Health Professional Online Services (HPOS) is a fast and secure way for health professionals and administrators to do business with us.

From 1 December 2018, delegations will automatically expire after a 12-month period and providers will need to renew them. Delegates can now request renewal. Read more about changes to delegates and access in HPOS.
We’ll suspend your HPOS access after 6 months of inactivity. This helps keep HPOS secure. If your access is suspended, log on to HPOS and select Reactivate Access to HPOS. Read more about changes to delegates and access in HPOS.

Health professionals changing from Public Key Infrastructure (PKI) to PRODA need to reset their delegations and favourites in HPOS.

Practice Incentives Program (PIP) and Practice Nurse Incentive Program (PNIP) practices need to update their new PRODA Registration Authority (RA) number with us by contacting our Incentives Programs team.

A new form upload function is now available in HPOS, you can submit some forms to us online. Read more about form upload in HPOS.

Log on

Choose the log on button that links to the service you need.

Access HPOS and Digital Health Services with PRODA or PKI

PRODA

PRODA is replacing individual Medicare Public Key Infrastructure (PKI) certificates. PRODA is not yet a replacement for organisation PKI site certificates.

Don’t have a PRODA account yet?  Read more about PRODA and register with us.

PKI Certificates

Access other online services

AIR log on only

Hearing Services eClaiming log on only

How to log on to HPOS using PRODA

  • Select the PRODA log on button from the above options.
  • Enter your PRODA username and password.
  • Enter the 6-digit verification code you received by your preselected method - app, email or SMS.
  • If the HPOS terms and conditions display, read them and select I agree.
  • If you're logging in for the first time Email notifications will display. Select one of the following options:
    • Yes, I would like to receive email notifications when I have new correspondence in 'My Centre'
      • enter email address
      • select notification frequency
      • select submit button
      • successful message displays - select done button
    • Not now, ask me again later
      • select submit button (the system will ask you again in 7 days)
    • No, I do not want email notifications when I have new correspondence in 'Mail Centre'
      • select submit button.
  • The HPOS home page opens.
  • To return to your PRODA account from HPOS select Manage logon account from the main menu.

If you're having difficulty accessing HPOS using PRODA, read more about PRODA.

How to log on to HPOS using a PKI site certificate

  • Select the PKI site certificate log on button from the above options.
  • Load your site certificate onto your computer.
  • Select site certificate as your log on.
  • Choose a digital certificate pops up - select your site certificate from the list displayed.
  • Cryptographic service provider pops up - enter your user pass phrase (PIC).
  • HPOS terms and conditions displays - select I agree.
  • If you’re logging on for the first time Email notifications will display – select one of the following options:
    • Yes, I would like to receive email notifications when I have new correspondence in ‘My Centre’
      • enter email address
      • select notification frequency
      • select submit button
      • successful message displays, select Done button
    • Not now, ask me again later
      • select submit button (the system will ask you again in 7 days)
    • No, I do not want email notifications when I have new correspondence in ‘Mail Centre’
      • select submit button.
  • The HPOS home page displays.

If you’re having difficulty accessing HPOS with a PKI certificate read more about installing your PKI certificate.

HPOS interface and navigation

You can access more than 26 services using HPOS. All of the services and functions in HPOS are grouped on tiles on the home page. Use this overview to help you find a service or function.

Read more about HPOS interface and navigation

Suspended access

We’ll suspend your access to HPOS after 6 months of inactivity. Inactivity is when you haven’t logged on or used any HPOS services. 

Your access will be active as long as you perform at least 1 task every 6 months. Tasks performed by a delegate on behalf of a provider will keep the provider’s access to HPOS active.

If you’ve entered an email address in HPOS, you’ll get a notification that you have mail in HPOS:

  • after 3 months of inactivity letting you know that we’ll suspend your access in 3 months
  • after 6 months of inactivity letting you know that we’ve suspended your access.

If your access is suspended, a message will appear when you log on to HPOS. You can reactivate your access by following the on-screen instructions.

You will be required to agree to the terms and conditions to continue.

Additional help for HPOS

For support and more information about HPOS contact us.

Register

New HPOS users need a Provider Digital Access (PRODA) account

PRODA is an online authentication system used to securely access government online services. Once you have a PRODA account, you can access HPOS with your username, password and access code.

PRODA replaces Medicare PKI certificates, software CDs, and tokens.

Don’t have a PRODA account yet? Read more about PRODA.

Requesting access to the Australian Immunisation Register (AIR)

You must request access to the AIR website before you can access AIR services.

Read more about accessing AIR using HPOS including how to register.

Services

Services available in HPOS

You can access more than 26 services, payments and programs using HPOS.

Read more about services available in HPOS

Accessing Medicare Easyclaim reports using HPOS

A guide to using HPOS to generate bulk bill processing and payment reports for Medicare Easyclaim.

Read more about accessing Medicare Easyclaim reports using HPOS

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.

Read more about accessing the AIR using HPOS

Accessing CDBS information using HPOS

A guide to help health professionals use HPOS to check patient eligibility and cap balances and generate bulk bill reports for Child Dental Benefits Schedule (CDBS).

Read more about accessing CDBS information using HPOS

Find a patient using HPOS

A guide to using HPOS to verify patient Medicare details.

Read more about find a patient using HPOS

Accessing Prescription Shopping Information Service in HPOS

A guide to help prescribers use HPOS to access a report listing medicines supplied to your patient in the last 3 months.

Read more about accessing prescription shopping information service in HPOS

Track scaling and exemption details in HPOS

A guide to help overseas trained doctors track their scaling details and view location 19AB exemption details in HPOS.

Read more about track scaling and exemption details in HPOS

Completing Centrelink forms using HPOS

A guide to help health professionals complete and submit medical forms in HPOS to update your patient's Centrelink record.

Read more about completing Centrelink forms using HPOS

Accessing the National Bowel Cancer Screening Program in HPOS

A guide to help GPs submit the GP Assessment Report form as part of the National Bowel Cancer Screening Program (NBCSP) using HPOS.

Read more about accessing the NBCSP in HPOS

Accessing Hearing Services eClaiming system using HPOS

A guide to help contracted service providers access and submit Hearing Services Program electronic claims using the Hearing Services eClaiming system.

Read more about accessing Hearing Services eClaiming system using HPOS

Accessing the Midwife Professional Indemnity Scheme using HPOS

A guide to help health professionals create, submit and review claims for the Midwife Professional Indemnity Scheme (MPIS) using HPOS.

Read more about accessing the MPIS using HPOS

Rural Incentive Programs on HPOS

A guide to using HPOS to view and manage rural incentive payments.

Read more about accessing the Rural incentives programs using HPOS

Manage My Health Record administrative details in HPOS

A guide to help organisation maintenance officers use HPOS to register their network organisations and manage authorisations in My Health Record

Read more about My Health Record in HPOS

Register seed organisations in HI Service and My Health Record, and manage NASH certificates in HPOS

A guide to help organisation representatives register their seed organisation in the HI Service and My Health Record, and manage their individual and organisation Medicare and NASH certificates in HPOS.

Read more about registering seed organisations in HI Service and managing NASH

Submitting Medicare Bulk Bill Webclaims using HPOS

A guide to help health professionals submit Medicare bulk bill claims electronically for real time assessment through HPOS.

Read more about submitting Medicare Bulk Bill Webclaims using HPOS

Submitting DVA Webclaims using HPOS

A guide to help health professionals manage claims and payments for Department of Veterans’ Affairs health programs through HPOS.

Read more about submitting DVA Webclaims using HPOS

Accessing DVA CVC reports using HPOS

A guide to using HPOS to view Patient Treatment Reports and Provider Summary Reports for the DVA Coordinated Veterans' Care (CVC) program.

Read more about accessing DVA CVC reports using HPOS

Viewing a patient's care plan history using HPOS

You can view your patient's care plan history for the last 12 months in HPOS. It’s recorded against their Medicare record.

Read more about viewing a patient's care plan history using HPOS

Using the MBS items online checker in HPOS

Learn how to use the Medicare Benefits Schedule (MBS) items online checker in HPOS to confirm patient and claim eligibility.

Read more about using the MBS items online checker in HPOS

Submitting Medicare Patient Claim Webclaims using HPOS

A guide to help health professionals submit Medicare patient claims electronically for real time assessment through HPOS.

Read more about submitting Medicare Patient Claim Webclaims using HPOS

Search for an existing authority using Online PBS Authorities in HPOS

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

Read more about searching for an existing authority using Online PBS Authorities

Request an authority using Online PBS Authorities in HPOS

Request a new authority using the online Pharmaceutical Benefits Scheme (PBS) Authorities system on Health Professional Online Services (HPOS).

Read more about requesting an authority using Online PBS Authorities in HPOS

Form upload in HPOS

A guide to help health professionals submit forms in HPOS using the form upload function.

Read more about form upload in HPOS

Exemptions for the multiple patient verification upload limit

Information about how to apply for exemptions to the limit on multiple patient verification uploads

Read more about Exemptions for the multiple patient verification upload limit

Resources

Linking your PRODA account to HPOS

When you link your PRODA account to HPOS you can access your eligible services with only one log in.

Read more about linking your PRODA account to HPOS

Managing your favourites list in HPOS

A guide to managing your favourites list in HPOS.

You can create a list of your favourite links for quick access to services you use often. To access your favourites list select the + icon on the right hand side of most HPOS screens.

If you haven’t set up any favourites, select the Create button. Select the Edit button to change your list.

  • To add a favourite, select it from the Links available to add section on the left hand side of the screen and select Add.
  • To remove a favourite, select it from the My favourite links section on the right hand side of the screen and select Remove.
  • To finalise any changes select Update.

Managing your provider personal details in HPOS

A guide to viewing your qualifications and updating your personal or contact details in HPOS.

Health professionals can use this service to:

  • view their personal details, such as name, DOB, gender and qualifications
  • update their contact details, such as telephone, email and preferred mailing address.

View and update provider personal details

This service lets providers and their delegates view and update their personal information held by us.

Some of the information displayed is unavailable for selection or editing within HPOS. This information includes:

  • personal details
    • provider Stem number
    • prescriber number
    • title
    • family name
    • given name(s)
    • date of birth
    • gender
  • qualifications
    • place of base qualifications
    • year of base qualifications.

Information you can update includes:

  • contact details
    • telephone
    • email
    • fax
    • mobile
    • pager
  • preferred mailing address
    • I do not want a preferred mailing address (checkbox)
    • address
    • locality
    • postcode
    • my preferred mailing address details are correct (checkbox)
  • AIR contact details (if applicable)
    • apply changes to AIR (checkbox)
    • email me when my reports have been produced (checkbox).

How to update provider personal details

  • Select My details.
  • Select My personal details.
  • Provide all relevant details in the Contact Details, Preferred Mailing Address and AIR Contact Details fields and select Submit.
  • Review the information and select Confirm and Save.

Managing provider numbers using HPOS

Manage existing provider numbers and apply for new provider numbers in HPOS.

Read more about managing provider numbers using HPOS

Managing your banking details in HPOS

A guide to help health professionals update bank account details using HPOS.

You can nominate bank account details for your current provider numbers in HPOS. The 'My banking details' section in HPOS shows all your current provider numbers and the EFT details registered against them.

Where there are EFT details registered for different programs on 1 provider number, a separate line will display for each program against that provider number. For example, a provider works at a clinic under provider number 123456A. They have registered EFT details for Medicare and PIPSIP. HPOS will display 2 lines against 123456A. A line for Medicare and a line for PIPSIP.

Programs you're registered for, but haven’t nominated banking details for, won’t display on this list.

How to add or update bank account details

  • Select My personal details.
  • Select My banking details. A list of all provider numbers and programs with bank details registered will display.
  • Select Add or Update against the provider numbers or programs.
  • Enter the details or select an existing account from the dropdown list and select the acknowledgement checkbox.
  • Click Submit. A success screen will display to confirm details have been updated.

Note: when adding new account details you can now enter the Medicare Online Minor ID if you have one.

How to approve bank account details added by a delegate

  • Select My personal details.
  • Select My banking details. A list of all provider numbers and programs with bank details registered will display.
  • Select Review against the provider numbers.
  • Review the details and select the acknowledgement checkbox.

Click Approve or Reject. A confirmation message will display. To confirm the details select Yes.

Changes will be visible in HPOS within 24 hours.

Managing delegates who can act on behalf of providers in HPOS

A guide to adding, removing and monitoring delegates acting on behalf of a provider in HPOS.

Providers can nominate someone who has their own PRODA account or individual PKI certificate to do tasks on their behalf in HPOS. For example, they can nominate their practice manager. Administrative staff can submit a request to the provider for delegation access.

Administrative staff can be delegates for multiple providers.

Delegates must select the correct provider they intend to act on behalf of when performing tasks in HPOS.

Delegation functions

Delegates have access to the following information and services:

  • mailbox, statements and subscriptions
  • find a patient, patient profile, multiple details request
  • DVA Patient Treatment reports
  • National Bowel Cancer Screening Program (NBCSP), if you’re registered
  • Prescription Shopping Patient Summary reports
  • Rural Incentive Programs
  • Therapeutic Goods Administration (TGA) Recall/Hazard Alerts
  • Child Dental Benefits Schedule (CDBS), if you’re a dentist
  • Medicare Bulk Bill Webclaim and Medicare Patient Claim Webclaim
  • DVA Webclaim, if you’re eligible
  • Medicare Bulk Bill reports, including Easyclaim Processing and Payment reports
  • MBS items online checker
  • provider personal details, excluding banking details
  • provider number details including creating a new provider location, if you’re eligible
  • track and scale, if you’re eligible.
Delegation requests and renewals

Providers and administrative staff can manage new delegation requests and delegation renewals.

Delegates can:

  • submit a new request for delegation access to you for approval
  • submit a request to you to renew their delegation end date.

Providers can:

  • set up a new delegation
  • approve or decline a new delegation request or renewal request
  • update a delegation end date before it expires.

Delegation requests and renewals must be actioned in 14 days.

Delegation expiry

When a provider approves a delegate, they’ll be able to act on behalf of the provider for 12 months. Providers can approve their delegations so that they expire before 12 months. Delegates can also request that their delegation expires before 12 months.

Providers will need to renew all delegations after either:

  • the default 12-month period
  • the period they set up.

Providers and delegates will both get an expiry warning notification in their HPOS mailboxes before the delegation expires. This is unless the period of delegation is fewer than 14 days.

Providers

Nominate a new delegate

You must use your or your delegate’s valid and current Registration Authority (RA) number to nominate a delegate.

Get the RA number from:

  • your PRODA account email
  • the USB PKI token or smartcard for individual PKI certificates.
How to nominate a delegate
  • Log on to HPOS.
  • Select My delegates from the HPOS menu. It will show a list of your current delegates.
  • Select Add new delegate.
  • Enter the RA number for your nominated delegate, then select Search. If you use a valid and current RA number you’ll be able to see the delegate’s details. If you use an invalid or expired RA number you can’t go any further.
  • Select your delegate from the search.
  • The delegation end date will be the default 12 month period. You can enter another end date up to the maximum 12 month period.
  • Select Nominate to confirm the delegate to act on your behalf. The new delegate will appear in the My delegates list.
How to view transactions
  • Select My details.
  • Select My access history.
How to extend your delegate’s end date
  • Log on to HPOS.
  • Select My delegates from the HPOS menu. It will show a list of your current delegates.
  • Select Edit against the delegation you wish to change.
  • Enter a new delegation end date. You can update the delegation end date to any period up to a maximum of 12 months.
  • Select Confirm to update the request for the delegation extension. The new delegate end date will appear in the My delegates list.
How to approve a new delegation request or renewal
  • Log on to HPOS.
  • Select My delegates from the HPOS menu. It will show a list of your current delegation requests in My delegation requests list.
  • Select Review.
  • Review your delegation requests You have 14 days to action requests. You can change the delegation end date before you approve.
  • Select Approve to confirm the delegate and end date or Reject to reject the request.
  • If you approve the request, the new delegate will appear in the My delegates list.
How to delete or remove a delegate
  • Log on to HPOS.
  • Select My delegates from the HPOS menu. It will show a list of your current delegates.
  • Select Remove for the delegation you want to delete. The details of the selected delegate will display.
  • Select OK to confirm the removal of the person as your delegate. An updated My delegates list will display.

Delegates

How to submit a delegation request
  • Log on to HPOS.
  • Select My providers from the HPOS home page. It will show a list of your current delegations and requests.
  • Select Request delegation.
  • Enter the RA number for your nominated provider then select Search.
  • Select your delegate from the search.
  • The delegation end date will be the default 12 month period. You can shorten this timeframe if you’d like to.
  • Select Request to submit your request to the provider. The pending request will appear in the My delegate requests list.
  • The delegation request will be sent to the provider for approval. The provider will have 14 days to action the request.
How to request an extension of your delegation
  • Log on to HPOS
  • Select My providers from the HPOS home page. It will show a list of your current delegations.
  • Select Edit against the delegation you wish to change.
  • Enter a new delegation end date. You can update the delegation end date to any period up to a maximum of 12 months.
  • Select Submit to confirm the request for the extension. The pending request will appear in the My delegate requests list.
  • The delegation request will be sent to the provider for approval. The provider will have 14 days to action the request.
How to remove your delegation
  • Log on to HPOS.
  • Select My providers from the HPOS home page. It will show a list of your current delegations.
  • Select Edit for the delegation you wish to delete. The details of the selected provider will display.
  • Select Remove.
  • Select OK to confirm the removal of the association between you and the provider.

Upload and submit PBS written authority documents through the form upload function in HPOS

A guide for health professionals and their delegates who send PBS written authority documents through form upload in Health Professional Online Services (HPOS).

Read more about uploading and submitting PBS written authority documents

HPOS Terms and Conditions of Use and Access

These Terms and Conditions of Use and Access (Terms and Conditions) apply to all access and use of HPOS.

Read more about HPOS terms and conditions

Using the HPOS Messages

A guide to help health professionals use HPOS Messages.

Read more about using the HPOS Messages

Page last updated: 11 December 2018