Form upload in HPOS

A guide to help health professionals submit forms in Health Professional Online Services (HPOS) using the form upload function.

You can access the form upload function through HPOS Messages. It lets you securely send messages with forms and supporting documents directly to us.

This function confirms forms have been received and stops postal delays and costs.

You must have a Provider Digital Access (PRODA) account, PKI individual certificate or PKI site certificate to access the form upload function in HPOS. PRODA and PKI certificates make sure our online services are secure. Read more about PRODA and PKI certificates, including how to get one.

Learn more about form upload with our eLearning module.

Forms available for upload

Form upload is only available for selected forms. Forms you can upload are listed with the notice This form can be uploaded through HPOS.

If you send a form that isn’t available for upload, you’ll get a message reply letting you know.

Reference numbers

We assign a unique reference number for each message you send us.  You should only upload 1 form and related supporting documents per message. This ensures each form sent to us has its own unique reference number.

When you receive or respond to messages we assign a new sequence number but the reference number is the same. For example, your initial message has reference 1234567-01 but the response to that message is reference 1234567-02.

Tracking your uploads

You get a reference number to confirm we’ve received your upload.

Keep a note of your reference number when you upload a form or supporting documents. You need to give us the reference number if you contact us about the upload.

Using the form upload function in HPOS

  1. Scan or photograph the completed and signed form.
  2. Log on to HPOS.
  3. Select Messages.
  4. Select either My mailbox or Practice mailbox.
  5. Select Form upload.
  6. Select Form category from the dropdown list.
  7. Select Form type from the dropdown list. Make sure the form category and form type you select match the form you upload.
  8. Upload the form and supporting documents.
  9. Select Send.

Sent messages will be visible in My mailbox.

You can write additional comments in the text section. This is optional.

It’s important you don’t upload multiple forms in one message or reply to old messages when you send a new form. Messages sent this way won’t have a unique reference number and can’t be tracked.

Sending supporting documents

You can send up to 5 attachments in a message. This includes 1 form and a maximum of 4 supporting documents.

You can attach supporting documents the same way as forms. However, they default to show they’re supporting documentation.

Sending additional supporting documents

If you have more than 4 supporting documents for a form, you can send your first message with the form and 4 attachments. You can then reply to that message and add up to 5 extra attachments.  Replying to your first message makes sure the same unique reference number is given to those attachments. This links your messages.

You can add more supporting documents to your original message.

  1. Log on to HPOS.
  2. Select Messages.
  3. Select the mailbox you sent the form from, either My mailbox or Practice mailbox.
  4. Select the message with the attached form. Make sure you select your original message. This applies the same reference number to your additional documents.
  5. Select Reply.
  6. Upload the additional supporting documents.
  7. Select Send.

File requirements

Each attachment must be less than 10MB. If you have an attachment more than 10MB you need to compress it or send it by post. A blue bar above your attachments shows how many MB you’ve used per upload.

Delegates

Delegates in HPOS can use the secure upload function on your behalf. They must have their own PRODA account or PKI certificate.

Page last updated: 5 December 2016

This information was printed Friday 24 February 2017 from humanservices.gov.au/health-professionals/enablers/form-upload-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.