
Select your patient’s Biological Sex, so the system can make the correct assessment.
Answer ‘Yes’ or ‘No’ for each set of eligibility questions. Your responses determine the next set of questions.
Select Next Questions to move through the Eligibility Questions.
Questions are single questions, or a set of ‘AND’ or ‘OR’ questions.
- ‘AND’ questions need a response to each question
- ‘OR’ questions only need 1 question answered, including selecting ‘no’ to one of the questions if the patient doesn’t meet any of the options.
After you complete all eligibility questions, enter your patient’s data into the fields.
Select Next when all data is entered.
Step 9: submit your application
The Authority Prescription screen shows information about the patient and the item being prescribed.
You can add comments to the application in the Authority Comments text box.
Confirm all information displayed is correct. You can select Edit to change your application.
When you’re ready to submit the application, tick the Declaration Statement tick box and select Submit.
Step 10: application assessment result
The authority assessment result will show in real-time.
Results for a PBS authority application can include:
- Authority not required
- Approved with changes
- Previously rejected/now approved.
If the application is approved, write the PBS Authority Approval Number and PBS Item Code on the prescription.
Select Exit to return to the PBS Authorities homepage, or select a Record New Authority to start the next request for an Authority application.
Time out screen
If your HPOS session times out, select the PBS Authorities link. You’ll need to re-enter your PRODA username and password and may need to enter your authentication code into the system. After logging in again, select the PBS Authorities tile to return to the PBS Authorities home page.
Invalid Authority Prescription Number
If the number isn’t valid you’ll need to select Amend Number to re-enter the Authority Prescription Number. If you select Continue without changing the invalid Authority Prescription Number, your PBS authority application will be rejected at the application Assessment Result screen.
Tip: alphabetical characters are invalid values for an Authority Prescription Number. If you’ve entered the Authority Prescription Number with alphabetical characters, you’ll see the error message 154: Invalid value/s in the following fields: Authority Prescription Number.
Hospital Provider Number
The hospital provider number field is only mandatory for Highly Specialised Drug public or private hospital items. If you need to fill in a Hospital Provider Number do so on the Item Search screen, after entering Dose.
Overriding an assessment result
You can resubmit a rejected application for any of these reasons:
All reasons below may not apply for all medicines:
- change in dose
- Section 49 (previously regulation 24)
- special Drugs
- adverse reaction
- break in therapy
- change in strength.
Select from the Reason Code Override drop down and select Resubmit.
Note: if the date of prescribing is different to the previous application, the Resubmit Authority pop up gives the warning - By re-submitting this Authority request the original date of prescribing will be overwritten. Do you wish to continue? Select Yes, to confirm the original date of prescribing will be overwritten to today’s date. Update the PBS prescription with today’s date.
If approved, the assessment result will be Previously rejected/now approved. Write the PBS Authority approval number and PBS item code on the prescription.
Select Exit to return to the PBS Authorities home page.
Search for existing PBS authorities
Read more about Search for an existing authority using Online PBS Authorities in HPOS to change an existing application.
Find out more about PBS reason codes for Online PBS Authorities.
Page last updated: 26 March 2020
This information was printed 1 December 2020 from https://www.servicesaustralia.gov.au/organisations/health-professionals/services/medicare/pbs-prescribers/resources/request-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.