What's new?

July 2014

Improvements will be made to the way some PBS medicines are processed under the Highly Specialised Drugs Programme from 1 July 2015.

Healthcare Identifiers Service

About the Healthcare Identifiers Service

The Healthcare Identifiers Service (HI Service) is a national system for uniquely identifying healthcare providers (healthcare provider organisations and individual healthcare providers) and individuals.

A healthcare identifier is a unique 16 digit number which makes sure the right health information is associated with the right individual. The HI Service forms the basis of other eHealth initiatives such as the Personally Controlled Electronic Health Record (eHealth Record).

The Australian Government Department of Human Services (Human Services) manages the allocation, maintenance and disclosure of healthcare identifiers to healthcare providers and the public. This is legislated under the Healthcare Identifiers Act 2010External link.

Healthcare Identifiers Service Annual Reports

More details about the assignment and management of healthcare identifiers, the service levels under which we operate the HI Service and financial statements can be found in the HI Service Annual Reports.

Current edition

Previous editions

Personally Controlled Electronic Health Record (eHealth Record)

People seeking health care in Australia can now register for a Personally Controlled Electronic Health (eHealth) Record. This is a secure, voluntary, electronic record that can be accessed by:

  • a patient
  • a patient's authorised representatives
  • nominated representatives, or
  • treating health care providers

It gives healthcare providers access to a summary of some of a patient's health information, making continuity of care easier and helping to contribute to improved treatment decisions and positive health outcomes.

Healthcare providers must be registered in the HI Service before they can participate in the eHealth record system.

Healthcare providers can apply to participate in the eHealth record system when they apply to register with the HI Service, using a single application form—Application to Register a Seed Organisation (HW018 formerly 2978) [PDF, 546Kb]PDF reader required. Before you apply, visit the eHealthExternal link website to learn about the eHealth record system, the registration process and to download a copy of the Participation Agreement which must be submitted with your application.

Healthcare provider organisations that want authorised staff to access the eHealth record system using the organisation’s clinical information system need to apply for a National Authentication Service for Health (NASH) Public Key Infrastructure (PKI) Certificate for Healthcare Provider Organisations.

Individual healthcare providers who want to access the eHealth record system via the provider portal on behalf of their organisation need to apply for a NASH PKI Certificate for Individual Healthcare Providers.  Read more about the certificate and how to apply.

Healthcare Provider Organisations (HPI-O)

To be eligible for a Healthcare Provider Identifier Organisation (HPI-O) the organisation must provide health related services, and employ an identified healthcare provider (an individual healthcare provider who has registered in the HI Service) who provides healthcare as part of their duties. Refer to the Organisation Type Classification Reference Guide [PDF, 151Kb]PDF reader required for examples of eligible organisation types.

Two organisation types operate in the HI Service:

  • Seed organisations: a seed organisation is a legal entity in Australia that provides or controls the delivery of health care services
  • Network organisations: a network organisation is linked to, and provides services to, a seed organisation

Organisation staff roles

We give different levels of access to the HI Service system based on user needs. To register your organisation with the HI Service and receive a healthcare identifier, you need to complete the appropriate form(s) below and provide us with supporting documentation. Each form includes details of what you need to provide. The forms can be used by health care organisations, Responsible Officers, Organisation Maintenance Officers and authorised employees to change their levels of access to the system, or update their details in the system.

For more information about the roles and responsibilities of users of the HI Service see the HI Service Information Guide [PDF, 137Kb]PDF reader required.

To register an organisation with us and receive a HPI-O number you need to complete the appropriate form(s) and provide us with supporting documentation. Each form includes details of what you need to provide.

Form Short description of form
Application to Register a Seed Organisation (HW018 formerly 2978) [PDF, 546Kb]PDF reader required Register a new seed organisation and associated staff for the HI Service. This form can also be used to register a seed organisation in the eHealthExternal link record system
2849 - Application to register a Network Organisation [PDF, 227Kb]PDF reader required Register a new network organisation.
2711 - Application to replace a Responsible officer or add/ remove an Organisation Maintenance Officer for an Organisation [PDF, 259Kb]PDF reader required

Replace a Responsible Officer (RO) for a Seed Organisation.

Add an additional Organisation Maintenance Officer (OMO) for a Seed or Network Organisation.

Remove an Organisation Maintenance Officer (OMO) from a Seed or Network Organisation.

2791 – Application to amend Organisation Officer's personal information [PDF, 184Kb]PDF reader required Change personal details of an existing responsible officer or organisation maintenance officer.
2883 – Application to amend a Healthcare Organisation record [PDF, 198Kb]PDF reader required Add or change the details of an existing seed or network organisation.
3000 – Application to deactivate, reactivate or retire a Healthcare Organisation record [PDF, 149Kb]PDF reader required Deactivate, reactivate or retire a healthcare organisation's identifier.
Healthcare Identifiers Service - Authorised employee register form

Organisations can use this form to log Authorised Employee details with the HI Service. See the HI Service Information Guide [PDF, 137Kb]PDF reader required for more information.

This form can only be submitted via HPOS.

A RO or OMO can link or unlink a CSP organisation for the HI Service and eHealth record system online through HPOS. If you would like a paper form call 1300 361 457 or email healthcareidentifiers@humanservices.gov.auEmail and ask for form HW014 (formerly 4717).

Change of ownership

You must tell us of any changes to your healthcare provider organisation’s ownership arrangements, and provide the appropriate documentation. The Change of ownership information document [PDF, 150Kb]PDF reader required details what information you need to provide.

If you have any questions about a change of ownership, email healthcareidentifiers@humanservices.gov.auEmail with the subject as ’change of ownership’.

Healthcare Provider Individuals (HPI-I)

To be eligible for a Healthcare Provider Identifier - Individual (HPI-I), a healthcare provider individual must provide healthcare and be a member of a professional association that has uniform national membership requirements. The Provider Type Classification Reference Guide [PDF, 44Kb]PDF reader required includes examples of provider types that may be eligible for a HPI-I.

To register with the HI Service, complete the appropriate form(s) below and provide us with supporting documents. Each form lists what you need to provide.

Note: If you're registered with Australian Health Practitioner Regulation Agency (AHPRA), you already have an HPI-I and don't need to fill out a registration form. You can get your HPI-I by contacting Human Services or AHPRA. If you’re registered with AHPRA, but practice another health profession not covered by them, you can add these details using the Application to amend a Healthcare Provider Record (HW034) [PDF, 312Kb]PDF reader required form.

Check the list of professions that are currently covered by AHPRAExternal link.

Form Short description of form
Application to Register a Healthcare Provider (2977) [PDF, 198Kb]PDF reader required Register a healthcare provider individual.
*Only complete this form if the field of practice you wish to register with the HI Service isn't covered by AHPRA in your state or territory.
Application to amend a Healthcare Provider Record (HW034) [PDF, 312Kb]PDF reader required Add or change the details of an existing healthcare provider individual, including professions, and add or amend HPD entry details.
*If your field of practice is registered by AHPRA in your state or territory, you must contact the agency to update your details.

Healthcare Provider Directory (HPD)

The Healthcare Provider Directory (HPD) is a listing of registered healthcare providers and organisations who consent to their professional and business contact details being published.

By having your details published in the HPD, you can search the directory for contact details of other registered healthcare providers and vice versa. This can help when sending secure messages, referrals, discharge summaries and forwarding test requests for patients.

If you are an individual healthcare provider whose profession is regulated by AHPRA—when you consent to the inclusion of your professional and business details in the HPD, you are also consenting to the HPD being updated to reflect any changes to those details you make with AHPRA.

How do I add my details to the HPD?

You can create an entry in the directory during the registration process or by:

  • logging onto HPOS and selecting the HI Service link, and updating information under the ‘My organisation details’ link
  • using the web service to create, update or delete an entry in the HPD if your practice management or patient administration software has the functionality—contact your software vendor for more information
  • completing the Application to amend a Healthcare Provider record form (HW034) [PDF, 312Kb]PDF reader required
  • calling us on 1300 361 457 to confirm that you agree to have your details published in the HPD. We’ll do a security check over the phone to confirm your identity

How can I link a health care provider to an organisation in the HPD?

The HPD shows the organisations where individual healthcare providers work. These links can only be made by the Organisation Maintenance Officers (OMO) of the organisations.

If you’re an OMO, you can link a health care provider’s entry in the HPD to your organisation’s entry by:

  • logging onto HPOS, selecting Healthcare Identifiers link and updating information under the ‘My organisation details’ link
  • using the web service if your practice management or patient administration software has the functionality—contact your software vendor for more information

Contracted service provider (CSP) organisations

A contracted service provider (CSP) [PDF, 214Kb]PDF reader required is an organisation that can act on behalf of a healthcare provider organisation.

A CSP can access the HI Service and the eHealth record system on behalf of a healthcare provider organisation when providing IT services to communicate or manage health information.

To register a CSP with the HI Service and/or the eHealth record system, complete the appropriate form(s) below and provide them to us with supporting documents. Each form lists what you need to provide.

Form Short description of form
Application to register a Contracted Service Provider Organisation Record (HW012 formally 4716) [PDF, 319Kb]PDF reader required Register a CSP organisation in the HI Service and/or the eHealth record system.
4715 – Application to add, replace or remove a Contracted Service Provider officer [PDF, 230Kb]PDF reader required Add, replace or remove a CSP officer. Amendments will be reflected in the eHealth record system if applicable.
4918 – Application to amend details of a Contracted Service Provider record. [PDF, 191Kb]PDF reader required Amend details of a CSP organisation. Amendments will be reflected in the eHealth record system if applicable.
4919 - Application to amend a Contracted Service Provider Officer's personal details. [PDF, 196Kb]PDF reader required Amend details of a CSP officer.
4920 - Application to deactivate or retire a Contracted Service Provider organisation record. [PDF, 145Kb]PDF reader required Deactivate or retire a CSP organisation. If the organisation is retired in the HI Service, it will no longer be considered to be participating in the eHealth record system if applicable.

A RO or OMO can link or unlink a CSP organisation for the HI Service and eHealth record system online through HPOSExternal link.

 

General supporting organisations (GSO)

A general supporting organisation (GSO) assists in the delivery of healthcare in the eHealth space, but is not working as a healthcare provider organisation or contracted service provider.

A GSO is one of the following:

  • a repository operator—a person who is registered or applied to be registered, with the eHealth record System Operator that holds, or can hold, records of information included in eHealth records for the purposes of the eHealth record system
  • a portal operator—a person who is registered or applied to be registered, with the eHealth record System Operator that operates an electronic interface which facilitates access to the eHealth record system
  • the HI service operator
  • the eHealth record System Operator
  • the operator of any component of the eHealth record system
  • the operator of the National Repositories Service, or
  • the operator of any component of the National Repositories Service

GSOs need to register with the HI Service and have a NASH PKI certificate to work in the eHealth space.

Form Short description of form
Application to register a General Supporting Organisation (HW013) [PDF, 304Kb]PDF reader required Register a General Supporting Organisation and apply for a NASH PKI certificate

Accessing the HI Service electronically using a Public Key Infrastructure (PKI) certificate

To access the HI Service electronically, you need a Human Services PKI certificate.

If you already have a PKI certificate, you can update it to include access to the HI Service by calling us on 1300 361 457.

If you're already registered with the HI Service and need a PKI certificate, download and complete the Application to request or update a PKI certificate [PDF, 141Kb]PDF reader required.

For more information read the Individual/Provider Certificate information.

Form Short description of form
3054 – Application to request or update a PKI certificate [PDF, 141Kb]PDF reader required Request a Human Services Public Key Infrastructure certificate for electronic access to the HI Service.

Information guides

The HI Service Information Guide [PDF, 137Kb]PDF reader required can help you use the HI Service. It contains general information about the HI Service all users should be aware of as well as specific role-based information.

Information for Software Vendors developing for the Healthcare Identifiers Service

If you are a software vendor who would like to build or modify software products to incorporate connection to the HI Service, go to the Information about the Healthcare Identifiers Service for developers section of this website for more information.

For more information

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Last updated: 29 October, 2014