Accessing AIR using HPOS

You can use the AIR through HPOS to record immunisation details, view and print immunisation histories, request reports, and update provider contact details.

Nurse practitioners and midwives can now access the AIR site using PRODA. Vaccination providers registered after 9 September 2018 will automatically see the AIR tile in HPOS.

You can use HPOS to:

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

Register as a vaccination provider

Medical practitioners, midwives and nurse practitioners 

You’re automatically recognised as a vaccination provider if you’re registered with Medicare as a:

  • medical practitioner
  • midwife, or
  • nurse practitioner

You also have automatic access to the AIR site in HPOS using PRODA.

Read more about recording immunisation information on the AIR.

Other vaccination providers

If you’re not a Medical practitioner, midwive or nurse practitioner, you can apply to become a recognised vaccination provider.

Fill in the Australian Immunisation Register - Application to register as a vaccination provider form. Send it to your state or territory health department for approval. When we get the approved form, we'll send you a unique AIR provider number. This will identify you as a vaccination provider.

We’ll also send you information about accessing the AIR site to record immunisation information.

If you became a recognised vaccination provider before 9 September 2018, you must complete the online request access form to access the AIR site.

Read more about recording immunisation information on the AIR.

Request an AIR site report

To request an AIR site report:

  • log on to HPOS
  • 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 must set the report parameters
  • select send report request

Read more about the reports available from the AIR site.

Modify parameters of a requested AIR site report

To modify the parameters of a requested AIR site report:

  • log on to HPOS
  • select My Programs from the HPOS main menu
  • select the AIR tile
  • select reports
  • select modify reports
  • select the report you would like to modify from the list that appears
  • select modify/complete report or delete report 
  • update the details for the report that you want to modify
  • select send report request

View an AIR site report

To view an AIR site report:

  • log on to HPOS
  • select My Programs from the HPOS main menu
  • select the AIR tile
  • select reports
  • select view reports
  • select the report you would like to view from the list that appears
  • select view/download report

View your claims summary

To view your claims summary:

  • log on to HPOS
  • 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

View your most recent immunisation payment statement

To view your most recent immunisation payment statement:

  • log on to HPOS
  • 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

Identify an individual and recording encounters

To identify an individual and record encounters:

  • log on to HPOS
  • select My Programs from the HPOS main menu
  • select the AIR tile
  • select identify
  • enter the individual’s details. The system will only show you an individual’s details if there is a unique match. Use the individual’s Medicare card number if possible as this is most likely to return a unique match. If you don’t have their Medicare number, use other information such as their name and date of birth
  • select identify
  • if the system can make a unique match, it’ll display the individual’s details, 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)

Update your contact details

If you are a medical practitioner, midwife or nurse practitioner with a Medicare provider number you must use HPOS to update your contact details.

All other vaccination providers must update their contact details using the AIR site by taking the following steps:

  • log on to HPOS
  • click on the AIR tile
  • select provider
  • select update provider details
  • enter your email address and fax number and select whether 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

Contact AIR using the secure email function

You can use the secure email function on the AIR site to contact the AIR.

You can use the secure email function to notify the AIR of any immunisation details that need correcting that you can’t edit yourself. For example, if you’ve already received a payment for providing the information, or if any information has been incorrectly recorded by another vaccination provider.

You can edit information you submitted to the AIR by using the Edit Encounter function. Encounters that can be edited will have a pencil and bin icon next to them.

Don’t use the secure email function to submit new or confirm existing immunisation details.

Submit new immunisation details through the Record Encounter function. Confirm details using the Identify function or by requesting an AIR report.

To use the secure email function:

  • log on to HPOS
  • 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.

More information

Read more about the Australian Immunisation Register for health professionals.

Page last updated: 26 November 2018