Using the Healthcare Identifiers Service in HPOS

A guide to help health professionals manage their individual and organisation Healthcare Identifiers Service information in HPOS.

You can use the Healthcare Identifiers (HI) Service in HPOS to:

  • maintain healthcare identifier details
  • search for healthcare providers and organisations in the HI Service, and
  • maintain links to providers working at your organisation to display in the Healthcare Provider Directory

What you can do in the HI Service through HPOS is tailored to your role as a Responsible Officer, Organisation Maintenance Officer, or Individual Healthcare Provider.

You must have a PKI individual certificate to access the Healthcare Identifiers Service through HPOS. PKI certificates ensure that information you submit through our online service is secure. If you already have a PKI individual certificate but can't access the HI Service, it may simply mean that your existing certificate needs to be linked to your HI Service record. Linking an existing certificate can be performed for you by another OMO within your organisation hierarchy.

You can also apply for a PKI site certificate that can provide access to the HI Service through compatible practice software products.

Read more about PKI certificates, including how to get or reissue one.

Individual healthcare providers who are registered with the Australian Health Practitioner Regulation Agency (AHPRA) are automatically assigned a Healthcare Provider Identifier – Individual (HPI-I). Other healthcare providers must apply for a HPI-I.

Read more about the Healthcare Identifiers Service, including the application process for individuals and organisations.

Manage your healthcare identifier details

You are unable to update any details provided to us by AHPRA using this service.

If you are linked to healthcare organisations in the Healthcare Provider Directory, you be able to view a list of these.

  • select Healthcare Identifiers from the Main Menu
  • select My Details to display your provider details
  • use the tabs to view and update your:
    • name details
    • contact details
    • address details
    • PDS entry
  • select the appropriate link to add new details
  • select Amend to alter details
  • select Delete to delete an entry
  • when changes to tabs have been made, select Submit

Managing your OMO details

Organisation Maintenance Officer (OMO) are also known as Organisation Maintenance Role (OMR) in HPOS. You can update and amend your own OMO details.

  • select Healthcare Identifiers from the Main Menu
  • select My OMR Details to display your own OMO details
  • use the tabs to view and update your details. Tabs include:
    • name details
    • contact details
    • address details
  • select the appropriate link on the page to add new details
  • select Amend to alter details
  • select Delete to delete an entry
  • select Save to save your changes, then select Submit to confirm

Managing your RO details

Responsible Officer (RO) are also known as Public Officer (PO) in HPOS. You can only update and amend your own RO details.

  • select Healthcare Identifiers from the Main Menu in HPOS
  • select My Public Officer Details to display your PO details
  • use the tabs to view and update your details. Tabs include:
    • name details
    • contact details
    • address details
  • select the appropriate link on the page to add new details
  • select Amend to alter details
  • select Delete to delete an entry
  • select Save to save your changes, then select Submit to confirm

Search for other healthcare providers

The Healthcare Provider Directory (HPD) is also known as the Provider Directory Service (PDS) in HPOS.

To assist you in searching you can use geographic information, such as the provider's state and country with at least one other piece of identifying information. Based on the information provided, your search can result with up to 50 providers identified.

If known, use the provider's HPI-I or the organisation's HPI-O to locate their details in the HPD.

Searching for an organisation

  • select Healthcare Identifiers from the Main Menu in HPOS
  • select Search HI Provider Directory Service for Organisation
  • enter the HPI-O number or enter the State and Country of the organisation and at least one other field
  • select Search

Searching for an individual healthcare provider

  • select Healthcare Identifiers from the Main Menu in HPOS
  • select Search HI Provider Directory Service for Individual
  • select an Identification Number Search and enter the provider's HPI-I number or AHPRA Registration Number and Family Name, or
  • select the Demographic Search and enter the State and Country of the individual and at least one other field, such as Family Name, Given Name, Date of Birth, Sex or Address
  • select Search

Only individuals and organisations that have consented to an entry being published in the HPD will return in search results.

Update and manage the healthcare identifier of organisations

Only Responsible Officers (RO) or Organisation Maintenance Officers (OMO) can update the details of an organisation. As they may hold this role for multiple organisations, select the healthcare provider organisation from the 'Where are you' menu before updating or managing an organisation’s details in the HI Service.

ROs and OMOs can update and amend:

  • the organisation service type
  • contact details, and
  • addresses

Managing HPI-O details

  • select Healthcare Identifiers from the Main Menu in HPOS
  • select the organisation you are working on behalf of from the list displayed
  • select My Organisation Details
  • using the tabs along the top of the screen, you can view, add, amend and delete details
  • select the required tab

Select the Summary Tab and a snapshot of the organisation's details are displayed.

  • select Add Organisation, Deactivate Organisation or Complete a Change of Ownership as appropriate
  • select Submit, to confirm updates or amendments to the information

Select the Services Tab and the organisation's service summary is displayed.

  • select Add New Organisation Service Details or Amend to alter organisation service details
  • select Submit, to confirm updates or amendments to the information

Select the Names Tab and the organisation's name summary is displayed.

  • select Add New Name Details or Amend to alter organisation name details
  • select Submit, to confirm updates or amendments to the information

Select the Contacts Tab and the organisation's contact details summary is displayed.

  • select Add New Contact Details or Amend to alter contact details
  • select Submit, to confirm updates or amendments to the information

Select the Addresses Tab and the organisation's address details summary is displayed

  • select Add New Address Details or Amend to alter address details
  • select Submit, to confirm updates or amendments to the information

Select the ELS (Endpoint Locator Service) Tab and the organisation's ELS identity summary is displayed.

This is a directory that lets organisations find each other and exchange documents and messages securely. For example, sending and receiving electronic referrals or electronic prescriptions. It is important that the ELS details are correct and included in the HPD. An organisation can have multiple ELS details depending on how they want their secure messages to be received. Contact the software vendor to confirm the ELS address.

  • select Add New ELS Details, Amend or Delete to alter ELS details
    • the Endpoint Locator Service Identity field is the identification details of the ELS. This field distinguishes ELS URLs
    • the Endpoint Locator Service Address field is where the Web Services URL address is entered for electronic clinical information exchange
    • the Endpoint Locator Service Security Certificate Reference field is the qualified certificate reference of an organisation which identifies a certificate reference for communications with the ELS
  • select Submit, to confirm updates or amendments to the information
    • the next step is to publish the ELS details within your Healthcare Provider Directory (HPD) entry, see HPD tab for further instructions   

Select the OMR (Organisation Maintenance Roles) Tab and the organisation's maintenance roles are displayed.

  • select Manage maintenance roles to amend the list
  • select Add, Amend or Remove to alter OMR details
  • select the OMR number to view OMR details
  • select Submit, to confirm updates or amendments to the information

Select the HPI-I Links Tab and the organisation's linked providers are displayed in a list.

  • select Manage Providers to link a healthcare provider individual to your organisation
  • locate the person by entering their HPI-I number or RA number then select Search
  • select Submit to link the individual provider to the organisation

Select the HPD Tab and a list of the HPD entries, associated with the organisation will display.

  • select Amend or Delete to change an entry, or
  • select Add New PDS Entry Details, to add a new entry and include in the HPD
  • select Publish in PDS Details and select the ELS Detailscheck box,
  • select Save Changes then Submit to confirm updates or amendments, and to have the changes published in the HPD

Select the CSP Links Tab and a list of the organisation's linked Contracted Service Providers (CSP) is displayed. If your software vendor requires this to be added to your HI Service record, they will let you know what their registration number is.

  • select Manage CSP links to link a CSP to your organisation
  • select Add to add a CSP
    • enter the CSP's CSP Number to find a CSP, then select Confirm if the CSP details are correct. This will link the CSP organisation to the organisation's HPI-O number
  • select Remove to remove a link to a CSP organisation, then select Submit to confirm the change

Viewing the organisation's network map

A network map is a visual representation of an organisation's hierarchy. It will display all organisations linked together. Select any organisation to see its details.

  • select Healthcare Identifiers from the Main Menu in HPOS
  • select ViewNetwork Map and the network map will display
  • select any organisation in the map to view its details
  • select Another Network to view other networks ROs or OMOs are linked to

Requesting or Linking PKI and NASH certificates for organisations and OMOs

Organisation Maintenance Officers (OMO) can:

  • request new or link existing PKI or NASH certificates for network organisations which they are either linked to or below them in their network hierarchy, and 
  • request or link existing PKI certificates for lower level OMO's
  • select Healthcare Identifiers from the Main Menu in HPOS
  • select the required organisation/OMO record. This may involve navigating to the correct record – refer to 'viewing the organisation's network map', 'managing HPI-O details' and 'managing your OMO' procedures
  • Click on the Certificates tab
  • Select the relevant hyperlink to request new or link PKI or NASH certificates

Managing authorised employees list

Only OMOs can manage an organisation's authorised employee list. It is important to keep an up to date list to ensure staff are able to have their identity verified and be provided with HI Service information over the telephone from HI Service support staff. The way to maintain an authorised employee list is by uploading the authorised employee template using the HPOS Mail Centre.

When you submit an updated authorised employee spreadsheet it will replace any previous spreadsheet help by us.

  • only an OMO can complete and submit an update to the authorised employee list
  • download the Authorised Employee Spreadsheet. Read the Example tab of the spreadsheet before completing
  • complete the Authorised employee register tab of spreadsheet
    You must include the date of when an authorised employee either first became authorised or ceased authorised access to the HI Service
  • we recommend you Save the completed spreadsheet as your master list
  • once completed, Submit the spreadsheet to the Healthcare Identifiers through HPOS Mail Centre
    You must include the following as the subject field of your email 'Authorised Employee file HPI-O 8003 62_ _ _ _ _ _ _ _ _ _ ', ensuring you include the HPI-O number

Learn how use the mail centre in HPOS, including how to compose a new email.

This information was printed from humanservices.gov.au It may not include all of the relevant information on this topic. Please consider any relevant site notices at humanservices.gov.au/siteinformation when using this material.