Update your organisation’s details in the HI Service

Learn how to manage your health care provider organisation’s information in the Healthcare Identifiers (HI) Service.

As the organisation maintenance officer (OMO), it’s your responsibility to make sure your organisation details are kept up to date.

You need to tell us if information we have about you or your organisation changes.

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. Then follow the steps to set up your HPOS access.

OMOs are responsible for telling us about changes to Healthcare Provider Identifier-Organisation (HPI-O) details. These include:

  • contact and address details for the organisation
  • health care services provided at the organisation
  • details of personnel who need to access health care identifiers of a patient, provider or another organisation.

Follow these steps to update your HPI-O details:

  1. Log in to HPOS using PRODA.
  2. Select My programs.
  3. Select Healthcare Identifiers and My Health Record.
  4. Select Healthcare Identifiers - Manage existing records.
  5. Select your organisation from the list.
  6. Select My organisation details.

Log in to PRODA

Once you’ve opened your organisation’s HPI-O record, you can update the details that have changed.

Keeping your HPD up to date ensures other health care providers can get your HPI-O and send you information securely.

Follow these steps to update your HPD entry:

  1. Log in to HPOS using PRODA.
  2. Select My organisation details.
  3. Select HPD.
  4. Select Amend or Delete on the PDS entry want to update associated with your organisation or Add new PDS entry details.
  5. Select Publish in PDS details and update the information you want to publish.
  6. Select Save changes.
  7. If you agree with the Privacy Note, select Submit.

Log in to PRODA

Follow these steps to update your organisation’s name, contact, address and health care service details in the HI Service:

  1. Log in to HPOS using PRODA.
  2. Select My organisation details.
  3. Select which details you need to update.
  4. Select Add new details, or Amend to update existing information.
  5. Select Save changes.
  6. If you agree with the Privacy Note, select Submit.

Log in to PRODA

If you have a Healthcare Provider Directory (HPD), it will be updated when you change any of these details.

You can update HPD entries at any time.

It’s important the ELS details for your organisation are correct and in the Healthcare Provider Directory (HPD).

Your ELS details help you to send and receive electronic referrals or prescriptions on behalf of your organisation. Organisations can have multiple ELS details depending on where they want to get secure messages.

You can update the ELS details for your organisation in the following:

  • Endpoint Locator Service Identity field. This identifies the ELS and distinguishes ELS URLs.
  • Endpoint Locator Service Address field. This captures the web services URL address for electronic clinical information exchange.
  • Endpoint Locator Service Security Certificate Reference field. This captures the qualified certificate reference of an organisation. It identifies a certificate reference for communication with the ELS.

If you don’t know your organisation’s ELS details, you need to contact your software vendor to get them. Once you have them, follow these steps to update the details for your organisation in the HI Service:

  1. Log in to HPOS using PRODA.
  2. Select My organisation details.
  3. Select ELS.
  4. Select Amend or Delete and update the ELS details.
  5. Select Save changes.
  6. If you agree with the Privacy Note, select Submit.

Log in to PRODA

Your Healthcare Provider Directory (HPD) will update when you make any changes to these details.

If you’re closing a seed or network organisation, you should deactivate it in the HI Service. Any network organisations underneath it will then also deactivate.

Follow these steps to deactivate your organisation or move a network organisation out of the hierarchy in the HI Service:

  1. Log in to HPOS using PRODA.
  2. Select the Summary.
  3. Select Deactivate organisation if it’s closing down, or Complete change of ownership if you’re moving the network.
  4. Select Submit to confirm the updates.

Log in to PRODA

You need to update who in your organisation can access the HI Service with us if your personnel change. This is so we can:

  • contact you about your registration in the HI Service
  • verify the identity of your authorised employees if they contact us by phone
  • ensure only the right people at your organisation can access health care identifiers on your organisation’s behalf.

If you’re a responsible officer (RO), you need to update your own details in the HI Service.

If you’re an organisation maintenance officer (OMO) you can update your own record in the HI Service. For your organisation and any linked network organisations you can also:

  • create additional OMO records
  • update existing OMO records
  • maintain an authorised employee register for staff who need to contact the HI Service by phone.

You can have as many OMOs and authorised employees you need to manage your organisation’s functions in the HI Service.

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

  1. Log in to HPOS using PRODA.
  2. Select My programs.
  3. Select Healthcare Identifiers and My Health Record.
  4. Select Healthcare Identifiers - Change responsible officer.
  5. Follow the steps to change responsible officer.

Log in to PRODA

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

Only an RO can update their own details in the HI Service. Your organisation maintenance officer can’t update your record. Follow these steps to update the RO’s details:

  1. Log in to HPOS using PRODA.
  2. Select My programs.
  3. Select Healthcare Identifiers and My Health Record.
  4. Select Healthcare Identifiers - Manage existing records.
  5. Select My responsible officer details.
  6. Select which details you need to update.
  7. Select Add new details, or Amend/Delete to update information.
  8. Select Save changes.
  9. Select Submit to confirm the updates.

Log in to PRODA

If you’re an OMO for a seed organisation, you can create new OMOs for your organisation and any network organisations linked to it.

If you’re an OMO for a network organisation, you can create new OMOs for your organisation and any network organisations linked to it.

Follow these steps to create a new OMO:

  1. Log in to HPOS using PRODA.
  2. Select My programs.
  3. Select Healthcare Identifiers and My Health Record.
  4. Select Healthcare Identifiers - Manage existing records.
  5. Select your organisation.
  6. Select My organisation details.
  7. Select OMO.
  8. Select Manage maintenance officers.
  9. Select Add.
  10. Enter your individual health provider’s details and then select Add.
  11. Make sure the individual health care provider’s details are correct and then select Confirm.

Log in to PRODA

If the new OMO would like to access the HI Service via HPOS, they must link their OMO identifier to their individual PRODA account. Read more about how to link your health care identifiers to your PRODA account.

If you’re an OMO for a seed organisation, you can update OMO details for your organisation and any network organisations linked to it.

If you’re an OMO for a network organisation, you can update OMO details for your network organisation and any networks linked below it.

Follow these steps to update an OMO’s details:

  1. Log in to HPOS using PRODA.
  2. Select My programs.
  3. Select Healthcare Identifiers and My Health Record.
  4. Select Healthcare Identifiers - Manage existing records.
  5. Select your organisation.
  6. Select My OMO details.
  7. Select which details you need to update.
  8. Select Add new details, or Amend/Delete to update information.
  9. Select Save changes.
  10. Select Submit to confirm the updates.

Log in to PRODA

If you’re an OMO or a responsible officer (RO) only you can update your name, date of birth or gender details with us.

Submit the HI Service - application to amend an organisation officer’s personal details form to update your details.

An authorised employee is someone in your organisation who needs to access health care identifiers in the HI Service.

If your organisation’s software isn’t working, your authorised employee can call us to get health care identifiers. You need to send an AER to us so we can verify their identity when they call.

You need to submit an updated AER to us every time you need to update your current authorised employee’s information. When you do, the latest AER you submit will overwrite the previous one.

We recommend you keep a copy of all the AERs you’ve sent to us. We can request authorised employee information from you for up to 7 years after they stop accessing the HI Service.

You should also make sure your authorised employees read the privacy notice included on the AER.

To create or update the authorised employees for your organisation, download the AER spreadsheet, then follow these steps:

  1. Read the Example.
  2. Complete the Authorised employee register, including the date the authorisation for the employee started or finished.
  3. Save the updated spreadsheet as your master list.
  4. Compose your email to send your AER in your My mailbox.

Before you send your email make sure you:

  • put ‘Authorised employee file HPI-O 8003 62_ _ _ _ _ _ _ _ _ _ ’ in the subject field
  • add in your HPI-O in the blank spaces.

Remember, there may be risks with sending personal information through unsecured networks or email channels.

Page last updated: 15 June 2024.
QC 74206