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

A guide to view, change or cancel an existing authority using the Online 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.

My programs

Select PBS Authorities to continue.

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

Select PBS Authorities

Step 2: Search for an existing authority

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 to continue.

Select Search Authorities

The Authority Search screen will then display. You can search by using the:

  • patient’s name
  • Medicare number, 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 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.

Select Medicare Number

Patient Search Type

Select Patient from the drop down menu and enter the patient’s Last Name and 4 digit Postcode into the mandatory fields. To narrow the search results, enter the patient’s First Name and Date of Birth if known. Confirm the patient’s details then select Search to continue.

Select Patient

If the patient has 2 or more Medicare numbers, some of the patient’s records may not display on the screen. The information message 219: Patient on multiple Medicare cards – unable to display all results will appear at the top of the Authority Search screen.

Information message 219

Step 3: View an authority application

The Search Results will appear with the:

  • selected Medicare number
  • patient name
  • authority prescription number
  • prescribed date
  • item code of the PBS item
  • drug form and strength
  • assessment result
  • supply date, and
  • action required

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

View Action link

Confirm patient details

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, selected item details and restriction details previously entered.

This is different from overriding where you can override a rejected application.

Example 1 – Changing patient details

Select Edit under Patient details.

Changing patient details

On Patient Search, 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.

Patient Search

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

Select declaration tick box

The updated patient details will 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.

Approved with changes Assessment Result

Example 2 – Changing PBS Item details

Select Edit under Selected PBS Item to display the Item Search screen.

Changing PBS Item details

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

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

Select Next to continue.

Item Search

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 necessary.

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.

Select declaration tick box

If the date of prescribing is different to the previous application, the Resubmit Authority pop up will display on the screen with the warning – By re-submitting this Authority request the original date of prescribing will be overridden. Do you want to continue?

Select Yes, confirming that the original date of prescribing will be overridden.

Resubmit Authority pop up

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.

Application Assessment Result screen

Example 3 – Changing restriction details

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

Changing restriction details

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

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

Select Restriction screen

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 to continue.

Restriction Text pop up

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

Updated restriction details

The updated authority restriction code details will display on the screen and have Approved with changes assessment result. Select Exit to return to the PBS Authorities home page.

Application Assessment Result screen

Step 5: Cancel an authority application

To cancel an authority application select the Cancel action link. The authority application will display in edit mode, allowing you to select Cancel Application at the bottom of the screen.

Select Cancel Application

The Assessment Result details will display Cancelled on the screen. Select Exit to return to the PBS authorities home page.

Assessment Result details

Page last updated: 14 October 2016

This information was printed Friday 9 December 2016 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.