Using the Healthcare Identifiers Service in HPOS

A guide to help health professionals manage their individual and organisation Healthcare Identifiers (HI) Service information in HPOS.

 You can use the Healthcare Identifiers (HI) Service in HPOS to:

  • maintain healthcare identifier details
  • search for healthcare providers and organisations in the HI Service, and
  • maintain links to providers working at your organisation to display in the Healthcare Provider Directory

What you can do in the HI Service through HPOS is tailored to your role as a Responsible Officer (RO), Organisation Maintenance Officer (OMO), or Individual Healthcare Provider.

You must have a PKI individual certificate to access the Healthcare Identifiers Service through HPOS. PKI certificates ensure that information you submit through our online service is secure. If you already have a PKI individual certificate but can't access the HI Service, check your existing certificate is linked to your HI Service record. Linking an existing certificate can be done for you by another OMO within your organisation hierarchy.

You can also apply for a PKI site certificate for access to the HI Service through compatible practice software products.

Read more about PKI certificates, including how to get or reissue one.

Individual healthcare providers registered with the Australian Health Practitioner Regulation Agency (AHPRA) are automatically assigned a Healthcare Provider Identifier – Individual (HPI-I). Other healthcare providers must apply for a HPI-I.

Read more about the Healthcare Identifiers Service, including the application process for individuals and organisations.

Manage your healthcare identifier details

You can't update any details provided to us by AHPRA using this service.

If you're linked to healthcare organisations in the Healthcare Provider Directory, you can view a list of these.

  • select Healthcare Identifiers from the Main Menu
  • select My Details to display your provider details
  • use the tabs to view and update your:
    • name details
    • contact details
    • address details
    • PDS entry
  • select the appropriate link to add new details
  • select Amend to change details
  • select Delete to delete an entry
  • when changes to tabs have been made, select Submit

Manage your OMO details

You can update your own OMO details in HPOS.

  • select Healthcare Identifiers from the Main Menu
  • select My OMO Details to display your own OMO details
  • use the tabs to view and update your details. Tabs include:
    • name details
    • contact details
    • address details
  • select the appropriate link on the page to add new details
  • select Amend to change details
  • select Delete to delete an entry
  • select Save to save your changes, then select Submit to confirm

Manage your RO details

You can update your own RO details in HPOS.

  • select Healthcare Identifiers from the Main Menu in HPOS
  • select My Responsible Officer details to display your RO details
  • use the tabs to view and update your details. Tabs include:
    • name details
    • contact details
    • address details
  • select the appropriate link on the page to add new details
  • select Amend to change details
  • select Delete to delete an entry
  • select Save to save your changes, then select Submit to confirm

Access HPOS functions by role

What you can do in HPOS depends on your role.

If you’re a Responsible Officer (RO), Organisation Maintenance Officer (OMO) or a healthcare provider with a Healthcare Provider Identifier – Individual (HPI-I) you can access the following HI Service functions.

Access to HPOS functions by role

Service HPI-I RO OMO
Manage Provider
Directory Entry
Yes    
Search for Individual
Provider Directory Entry
Yes Yes Yes
Search for Provider
Individual Details
Yes   Yes
Read Provider
Organisation Details
  Yes Yes
Manage Provider
Organisation Details
  Yes Yes
Search for Healthcare
Organisation Directory Entry
Yes Yes Yes
Search for Provider
Organisation Details
Yes   Yes
Read Provider or Administrative
Individual Details
Yes Yes Yes
Manage Provider or Administrative
Individual Details
Yes Yes Yes

If you’re an RO who needs to access OMO functions, contact the HI service. You’ll need to answer security questions before we can process the request over the phone.

Search for other healthcare providers

The Healthcare Provider Directory (HPD) is also known as the Provider Directory Service (PDS) in HPOS.

To help search you can use geographic information, such as the provider's state and country with at least one other piece of identifying information. Based on the information you give, up to 50 providers will show in the search results.

If known, use the provider's HPI-I or the organisation's HPI-O to locate their details in the HPD.

Search for an organisation

  • select Healthcare Identifiers from the Main Menu in HPOS
  • select Search HI Provider Directory Service for Organisation
  • enter the HPI-O number or enter the State and Country of the organisation and at least one other field
  • select Search

Search for an individual healthcare provider

  • select Healthcare Identifiers from the Main Menu in HPOS
  • select Search HI Provider Directory Service for Individual
  • select an Identification Number Search and enter the provider's HPI-I number or AHPRA Registration Number and Family Name, or
  • select the Demographic Search and enter the State and Country of the individual and at least one other field, such as Family Name, Given Name, Date of Birth, Sex or Address
  • select Search

Only individuals and organisations that have consented to an entry being published in the HPD will return in search results.

Update and manage the healthcare identifier of organisations

Only Responsible Officers (RO) or Organisation Maintenance Officers (OMO) can update the details of an organisation. As they may hold this role for multiple organisations, select the healthcare provider organisation from the 'Where are you' menu before you update or manage an organisation’s details in the HI Service.

ROs and OMOs can update:

  • the organisation service type
  • contact details, and
  • addresses

Manage HPI-O details

  • select Healthcare Identifiers from the Main Menu in HPOS
  • select your organisation from the list displayed
  • select My Organisation Details
  • using the tabs along the top of the screen, you can view, add, update and delete details
  • select the required tab

Select the Summary Tab and a snapshot of the organisation's details will display.

  • select Add Organisation, Deactivate Organisation or Complete a Change of Ownership as appropriate
  • select Submit, to confirm updates to the information

Select the Services Tab and the organisation's service summary will display.

  • select Add New Organisation Service Details or Amend to update organisation service details
  • select Submit, to confirm updates to the information

Select the Names Tab and the organisation's name summary will display.

  • select Add New Name Details or Amend to update organisation name details
  • select Submit, to confirm updates to the information

Select the Contacts Tab and the organisation's contact details summary will display.

  • select Add New Contact Details or Amend to update contact details
  • select Submit, to confirm updates to the information

Select the Addresses Tab and the organisation's address details summary will display.

  • select Add New Address Details or Amend to update address details
  • select Submit, to confirm updates to the information

Select the ELS (Endpoint Locator Service) Tab and the organisation's ELS identity summary will display.

This directory lets organisations find each other and exchange documents and messages securely. For example, to send and receive electronic referrals or electronic prescriptions. It's important the ELS details are correct and included in the HPD. An organisation can have multiple ELS details depending on how they want their secure messages to be received. Contact the software vendor to confirm the ELS address.

  • select Add New ELS Details, Amend or Delete to update ELS details
    • the Endpoint Locator Service Identity field is the identification details of the ELS. This field distinguishes ELS URLs
    • the Endpoint Locator Service Address field is where the Web Services URL address is entered for electronic clinical information exchange
    • the Endpoint Locator Service Security Certificate Reference field is the qualified certificate reference of an organisation which identifies a certificate reference for communication with the ELS
  • select Submit, to confirm updates to the information
    • the next step is to publish the ELS details within your Healthcare Provider Directory (HPD) entry. See HPD tab for further instructions  

Select the OMO (Organisation Maintenance Officer) Tab and the organisation's maintenance officers will display.

  • select Manage maintenance roles to update the list
  • select Add, Amend or Remove to update OMO details
  • select the OMO number to view OMO details
  • select Submit, to confirm updates to the information

Select the HPI-I Links Tab and the organisation's linked providers will display in a list.

  • select Manage Providers to link a healthcare provider individual to your organisation
  • to locate the person enter their HPI-I number or RA number then select Search
  • select Submit to link the individual provider to the organisation

Select the HPD Tab and a list of the HPD entries, associated with the organisation will display.

  • select Amend or Delete to change an entry, or
  • select Add New PDS Entry Details, to add a new entry and include in the HPD
  • select Publish in PDS Details and select the ELS Details check box
  • select Save Changes then Submit to confirm updates, and to have the changes published in the HPD

Select the CSP Links Tab and a list of the organisation's linked Contracted Service Providers (CSP) will display. If your software vendor requires this to be added to your HI Service record, they'll let you know what their registration number is.

  • select Manage CSP links to link a CSP to your organisation
  • select Add to add a CSP
    • enter the CSP Number to find a CSP, then select Confirm if the CSP details are correct. This will link the CSP organisation to the organisation's HPI-O number
  • select Remove to remove a link to a CSP organisation, then select Submit to confirm the change

View the organisation's network map

A network map is a visual representation of an organisation's hierarchy. It will display all organisations linked together. Select any organisation to see its details.

  • select Healthcare Identifiers from the Main Menu in HPOS
  • select View Network Map and the network map will display
  • select any organisation in the map to view its details
  • select Another Network to view other networks ROs or OMOs are linked to

Request or link PKI and NASH certificates for organisations and OMOs

Organisation Maintenance Officers (OMO) can:

  • request new or link existing PKI or NASH certificates for network organisations which are either linked to or below them in their network hierarchy, and
  • request or link existing PKI certificates for lower level OMO's
  • select Healthcare Identifiers from the Main Menu in HPOS
  • select the required organisation/OMO record. You may need to navigate to the correct record – refer to 'view the organisation's network map', 'manage HPI-O details' and 'manage your OMO' procedures
  • Click on the Certificates tab
  • Select the relevant hyperlink to request new or link PKI or NASH certificates

Manage authorised employees list

Only OMOs can manage an organisation's authorised employee list. It's important to keep an up to date list so staff can have their identity verified and be provided with HI Service information over the telephone from HI Service support staff. To maintain an authorised employee list upload the authorised employee template using the HPOS Mail Centre.

When you submit an updated authorised employee spreadsheet it will replace any previous spreadsheet held by us.

  • only an OMO can complete and submit an update to the authorised employee list
  • download the Authorised Employee Spreadsheet. Read the Example tab of the spreadsheet before completing
  • complete the Authorised employee register tab within the spreadsheet
    You must include the date of when an authorised employee either first became authorised or ceased authorised access to the HI Service
  • we recommend you Save the completed spreadsheet as your master list
  • once completed, Submit the spreadsheet to the Healthcare Identifiers through HPOS Mail Centre
    You must include the HPI-O number and the following as the subject field of your email 'Authorised Employee file HPI-O 8003 62_ _ _ _ _ _ _ _ _ _ ',

Learn how to use the mail centre in HPOS, including how to compose a new email.

Page last updated: 27 August 2017