Search for an existing authority using the Online PBS Authorities system on HPOS

How to view, amend or cancel an existing authority using the PBS Authorities system on Health Professional Online Services (HPOS).

Step 1: log on to HPOS and access PBS Authorities

Once you’ve logged on to HPOS, select My programs on your homepage to display a list of the programs you have access to.

Select PBS Authorities to continue.

The location of the PBS Authorities tile may differ depending on how many programs you have access to.

Step 2: select Search Authorities

You can search for an existing authority to check patient history and details of applications you’ve previously prescribed. To search for an existing authority, select Search Authorities.

You can search by using:

  • Medicare number
  • patient’s name, or
  • authority number

The search can also be filtered by assessment result:

  • Approved
  • Approved with changes
  • Rejected
  • Pending
  • Previously rejected/now approved
  • Authority not required
  • Cancelled, and
  • Duplicate

Medicare Number search type (default)

Select Medicare Number from the drop down menu and enter the 11 digit Medicare number without any spaces or slashes, then select Search.

Step 3: view an authority application

Details of applications you’ve previously submitted for approval will display.

If multiple search results are returned, select the View action link of the required patient to confirm the application details.

The application details will display in view only mode.

Step 4: change an authority application

You can change an authority application that hasn’t been dispensed through the Amend action link. Authority applications already dispensed cannot be changed.

The authority application will display in edit mode, allowing you to select Edit to change the patient details, PBS item details and restriction details previously selected.

Step 5: cancel an authority application

You can cancel an authority application by selecting the Cancel action link. The authority application will display in edit mode, allowing you to select Cancel Application.

Once the authority application has been successfully cancelled, select Exit to return to the PBS authorities home page.

Further information

Multiple Medicare cards error

If the patient has 2 or more Medicare Numbers, some of the patient’s records may not display. The information message will state 219: Patient on multiple Medicare cards - unable to display all results.

Changing patient details

Select Edit under Patient details.

After selecting Edit, enter the patient’s 11 digit Medicare Number without any spaces or slashes, then select Search. Select Return to go back to the Assessment Result screen.

The updated patient details will display on the screen. Select the declaration tick box and select Submit for reassessment.

After selecting Submit, the updated patient details display at the top of the screen and have the Approved with changes assessment result.

Select Exit to return to the PBS authorities home page.

Changing PBS Item details

Select Edit under Selected PBS Item.

Enter the name of the PBS item by Keyword or Item Code, then select Search. Select the tick box next to the item that is to be prescribed, then select Next.

If Return is selected at any stage, the previous authority application appears with the previous restriction details.

Select the tick box for the required restriction, then select Next to continue.

Select Restriction

Enter in the daily dose and change the quantity and repeats if required.

The authority comments from the previous application will display on the screen. These comments can be kept or removed if they are no longer relevant. The previous assessment result will display at the bottom of the screen for information. Select the declaration tick box, then select Submit for reassessment.

The updated PBS item details display at the top of the screen and have the Approved with changes assessment result. Select Exit to return to the PBS authorities home page.

Changing restriction details

Select Edit next to the selected restriction to display the Select Restriction screen.

Select the tick box next to the required restriction, then select.

If Return is selected at any stage, the previous authority application will appear with the previous restriction details.

The Restriction Text, Notes and Cautions pop up will display on the screen to provide further information in accordance with the PBS website listing. Select Next.

Restriction Text pop up

The updated restriction details display on the screen. Select the declaration tick box and select Submit for reassessment.

The updated PBS restriction details will display and have the Approved with changes assessment result. Select Exit to return to the PBS authorities home page.

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Page last updated: 13 July 2017

This information was printed Thursday 17 August 2017 from humanservices.gov.au/health-professionals/enablers/search-existing-authority-using-online-pbs-authorities-system-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.