Accessing AIR using HPOS

HPOS lets Australian Immunisation Register (AIR) users submit immunisation records, view an immunisation history, request reports and update provider contact details.

You can use HPOS to:

  • view and update immunisation records for individuals
  • request, view or modify AIR reports
  • view your AIR claims submitted online and your most recent AIR statement of payment
  • update your contact details
  • send secure emails to the AIR

Register and request access

General practitioners

If you’re a general practitioner, you’re automatically recognised as a vaccination provider and authorised to access the AIR in HPOS.

If you want to access the AIR using your Provider Digital Access (PRODA) account, you still need to complete the AIR online request access form. Your access will be granted overnight. You can log on to HPOS using PRODA the next day.

Other vaccination providers

If you’re not a general practitioner, you may still be recognised as a vaccination provider. Complete the Australian Immunisation Register - Application to Register as a Vaccination Provider form and send it to your state or territory health department for approval. When the AIR get the approved form, a unique AIR registration number is allocated to identify you as a vaccination provider.

You’ll get a letter detailing your AIR registration number. Use this number when you send immunisation details to the AIR.

Request an AIR report

  • select My Programs from the HPOS main menu
  • select the AIR tile
  • select reports
  • select request a report
  • select the required report
  • select request report
  • depending on the report you select, you’ll need to set the report parameters
  • select send report request

Read more about the reports available from the AIR site.

Modifying parameters of a requested AIR report

  • select My Programs from the HPOS main menu
  • select the AIR tile
  • select reports
  • select modify reports
  • a list of reports that you’ve previously requested will appear. Select the report you would like to modify
  • select modify/complete report or delete report to permanently remove the report
  • update the details for the report that you want to modify
  • select send report request

Viewing an AIR report

  • select My Programs from the HPOS main menu
  • select the AIR tile
  • select reports
  • select view reports
  • a list of reports you’ve requested will appear
  • select the report you would like to view
  • select view/download report

Viewing your claims summary

  • select My Programs from the HPOS main menu
  • select the AIR tile
  • select claims
  • select claims summary
  • type the receipt date range within the last 3 months
  • select ok and the summary of claims you’ve submitted online through the AIR will display

Viewing your most recent statement of payment

  • select My Programs from the HPOS main menu
  • select the AIR tile
  • select claims
  • select statement of payment
  • select the provider location for the statement you want to view
  • select view statement

Identifying an individual and recording encounters

  • select My Programs from the HPOS main menu
  • select the AIR tile
  • select identify
  • enter the individual’s details. A unique match must be made in order for an individual’s details to be returned. Use the individual’s Medicare card number if possible as this criteria is most likely to return a unique match. If you don’t have the individual’s Medicare number, use other patient information such as the first name, surname and date of birth
  • select identify
  • if a unique match can be made, the individual’s details are displayed, including their existing immunisation history and if they have outstanding immunisation details
  • to record an immunisation (an encounter), complete the relevant information in the encounter details section
  • select record encounter(s)

Updating your contact details

Updating your contact details in the AIR will not update your details in HPOS. Learn how to update your contact details in HPOS.

  • select My Programs from the HPOS main menu
  • select the AIR tile
  • select provider
  • select update provider details
  • enter your email address, fax number and select if you’d like to get email notifications to let you know when your AIR reports have been produced
  • select update details
  • if you need to change your mailing address, select change mailing address
  • select the provider location where you would like your AIR mail sent

If the location you need is not there, or you’d like to add a new location, update your provider location details in HPOS.

Contacting AIR using the secure email function

The AIR secure email should be used to correct or modify immunisation details already in the AIR. For example, a correction to a vaccination date of service or vaccine brand name.

Don’t use the secure email function to submit new or confirm existing immunisation details. Submit new immunisation details through the Record Encounter function and confirm details using the Identify function or by requesting an AIR report.

  • select My Programs from the HPOS main menu
  • select the AIR tile
  • select secure email
  • your AIR inbox will display
  • you can create, read, file, delete and reply to messages by selecting the applicable menu items

Page last updated: 27 October 2016

This information was printed Sunday 4 December 2016 from humanservices.gov.au/health-professionals/enablers/accessing-air-using-hpos 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.