Use HPOS messages

Help for health professionals and their delegates to use the message feature in the Health Professionals Online System (HPOS).

HPOS Messages is a secure way to directly correspond with our program teams. It’s not an email account.

Use HPOS Messages to:

  • securely communicate with our program teams
  • get statements, notifications and payment information about programs that you or your organisation are registered for
  • manage notification preferences for new messages in HPOS.

Direct communication is sent through HPOS Messages for:

  • Australian Immunisation Register (AIR)
  • Assisted Reproductive Technology (ART)
  • Diagnostic Imaging
  • Department of Veterans’ Affairs (DVA)
  • eBusiness helpdesk
  • General Practice Training Payment (GPTP)
  • Healthcare Identifiers
  • Indemnity Insurance Fund
  • Midwife Professional Indemnity Scheme (MPIS)
  • MyMedicare
  • Organisation Register
  • Pathology Registration
  • Pharmaceutical Benefits Scheme (PBS)
  • Practice Incentives Program (PIP)
  • Track and Scale, 19AB exemption
  • Workforce Incentive Program (WIP) - Doctor Stream
  • Workforce Incentive Program (WIP) - Rural Advanced Skills
  • Workforce Incentive Program (WIP) - Practice Stream.

The following table shows the statements, notifications and payment information you can get through HPOS Messages:

ProgramStatements and notifications you can get
Australian Immunisation Register (AIR)Statement of payment
DVA Coordinated Veterans’ Care Program

Patient Treatment Reports (PTR) individual and summary

DVA Webclaim statements

General Practice Training Payments (GPTP)

Payment advice

Notifications

Medicare

90 day pay doctor cheque scheme EFT payments

Bulk bill statements

Provider or prescriber number application outcomes

Midwife Professional Indemnity Scheme (MPIS)

Notifications

Payment statements

Requests for information

Practice Incentives Program (PIP) Online

Incentives News Update

Payment advice

Annual Confirmation Statement

Track and Scale

19AB exemption reminder notification

Scaling completion letter

Workforce Incentive Program (WIP)

Doctor Stream Online:

  • notifications
  • payment advice.

Rural Advanced Skills Online:

  • notifications
  • payment advice.

Practice Stream Online:

  • payment advice
  • quarterly confirmation statement.

You need to subscribe to get statements, notifications and payment information through HPOS.

Follow these steps to set up your subscriptions and view these types of messages:

  1. Log in to HPOS using Provider Digital Access (PRODA).
  2. Select Messages from the main menu.
  3. Select Statements and Subscriptions.

There are 2 types of subscriptions in HPOS, standard and automatic. Each type works differently.

Follow these steps for a standard subscription:

  1. Select Start subscription to receive a statement electronically.
  2. Select End subscription to unsubscribe.
  3. You can only cancel your subscription 13 weeks from the start date.
  4. If you make a change to your subscription, it’ll apply from the next working day.

For an automatic subscription:

  • we may automatically subscribe you to get some statements depending on your program enrolment and provider type
  • you can view the details of your automatic subscriptions in HPOS Messages
  • you can’t make changes to these subscriptions or unsubscribe.

If your practice is enrolled in PIP and WIP - Practice Stream, you must subscribe to get statements and updates through PIP or WIP - Practice Stream online applications in HPOS.

Log in to PRODA

My mailbox is for when you access HPOS as an individual through PRODA.

My mailbox lets you get and send messages to us for your own individual purposes.

Follow these steps to access My mailbox:

  1. Log in to HPOS using PRODA.
  2. Select No organisation - Proceed as an individual only.
  3. Select Messages from the main menu.
  4. Select My mailbox.

Log in to PRODA

If you’re authorised to do so, you can access My organisation(s) mailbox (for associates) in HPOS for the following programs:

  • Practice Incentives Program (PIP) - Practice Stream
  • Working Incentives Program (WIP) - Practice Stream
  • Diagnostic and pathology programs.

This mailbox lets you send and get messages with these programs on behalf of the practice or organisation.

Follow these steps to access My organisation(s) mailbox (for associates):

  1. Log in to HPOS using PRODA.
  2. Select No organisation - Proceed as an individual only.
  3. Select Messages from the main menu.
  4. Select My organisation(s) mailbox.

Log in to PRODA

You can access My organisation(s) mailbox (for PRODA Organisations) in HPOS on behalf of your organisation if it’s registered in PRODA. This mailbox allows you to send and get messages on behalf of any of the following:

  • your registered PRODA organisation.
  • your PRODA sub-organisation.
  • your organisation or organisation site in the Organisation Register.

Follow these steps to access the My organisation(s) mailbox for PRODA organisations:

  1. Log in to HPOS using PRODA.
  2. Select the organisation that you would like to act on behalf of.
  3. Select Messages from the main menu.
  4. Select My organisation(s) mailbox.

Log in to PRODA

The maximum length of your message is 4,800 characters, including spaces.

Follow these steps to send messages in HPOS:

  1. Log in to HPOS using PRODA.
  2. Select Messages from the main menu.
  3. Select My mailbox or My organisation(s) mailbox.
  4. [for My organisation(s) mailbox only] search or select the relevant organisation or site name or identifier from the organisation drop down list.
  5. Select Compose new mail.
  6. Select the recipient from the drop down list.
  7. Enter a subject in the subject field.
  8. Enter a message in the text field.
  9. Select Send to send your message, or select Cancel to not send your message.

Follow these steps to attach a file to your message:

  1. Log in to HPOS using PRODA.
  2. Select Messages from the main menu.
  3. Select My mailbox or My organisation(s) mailbox.
  4. [for My organisation(s) mailbox only] search or select the relevant organisation or site name or identifier from the organisation drop down list.
  5. Select Compose new mail.
  6. Select the recipient from the drop down list.
  7. Enter a subject in the subject field.
  8. Enter a message in the text field.
  9. Select Choose File.
  10. Search for and select the file on your computer or network.
  11. Select Open.
  12. Select Add file to attach the selected file to the message.
  13. Select Send to send your message or select Cancel to not send your message.

To remove the file, select Remove.

Log in to PRODA

It’s important to manage your HPOS notifications to make sure you’re alerted to incoming mail and outstanding statements.

We’ll send notifications to your personal email address. To get these notifications you must provide an email address and set the frequency of notifications.

You can choose to have notifications delivered either:

  • immediately, as new mail arrives in HPOS
  • daily
  • weekly.

When you first log in to HPOS, you’ll be asked to set up notifications. You can also set up or change your notifications later.

Health professionals must set up their own notification preferences in HPOS. A delegate can’t do this on behalf of a health professional.

Follow these steps to change notification settings on behalf of a PRODA individual:

  1. Log in to HPOS using PRODA.
  2. Select Messages from the main menu.
  3. Select My mailbox.
  4. Select Settings, adjust preferences.
  5. Select Submit.

Follow these steps to change notification settings on behalf of a PRODA organisation follow these steps:

  1. Log in to HPOS using PRODA.
  2. Select Messages from the main menu.
  3. Select My organisation(s) mailbox.
  4. Select the relevant organisation from the organisation drop down.
  5. Select Settings, adjust preferences.
  6. Select Submit.

Log in to PRODA

You can find notification settings for each organisation in the organisation drop down menu.

Page last updated: 24 June 2024.
QC 74177