Register as a health care provider organisation

Health care provider organisations can register to use the Healthcare Identifiers (HI) Service and My Health Record.

Your organisation needs a Healthcare Provider Identifier-Organisation (HPI-O) to use the HI Service and access My Health Record. A HPI-O is a unique number that identifies your organisation in the HI Service.

To get a HPI-O, your organisation needs to:

  • provide health care related services
  • employ at least one individual health care provider who has a Healthcare Provider Identifier-Individual (HPI-I).

You need to register your organisation as a seed organisation or a network organisation in the HI Service. Once you’ve registered, we’ll give your organisation a HPI-O. You can also transfer ownership.

You need a Provider Digital Access (PRODA) account to access Health Professional Online Services (HPOS). If you don’t have one, register for PRODA online. Follow the steps to set up your HPOS access and link HPOS using your healthcare identifier.

A seed organisation is a business entity that provides or controls the delivery of health care services.

A network organisation provides services as part of a seed organisation. This could be, for example, a maternity ward in a hospital or a medical practice operating under a larger medical group.

If you’re registering a network organisation you need to link it to either a seed organisation or another network organisation in the HI Service.

When you register to use the HI Service, you’ll also need to include your health care organisation type.

When you register a seed organisation in the HI Service and My Health Record, we’ll assign you as the responsible officer (RO) and organisation maintenance officer (OMO). Only the RO can register a seed organisation because it’s the primary organisation. You can also add additional OMOs when you’re registering your organisation.

Follow these steps to register a seed organisation in the HI Service and My Health Record:

  1. Log in to HPOS using PRODA.
  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 request, we’ll send the outcome to your HPOS inbox. This will include your HPI-O.

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

Log in to PRODA

You must be either a responsible officer (RO) or organisation maintenance officer (OMO) of a seed organisation to register a network organisation. You need to link your new network organisation to either a seed organisation or another network organisation when registering.

Follow these steps to register a network organisations in the HI Service:

  1. Log in to HPOS using PRODA.
  2. Select My programs then Healthcare Identifiers and My Health Record.
  3. Select Healthcare Identifiers - Manage existing records.
  4. Select which seed or network organisation you want to link the organisation to.
  5. Select the My organisation details, then Add organisation.
  6. Follow the steps to create your new network organisation.

Once we’ve processed your request we’ll send the outcome to your HPOS inbox. This will include your HPI-O.

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

Log in to PRODA

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

To register your organisation in My Health Record you must also be a responsible officer (RO) or organisation maintenance officer (OMO) for the network organisation.

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

  • A No access flag gives the network organisation the same access as the seed organisation.
  • A Yes access flag gives the network organisation access to My Health Record, even if the seed organisation doesn’t have access.

Follow these steps to set access flags:

  1. Log in to HPOS using PRODA.
  2. Select My programs then Healthcare Identifiers and My Health Record.
  3. Select My Health Record - Register organisation then Health care organisation registration.
  4. Select an organisation from the list.
  5. Select which organisation you want to register and what access flags they should have, then Save Changes.
  6. If you agree to the terms accept the Participation Agreement, and then select Register.

To access My Health Records using conformant clinical software, your organisation needs a National Authentication Service for Health (NASH) Public Key Infrastructure (PKI) certificate.

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

The OMO in your organisation needs to add or update authorisation links to the health care providers’ HPI-Is, so they can access the NPP.

Log in to PRODA

When individual health care providers upload clinical information to a patient’s My Health Record, the system recognises the following details:

  • the organisation’s HPI-O
  • the provider’s HPI-I.

Individual healthcare providers can edit a patient’s information if the HPI-O and HPI-I stay the same. To help your providers make edits, you can request a transfer of an existing HPI-O to a new organisation.

The new organisation must provide the same type of services and have either:

  • bought the previous organisation
  • moved into the same location of one that has recently closed.

The new organisation must also do both of the following:

  • employ at least one of the same individual healthcare providers
  • use My Health Record.

If the providers working for your organisation don’t use My Health Record, you should register in the HI Service as a new organisation.

We assess each request for HPI-O transfer on a case by case basis.

Follow these steps if you’re a responsible officer known to the HI Service, to change ownership for a seed organisation:

  1. Log in to HPOS using PRODA.
  2. Select My programs.
  3. Select Healthcare Identifiers and My Health Record.
  4. Select Healthcare Identifiers - Change organisation ownership.
  5. Follow the steps to change ownership of a seed organisation.

Once we’ve processed your request, we’ll send the outcome to your HPOS mailbox.

Log in to PRODA

Follow these steps if you’re a responsible officer known to the HI Service, to change ownership of a network organisation:

  1. Log in to HPOS using PRODA.
  2. Select My programs.
  3. Select Healthcare Identifiers and My Health Record.
  4. Select Healthcare Identifiers - Change organisation ownership.
  5. Follow the steps to change ownership of a network organisation.

Once we’ve processed your request, we’ll send the outcome to your HPOS mailbox.

If you need help with transferring a HPI-O, you can contact the Healthcare Identifiers Service Operations Team.

Log in to PRODA

Page last updated: 15 June 2024.
QC 73007