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

You need a Provider Digital Access (PRODA) account to access HPOS.

PRODA is an online identity verification and authentication system that lets you securely access government online services. If you don’t have one, you can register for a PRODA account online.

After logging into PRODA, select Go to service on the HPOS tile.

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 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 any of the following:

  • Medicare number
  • patient details
  • an Authority number, Authority Approval Number or Authority Unique ID.

The search can also be filtered by other criteria, such as Assessment Result:

  • approved
  • approved with changes
  • rejected
  • pending
  • previously rejected/now approved
  • authority not required
  • cancelled
  • duplicate.

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.

Patient search type

Select Patient from the search type drop down menu and enter your patient’s first name or last name and date of birth or post code. Then select Search.

Authority search type

Select Authority from the Search Type drop down menu. Enter the Authority Prescription Number, Authority Approval Number or Authority Unique ID. Then select Search. You can narrow the results with the Date From and Date To fields.

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 hasn’t yet been dispensed. You can’t amend authority applications that have already had an original prescription supplied, however you can stop the supply of any outstanding repeats. See Step 6 for more details.

Select the Amend action link in the Authority Search Results.

The authority application will then display in edit mode. Select Edit to change the:

  • patient details by opening the Edit button in the top panel
  • PBS item details
  • restriction details
  • questions and answers previously selected by opening the Edit button in the Question & Answers accordion.

Step 5: cancel an authority application

You can cancel an approved authority application that hasn’t yet been dispensed. Select the Amend 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 you’ve successfully cancelled the authority application, you can either select:

  • Exit to return to the PBS Authorities home page
  • New Authority or New Authority Same Patient to begin a new authority request.

Step 6: blocking an authority application

You can block an authority record that has been dispensed, preventing further supply of the remaining repeats. Select View from the Search Results section on the Authority Search page. Then select Block.

Once you’ve blocked the authority record, select Exit to return to the PBS Authorities home page, or select New Authority or New Authority Same Patient for a new authority request.

It’s only the original prescriber who can block an authority record. You won’t see the blocked authority straight away as it’s updated overnight in the PBS claims system. The system displays the date from when the block is in place. You’ll need to call PBS Authorities on 1800 888 333 to unblock an authority.

More information

Changing patient details

Select Edit under Patient Details.

Enter the correct patient’s 11 digit Medicare Number (including the patient’s individual reference number) without any spaces or slashes. Then select Search.

The updated patient details will display. Confirm you’ve selected the correct patient. Then select Return to go back to the Authority Summary screen. Select the declaration tick box and select Submit for reassessment.

Select Exit to return to the PBS Authorities home page, or select New Authority or New Authority Same Patient for a new authority request.

Changing PBS Item details

Select Edit under Selected PBS Item.

If amending the Dose, Frequency, Prescribed Quantity and/or Prescribed Repeats, make your changes and select Return to go back to the Authority Summary screen. Select the declaration tick box and select Submit for reassessment.

If amending the 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 you’ve selected the item, the Prescribed Quantity and Prescribed Repeats will default as the PBS listed quantity and repeats for the item. You can change the Prescribed Quantity and Prescribed Repeats as required for the prescription.

You must also enter the Dose and Frequency.

Then select Next.

Select the tick box for the required restriction, then select Next to continue.

Answer any questions associated with the new item and restriction, if applicable. Then select Next.

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. You can keep or delete these comments if they’re 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 or Previously rejected/now approved as the assessment result. Select Exit to return to the PBS Authorities home page, or select New Authority or New Authority Same Patient for a new authority request.

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 you select Return 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.

Answer any questions associated with the new item and restriction, if applicable. Then 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 or Previously rejected/now approved as the assessment result. Select Exit to return to the PBS Authorities home page, or select New Authority or New Authority Same Patient for a new authority request.

Reason Codes

Find out more about PBS reason codes for Online PBS Authorities.

Page last updated: 4 December 2023.
QC 35091