Healthcare Identifiers Service
On this page
- About the Healthcare Identifiers Service
- Healthcare Identifiers Service Annual Reports
- Personally Controlled Electronic Health Record (eHealth Record)
- Healthcare Provider Organisations (HPI-O)
- Healthcare Provider Individuals (HPI-I)
- Healthcare Provider Directory (HPD)
- Contracted service provider (CSP) organisations
- General supporting organisations (GSO)
- Accessing the HI Service electronically using a Public Key Infrastructure (PKI) certificate
- Information guides
- Information for Software Vendors developing for the Healthcare Identifiers Service
- For more information
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 2010.
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.
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]. Before you apply, visit the eHealth 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.
To be eligible for a Healthcare Provider Identifier Organisation (HPI-O) the organisation must provide health related services. Refer to the Organisation Type Classification Reference Guide [PDF, 151Kb] 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
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 relevant information guides.
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]||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 eHealth record system|
|2849 - Application to register a Network Organisation [PDF, 227Kb]||Register a new network organisation.|
|2711 - Application to replace a Responsible officer or add/ remove an Organisation Maintenance Officer for an Organisation [PDF, 259Kb]||
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]||Change personal details of an existing responsible officer or organisation maintenance officer.|
|2883 – Application to amend a Healthcare Organisation record [PDF, 198Kb]||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]||Deactivate, reactivate or retire a healthcare organisation's identifier.|
|Healthcare Identifiers Service - Authorised employee register form||Organisations are required to log Authorised Employee details with the HI Service. This form can only be lodged 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 email@example.com and ask for form HW014.
You must notify us of any changes to your seed organisation’s ABN or ownership arrangements. Complete and send in the following forms*:
- Form 2883 – Application to amend a Healthcare Organisation record [PDF, 198Kb]
- Form 2711 - Application to replace a Responsible officer or add/ remove an Organisation Maintenance Officer for an Organisation [PDF, 259Kb]
*Note: form 2711 is only required if there is a new RO and/or OMO. If the original RO is continuing to act in the same role after the change, evidence of the RO’s authority to act on behalf of the seed organisation with the HI Service will need to be sent with form 2883.
A change of ABN or ownership arrangements, where the organisation still operates in the same capacity as it did beforehand (for example, if it continues to operate as a general practice) may not result in a change of the HPI-O. We will assess your application and will contact you for more information if the HPI-O needs to change.
If you have questions about a change of ABN or ownership, or require assistance completing forms, email firstname.lastname@example.org, with the subject as ‘ABN/Change’.
To be eligible for a Healthcare Provider Individuals (HPI-I), a healthcare provider individual must provide healthcare and be registered with a national board. Refer to the Provider Type Classification Reference Guide [PDF, 19Kb] for examples of provider types that may be eligible for a HPI-I.
Healthcare providers can register for a Healthcare Provider Identifier - Individual (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 2999 - Application to amend a Healthcare Provider Record [PDF, 221Kb] form.
Check the list of professions that are currently covered by AHPRA.
|Form||Short description of form|
|2977 - Application to Register a Healthcare Provider [PDF, 198Kb]||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.
|2999 – Application to amend a Healthcare Provider Record [PDF, 221Kb]||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.
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.
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 2999 - Application to amend a Healthcare Provider record form [PDF, 221Kb]
- 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
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 , 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
- faxing us a list of healthcare providers you’d like to link to your entry, and their HPI-I—fax number 1300 654 460
A contracted service provider (CSP) [PDF, 214Kb] 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, 317Kb]||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]||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]||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]||Amend details of a CSP officer.|
|4920 - Application to deactivate or retire a Contracted Service Provider organisation record. [PDF, 145Kb]||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 HPOS.
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]||Register a General Supporting Organisation and apply for a NASH 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].
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]||Request a Human Services Public Key Infrastructure certificate for electronic access to the HI Service.|
The following information guides can help you use the HI Service.
- Healthcare Identifiers Service information guide – Introduction and overview [PDF, 244Kb]
An overview of the HI service.
- Healthcare Identifiers Service information guide – Responsible officer [PDF, 407Kb]
For the officer of an organisation who has accepted responsibility for their organisation's participation in the HI Service.
- Healthcare Identifiers Service information guide – Organisation maintenance officer [PDF, 327Kb]
For the officer of an organisation that is responsible for maintaining information about their organisation within the HI Service.
- Healthcare Identifiers Service information guide – Authorised employee [PDF, 104Kb]
For individuals within an organisation that require access to IHI records to assist with patient administration.
- Healthcare Identifiers Service information guide – Individual healthcare provider [PDF, 224Kb]
For individuals who provide healthcare services to the general public.
- Healthcare Identifiers Service information guide – Contracted service provider [PDF, 214Kb]
For employees of a CSP organisation who are authorised to register and act on behalf the organisation when using the Healthcare identifiers (HI) Service, AND for ROs of a healthcare provider organisation who will be linking a CSP organisation to the healthcare provider organisation(s) in their hierarchy
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.
- Call 1300 361 457.
- Email email@example.com
- For a history of the development of the HI Service and the consultation process visit the Department of Health website
- For information on how to register and access the eHealth Record system visit the eHealth website
Some documents on this page may require the free Adobe PDF reader.
Last updated: 3 December, 2013