Register on the Organisation Register

The Organisation Register allows health organisations to register and participate in government health care programs.

Before registering

Before registering your organisation, you’ll need the following:

  • An active Australian Business Number (ABN).
  • Details of an Associate - a person listed against the ABN on the Australian Business Register (ABR). Sole traders, government entities, and trusts may have an authorised contact listed on the ABR.
  • Details of an authorised contact - a person with an active individual Provider Digital Access (PRODA) account and their registration authority (RA) number.
  • Provider location numbers of general practitioners (GPs) - who are providing services at your practice, so you can link them to the organisation’s site. Make sure their address is the same as the physical practice address.
  • Details of your accreditation or relevant exemption - as outlined on the Department of Health and Aged Care website.
  • PRODA account - you need an individual PRODA account to register your organisation in PRODA before you can use the Organisation Register. Find out how to register for an individual PRODA account.

You’ll also need to:

You’ll need to complete this even if you’ve done it for other programs. The steps you need to follow are different if you’ve already linked your organisation in PRODA for other programs.

To link your organisation in PRODA you must be either a:

  • Director
  • Member with the owner-access attribute.

If you need help with PRODA call or email the PRODA team.

Follow these steps if you haven’t already linked your organisation to HPOS:

  1. Log in to PRODA.
  2. Select Organisations from the top of the page, then choose the organisation you’re acting on behalf of.
  3. Select Add service provider from the Service provider menu. Select HPOS from the list, then Add service provider.
  4. Read and accept the Organisation linking terms and conditions.
  5. Select ABN as the Identifier type, then Next. You’ll see confirmation of the linking relationship with HPOS. Select Next, then Finish.
  6. Return to the PRODA services page and select Go to service on the HPOS tile.
  7. Select the organisation you’re acting on behalf of, then Continue.
  8. Read and accept the Terms and Conditions, complete the Declaration, then select Continue.
  9. Enter an email address for the organisation. Select Yes or No to notifications and frequency, then Submit.
  10. You need to log out and then log back into your HPOS account for the changes to take effect.

Follow these instructions if you have already linked your organisation to HPOS:

  1. Under My linked services, select Link identifiers on the HPOS tile.
  2. Select the organisation you’re acting on behalf of, then Continue.
  3. The Manage Relationships Summary screen will show your existing linked services. Select Add new identifier.
  4. Select ABN as the Identifier type, then Next.
  5. Select Next when you see the organisation linking verification of relationship screen.
  6. Select Finish.
  7. Return to the PRODA services page then select Go to service on the Health professional online services tile.
  8. Select the organisation you’re acting on behalf of, then Continue.
  9. Read and accept the Terms and Conditions and complete the Declaration, then select Continue.
  10. Enter an email address for the organisation. Select Yes or No to notifications and frequency, then Submit.
  11. You need to log out and then log back into your HPOS account for the changes to take effect.

Log in to PRODA

Follow these steps to create your organisation record:

  1. Log in to HPOS using PRODA.
  2. Select Organisation and check your organisation’s details are correct.
  3. You can Add an ultimate organisation by selecting this option at the bottom of the page - this is optional.
  4. Select Contact and enter the relevant contact details.
  5. Select Key individuals and Add key individual. You need at least 2 Key individuals, one Associate and one Authorised Contact - these may be the same person. Select Confirm.
  6. Check the details you’ve entered are correct and select Submit, then Save.

Your organisation record is now active. You can now create organisation site records for any additional sites your organisation has.

Log in to PRODA

You can create an organisation site record for each site where your organisation operates that shares the same ABN.

Follow these steps to create an organisation site record:

  1. Log in to HPOS using PRODA.
  2. Select the organisation you’re acting for, then select Organisation Register.
  3. Select the Associated sites tab, then Add new site.
  4. On the Organisation site tab, add your organisation site name. This is the name of the business.
  5. Complete the relevant details in the Physical address tab.
  6. Complete the relevant details in the Contact tab.
  7. On the Services tab, add a Service description based on the main activity the organisation site provides.
  8. Select Service type, tick the relevant option and select Confirm. Then choose the relevant options under Service delivery type.
  9. In the Key individuals tab, select Add key individual. You’ll need at least one authorised contact with an active individual PRODA account and a registration authority (RA) number. Select Confirm.
  10. Select Submit. You’ll see an Organisation site record summary. Select Save. Your organisation site record is now active.
  11. Select Accreditation and enter the relevant practice accreditation details or, if applicable, the relevant practice exemption details.
  12. Select the Provider tab and Add provider. Enter the first 7 characters of a provider number to search for a provider, making sure any letters are uppercase. The start date will default to today’s date. Review and agree to the declaration, then select Confirm.

Log in to PRODA

You can now add programs to the organisation site record. Individual healthcare programs won’t be available for selection in the Program registration tab until commencement.

To add programs to your organisation site record:

  1. Log in to HPOS using PRODA.
  2. Select the organisation you’re acting for, then select Organisation Register.
  3. Select Program registration.
  4. Select New program, then choose one from the drop down menu. Select Add program, Submit and Save.
  5. If you need to, add the relevant Banking details. Select Submit, then Save.

Log in to PRODA

Follow these steps to link a subsidiary organisation in PRODA to an organisation site record. You don’t have to do this, it’s optional.

  1. Log in to HPOS using PRODA.
  2. Select the organisation that has the subsidiary organisation you want to link the organisation site to.
  3. Select the relevant subsidiary organisation.
  4. Select Service provider from the menu, then HPOS, then Add service provider.
  5. Read and accept the Terms and Conditions and complete the Declaration.
  6. Select Organisation site ID from the drop down list under Identifier type and enter the organisation site ID, then select Next.
  7. You’ll get confirmation that you can access HPOS services based on the identifier you’ve entered, select Finish.

The HPOS tile will now appear as a linked service provider under My Linked Services.

Log in to PRODA

Page last updated: 15 June 2024.
QC 74179